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SAP Mailing Properties

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SAP Mailing Properties

How to test the sending of documents from R/3 applications via fax, paging or Internet mail?


What are the system requirements? What do you have to configure?

The sending of documents via external communications services like fax, paging (radio call services, SMS), Internet mail, X.400, and so on is carried out with the components SAPoffice and SAPconnect. For an 'actual' sending via the corresponding communications services you still need R/3-external additional components ("SAPconnect node") which are delivered either by SAP (for example SAP Internet Mail Gateway or SAP Exchange Connector) or by external manufacturers (for example, fax servers). 

 . . . . . . . . . . . . . . . . .
 .                               .
 .   R/3                         .
 .                               .
 .   +----------------------+    .
 .   !      Application     !    .
 .   +----------------------+    .
 .              |                .
 .              |    <------- Business Communication Interface
 .              v                .
 .   +----------------------+    .
 .   !      SAPoffice       !    .
 .   +----------------------+    .
 .              |                .
 .              |    <------- SAPoffice/SAPconnect send queue
 .              v                .
 .   +----------------------+    .
 .   !      SAPconnect      !    .
 .   +----------------------+    .
 .              |                .
 . . . . . . . .|. . . . . . . . .
                |    <------- RFC Interface BC-CON
     ! Communication system !
     ! ="SAPconnect node"   !
       Data transfer network

You can check the correct sending of documents from applications with two different tests:

1. 'Actual' test
Documents are actually transferred via the communications services. Precondition is the installation of an external communication system and its connection to the data transfer networks (telephone line, Intra/Internet...).
This way, the documents can be transferred to any participant of the corresponding communications service (fax machines, mailboxes...).

2. 'Loop-back' test
The documents are returned here to the own R/3 System which functions like a SAPconnect node and are stored in the SAPoffice inbox of an R/3 user. The operation of an external communications system is nonrequired in this case.
In general, all points relevant for application can be checked during this test: Contents and structure of the documents, entry of sender and receiver addresses, format of the documents for transmission, handling of status confirmations and so on 

 . . . . . . . . . . . . . . . . .
 .                               .
 .   +-------------+             .
 .   ! Application !             .
 .   +-------------+             .
 .         |                     .
 .         v                     .
 .   +-------------+--------+    .
 .   !  SAPoffice  ! Inbox  !    .
 .   +-------------+--------+    .
 .         |           ^         .
 .         v           |         .
 .   +----------------------+    .
 .   !      SAPconnect      !    .
 .   +----------------------+    .
 .         |           ^         .
 . . . . . | . . . . . | . . . . .
           |           |

For both tests, proceed as follows:

1. 'Actual' test
Contact the R/3 System administration to set up the R/3-external infrastructure necessary for the required communication service and to carry out the R/3 internal configuration.

2. 'Loop-back' test

a) Address management
All R/3 users who want to send documents via a communication service need an address of the respective communication service type which is used as a sender specification.
All users also need an address of this type to receive documents in the R/3 System via a communications service and under which they are attainable as receivers.
If documents are to be sent to the own R/3 user during the loop-back test, a single address of the corresponding communication service suffices for this user. This is then used both as sender and as receiver specification.

Create addresses
The address maintenance of R/3 users is carried out either via the R/3 User Maintenance (Transaction SU01) or the Private office settings (Transaction SO12):
Address --> Other communication...
Selection of the required communication service.
Enter address.
Copy or save.

b) Configuration of SAPconnect (Transaction SCOT)
Set communication method
4.0 + 4.5: Goto --> Customizing --> Communication methods
as of 4.6: Settings --> Communication methods
Set the method of the required communication service to the value 'SAPCONNECT' and save the setting.

Create node
View --> Nodes, node --> Create
Nodes = for example system name/client "ALR003"
For example, Description = "ALR client R/3 System 003"
RFC destination = 'NONE'
Address type = Selection of the required communication service.
Address area = for example '*'
Format = 'PDF' for fax, 'RAW' for paging and Internet mail
Device type = 'POST2' for fax, 'ASCIPRI' for paging and Internet mail 
Restrict send time = do not flag
Country = 'DE' (only for fax)
Flag Node-specific fax number changes... = (only for fax) 
Enter two entries in the table: (only for fax)
Begin. no Substitute Comment
00 + foreign country
0 +49 home country
Set further address type = 'no'
Maximum waiting time... = enter nothing
Node can resolve path references = do not flag
Node is to be monitored by the alert monitor = do not flag
Node in use = mark

Schedule send process
View --> Jobs, job --> Dispatch
Job name = for example 'SAPconnect'
--> place cursor on variant SAP&CONNECTALL Schedule job (F6)
Schedule periodically, for example 5 minutes.

After sending a document from an R/3 application this is displayed in the outbox of the sender (if requested SAPoffice interface). After the next SAPconnect transmission process (according to the period chosen when scheduling the job) the document is displayed in the inbox of the receiver.


Creating a SAP mail distribution lists

Transaction code SO23

X Shared distribution lists

Name : ZXXXX

Title : XXXXX Mail Distribution

Don't enter anything in the Folder field.

Folder : Click the down arrow

Next screen :

Folder Name : ZXXXX

Folder Title : Mailing address

Folder Area : Shared

Click Create Folder

Next screen : 

Indexing : Tick

Specify the 'Retention period of a document in this folder (days)'.

Choose the 'Folder access authorization'.

Finish, click the Enter button.

Click the tabstrips 'Distri. list content' to type in your mailing list.

Save your entries.

Finally, test it by sending a mail via the distribution list ZXXXX.


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