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Hello community,
In SAP S/4HANA Cloud the Custom Analytical Queries app enables the Key User to create Queries for reporting and analysis.
This tool transforms and organizes raw data delivered from business documents into a meaningful grid. It abstracts the process of writing structured queries so that you don’t have to understand the query language or the technical details.
When previewing the Query's results, you have in a single report the fields that you selected among with all the added restricted measures, calculated measures and configurations. You can choose which rows and columns you want to see and you can use how many filters you want.
After configuring the Query according to your needs, you might want to export it. You can export your data to spreadsheets and PDF files. In case of large data sets, you can run the export in the background (asynchronous export).
You can access all export options on the right.
If you click on "Export" the file will be exported on .xlsx format.
If you click on "Export as..." the following window will appear:
You can choose between .xlsx or .pdf format. You can also configure some settings, such as "Split cells with multiple values".
Kindly note that once you click in "Split cells with multiple values", it will apply to all columns available for viewing in the app and some columns can be duplicated.
In the process of exporting data to Excel, the correct transfer of the values to Excel is the main priority. However, the export is not intended for a mass data export.
The recommended dataset should not be much larger than about 100,000 cells (10,000 rows x 10 columns) because otherwise, timeouts may occur.
The export to Excel is very time consuming because every cell in the table must be converted from the internal SAP format to the data formats supported by Excel (ISO date, ISO numbers, and so on). Therefore, in the result, the formatting of the columns and cells in Excel also corresponds to the data types you used, rather than being a purely textual export.
As mentioned above, the runtime of the export depends on the number of cells (it is equal to the number of rows multiplied by the number of columns). However, it also depends on the aggregations that have been set because these require additional calculations.
In some cases, when the data to be exported is much larger than 100,000 you will receive a warning saying that the process might fail. In the warning popup, you'll have two buttons: "Export" and "Background".
The Export button will trigger the export even with the high amount of data and the system will load until the export finishes successfully or fails.
The Background button will run an asynchronous export. This option is a new feature that was deployed to the system with 2408 release with the purpose of exporting higher data. Please note that while this reduces memory allocation and the possibility of timeouts, this does not raise the export capabilites indefinitely. There will always be boundaries, but the expectation is that around 4 million cells lie within these boundaries.
With this feature, you can download a high number of data and continue working while the download is happening in the background.
The downloads are available for three days. After that, they're automatically deleted.
Once you click on "Background", the export starts and you can continue to work on your system.
To see the export process and download the data once the export is finished, you can open the Downloads tab in the middle of the screen, next to Query Information.
During a single user session, only one background export can be executed at any given time. If you start an export in background while there is still another process running, the new process will not be started, and an error message will be displayed.
I hope this blog was helpful for the process of exporting data from Custom Analytical Queries.
Below there are some references with detailed information about more specific related topics:
SAP Help Portal | How to Export Data
Thank you & Best Regards,
Tayane.
