The University of Toledo

Web Report Library

Working with Objects

Scheduling objects

Scheduling an object lets you run it automatically at specified times. When a scheduled object runs successfully, an instance is created. An instance is a version of the object containing the data available at the time it was run. Instances created later contain more recent data. 

You can see a list of instances by looking at an object’s history, and you can click the link to any historical instance. If you have the rights to view objects on demand, you can view and refresh any instance to retrieve the latest data from the database.

By scheduling and viewing instances, you can ensure you have the latest information available for viewing, printing, and distributing. For example, you can schedule a report object to run every night so it’s available for you first thing in the morning

Note: Before scheduling objects, check your time zone setting on the Preferences page in BusinessObjects Enterprise. The default time zone is local to the web server that is running BusinessObjects Enterprise, not to the Central Management Server (CMS) machine(s) that each user connects to.  By setting your time zone, you ensure that your scheduled objects are processed in accordance with the time zone in which you are working. You must have your own account on the system in order to set your preferences.  Depending on the type of object you are scheduling, you might want to customize your scheduling options. You can set:

  • When to run a scheduled object
  • Database logon information
  • Filters
  • Destination locations
  • Format
  • Print settings
  • Server group settings
  • Parameters

Note: For some scheduling options, the settings that the administrator has specified for the object will be displayed when you choose that option. You can schedule a object with these options or customize your options.

To schedule an object

  1. Navigate to the object you want to schedule.
  2. Click the Schedule link for the object. 
    The Schedule page appears.
  3. Select and specify the scheduling options you want to use.  To see the fields for each option, click the plus icon beside the option to expand the options. For detailed information, see the following sections:
    • “When to run a scheduled object”
    • “Database logon information”
    • “Filters”
    • “Destination locations”
    • “Format”
    • “Print settings”
    • “Server group settings”
    • “Parameters”
  4. Click Schedule.


When to run a scheduled object

When specifies a time for running a scheduled object. Each parameter in the “Run object” list has its own specific data entry requirements.

Note: For every parameter listed below (except for the “Now” parameter), you can specify both start and end dates and times.

The following parameters are available:

  • Now
    When you click Schedule, the object runs once (immediately).
  • Once
    This option requires a start time parameter. The object runs once at the time specified.
  • Hourly
    This option requires information in hours and/or minutes for how frequently the object     should run. Instances are created regularly to match the parameters you entered.  The    first instance is created at the start time specified.
  • Daily
    This option requires a start time parameter. The report runs once every N days at the      time specified.
  • Weekly
    This option requires a start time parameter. Each week, the report runs on the selected days at the time specified.
  • Monthly
    This option requires a start date and time, along with a recurrence interval in months. The report runs on the specified date and time, every N months.
  • Calendar
    This option allows you to select a calendar of dates. Created by the BusinessObjects Enterprise administrator, calendars are customized lists of schedule dates. An instance is created on each day specified in the calendar.

Database logon information

Some objects require you to log on to a database before you can schedule them successfully. You can do this on the Schedule page if you have credentials for the object’s data source.

To schedule a report object with database logon information

  1. Expand the Database Logon option on the Schedule page.
  2. Change information as necessary for your report’s database.
  3. Set other scheduling parameters as required, then click Schedule.

Filters

If a report object includes a record or group selection formula, you can modify it before you schedule the report. Selection formulas help determine what data appears in a report and may improve performance by eliminating unwanted records. For more information on selection formulas, see the BusinessObjects Enterprise User’s Guide.

To schedule a report object with a record selection formula

  1. Expand the Filters option on the Schedule page.
  2. Change the record or group selection formula as necessary.
  3. Set other scheduling parameters as required, then click Schedule.

Destination locations

You can schedule an object instance to be sent to a specific destination on your computer or network, to a default file location, to email, or to FTP. For destination options other than Default, you can choose the preset settings (as determined by your administrator) or enter specific requirements for the destination.

You can choose from the following destinations:

  • Default Enterprise location
    If you select this option, the instance is saved to the default BusinessObjects Enterprise location, which is the Output File Repository Server (FRS).
  • Default inbox or Specific inbox
    Both options will save the instance to the default BusinessObjects Enterprise location as well as to inboxes as specified:
    • If you select the Default inbox, copies of the instance are also saved to the inboxes configured on the job server.
    • If you select Specific inbox, you can specify whose inboxes you want to save the instance to.

  • Default file location or Specific file location
    Both options will save the instance to the default BusinessObjects Enterprise location as well as to the specified file location:
    • If you select Default file location, copies of the instance are also saved to the Unmanaged disk location configured for the job server.
    • If you select Specific file location, copies of the instance are also saved to the file location you specify here.

  • Default email recipients or Specific email recipients
    Both options will save the instance to the default BusinessObjects Enterprise location as well as to the specified email recipients:
    • If you select the Default email recipient, copies of the instance are also emailed to the email recipients configured on the job server.
    • If you select Specific email recipient, you can specify who you want to email the instance to.

  • Default FTP server or Specific FTP server
    Both options will save the instance to the default BusinessObjects Enterprise location as well as to the specified FTP server:
    • If you select the Default FTP server, copies of the instance are also saved to the FTP server configured on the job server.
    • If you select Specific FTP server, you can specify which FTP server you want to save the instance to.

  1. Note: If you select any option other than “Default Enterprise Location,” the location must have been configured on the respective job server by your administrator. For more information, see the BusinessObjects Enterprise Administrator’s Guide.
  2. If the administrator has specified a particular destination for the object, this destination option will be displayed. You may be able to update the fields for this destination, or select a different destination. For many of these destinations, you must provide additional information.
  3. To specify a destination
    1. Expand the Destination option on the Schedule page.
    2. In the Destination list, click the format of your choice.
    3. If you select a "Specific" destination, enter the destination information. For example, if you select Specific inbox, you have to choose which user or user group you want.
    4. Set other scheduling parameters as required, then click Schedule.

Format

Web Intelligence document formats

For Web Intelligence documents, you can select the format that the document will be saved in when it is generated. You can select from the following formats:

  • WebIntelligence
  • Microsoft Excel
  • Adobe Acrobat

Crystal report formats

For Crystal report objects, you can select the format that a report instance will be saved in when it is generated by BusinessObjects Enterprise. You can select from the following formats:

  • Crystal Report
  • Excel
  • Excel (Data Only)
  • Word
  • Acrobat
  • Rich Text
  • Plain Text
  • Paginated Text
  • Tab-separated Text
  • Tab-separated Values
  • Character-separated Values

Note:

  • When you select file format other than Crystal Reports (.rpt), you may lose some or all of the formatting that appears in your report. However, the program attempts to preserve as much formatting as the export format allows.
  • The difference between Excel and Excel (Data only) is that Excel attempts to preserve the look and feel of your original report, while Excel (Data only) saves only the data, with each cell representing a field.
  • The Tab-separated Values format places a tab character between values; the Character-separated Values format places a specified character between values. Each of these two formats produce data lists. In contrast, the Tab-separated Text format attempts to preserve the formatting of the report.

To specify a report format

  1. Expand the Format option on the Schedule page.
  2. In the Format list, click the format of your choice.
  3. Select additional formatting options as required.  Some format options require you to specify additional formatting options. These options vary, depending on the format you selected in step 2.
  4. Set other scheduling parameters as required, then click Schedule.

Print settings

When scheduling an object, you can choose to print the report instance once it has been generated. Report instances are always printed in Crystal Reports format. When printing a report, you can set the number of copies and the page range. When you choose to print the report instance, you have to specify several other print settings, such a printer and page range.

To set the print settings for a report

  • Expand the Print Settings option on the Schedule page.
  • In the Print list, select the option you want:
    • To print the report, select Crystal Report.
    • If you don’t want the report to be printed, select None.
  • If you selected Crystal Reports, specify the additional print settings.
  • Set other scheduling parameters as required, then click Schedule.  Using BusinessObjects Enterprise

Server group settings

When scheduling an object, you can select which server group you want the system to use to run the object.

To set the server group settings

  1. Expand the Server Group option on the Schedule page.
  2. Select the server group option you want.
  3. Set other scheduling parameters as required, then click Schedule.

Use the first available server

This is the default. BusinessObjects Enterprise will use the server that has the most    resources free at the time of scheduling.

Give preference to servers belonging to the selected group

Select a server group from the list. This option will attempt to process the object from the servers that are found within your server group. If the specified servers are not available, then the object will be processed on the next available server.

Only use servers belonging to the selected group

This option ensures that BusinessObjects Enterprise will only use the specified servers that are found within the selected server group.  If all of the servers in the  server group are unavailable, then the object will not be processed.

Parameters

Some objects use the parameters feature. Parameters prompt the user to enter information. For report objects, this information may determine what data appears in the report. For example, in a report used by sales, there might be a parameter that asks the user to choose a region. The report returns the results for the specific region instead of returning the results for all of the regions.

You can set parameters on the Schedule page. If the object you schedule does not contain parameters, the Parameter link does not appear on the Schedule page.

To schedule an object with parameters

  1. Expand the Parameters option on the Schedule page.
  2. Select the parameter you need for your object and click Add.
    Using BusinessObjects Enterprise

    Note: The appearance of the parameter prompts on the Schedule page may differ from object to object depending on how the parameter field was created in Crystal Reports. Program objects may provide an Argument box.

  3. Set other scheduling parameters as required, then click Schedule.