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Broadcast E-mail One of the more popular approaches is broadcasting by e-mail which
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distributes the BI objects (queries, query views, Web templates, reports, or workbooks). You selected Broadcast by E-mail as the distribution type when you created the broadcast setting. You can send the results of a report or a link for the online report. Your system administrator maintains the possible recipients as communication type E-Mail in user maintenance and enters the e-mail addresses. To broadcast by e-mail, make the following settings on the tabbed pages: Recipients tab You can specify recipients using the following settings:
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User Enter the BI usernames of the recipients manually or choose F4 with the quick info text Selection; usernames must be separated by semicolons. Users in Role Enter the BI roles manually or choose F4 with the quick info text Selection; roles must be separated by semicolons. The e-mail is sent to all users assigned to one of the roles specified here.
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NOTE If an e-mail address for a user you have specified under User or User in Role has not been
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maintained in user maintenance, the user does not receive the distributed file as an e-mail. Instead, the user receives a message in the Business Workplace (transaction SO01). E-Mail Addresses Enter the e-mail addresses of the recipients, separated by semicolons. In order for you to send e-mails to a distribution list, the distribution list must be recognized with a valid e-mail address (SMTP address) on the SMTP server. The e-mail can be sent to the distribution list as soon as the e-mail address has been specified under E-Mail Addresses in the broadcast setting. The SMTP server uses the sender s SMTP address to check whether the sender is authorized to send to the distribution list. In broadcasting, the Internet mail address specified in the user master data is used as the sender s SMTP address. For example, your Microsoft Outlook address book contains the global distribution list DL EMPLOYEES. In the properties of the distribution list, the SMTP address is DL_XXXX_EMPLOYEES@exchange.myCompany.com. If you specify this SMTP address as the e-mail address in the broadcast setting, the system sends the e-mail to all recipients on the distribution list. E-mails sent using an SMTP server can be signed, encrypted, or both. You must also specify the user settings for the default values for encryption and the use of signatures. Authorization User If you schedule the broadcast setting for background processing (for example, for a specific time), you can enter a BI username manually or choose F4 with the quick info text Selection. The system generates the document with the settings (for example, date format) and authorizations of the specified user. If you want to distribute the broadcast setting immediately, the system generates the document using the authorizations and settings for the current user who is logged on to the system and is defining the broadcast setting. Language If you schedule the broadcast setting for background processing (for example, for a specific time), you can select the language in which the document is to be generated. The system displays the languages that are installed on the BI system. User Specific If you schedule the broadcast setting for background processing, you can specify the document to be user specific. The system generates the document for each of the specified recipients, using their personal settings (date format, language) and data authorizations. Recipients specified with e-mail addresses only are not included. For these recipients, the system generates the document using the settings for the authorization user. If you want to distribute the broadcast setting immediately, the system generates the document using the settings for the current user. Texts tab You can specify values for the following settings: Subject Enter a subject line for the e-mail manually or use a text variable from F4 Attach Text Variable. The text can contain up to 50 characters. Importance Select the importance level for the e-mail (low, medium, or high). Contents Enter text for the contents of the e-mail manually or use a text variable by choosing F4 with the quick info text Attach Text Variable. When online links are sent, the system automatically adds a link to the text of the e-mail (if the text does
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