In SAP BusinessObjects BI Platform, scheduling is a core feature that allows reports and analytics documents to be automatically refreshed, generated, and delivered at specific times or events without requiring manual intervention by users.
Let's explore this in detail.
What is Scheduling in BusinessObjects BI Platform?
Scheduling refers to setting up a report (document) to run automatically at a defined time, frequency, or trigger — using the BusinessObjects Central Management Console (CMC) or BI Launch Pad.
When a document is scheduled, it :
- Connects to the data source
- Refreshes the data
- Generates a new instance (version) of the report
- Delivers (optionally) to recipients (via email, file server, BI Inbox, etc.)
Why is Scheduling Used?
The main purposes and benefits of scheduling include:
| Purpose | Description |
|---|---|
| Automation of report refreshes | Ensures reports are updated regularly with the latest data without manual running. |
| Performance optimization | Reports can be refreshed during off-peak hours, reducing load on servers during business hours. |
| Consistent delivery | Users receive updated information automatically (e.g., daily sales reports sent at 6 AM). |
| Error reduction | Minimizes manual intervention and potential mistakes in refreshing or distributing reports. |
| Archiving and auditing | Keeps historical report instances for tracking trends or verifying data over time. |
| Customized distribution | Different user groups can receive specific versions or formats (e.g., PDF for executives, Excel for analysts). |
Which Documents can be Scheduled?
In the SAP BusinessObjects BI Platform, you can schedule several types of documents depending on the client tool used to create them:
- Web Intelligence
- Crystal Reports
- Analysis for Office Workbooks
- Program Files (e.g., scripts)
Common Scheduling Options
When scheduling, you can specify:
- Frequency: Once, hourly, daily, weekly, monthly, or custom calendar.
- Destination: BI Inbox, Email, FTP, SFTP, File system, or BI Platform repository.
- Format: PDF, Excel, CSV, HTML, Text for Web Intelligence and Crystal Reports. Analysis for Office workbooks only allow Analysis for Office workbook instances to be created.
- Parameters: Prompts, filters, or variables to customize report content.
- Events/Triggers: Run based on file events or completion of other jobs.
Recurrence Patterns
When you schedule an object, you can choose from the different recurrence patterns. You can select the format in which the document or report instance will be saved in when it is generated. This format is saved to the destination you have selected. Depending on which SAP BusinessObjects element you schedule, you will have different formatting options.
After you choose a recurrence pattern, configure the run options and parameters for that recurrence option.
Finally, choose a destination or destinations for the scheduled output.
The following destinations are available:
- Default Enterprise Location
- BI Inbox
- FTP Server
- File System
- SFTP
- Google Drive
- Microsoft OneDrive
Example Use Case
A retail company schedules a Web Intelligence sales report to:
- Refresh every night at 2 AM
- Save output as a PDF
- Email copies to regional managers
- Store an instance in the BI repository for audit purposes
Where is Scheduling Managed?
Scheduling in SAP BusinessObjects can be managed in two main places depending on the user role:
- BI Launch Pad: For end users to schedule their own reports.
- Central Management Console (CMC): For administrators to manage schedules, monitor jobs, and set limits.