Automating a report generation process

[Former Member]

Hello guys!

I just took on a new role in a company which requires me to deal with SAP BEx Analyzer.

I'm completely new to this, but having gone through the report generation process, I feel the method I'm using is horribly tedious and I believe there should be a way to automate the process since it's a recurring monthly procedure.

What I have to do currently to get the report is:

1. Launch SAP Logon

2. Filter the Connection which i want to find (i'll call it "PQI").

3. Key in my Username, Password and Language

4. Select the third container in the folder (i'll call it "03")

5. After I open 03, it launches Excel with BEx Analyzer add in initialized. The report is currently empty

6. Select Change Variable Values, fill in Fiscal Year, Month and Accounting Area.

7. After which it will take like 15minutes to query, and a about 16,000 ++ rows are generated.

    Problem #1: The format isn't good, i have to right click on every cell that writes "Result" with yellow highlight and under it's properties I have to select         "Result Rows" > "Always Suppress".  (Ref1.PNG)

     This is horribly painful considering I have to wait about 1 minute for each response (it's very slow). I have to repeat this for every yellow column in the
     report. Can this be automated or done in 1 step?

8. After doing so for all rows, I have to right click the table and select "Query Properties" and shift all the Free Characteristics (about 10) to "Rows".

     BUT, I can't do all at once, it will say "out of memory" and crash. I have to do so 2-3 rows at a time. Each time it'll take about 10-15 minutes to
     populate. It's very painful.

9. After it's all done, i have to repeat step 7 again, which is to Suppress all result rows (Ref2.PNG)

10.Followed by which I have to go to Query Properties > Display Options > Uncheck "supress repeated key values"

11. When that is done I have to generate a PivotTable on the data.

----

I have to repeat the same steps on a monthly basis.

Is there a way I can script it to run the process for me monthly? Or any other way to make it less tedious?

Thanks so much for any input or suggestion guys!

Warmest Regards
Brandon

[Former Member]

Hi Brandon,

Add to suman's reply.After doing predefined setting you can broadcast your report in execel format using Information Broadcasting so that you need not to provide login ID pass word and execute manually.

Read about Information Broadcasting  if you required.

Regards,

Ganesh Bothe

[former_member182470]

Suppressing Result Rows can be done in Query designer itself for one time. You need not to do after you get the report every time.

If you always expect some 10 free chars constantly, i suggest you to insert them in Rows pane in Query designer but not in Analyzer. So that your report layout will be taking care with all settings what you want to do after the report generates in Excel. I mean you will get desired layout when you run the report first time itself.

Suppress repeated key values also can be done in Query designer itself one time.

By doing above, your report execution will not be tedious and it will be minimizing your efforts.

Over all, What I have understood is, you are doing all sorts of settings in Analyzer after getting such huge volume of data, by which it gives you crash error.

With all above steps, you can run your report with all pre-defined settings.

[former_member182470]

Select multiple chars in Rows by Ctrl+ and select Always Suppress in one shot. You can create a workbook of this report and you can just refresh this workbook every month with Change variables or you may try to broadcast this report automatically as Ganesh said.

Message was edited by: $um@n Chakravarthy K

[Former Member]

Hi Suman and Ganesh

Thanks a lot for your replies guys, it's really great to know I can get help over here!

I will try playing with the Query Designer the next time I run the report to see how I can optimise the search. I'll also try out your other tips too.

I just tried to launch January's report earlier and change variables, however while i managed to get the BEx analyzer add-in to run, the change variables window did not appear when i clicked. it'll load for a long time but the form will not appear for me to change variables.

Any idea why?

Cheers!

[former_member182470]

There might be huge volume of data for Jan in your Analyzer. Anyway, try all my settings in query designer for your subsequent months.

[Former Member]

Have your query has mandetory variable?Can you able to see variable selection screen while openig the query from analyzer?Is this problem with change variable?

Regards,

Ganesh Bothe

[Former Member]

Hey Suman and Ganesh, Unfortunately i cant change any settings in Query Designer, is it because i'm just given rights to access the particular database only?

I loaded the same db on Query Designer and after lots of relentless searching i found one of the queries, however i couldn't edit them.. );

And Ctrl+ seems to be an insert row function

[former_member182470]

You would n't have got change access for your queries. Ask your BASIS admin to provide that..