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FAQs on Scheduling Publications in SAP Analytics Cloud

Learning Article
  • What is a Publication?

    Ans: A Publication is the generated output of a story or an analytic application. Copies of the “Publication” are then delivered to the specified recipients. In the first cut of the release in 2020 Q2 QRC, it’s in PDF format.

    What is a Recipient?

    Ans: Recipients that are created in the same SAP Analytics Cloud Tenant are considered as SAP Analytics Cloud users. Those who are not part of that SAP Analytics Cloud Tenant are identified as Non-SAP Analytics Cloud users and are considered as external users. A recipient will receive the generated publication from the scheduling engine via email.

    What is a Distribution?

    Ans: A Distribution is where you define the story and recipients of the Scheduled Publication. A distribution can contain many “Views” to personalize a story with the same or new set of recipients.

    2. What are Scheduling Publications?

    Ans: Scheduling Publications help you accomplish repetitive tasks such as sharing a story to a specific set of users at a specific time based on a business’ needs.

    Scheduling Publications are used to automatically distribute generated output from stories or analytic applications to both SAP Analytics Cloud and Non-SAP Analytics Cloud users on a defined periodic schedule (Weekly, Daily, Hourly). A Publication can consist of one or more Distribution definitions that can personalize the story for recipients through using Bookmarks, Prompts or Variables.

    3. Will all customers have access to Scheduling Publications?

    Ans: Scheduling Publications is one of the core enterprise readiness features available within SAP Analytics Cloud. This feature can be used by customers with a minimum of 25 SAP Analytics Cloud licenses. The number of SAP Analytics Cloud licenses in an SAP Analytics Cloud tenant is the total number of BI, Planning and Concurrent Session licenses.

    4. Are there any restrictions on how many Publications customers can schedule?

    Ans: There is a limit to the number of publications that can be scheduled and per customer tenant, it is on an hourly basis. The maximum number of publications per hour is based on customers total number of licenses.

    With 2020 Q2 QRC, the number of publications per hour =  5% of the total number of SAP Analytics Cloud licenses.

    For example, a user with 125 Licenses has a maximum of 6 Publications Per Hour (5% of 125).

    Customers Number of Licenses  Number of Publications Per Hour Number of Publications Per Day (X 24)
    Customer A 25 1 24
    Customer B 31 2 48
    Customer C 100 5 120
    Customer D 101 5 120
    Customer E 110 6 144
    Customer F 1000 50 1200

    This number of publications per hour can be fully used across the twenty-hour cycle of the day and throughout the months.

    5. What happens if I over exceed my allowed number of publications per hour? Will it queue up and deliver later?

    Ans: No, there is no queueing mechanism for Scheduling Publications. If you exceed more publications per hour than what is available to you based on your licenses, then the ones exceeding the allowed limit would fail.

    When creating a schedule, SAP Analytics Cloud will warn users if they have reached their maximum limit and your Publication would fail. Users can still create a schedule with a warning to allow them to fine tune their hourly scheduling pattern based on their needs by deleting the ones not required.

    6. How can customers increase the number of publications per hour? Can they buy separately?

    Ans: Currently, customers can increase their number of publications per hour by simply purchasing more licenses. For now, there is no other way that customers can purchase separately.

    7. Is data from Live sources acquired into SAP Analytics Cloud for Publications?

    Ans: The Scheduling engine for Publications is hosted in the cloud, which also means that the generation of the publications and sending to different recipients, all happens in the cloud. The Scheduling engine receives data from the live connection to fulfil the publication, but the data is not acquired into SAP Analytics Cloud. No data persists in the cloud.

    8. Can I make use of Prompts and Variables available with my Data sources, especially on Live connections?

    Ans: Yes, when you create a Scheduled Publication you can choose the different prompts and variables that are available in the story.

    9. Can I personalize a single Scheduled Publication for different users/teams for the same story/analytic application?

    Ans: A Publication Distribution can contain many Views. As part of the Publication Distribution settings, each View can be personalized using Global and personal Bookmarks, Prompts, and Variables to personalize story content for users. You can as well personalize the story by choosing which pages from the story needs to be a part of the publication.

    10. My BW/ HANA data sources has row level authorization defined for every user. If I schedule to users, will each recipient receive individual copies based on their row level security defined?

    Ans: No. For the 2020 Q2 QRC, Data authorization applied on top of publications is from the schedule owner’s perspective and not from the recipient perspective. Whatever data the schedule owner sees from their perspective, the same copy as publication would be sent over to the recipients.

    Bursting of content is commonly used to meet this requirement and is planned in the technical roadmap.

    11. Can I send my publications to Non-SAP Analytics Cloud users who are not registered as part of SAP Analytics Cloud Tenant?

    Ans: Yes, each View defined in Distribution can be sent to a maximum of three Non-SAP Analytics Cloud users. Some customers may not want their schedule owners to send any publication to a Non-SAP Analytics Cloud user and this can be disabled at a Tenant level.

    12. What are the advantages are using bookmarks to personalize different publications?

    Ans: There are several advantages of using Bookmarks for scheduling:

    • When a user is scheduling a publication to many different recipients, they can see the exact view, which is going to be sent to different recipients by choosing the appropriate bookmarks.
    • Bookmarks can be created not only by the schedule owner but whoever has access to Global and Personal Bookmarks. If one of the recipients wants a specific view, they can create a Global or Personal Bookmark and share the same to the schedule owner for use in the schedule.
    • When a recipient receives the email with personalized content using Bookmarks and clicks on the link to open the story in SAP Analytics Cloud, the recipient will open the same story with their credentials and see the live version of the story.

    13. Is Scheduling Publications available in all SAP Analytics Cloud Tenants provisioned in different SAP Data Centres?

    Ans: Scheduling Publications is only available with SAP Analytics Cloud tenants provisioned by Cloud foundry based data centres.

    14. Which SAC Data Centres support Scheduling Publications?

    Ans: Schedule publications are available in tenants which are provisioned on top of the SAP Cloud Platform Cloud Foundry environment. The list is as below:

    • AWS Europe Central (EU10)
    • AWS US East (US10)
    • AWS Brazil (BR10)
    • AWS Japan (JP10)
    • AWS Sydney (AP10)
    • AWS Singapore (AP11)
    • Ali cloud China (CN40)

    15. Is page ranging also available for schedule?

    Ans:  Yes, page ranging is available while Scheduling publications. Schedule owner can choose the different range of pages for different publications under the same schedule including the grid settings if the publication needs the grid page as well.

    16. Will publications work on SAC stories built on BW that is in SAP HEC?

    Ans: Source data systems like BW and HANA systems can be in on-premise or available in cloud as in HEC. Configurations to these data sources are required before we schedule a story as the publication engine would need to communicate to the data source and proxy the result data for generating the publication.

    17. Are there any planned enhancements of the Preview functionality on the PDF?

    Ans: You can preview by opening the story and exporting to PDF manually. The view what you would find with this should be same with what we would generate the publication. The preview works at a resolution of 1080p which can be considered for checking your previews.

    18. What licence is needed in order to enable Schedule publication?

    Ans: A minimum of a total of 25 SAP Analytics Cloud licenses are required for using Scheduling publications. This feature is only supported in AWS based SAP Analytics Cloud tenants and NEO is not supported.

    19. Who can use the scheduling function? Is it an admin function or is it a self-service feature that everyone can use?

    Ans: Anyone can schedule a story as long as the administrators have assigned the role for scheduling publication to the user/ teams/.

    20. Is Scheduled Publications available for Embedded tenants?

    Ans: No. Currently, it’s not available for embedded tenants.

    21. How does the scheduling output look in case of Crosstabs with scrolls?  Does it just show what is displayed on the screen or will the PDF have the entire table output displayed?

    Ans: Currently, cross tabs/tables in a story’s responsive or a canvas page would be a screenshot view of what is visible in the page. In case, you would need to print the entire table in a pdf copy, then we would suggest you have this information with-in a grid page. The growing table in canvas/ responsive page is currently a future product plan item, which we have already considered.

    22. Is it possible to modify the owner of a publication?

    Ans: Currently, this is not possible.

    23. Can we schedule multiple stories to publish with a single email?

    Ans: No, currently, it is not possible to schedule multiple stories with same schedule.

    24. Where can we schedule the time zone e.g. EST, IST, CST,GMT?

    Ans: The current time zone used for scheduling is the schedule owner browser set time zone while scheduling. All publications within the schedule would be sent to all recipients in the same time zone and the set time as by the schedule owner.

    Are there any Tips and Tricks?

    • The maximum mail delivery size allowed per email including attachment is 12Mb
    • For a story based on imported data connections, it can take up to 4-6 hours to run a schedule and for a story based on live data the time to run a schedule varies based on the complexity of the query and the time it takes to run the query on the remote system.
    • While scheduling stories based on live connections, make sure that the Allow live data to leave my network switch is enabled from Start of the navigation path. System > Datasource > Configuration.
    • You can also schedule a story from the Favorite menu and Featured files
    • Prompt values defined during story design will be used for the schedule publication by default if not specified.
    • Scheduling on a live connection with basic authentication will always run with the credentials of the schedule owner that have been configured. Therefore, when a user opens a story via link, they will not get authenticated against the data source.