SAC story every month to user emails give detailed steps for Scheduling

Scheduling a job to push a SAP Analytics Cloud (SAC) story to user emails every month involves a combination of setting up a publication and configuring the necessary scheduling parameters. Here's a detailed step-by-step guide:

1. Prepare Your SAC Story:

• Ensure the story is ready for distribution:
  • Double-check that the story contains the correct data and visualizations.
  • Verify that any filters or variables are set to the desired default values.
  • Confirm that the layout and formatting are appropriate for email distribution.
• User Access:
  • Make sure the intended recipients have the necessary permissions to access the underlying data models if they were to try to access the data through SAC directly.

2. Create a Publication:

• Navigate to the "Files" area in your SAC tenant.
• Locate the story you want to schedule.
• Right-click on the story and select "Publish."
• Publication Settings:
  • Title: Give your publication a descriptive title (e.g., "Monthly Sales Report").
  • Recipients: Add the email addresses of the users who should receive the story. You can add individual emails or distribution lists.
  • Format:
    • Choose the desired output format (PDF is generally recommended for email distribution).
    • Configure any format-specific settings (e.g., page size, orientation).
  • Story Pages: Select the specific pages of the story you want to include in the publication.
  • Filters and Variables: If you need to apply specific filters or variable values for the publication, set them here. If you want the most up to date data, make sure you understand the data refresh schedule for the underlying model.
  • Email Settings:
    • Subject: Enter a clear and concise subject line for the email.
    • Body: Write a brief message to accompany the attached story.
    • Attachment Name: You can change the default name of the attached PDF.

3. Schedule the Publication:

• Within the publication settings, find the "Scheduling" section.
• Scheduling Options:
  • Repeat: Select "Monthly."
  • Day of Month: Choose the specific day of the month when the publication should be sent.
  • Time: Set the time of day when the email should be sent.
  • Start Date: Specify the date when the scheduled job should begin.
  • End Date (Optional): If you want the job to stop after a certain date, set an end date.
• Time Zone: Ensure the time zone is correctly set to match your requirements.

4. Save and Activate the Schedule:

• Review all the settings to ensure they are correct.
• Save the publication.
• The scheduled job will now be activated and will run according to the specified schedule.

Important Considerations:

• Data Refresh: Be aware of the data refresh schedule for the underlying data models. If the data is not refreshed before the scheduled publication, the recipients will receive outdated information.
• Email Server Configuration: Ensure that your SAC tenant is properly configured to send emails. Check your email server settings and any spam filters that might be blocking the emails.
• User Permissions: Verify that the users receiving the emails have the necessary permissions to view the story and its data.
• Error Handling: Monitor the scheduled job for any errors. SAC provides logs and notifications that can help you identify and resolve issues.
• Testing: Before relying on the scheduled job for critical reporting, perform thorough testing to ensure that the emails are being sent correctly and that the recipients are receiving the correct information.
• Maintenance: Occasionally check the scheduled jobs to ensure they are still running correctly and that the recipient list is up to date.
• Alternative Delivery Methods: Explore alternative delivery methods if needed, such as sharing links to the story in SAC or exporting the data to other formats.

Troubleshooting Tips:

• If emails are not being sent, check the SAC system logs for errors.
• Verify that the email addresses of the recipients are correct.
• Check your spam or junk mail folder.
• Ensure that your SAC tenant has the necessary permissions to send emails.
• If the data is incorrect, check the underlying data model, and its refresh schedule.

By following these steps, you can successfully schedule a job to push an SAC story to user emails every month, ensuring that your stakeholders receive timely and relevant information.