Overview

A scheduled report can be modified as required if/when you need to change the report:


  • Title
  • Scheduling (when the report is run/sent)
  • Prompt data
  • Recipients / email content (i.e. The email recipient(s) of the scheduled report, and/or the email message / subject that is sent with the report)

All of these items are changed within the rescheduling function of SAP BusinessObjects.  Before you can reschedule your report, you need to find the recurring instance of the report.


Finding the recurring instance of the report

To find the recurring "instance" of the report so that you can modify it:


  1. In the Documents navigation tab, select the Scheduled folder from within your organization's folder


  2. When your organization's Scheduled folder is selected, all of your scheduled reports will be visible in the right-hand pane.
  3. Right-click on the name of the report you wish to re-schedule, then choose "History":


  4. The history window will open and all of the instances of the report will display:

  5. In the Status column you will see either "Success" (this is the instance relating to when the report has successfully been run and sent) or "Recurring" (this is the instance which triggers the report to run and be sent.  Please note there typically is only one "Recurring" instance, but there may be more if the report has been set up to be send to different groups / different times etc).

  6. On the instance with the status of "Recurring", you can click on the status of "Recurring" to see a summary of the scheduled report.


Modifying your report

  1. Once you have found the recurring instance of your report (above), right-click on the instance and choose "Reschedule":


  2. The Reschedule options will appear:

  3. In the "Replace" tab, we recommend that you choose "Replace existing schedule" to update the current recurring instance.  If you leave as the default of "Create new schedule form existing schedule" you will have two recurring instances of the report (i.e. the report is going to be run / emailed multiple times).  If you notice you have by mistake, created two recurring instances, simply delete the old one (right click Organize\ Delete).
  4. Use the appropriate tab to make your required changes (if required, refer to Scheduling a report for more information).  To change a recipient, changes are only required to the Recurrence and Destinations tabs :
    - Report title - "Instance Title" tab.
    - Report scheduling (when the report is run/sent) - "Recurrence" tab.
    - Report prompts - "Prompts" tab.
    - Report recipients - "Destinations" tab.  Please note: 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.  The email address used for recipients should not have an Out of Office auto response message

  5. When you have made your changes, click "Schedule".

  6. The scheduling changes you have made will be applied.  In addition, the report will run now and be sent, and a new "Success" instance will appear in the History window as a result.



TIPS:


  • If required, and you do not require them for historical purposes, you can delete old instances - right-click on the instance, and choose Organize \ Delete.
For the "Success" instances:
  • You can click on the "Instance time" or report "Title" to download a copy of the report that was sent at that time.
  • You can click on the status of "Success" to see a summary of the schedule that was configured for the report at that time.