How to Schedule Personalized Web Intelligence Documents for Mass Execution Using SAP BW and BusinessObjects

  • by Ned Falk, Senior Education Consultant, SAP
  • November 21, 2014
Learn the steps needed to set up a scheduled publication —to mass execute personalized SAP BW BEx-sourced Web Intelligence documents for many users in one go. By leveraging existing SAP BW security and specific settings in BusinessObjects, learn how to schedule one nightly execution of a publication to feed completed (pre-populated with data) and personalized (certain data for certain people) Web Intelligence documents and other types of documents to users. Although static, the documents are accessible almost instantly.
Learning Objectives

Reading this article, you will learn how to:

  • Create and schedule BusinessObjects publications
  • Use SAP BW Queries containing authorization-filled variables as a source for BusinessObjects Web Intelligence documents
Key Concept

Personalized settings and authorizations in SAP BW, combined with scheduled documents in BusinessObjects, are tools that can enhance system performance and provide end users the information they want to see fast.

Web Intelligence (also called WEBI or WebI) and other BusinessObjects documents have, for many years now, had the capability to be mass distributed to multiple recipients using the scheduled document functionality of BusinessObjects. Taking this one step farther, BusinessObjects publications can combine more than one document, execute them on schedule (for example, in the middle of the night), and send them to more than one recipient with personalized output on each one. Both of these options allow for night-time mass execution of documents with a variety of delivery options for the generated static output. For most users, this static snapshot is what they really want, not a real-time (and slower) fetch to the SAP BW system at the time they refresh a BusinessObjects document.

There are a lot of sophisticated settings in BusinessObjects that allow for these documents to be personalized. For example, input prompts contained in documents can be populated in the scheduled nightly execution of the documents, resulting in different output for different users. These settings are controlled by the User Profiles in BusinessObjects. Unfortunately, they are not really as secure as some security administrators would like, because in order to use these profiles all the data is sent by SAP BW to the BusinessObjects enterprise, and filtered before it is sent to the user by these profiles. Really tight-row-level security, preferred by most security administrators (for example, where I can see all the controlling areas data but you can only see one controlling area), is best tied to and controlled by SAP BW. This level of security is called “analysis authorizations,” and is the technique deployed in this article for personalized output.

Ned Falk

Ned Falk is a senior education consultant at SAP. In prior positions, he implemented many ERP solutions, including SAP R/3. While at SAP, he initially focused on logistics. Now he focuses on SAP HANA, SAP BW (formerly SAP NetWeaver BW), SAP CRM, and the integration of SAP BW and SAP BusinessObjects tools. You can meet him in person when he teaches SAP HANA, SAP BW, or SAP CRM classes from the Atlanta SAP office, or in a virtual training class over the web. If you need an SAP education plan for SAP HANA, SAP BW, BusinessObjects, or SAP CRM, you may contact Ned via email.

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