Setting Up the Mail Broadcast

You can configure the mailing of reports either on the “Schedules” tab or on the “Report” tab.

In the first case, click “New report broadcast” on the “Schedules” tab:

In the appeared form, select folder, report and version of the report for which you want to create a mailing list:

In the second case, Switch to the “Reports” tab and select the version of the report for which you would like to set up a mail broadcast. Now press the “Mail Broadcast” button under the list of report versions:

The form that is used to manage the mail broadcasts will appear. Add a new record to the list:

A form for mail broadcast settings will appear:

The following options are available in the appeared window:

• Status – the status of mailing;
• Name – the name of mailing (you can assign a personal name to the mailing or use the name of the report);
• Cube Language – the language of the cube for mailing (by default the language specified on the cube is used);
• Notes

If users do not have rights to the mailed report, “Ignore user permission” box has to be checked.

On the tab “Periods” use the section “Mode” to select one of the scheduling modes:

In the section “Properties” set up the date and periods. In the lower left zone there is a possibility to set up the desired time, or to set up “send every N hours”. Also there is a possibility to set up the end date of the mail broadcast. In the right part of the window there is a description that tells about when the mail broadcast will be working and what is the first date and time when it will run.

On the tab “Format” you will have to select the file type that will be sent:

On the “Users” tab you have to select who of the users/roles will receive the report by mail:

Moreover, you can sort users alphabetically to quickly search for them:

or filter them by selecting a specific user

or by specifying a condition:

In this case, the list displays all the users whose name begins with the letter M.

The tab “Pages” is used to select the set of pages that will be sent to the user:

There exist administrator pages, user pages and shared pages. It is also possible to set up the desired type of pages and to select the specific ones:

In the edit box “Search” there is a way to quickly select the pages by name:

The tab “Condition” allows to set up optional condition that will be checked to decide if to send the mail or not to send:

By default there are no conditions set up. It means that the mail broadcast will work always. But you can change this here:

• Unconditional: the report will be sent always;
• Conditional: the report will be sent only if the condition is met.

Then you have to set up the condition using one of the ways:

• MDX: you can write an arbitrary MDX by pressing the button “Create”:

• Page: you can create a new page or to use an existing page. If you create a new page, the window for page type selection will appear:

In the case if you select an existing page, there will be another window:

In both cases a new designer form will be open.

Then you have to define how the condition is checked. There are 4 ways:

• Query should return at least one cell;
• Query should not return any cells;
• Query should return at least one member on rows/columns;
• Query should not return any members on rows/columns.

The report will be sent only in the case if the condition is met.

Administrator also has a choice to select the user context under which the test will be performed:

• Current user: the check will be made in the context of the user for whom the report is generated;
• Administrator: the check is performed in context of administrator.

Note: to make sure user gets the report by mail, their e-mail should be specified.

Report module users also have a possibility to create mail broadcasts. But for the report users there are some restrictions: they can create mail broadcasts only for themselves, but not for other users. Therefore the tab “Users” is absent for them

Let us set up the schedule so that all users will get a report “Report 1” on the first and third Monday of February every 2 hours till 6pm in NRP format, including just pages “Table 1” and “Table 2”.  To achieve this goal, fill in the forms as shown:

The tab “Periods”:

Select “NRP” on the tab “Format”. Then on the tab “Users” select this:

Select the necessary pages on the “Pages” tab:

The tab “Condition” should be like this:

After pressing «OK» you will get a new record in the list of mail broadcasts:

Let us look at another example with a condition for mail broadcast. There are two users – Mike and John, responsible for the sales of bikes, everyone is responsible for sales in its own territory. Let us assume that Mike is responsible for Canada, John is responsible for Australia. The access rights are set for them with restrictions, i.e. each of them gets the information ONLY about their own territory. Let us assume they need to get the report “Sales Loss” only in the case if the loss had place. We want to make so that Mike and John get this report by mail every first day of every month at 10:00am, but only in the case if the sales of bikes decreased in their region in comparison with the previous month. If the sales did not decrease, it is not necessary to send the report.

To implement this task let us fill in the tab “General”:

On the tab “Periods” set the following parameters:

Select “NRP” on the tab “Format”, select the appropriate users on the tab “Users”:

Select the necessary page on the the tab “Pages”:

Select “Conditional” on the tab “Condition”:

Now we have a goal – to set up the condition “if the sales decreased in comparison with the previous month, then send the report, otherwise don’t send”.

The condition will be implemented using a regular table (like in regular reports). This table will contain a filter which checks the loss of sales. If the table returns at least one row, it means that the condition is met and the report should be sent.

Let us show how this should be set up:

In the page designer let us select the following data:

The rows contain the “Bikes” category, the columns contain “France” and “Germany”. The date is in context.

To set up the date it is preferable to use the “floating period”:

Let us set up the filter:

This filter will return a row only in the case if the sales of bikes in the last month decreased in one of the countries in comparison to the previous month. Then let us save and close the page.

In the schedule settings in “What test to do” we have to select “Query should return at least one cell” (we know that the report will return data only in the case if there is a loss of sales).

Select “Current user” below (to make so that the check will be performed under the current user). In this case the report will be sent only for the user which had a loss of sales in his country.

After you press «OK» the list of mail broadcasts will have a new record:

Go to the Schedules tab:

The tab «Schedules» works in a similar way to the correspondence form in a specific report version.

The tab includes the following fields:

• Name – name of the report;
• Record – period of correspondence;
• Next Run – the soonest start;
• Status – status of correspondence itself;
• Type – file type of correspondence;
• Modified by – who the correspondence was modified by;
• By Administrator – who the correspondence was created by;
• Folder – folder title;
• Report – report title;
• Version Number – number of report version.

The tab «Schedules» allows to show the whole list of all broadcasts or to filter them by date and time: