Usage of Shortcut feature in Mass Scheduling:

 

This document gives an overview of using the Shortcut Option with Scheduling of BO Objects like reports, Object Packages and Publications.

 

Shortcut option is very useful in Mass scheduling of BO Objects.

What is Shortcut?

 

Shortcut is reference object which allow users to use it rather than main object.It enables users to create an alternate, more convenient, access route for an object.

How security Rights managed with Shortcut:

 

You can also create a shortcut to give users access to the object when you don’t want them to access the folder that the actual object is located in. The shortcut inherits object rights from its parent folder.However, the shortcut object rights do not override the rights of the origina object.

For example, if a user does not have rights to schedule a report, they are not able to schedule that report even through a shortcut that allows them full rights.

 

Advantages of Using Shortcuts in Scheduling:

• You will always have easy access the most up-do-date corporate report including any modifications/updates to the query.

• The query/report that you use will be always being correct in syntax, etc.

• Saves Space of Input and Output File repository Servers.

Let us see how Shortcuts are useful in mass scheduling in below Scenario. 

 

Problem:

Let us assume a scenario like we have to schedule around 1000 reports on daily basis to Business Objects Users Inbox.

In this scenario, we shouldn’t schedule all 1000 reports as individual instances as it is difficult to maintain all 1000 instances of Scheduled objects.

So we have to group Schedule objects as Publications and Object Packages and schedule these publications/packages which have the common scheduling properties.

Let us assume we have grouped these 1000 objects as 50 Publications and 50 Packages.

Now it is easy to maintain these 100 instances rather than 1000 individual report instances

Let us assume we have to schedule a BO Publication with 10 Source documents and send the scheduled instance to a group of 300 users.

The output of publication will deliver 10 reports to 300 users which means  10*300=3000 output instance will be delivered. If we send the scheduled instance as report copy, it will create 3000 report output instances in Output File Repository Server.  If the report size is 10MB, then with each delivery it will consume space of 29GB on OFRS.

Remember that this space is consumed by just one publication with 10 Source Documents.  When we schedule all 50 publications and 50 Object Packages, it will consume around 300GB on one daily Batch.

Generally OFRS allocated with 100 TB space in a shared infrastructure. So if this batch is continuously run for a month, OFRS will be killed and down. It is difficult for Infrastructure team cleanup OFRS at regular intervals.

Solution:

 

Solution for a situation like this is very simple.

 

Send the report as Shortcut.

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Since Shortcut is a reference to main object/report, it will not consume any space on either IFRS/OFRS.

All the scheduled output instances will be delivered to users as shortcuts and user can open the shortcut and use it.

Users must have access on the original report for which shortcut is created through schedule. Else they will not be able to refresh the shortcuts.

Also we need to make sure that when we schedule the reports using Shortcut option to BO Inbox, we need to select below destinations in publication instance:

• Default Enterprise Location
• Business Object Inbox

If we don’t select the destination as Default Enterprise Location, report won’t be delivered to BO Inbox.

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