event setup – e-mail report studio report to users

Event setup – E-mail Report Studioreport to usersBy Murali Sunkara, IBM India

This technique uses Report Studio and Event Studio features to e-mail the

output from a report attachment to users only if data is available.

This technique was validated using IBM Cognos 8.4.1 using the GO Sales

(query) package. The GO Sales (query) sample data was restored to a SQL

Server database. Also, this technique uses the SQL Server getdate()

function and will need to be modified if the sample data is restored to

another database such as DB2.

Since the GO Sales (query) sample data does not include dates up to

today’s date, in order to test this technique it is necessary to add a record

to some of the tables in the GO Sales (query) sample data.

1. Add a record to the TIME_QUARTER LOOKUP table. Only the

QUARTER_KEY column needs to be populated. For example, for

October 2010 the column should have a value of 20104 since October is in

the 4th quarter.

2. Add a record to the TIME_DIMENSION table. Only the

DAY_KEY, DAY_DATE, CURRENT_YEAR, QUARTER_KEY and

MONTH_KEY columns need to be populated.

Adding these records will generate a blank report that will be emailed. If

you want the report to contain data then some of the other tables will need

to be updated.

Scenario

Report Studio report scheduled every day that e-mails report output

attachments to users. Sometimes there is no data in the database for these

reports but an e-mail with zero byte file attachments is still being delivered

to users.

Business Expectation

If data is available for the report then send an e-mail with report output

attachments, otherwise, do not send an email.

Solution

Create an event in Event Studio. If the condition is true, then run report as a

task and send e-mail to users with report output.

Create a Report Studio report

The following report created to generate daily return quantities information.

This report output will deliver to users, if return quantities exists. The

query items are taken from the query subject Returned items (query).

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Create a filter to show the returned items from today. The filter is:

convert(varchar(10),[Returned items (query)].[Time dimension].

[Date],101)=convert(varchar(10),getdate(),101)

Save the report as Daily - Return Quantity.

Create an event in Event Studio

1. Open GO Sales (query) model in Event Studio and specify an event

condition as follows:

convert (varchar(10), [Date] ,101)=convert (varchar(10),getdate(),101)

In this instance, [Date] maps to the query item from [Returned items

(query)]. [Time dimension]. [Date]

2. Validate the event condition. If this event condition is true, then run the


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Daily - Return Quantity report.

3. Click Add a task > Run a report.

4. Select the new report.

5. Select the options and override the default values. Select Format as

PDF and select the Send the report by email check box. Add the email

recipients. Click OK.


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6. Select Manage the Task execution rules and select the New events

check box and click OK.


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7. Select Schedule the agent and setup the desired scheduling.

8. Save event as Daily – Return Quantity Event.


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event setup – e-mail report studio report to users

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