S p re a d i n g t h e Wo rd T h e I n f o r m a t i o n B ro a d c a s t e r in Microsoft Office

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S p re a d i n g t h e Wo rd T h e I n f o r m a t i o n B ro a d c a s t e r
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Choose whether you want to send the precalculated workbook as an e-mail or publish it in the Portal. If you want to distribute the workbook as a Zip file, select ZIP File. The following illustration shows the initial screen from the Broadcaster. Notice that the difference is the object type Workbook.
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NOTE If you want to work with the Broadcasting Wizard, which provides step-by-step instructions
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for creating the broadcast setting, choose Create New Setting with Wizard. Enter a description for the broadcast setting. Then choose the Workbook Precalculation tabbed page. If the workbook contains variables, you can also set variable assignments in the Variant field. You can also create the values for input-ready variables in the workbook. The workbook is precalculated with these variable values. The following illustration shows this information. Notice that the distribution types have been limited to just four options.
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You can enter the required variant in the Variant field. The workbook is precalculated with the data for this variant. The field will be described as Take from Variant.
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You also need to specify which precalculation server is to be used. But first, you have to set up a precalculation server. If you want the system to use the first available precalculation server from the precalculation servers set in Customizing, choose Select Automatically. If you want the system to use a special precalculation server, choose Special Server and specify the server. The following illustration shows the Workbook Precalculation tab and the parameters available.
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If this special server is not available, the system terminates. If necessary, check your settings using the Check button and then choose Save. Enter a technical name for the broadcast setting and choose Transfer. The new setting appears in the overview in the upper area of the BEx Broadcaster. If you want to distribute the broadcast setting for the workbook immediately, choose Execute. A new browser window appears; it displays the processing status for the broadcast setting. If you want to close the window, choose Cancel. If you want to distribute the broadcast setting for the workbook at a specific time or whenever changes are made to the data, choose Schedule. You have to precalculate a workbook and distribute the selected setting accordingly. If you have not precalculated the workbook as a Zip file, when the recipients open the file, they have a formatted workbook in which they can navigate further. The recipients of the file need a local installation of the BI front end to log on to the BI system and navigate within the data. The broadcast setting is listed in the upper area of the BEx Broadcaster screen. Here you see all the broadcast settings that were created for this workbook. If you want to edit or delete the broadcast setting, choose Edit or Delete in the context menu for the setting. To view traces of the executed workbook, use transaction code SLG1; object BW_XLWB; subobject PREC. The following illustration shows this information.
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S p re a d i n g t h e Wo rd T h e I n f o r m a t i o n B ro a d c a s t e r
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Example of the Information Broadcaster
To complete this chapter, a basic example of the setup of the Information Broadcaster will develop the logical flow of this process. This example will start from the BEx Query Designer, but it could start from any of the other components. Having identified a query and ready to configure the parameters in the Information Broadcaster, we choose the Create New Settings option directly in the Information Broadcaster, as shown in the following illustration.
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Once we execute the Create option, we have all the tabs discussed in the previous sections. The first of the following illustrations shows us the initial screen. We will be entering some basic information, such as an additional user (BWUSER02), the distribution
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type (Broadcast via E-Mail), and the output format (MHTML). We will also turn on the option to execute the Zip file format. This information is shown in the second illustration.
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