Hi Anita,
if I am correct you want to use the alerting feature that is already inbuilt in SAP BI
please read this manual at page 153 ff
http://help.sap.com/businessobject/product_guides/boexir4/en/xi4SP5_bip_iv_en.pdf
quoting the manual
"Alerting is a feature that spans different applications in BI platform. Alerts notify users and administrators when events are triggered. Alerting lets you manage objects and events on the basis of exception. Alerts notify you about changes. For example, Julie works at an auto insurance company and tracks the number of claims filed using a Crystal report. She subscribes to the Claim Number alert, and chooses to receive her alert notification by email. The report runs daily. After a week, the number of auto insurance claims reaches 10,000, meeting the alert's condition and triggering the alert. Julie receives an email notification and realizes that auto insurance claims have increased dramatically. She informs her manager and recommends launching a campaign to promote safer driving habits."
Please let me know if this is what you wanted.
Thanks
Simone