If a report has been run using your organization's data, you can schedule it to be sent out to someone else in your organization via email.
To schedule a report:
- In the Documents navigation tab, select your organization's "Scheduled" folder (it will be under your organizations name within the folder called "Your Organisation" - eg. "Bootcamp6" in the screenshot below):
- When your Scheduled folder is selected, all of your scheduled reports will be visible in the right-hand pane. All regularly scheduled reports should be saved to this folder for easy of administration.
- Right-click on the name of the report, then choose "Schedule":
Work through the pop-up menu to select the necessary settings to correctly schedule your report
Instance Title - provide the name you would like the Report to be called when received:
Recurrence - Specify when/how often this report should run. Depending on your selection, further information may need to be entered. Please note that our BusinessObjects server is hosted in New Zealand. We recommend scheduling reports no earlier than 2am (NZ time), and to stagger scheduling instances. Note that data is current to the end of business the day prior.
Prompts - This is where the query parameters for your report must be specified.
Formats – Select the file format of the report, we typically recommend Microsoft Excel. However, if you wish the report to run within the Business Objects interface (for purposes of dynamic interrogation, rather than dissemination of a static spreadsheet), select the first option: Web Intelligence.
Caching - Please ignore (this is only for web intelligence documents, and is not relevant as we recommend that you use Excel format - refer to Step 8).
Events - Please ignore because at this time we do not organize Events via SAP BusinessObjects.
Scheduling Server Group - Please ignore as we only provide one server for this task.
Destinations - Select Email. (If no email is required, select the first option Default Enterprise Location).
- Now provide the information about who the report is going to, the subject of the email (you can use the placeholder shown in the example below to use the reports name - %SI_NAME%), the message you want to send in the body of the email etc. At the bottom of the email setup, please ensure you select "Use Specific Name", and then select the placeholder for title. We always recommend using the reports@aotal.com address in the From window. We also ask that regularly scheduled reports are directed to a central HRAdmin address and not to multiple different recipients.
- Once you have provided all of the scheduling information, click the "Schedule" button in the bottom right-hand corner.
The report will run now and also be scheduled to run on the day/time you have specified.