Application and User Management - Scheer Nederland | SAP Partner voor SAP … · 2018-01-04 · 1 Application and User Management After you go live with SAP Business ByDesign it is

Product Documentation PUBLICSAP Business ByDesign February 2017

Application and User Management

Table Of Contents

1 Application and User Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2 Work View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82.1 Quick Guide for Work (in Application and User Management) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3 Incidents and Service Tasks View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103.1 Incidents View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Incidents Quick Guide (Application and User Management) . . . . . . . . . . . . . . . . . . . . . . . . . . . 103.2 Service Tasks View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Service Tasks Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

4 User and Access Management View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264.1 Work Quick Guide (in User and Access Management) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264.2 Business Users Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274.3 Support and Technical Users Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334.4 Business Roles Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344.5 Security Policies Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374.6 OAuth 2.0 Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404.7 Substitutions Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414.8 Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

User and Access Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Segregation Of Duties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Working with Business Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

5 Business Data Consistency View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515.1 Business Document Differences View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Quick Guide for Business Document Differences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515.2 Data Flow Verification Results View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Quick Guide for Data Flow Verification Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

5.3 Data Flow Verification Runs View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Quick Guide for Data Flow Verification Runs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.4 Process Communication Errors View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Quick Guide for Process Communication Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

6 Task Distribution View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

SAP Business ByDesign February 2017Table Of Contents P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 3

6.1 Business Task Management View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64Quick Guide for Business Task Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

6.2 Approval Processes View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Quick Guide for Approval Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

6.3 Task Substitutions View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Quick Guide for Task Substitutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

6.4 Employee Work Distribution View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Employee Work Distribution Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

7 Input and Output Management View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 807.1 Print Queues View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Print Queues Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

7.2 E-Mail and Fax Queues View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97E-Mail and Fax Queues Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

7.3 File Input View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100File Input Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

7.4 Form Template Selection View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Form Template Selection Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

7.5 Output Channel Selection View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Output Channel Selection Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

7.6 Business Communication Monitoring View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110Business Communication Monitoring Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

7.7 Web Service Message Monitoring View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Web Service Message Monitoring Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

7.8 Communication Systems View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119Communication Systems Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

7.9 Communication Arrangements View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120Communication Arrangements Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

7.10 Communication Scenarios View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129Communication Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

7.11 Service Explorer View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131Service Explorer Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

7.12 Certificates View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Communication Certificates Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

8 Background Jobs View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1358.1 Background Jobs Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

4 © 2017 SAP SE or an SAP affiliate company. All rights reserved. • P U B L I CSAP Business ByDesign February 2017

Table Of Contents

8.2 Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137Mass Data Runs (MDR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

9 News Authoring View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1419.1 News Authoring Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

10 Compliance View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14310.1 IT Compliance View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

IT Compliance Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

10.2 SAP Live Link View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145SAP Live Link Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

11 Business Flexibility View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14711.1 Mashup Web Services View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Mashup Web Services Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

11.2 Mashup Authoring View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Mashup Authoring Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

11.3 Master Template Maintenance View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Master Template Maintenance Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

11.4 Form Template Maintenance View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Form Template Maintenance Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

11.5 Microsoft Office® Template Maintenance View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Export Business Data Using Microsoft Excel® . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

11.6 Flexibility Change Log View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Flexibility Change Log Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

11.7 Download Center View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211Download Center Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211Software Available in the Download Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

12 Reports View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25612.1 Created vs. Solved Incidents - Last 12 Months . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25612.2 Created vs. Solved Incidents - Last 3 Months . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25712.3 Incident History - Last 12 Months . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25812.4 Incident History - Last 3 Months . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

SAP Business ByDesign February 2017Table Of Contents P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 5

12.5 Open Incidents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26012.6 Report Assignment Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26112.7 Employee Readiness Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26212.8 Access Rights Change Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26312.9 All Current Access Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26412.10 Segregation of Duty Conflicts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26412.11 All Current Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26512.12 User Activation and Deactivation Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26512.13 Software History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26612.14 All Business Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267

13 Application and User Management Task Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26813.1 Notification – Incident Updated [by Processor] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26813.2 Notification – Incident Overdue [for Requester] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26913.3 Task – Check Incident [for All Key Users] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27013.4 Notification - Incident Updated [by Requester or Provider] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27113.5 Notification – Incident Overdue [for Processor] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27213.6 Task - Specify User and Access Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27313.7 Task - Maintain User and Access Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27413.8 Task - Explanation Regarding User Authorizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27513.9 Task - Solve Connectivity Issue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27513.10 Task - Solve Mapping Issue (Incoming Message) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27613.11 Task - Solve Mapping Issue (Outgoing Message) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27713.12 Notification - Your Access Rights Have Been Changed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27813.13 Task - Solve Output Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27913.14 Task – Confirm IT Control Process Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28013.15 Task: Manually Created Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281

14 Workflow Rules Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283


Table Of Contents

1 Application and User Management

After you go live with SAP Business ByDesign it is necessary to manage the day-to-day operations of your business.Application and User Management allows you as a key user to carry out key administration activities for theapplication from one central location. You can process and manage incidents. You are able to manage users andtheir access to work centers, lock and unlock user IDs, and reset passwords. You can control, test, and monitor IT-related changes in your system. You are able to create, edit and delete news items, and assign news items to differentwork center feeds. You can also configure and manage many other aspects of the application.

FeaturesApplication and User Management contains the following sections:

● Work View ● Incidents and Service Tasks ● User and Access Management ● Business Data Consistency ● Task Distribution ● Input and Output Management ● Background Jobs ● News Authoring ● Compliance ● Business Flexibility ● Reports View ● Application and User Management Task Types

SAP Business ByDesign February 2017Application and User Management P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 7

2 Work View

2.1 Quick Guide for Work (in Application and User Management)

As a key user, you require an overview that shows you at a glance which tasks require your attention. The Work viewaggregates all of the open business task management items from the views within the Application and UserManagement work center, such as tasks for managing access rights and maintaining user data, and providesimportant information such as the status, priority, and due date of each item.Key users can access the Work view from the Application and User Management work center.

Business Background

Business Task ManagementBusiness Task Management (BTM) ensures that activities related to a business process within or across yourorganization are completed in order to fulfill defined business objectives. Using BTM, the system addresses work tousers and enables them to receive, manage, and complete business task management items related to a businessprocess in an efficient way. The system creates business task management items when it requires input from a userabout a related business document. These items are created so that users check, change, clarify information,complete items, or make a decision as part of a business process.For more information, see Business Task Management.

Tasks

Monitor Your WorkFrom the Show dropdown list, you can select a set of work items to view and to process.

For example, you can select Open Tasks or a set of work items that you have definedyourself and saved as a query.

From the Group By dropdown list, you can group work items by specified criteria, such as DueDate.

Process Your WorkThe following options are available to help you complete your work:

● To view and edit documents related to the item in your worklist, click Edit . ● To create a new business task management item related to an item in your worklist,

select the item, click New , and choose the type of business task management itemyou want to create.For information, see Working with Tasks, Notifications, and Alerts and Working WithClarification Requests.


Work View

● To process a task, select the item, click Actions , then choose one of the followingoptions.The options are also available from the context menu to the right of the task title.

● ForwardIn the To field, enter the employee ID or search for the employee using the valuehelp.You can track forwarded items from the Work work center view of the Homework center. In the Delegated Tasks work center view, from the Show dropdownlist, choose Forwarded by Me.

● Change PriorityFrom the Priority dropdown list, you can choose from Low, Medium, High or VeryHigh.

● Open DetailsOpens the details of the task. You can view detailed information about the task,such as the sender of the item, processor, related documents, description of thetask, and its progress.

● Add or Show NotesYou can enter a comment or view comments entered by other users.

● Add or Show AttachmentsYou can add a file or link or view attachments from others. You can also deleteor replace attachments.

Depending on the configuration of the task, the following actions are also available. ● Cancel

Cancels the task and removes it from your worklist. ● Complete

Sets the status of the task to Completed and removes it from your open tasks.

Export Data to Microsoft Excel®To export business data to Microsoft Excel, click Export and choose To Microsoft Excel. Forinformation, see Export Business Data Using Microsoft Excel.

SAP Business ByDesign February 2017Work View P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 9

3 Incidents and Service Tasks View

3.1 Incidents View

3.1.1 Incidents Quick Guide (Application and User Management)

As a key user, you are responsible for managing incidents reported by users in your company and, in some cases,for those reported automatically as a result of health checks. If you are unable to solve an incident yourself, you canforward it to your provider to request assistance. Since the provider and requester cannot communicate directlywith one another, you as the processor of the incident are responsible for information flow, for example, forforwarding a solution proposed by the provider to the requester of the incident.The Incidents view provides all the tools you require to manage incidents. You can access this view from theApplication and User Management work center.

Business Background

Incidents OverviewAn incident is a non-standard occurrence in the system that interrupts the operation of a service, or may reduce thequality of a service immediately or in the near future. An incident appears to the user as unexpected system behavior,such as:

● An unexpected or unclear error message on the screen ● Incorrect or missing data ● System performance problems

If you encounter a problem in the application, you can search existing knowledge bases for a solution. If no solutionis available, you can report an incident to your key user to request help in solving the problem.For more information about searching for solutions and reporting incidents, see the documentation on Reportingan Incident.For more information about working with incidents that you have reported, see the documentation on Working withIncidents.

Incident Priorities and CategoriesWhen a user reports an incident, he or she must assign it a category and priority so that you as the processor cansee at a glance what kind of problem has occurred and what impact it has on business productivity.The following priorities are available:


Incidents and Service Tasks View

Business Impact for Incident Priorities

Priority Business Impact

Very High Critical business processes are affected and crucial tasks cannot be carried out. The incidentrequires immediate attention because it could result in business downtime for the organization.Security-related incidents must always be assigned this priority.

High Key business processes are affected and important tasks cannot be carried out. The incidentrequires prompt attention because it could delay business processes.

Medium Business processes are affected, but the incident has only a minor impact on business productivity.

Low The issue has little or no effect on business processes.

The following categories are available:

Incident Categories

Category Description

Help Material Incorrector Missing

You cannot find information about a part of the system, or the information you find is inaccurate.

How-To Question You have a question about how to complete an activity in the system.

Insufficient SystemPerformance

The performance of your system has a negative effect on business processes.

Integration Issue withAnother System orService

You are having problems configuring data exchange between the system and other applications.

Issue with AdditionalSAP Software

You are having problems with additional SAP software, such as the software available for download

under Home Self Services Self-Services Overview by clicking Install Additional Softwareunder My Computer.

Issue with Output orCommunication

You are having problems integrating the solution with output or communication devices such as yourprinter or e-mail program.

Issue with User Account You are having problems related to your user account.If you cannot access the system, ask your manager to report an incident on your behalf. For moreinformation, see Exceptional Case: Report an Incident on Behalf of an Employee below.

Missing or IncorrectData or Text

Data or text that appears on the screen is incorrect.

Missing or IncorrectFunctionality

Part of the solution does not work as expected, or essential functions or data are missing (this maybe due to authorization issues).

Service Request You want to request a service such as an add-on form or report.

UnexpectedTermination or SystemCrash

A fatal error has occurred in your system.

Warning or ErrorMessage

An error message is issued that requires key user support, for example, an error message informingyou that master data is missing that you are not authorized to maintain yourself.

SAP Business ByDesign February 2017Incidents and Service Tasks View P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 11

Incident StatusesThe status of an incident changes depending on the actions performed on it by the requester, you as the processor,and your provider if you forward the incident to him or her. The statuses visible to you differ slightly from those visibleto the requester. The following statuses are visible to you as the processor of the incident:

Incident Status Descriptions

Status Description

New The incident has recently been reported and no key user has yet taken it over for processing.

In Process The incident is being processed by a key user.

In Process – Provider Action The processor has forwarded the incident to the provider, from whom action is now required.

In Process – Requester Action Action is required on the part of the requester of the incident.

In Process – Solution Proposed A solution has been proposed to the requester, from whom action is now required.

In Process – Reopened The requester has rejected a proposed solution and the incident requires further action onthe part of the processor.

Completed – Solution Accepted The requester has accepted a proposed solution and the incident is resolved from his or herpoint of view.

Completed – Solution Rejected The requester has rejected a proposed solution, but has canceled the incident because it isno longer valid or has been solved by other means, or the processor has completed theincident on behalf of the requester after the requester rejected the proposed solution.

Completed The requester has canceled the incident, the processor has completed the incident on behalfof the requester, or no changes have been made to the incident for 90 days and it has beencompleted automatically.

Closed The processor has closed the incident after the requester canceled it or after the incidentwas completed automatically because no changes were made to it for 90 days.

Closed – Solution Accepted The processor has closed the incident after the requester accepted a proposed solution.

For information about the statuses visible to the requester, see Track Your Incidents in the Tasks section of theWorking with Incidents document.

Health Check IncidentsThe system can report incidents as a result of health checks. Health checks are automated tests that proactivelymonitor the system and alert key users or providers when a problem is detected. Most health check incidents arerouted directly to the provider for processing. When a health check detects a problem that requires the attention ofa key user, the incident appears in the Incidents view of the Application and User Management work center.

Support: General InformationSupport is available 24 hours a day, 7 days a week for all key users and is offered in the local language during businesshours (9:00 a.m. – 5:00 p.m. local customer time). Outside of business hours, support is provided in English forVery High priority incidents only.

Tasks and NotificationsWhen a new incident is reported or changes are made to an incident you are working on, you receive a task ornotification. You can view your tasks and notifications by clicking Application and User Management Work .As a key user, you can receive the following types of task and notification:



● Task — Check Incident [for All Key Users] [page 270]All key users receive this task when a new incident is reported.

● Notification — Incident Updated [by Requester or Provider] [page 271]You receive this notification when the requester or provider adds new information to the incident.

● Notification — Incident Overdue [for Processor] [page 272]You receive this notification if no changes have been made for 30 days to an incident that you are processingto inform you that the incident will be completed automatically in a further 60 days if no changes are madeto it.

Configuration SettingsIt is possible to configure certain elements of some of these notifications in the Business Task Management forIncident Management business configuration activity. To find this activity, go to the Business Configuration workcenter and choose the Implementation Projects view. Select your implementation project and click

Open Activity List . Select the Fine-Tune phase, then select the Business Task Management for IncidentManagement activity from the activity list.Before you can do this, you must add the Business Task Management for Incident Management activity to yourproject. For more information, see Add or Remove Optional Activities in the Further Tasks section of thedocumentation on completing the activity list.

Incident AnalyticsThe system provides the following reports that pertain to incidents:

● Open Incidents [page 260]Shows all open incidents and indicates whether the initial response time (IRT) and maximum processing time(MPT) have been exceeded

● Created vs. Solved Incidents – Last 3 Months [page 257]Shows a comparison of incidents reported and incidents solved over the past 3 months

● Created vs. Solved Incidents – Last 12 Months [page 256]Shows a comparison of incidents reported and incidents solved over the past 12 months

● Incident History – Last 3 Months [page 259]Shows the processing times required to close incidents over the past 3 months

● Incident History – Last 12 Months [page 258]Shows the processing times required to close incidents over the past 12 months

As a key user, you can view these reports from the Reports view of the following work centers: ● Home ● Application and User Management

Configuration SettingsIt is possible to configure the initial response time (IRT) and maximum processing time (MPT) for incidents of allpriorities in the Time Profile for Incident Management business configuration activity. To find this activity, go to theBusiness Configuration work center and choose the Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the Time Profile for IncidentManagement activity from the activity list.Before you can do this, you must add the Time Profile for Incident Management activity to your project. For moreinformation, see Add or Remove Optional Activities in the Further Tasks section of the documentation on completingthe activity list.


TasksTrack and Take Over Incidents

Track IncidentsAll incidents reported by users, and some health check incidents, are forwarded to theApplication and User Management work center where key users can track them. TheOverview view of the Application and User Management work center indicates how manyincidents of each status are currently open. The Incidents view displays the incidents in moredetail. You can control which incidents are displayed in the Incidents view by selecting one ofthe following values from the Show dropdown list:

Incident Status Descriptions

Status Description

New Incidents Incidents that have not yet been taken over by a key user for processing.

My Open Incidents Open incidents for which you are specified as the processor.

Incidents Where ProviderNeeds More Information

Incidents that the provider has returned to the processor with a requestfor additional information to help resolve the issue.

Incidents with SolutionProposal from Provider

Incidents for which the provider has proposed a solution to the issuereported but that the processor has not yet proposed to the requester.

Incidents in Process Incidents that require action on the part of the processor, that is,incidents that the processor has taken over for processing and those thathave been returned to the processor by the requester.

My Team's Open Incidents Incidents for which your team is responsible. (The team is based on yourorganizational assignment.)If you are the manager of a team, you will be able to view the incidentsthat your team is handling.

Incidents in Process byProvider

Incidents that have been forwarded to your provider, who is currentlyattempting to find a solution to the issue reported.

Incidents Requiring Actionby Requester

Incidents that have been returned to the requester with a proposedsolution or a request for additional information.

Completed Incidents Incidents that are resolved from the requester's point of view, that is,incidents that the requester has canceled because they are no longerrelevant or have been solved by some other means, or for which therequester has accepted a proposed solution. Incidents that theprocessor has completed on behalf of the requester or that have beencompleted automatically because no changes were made to them for 90days are also displayed in this list.

Closed Incidents Incidents that are resolved from the processor's point of view, that is,incidents that the processor has closed.Once an incident has been closed, it can no longer be edited in any way.

All Incidents All incidents, regardless of their current status.

If you select Incidents with Solution Proposal from Provider, you can further refine the incidentsdisplayed by filtering the Provider Solution field. The following statuses are available:



Status Description

Blank The provider has not proposed a solution.

Proposed The provider has proposed a solution.

Rejected The processor has rejected the provider's solution and returned the incident tothe provider for further analysis.

More Info Needed Your provider requires more information from you (or the requester) to resolvethe incident.

To view the details of an incident, click its ID.

Assign an Incident to Another Key UserIf, for example, you are going on vacation and need to ensure that incidents you are currentlyworking on or new incidents you would normally process yourself are processed by one of yourcolleagues, you can assign a specific processor to an incident. You can also use this option ifyou are unable to solve an incident you are working on and want to assign it to a colleague forfurther analysis.

1. Open the incident for editing by selecting it from the list on the Incidents view andclicking Edit .

2. In the Processor field, enter the name of the colleague to whom you want to assign theincident.

3. Enter information for this colleague if necessary by clicking Add , then choosingInternal Comment.Click Save .The key user to whom you have assigned the incident is informed that he or she muststart processing the incident.

Take Over a New Incident for Processing1. From the Show dropdown list, select New Incidents.2. Select the incident you want to process, and click Edit .3. From the Action dropdown list, select Start Processing.

Click Save .Your name appears in the Processor field and the status of the incident changes fromNew to In Process.

Take Over an Incident with Any Status for ProcessingIf, for example, one of your colleagues is ill and you need to take on his or her tasks at shortnotice, you can take over an incident that your colleague has already started processing.From the list on the Incidents view, select the incident you want to process and click

Take Over .Your name appears in the Processor field but the status of the incident does not change.

Process an Incident

Search for a Solution1. Take over the incident and open it for editing.


If you want to search for a solution without first taking it over for processing, forexample, to scan through a list of new incidents to see which ones you can solve quicklyand which ones require more effort and may need to be distributed among other keyusers, click the ID of an incident to view its details and then click

Start Solution Search. You can then search for a solution as described below.2. Look at the incident details and determine whether you can solve the incident

immediately. Especially helpful is the information on the Screenshot tab, which showsa screenshot of the system at the time at which the problem occurred. The requestercan annotate this screenshot to further illustrate the problem and help you tounderstand it more quickly.

The Screenshot tab is only displayed if a screenshot has been attached to theincident. A screenshot is attached automatically to each incident when it isreported unless:

● The requester deselected the Screenshot Relevant checkbox in the EnterIncident Information step when reporting the incident.

● The requester reported the incident from the Home work center, Self-Services Overview view.

● The requester reported the incident on behalf of an employee from theManaging My Area work center, Call Employee Services on Behalfcommon task.

● The requester reported the incident from the Add-In for Microsoft Excel. ● The system could not take a screenshot for technical reasons.

3. If you cannot solve the incident immediately, click Solution Search to search existingknowledge bases for a solution to the problem.

4. On the Search tab, in the Find field, enter key terms relating to the incident (forexample, sales order).To refine your search, you can click Advanced and define additional search criteria suchas the work center and work center view on which the problem occurred.It is possible that the system has prefilled some of the additional search criteria fieldsthat are displayed when you click Advanced. To increase the number of hits your searchreturns, clear the values in these fields.Click Go .The system searches the following repositories for solutions to the problem:

Repository Types

Repository Description

CommunityResources

Discussion forums in which users can post questions and discuss topics

Troubleshooting A collection of common problems, along with their solutions orworkarounds

Built-In Help The documents and learning content delivered with the solution

The system displays the documents that match your key terms. The solution search isnot language-specific, which means that the results list may contain documents inlanguages other than your application language if your key terms were found in thesedocuments.



The display language of your Web browser determines the language in which thedocuments are displayed. This means that if you click a document in the results list thathas an English title, but your Web browser language is German, when you open thedocument it is displayed in German if the document is available in German. To changethe language in which documents are displayed, change the language of your Webbrowser.To group the search results by repository type, from the Group By dropdown list,choose Repository Type.

If you enter keywords in a language other than English and you receive too fewhits, repeat your search using English keywords to increase the chance ofreceiving a larger number of hits.

Another reason for which you may receive too few hits is that the system hasprefilled some of the additional search criteria fields that are displayed whenyou click Advanced. To increase the number of hits your search returns, clearthe values in these fields.

5. Click the title of the document you want to read and determine whether it solves theproblem.

6. If you find a document that solves the problem, add it to the incident by selecting theIn Collection checkbox. Documents that you attach to the incident as solution proposalsare listed on the Solution Collection tab.If you cannot find a document that resolves the incident, forward the incident to yourprovider with a request for assistance as described below under Forward an Incidentto the Provider.You can also post a question in one of the Business Center forums by clicking HELPCENTER Communities for SAP Business ByDesign Access SAP Business ByDesignCommunity . In the Discussion Forums, you can contact other customers, partners,and provider counterparts. If you do not have access to the Business Center, contactthe project lead of your implementation partner.

Ask the Requester for More InformationIf you have a question about the issue, you can return the incident to the requester asking formore information.

1. Open the incident for editing.2. From the Action dropdown list, select Send to Requester.3. Click Add , then choose Note for Requester and enter your question in the text field.

If you require a record of the exact steps the requester carried out immediately priorto the issue occurring, enter a note in the text field asking the requester to use the tracefunction to reproduce the issue. An explanation of this function is provided as a rolloverexplanation for the Start Trace button on the screen for editing the incident.Click Save .The status of the incident changes to In Process — Requester Action and therequester is informed that action is required on his or her part.

Edit an Incident Without Changing Its StatusIf you have already started to process an incident, you can add information to it withoutchanging its status, for example, if the requester reported an incident because the toner level


in the printer was low and you want to record the fact that you have ordered more toner butit will take a few days to arrive.

1. Open the incident for editing.2. Click Add , then choose Note for Provider, Internal Comment, or Note for

Requester as appropriate, and enter your comment in the text field.Click Save .If you choose Note for Provider, the provider is informed that you have addedinformation to the incident, and can open the incident to view the information you haveadded.If you choose Internal Comment, only you can see the information you add. If you thenreturn the incident to the requester or forward it to another key user, however, theinformation is also visible to this user. This option is also useful, for example, if the statusof an incident is Completed, Completed – Solution Accepted, or Completed –Solution Rejected and you want to add a note for yourself with information thathelped you to solve the incident.If you choose Note for Requester, the requester is informed that you have addedinformation to the incident, and can open the incident to view the information you haveadded.

Forward an Incident to the ProviderIf you cannot find a solution to an issue, forward the incident to your provider to requestassistance.

If you forward the incident to the provider, he or she may forward it to SAP for furtheranalysis. If SAP’s root cause analysis shows that the incident results from a partnerproduct which has been licensed, SAP may forward this incident, including allcorresponding context data, to the support organization of the partner responsible.

PrerequisitesYou have maintained your contact information. You must provide a telephone number and e-mail address so that the provider can contact you directly. You can update this information inthe Home work center, Self-Services Overview view under Company Address Book EditMy Contact Data .

1. Open the incident for editing.2. From the Action dropdown list, select Send to Provider.3. Check that the entry in the Application Area field is correct and change it if required.4. Click Add , then choose Note for Provider.5. In the text field, enter information about why you are sending the incident to the

provider.If the incident you are forwarding has Very High priority, document the business impactin this field so that it is immediately apparent to the provider.

For security reasons, never include your password or that of the requesteranywhere in the incident.

Click Save .The status of the incident changes to In Process — Provider Action.Receipt of the incident by the provider is indicated in two ways:



● A value is displayed in the External Reference ID field. This is the ID that has beenassigned to the incident in the provider's system.

● A Note from Provider is displayed on the General tab to the effect that theincident has arrived at the provider.

If receipt of the incident has still not been indicated in one of these ways one hour afteryou forwarded the incident to the provider, report an incident from the Business Centeras described below under Exceptional Cases: Report an Incident from the BusinessCenter.

Send Additional Information to the ProviderIf you have already forwarded an incident to your provider and want to provide him or her withadditional information, perform the following steps:

1. Open the incident for editing.2. Click Add , then choose Note for Provider.3. Enter the information you want to provide in the text field.

If relevant, add a file or link to the incident as an attachment.Click Save .The status of the incident does not change.

Reply to a Question from the ProviderIf the provider has returned the incident to you with a request for more information, reply tothe question by performing the following steps:

1. Open the incident for editing.2. From the Action dropdown list, select Send to Provider.3. Click Add , then choose Note for Provider.4. Enter the information you want to provide in the text field.

If relevant, add a file or link to the incident as an attachment.Click Save .The status of the incident changes to In Process — Provider Action.

Propose a Solution to the RequesterIf you have found a solution to the issue, or your provider has proposed a solution, return theincident to the requester along with this solution.

1. Open the incident for editing.2. From the Action dropdown list, select Propose Solution.3. Click Add , then choose Note for Requester and enter an explanation in the text field.

If you have found a document that describes the solution you want to propose, add itto the incident as described above under Search for a Solution.Click Save .The status of the incident changes to In Process — Solution Proposed and therequester is notified that action is required on his or her part.

Return an Incident to the ProviderIf the solution proposed by your provider does not solve the problem, return the incident tohim or her.

1. Open the incident for editing.


2. From the Action dropdown list, select Send to Provider.3. Click Add , then choose Note for Provider.4. In the text field, enter the reason for which you are returning the incident.

Click Save .The status of the incident changes to In Process — Provider Action.

Close an IncidentIf the status of an incident is Completed, Completed — Solution Accepted, orCompleted — Solution Rejected, the Close option becomes available to you in theAction dropdown list so that you can indicate that the incident is resolved from your point ofview.

1. From the Show dropdown list, select Completed Incidents.2. Open the incident for editing.3. From the Action dropdown list, select Close.4. If necessary, click Add , then choose Internal Comment and enter a note in the text

field.Click Save .If the status of the incident was Completed — Solution Accepted, it now changesto Closed — Solution Accepted.If the status of the incident was Completed or Completed — Solution Rejected,it now changes to Closed.The incident is now closed and can no longer be edited.

Use Application SharingThe provider can initiate a secure application sharing session with you or any user in yourcompany. To do this, the provider sends you a session request that includes the sessionnumber. When you receive a request, start the session at the appointed time by performingthe following steps:

1. Open the incident for editing.2. Click Start Remote Support .

A new browser session opens and the Netviewer Web page appears.3. Select the language for your session, then click the icon under Click to start the

Netviewer one2meet participant program.4. Click Run.

Depending on your security settings, you might have to click Run more than once.

The Start session screen appears.5. Enter the session number that appears in the request from your provider. (You do not

need a password to join the session.)6. Click Connect.

The Netviewer screen appears.7. Follow the steps on the screen and agree to share the content of your screen with the

provider.8. If you want to keep a copy of the Netviewer session log file, click Save.



To view the log file, you need the Netviewer NetPlayer, which you can downloadfrom the same Web page from which you started the session.

Process a Health Check IncidentWhen you receive a health check incident, the steps you need to follow to solve the issue arelisted in the message. Health checks appear in your application language.

The description appears in English by default. This ensures that the provider canunderstand it. You can view the information in your application language by clicking Health Check .

To resolve the incident, perform the following steps:1. Take over the incident and open it for editing.2. Read the instructions in the health check message and perform the steps listed there.3. If completing the steps solves the incident, from the Action dropdown list, select

Complete.Click Save .The status of the incident changes to Completed and you can then close it.

4. If completing the steps does not solve the incident, from the Action dropdown list, selectSend to Provider to forward the incident to the provider.If you want to include additional information in the health check incident you areforwarding, you can add or update attachments or click Add , then choose Note forAll Parties Involved to enter additional information in the text field.

If you add text using this feature, everyone involved in processing the incident(the processor and provider) is able to read it.

If necessary, you can also change the priority of the incident.Click Save .The status of the incident changes to In Process — Provider Action.

Exceptional Cases

Report an Incident on Behalf of an Employee

Use this function in emergencies only, because it does not allow valuable contextinformation, such as a screenshot, to be attached to the incident.

If you are a manager, you can report an incident on behalf of one of your employees if he orshe is unable to do so.

1. Start the Call Employee Services On Behalf common task, which belongs to theManaging My Area work center.

2. Select the name of the employee on whose behalf you want to report an incident andclick New Incident under Service and Support.

3. Search for a solution to the problem as described above. If no solution is available,report the incident to your key user.

Report an Incident from the Business CenterIf your application is unavailable, you can report an incident from the Business Center.


1. Log on to the Business Center (http://www.sme.sap.com) and click Help.

2. Select the category, urgency, and language of your incident.3. In the Subject field, enter a brief description of the problem.4. In the Message field, answer the questions listed to provide detailed information about

the issue.Click Send .

When you report an incident in the Business Center, you must track it there by clicking MyWorkspace MY INBOX . You receive an e-mail notification when the provider returns theincident to you with a request for more information or a proposed solution.

Call the Emergency HotlineUse the emergency hotline if both your application and the Web-based support in the BusinessCenter are unavailable.Call the emergency hotline number for your country. The telephone numbers are listed in theBusiness Center on the Help page. Note the number for your country and store it at a locationfrom which you will be able to access it if the Business Center is unavailable.

When you report a problem using the emergency hotline, no incident is reported in yourapplication. Communication is handled exclusively by telephone or e-mail.

Escalate an IncidentIncident Escalation Management is an exceptional process for handling critical incidents thatcannot be solved satisfactorily or within a reasonable period of time by the IncidentManagement process.PrerequisitesYou have submitted an incident with Very High priority and its initial response time (IRT) hasbeen exceeded.A Very High priority incident is justified in the following situations:

● You cannot access your application at all. ● The go live of your application or an upgrade of your system is endangered. ● Your core business processes are suspended and no alternative processes are

available. ● Your incident requires immediate attention because the current issue leads to serious

losses for your business.

To request escalation, call the emergency hotline for your country and provide the followinginformation:

● The incident ID ● The business impact of the incident ● The name of at least one contact person and his or her telephone number and e-mail

address (ensure that this person can be contacted 24 hours a day, 7 days a week)

Complete an Incident on Behalf of the RequesterIf it is not possible for the requester to complete an incident, for example, because he or shehas left the company, you as the processor must complete the incident on the requester'sbehalf.



1. Open the incident for editing.2. From the Action dropdown list, select Complete.

Click Save .The status of the incident changes to Completed (or Completed – SolutionRejected if the requester has already rejected a proposed solution) and you can thenclose it.

3.2 Service Tasks View

3.2.1 Service Tasks Quick Guide

The Service Tasks view allows you to manage automated services as administrative tasks that require your attention.It lists all service tasks that have been created by the system. From the Show dropdown list, you can select one ofthe following options to define the set of service tasks you want to display:

● Open Service TasksService tasks that need to be released or executed (after being released)

● Completed Service TasksService tasks that have the status Completed, Failed, or Rejected

● All Service TasksAll service tasks regardless of their status

Administrators can access the Service Tasks view from the Application and User Management work center.

Business BackgroundService tasks are designed to detect inconsistencies within your application, business documents or maincomponents, which require your approval. These service tasks are important to ensure that your system can beaccessed and functions correctly at all times. Administrators are responsible for resolving inconsistencies withinbusiness processes. Service tasks help you do this.Your provider monitors your system frequently by checking for alerts that are generated and sent by the system. Ifyour provider learns about inconsistencies or other issues, he or she sends you an automated service task containingone or more services. Each service contains a brief description of the problem and the steps the service performsto solve the issue.You can perform one of the following actions for the service task:

● Reschedule the service task to run at a later time ● Release the service task to run immediately ● Reject the service task without execution

By default, all service tasks require action on your part. If you do not take action before the end date, the service taskis rejected automatically.In some cases, service tasks run without action on your part. In these cases, the service task is released automaticallyand the Reject button is disabled. For more information, see the description of the service task.


During an automated check of your system, the provider learns that an inconsistency exists in salesorders. To solve this issue, the provider uses a service for eliminating this consistency to create a servicetask. Jack Goldblume, an administrator at Akron Heating Technologies Inc., is unaware of any issues untilhe reads the service task. Jack checks his incidents to determine whether a user has processed or isprocessing the relevant business document. He resolves the inconsistency by releasing the service taskand checks that the relevant business documents are consistent after the service task has run.

Tasks

Release a Service Task1. Select the service task you want to release and click Edit .2. To find out which business documents may be affected by running this task, click the

hypertext link (number) following Related Business Documents.The Related Business Documents screen appears.

3. Check whether any incidents are open that relate to the business documents thatrequire this service.

4. Click Release to start the service task at the start time, then click Close to return tothe Service Tasks view.

Reschedule a Service TaskBefore you release a service task, you can schedule a time for its execution. The providerschedules the time for the service task to run when he or she creates it. The time and dateappear in the Planned Execution Period area on the screen. A service task can start at any timebetween the start date and end date after you release it.As the new start date, you can define any date between now and the end date displayed onthe screen. After you release the service task, it remains idle until the time you scheduled.Scheduling the time at which a service task runs allows you to move the administrative tasksto run when business activity is lower so that performance is unaffected.

1. Select the service task you want to reschedule and click Edit .2. To find out which business documents may be affected by running this task, click the

hypertext link (number) following Related Business Documents.The Related Business Documents screen appears.

3. Click Reschedule to change the date and time at which you want this service to run.4. In the New Start Date field, select the date and time at which you want the service to

run, then click OK .5. Click Release , then click Close to return to the Service Tasks view.

Reject a Service TaskIf you do not want a particular service task to run, perform the following steps:

In some cases, the service task must run. In these cases, you are not able to clickReject . You can reschedule the task to run at a different time.

1. Select the service task you want to reject and click Edit .2. Click Reject , then click Close to return to the Service Tasks view.



See AlsoIncidents Quick Guide (Application and User Management)


4 User and Access Management View

4.1 Work Quick Guide (in User and Access Management)

The Work work center view provides you with a list of all your open tasks and work items. You can analyze how muchwork you have to do and prioritize accordingly.You can access this view from the Application and User Management work center under User and AccessManagement.

Business BackgroundBusiness Task Management (BTM) ensures that activities related to a business process within or across yourorganization are completed in order to fulfill defined business objectives. Using BTM, the system addresses work tousers and enables them to receive, manage, and complete business task management items related to a businessprocess in an efficient way. The system creates business task management items when it requires input from a userabout a related business document. These items are created so that users check, change, clarify information,complete items, or make a decision as part of a business process.For more information, see Business Task Management.

Tasks

Monitoring Your WorkFrom the Show dropdown list, you can select a set of work items to view and to process.From the Group By dropdown list, you can group work items by specified criteria, such as DueDate.

Processing Your WorkThe following options are available to help you complete your work.

● To view and edit documents related to the item in your worklist, click Edit and choosethe relevant option.

● To create new business task management items related to the item in your worklist,click New and choose the relevant option.For information about tasks, notifications, and alerts, see Working with Tasks,Notifications, and Alerts.For information about clarification requests, see Working With Clarification Requests.

● To process a task, select the item and then from the Actions menu button, chooseone of the following options.The options are also available from the context menu to the right of the task title.

● ForwardIn the To field, enter the employee ID or search for the employee using the valuehelp.

26 © 2017 SAP SE or an SAP affiliate company. All rights reserved. • P U B L I CSAP Business ByDesign February 2017User and Access Management View

You can track forwarded items from the Work work center view of the Homework center. In the Delegated Tasks work center view, from the Show dropdownlist, choose Forwarded by Me.

● Change PriorityFrom the Priority dropdown list, you can choose from Low, Medium, High or VeryHigh.

● Open DetailsOpens the details of the task. You can view detailed information about the task,such as the sender of the item, processor, related documents, description of thetask, and its progress.

● Add or Show NotesYou can enter a comment or view comments entered by other users.

● Add or Show AttachmentsYou can add a file or link or view attachments from others. You can also deleteor replace attachments.

Depending on the configuration of the task, the following actions are also available. ● Cancel

Cancels the task and removes it from your worklist. ● Complete

Sets the status of the task to Completed and removes it from your open tasks.

4.2 Business Users Quick Guide

The Business Users view allows you to manage users and assign access rights. You can create and edit userattributes, assign access rights, and define security policies. In addition, the business users view provides you withpersonal information about users, for example, employee ID, org unit, e-mail address, phone number, and theirlocation.Depending on your solution, you can access the Business Users view from the Administrator or the Application andUser Management work center.

Business Background

User and Access ManagementUser and access management allows you, as an administrator, to manage users and assign access rights. It enablesyou to lock and unlock users, assign work centers and work center views, and restrict read and write access to specificdata.For more information, see User and Access Management

Segregation of DutiesSegregation of duties is designed to minimize the risk of fraud and errors, and protect company assets such as dataor inventories. This is done through the appropriate assignment of access rights by distributing responsibility forbusiness processes and procedures among several users. For example, the requirement to have two employeesresponsible for the payment process. One employee creates a check and second employee signs it, ensuring thatthe responsibility for spending company finances is shared between two users.

SAP Business ByDesign February 2017User and Access Management View P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 27

The segregation of duties check helps administrators in user and access administration do their job by enabling themto assign access rights which are free of conflicts. This check enables them inform business process owners ofexisting conflicts, so that they can implement process controls to mitigate conflicts.For more information, see Segregation of Duties.

Tasks

Search for Business UsersYou can search for business users using employee details with the Advanced search option.New fields such as , First Name, Last Name, Company ID, and so on allow you to specificallysearch for a particular employee.

1. In the Business Users subview, select Advanced.2. Enter relevant details in all or any one of the fields.3. Click Go to view the search results.

Unlock Password1. In the Business Users subview, select the user for whom you want to unlock the

password.2. Click Edit , then choose Attributes.3. Deselect the Password Locked checkbox.4. Save your changes.

Generate or Deactivate Password1. Click Actions , then choose Generate Password.2. On the dialog box, click OK . An e-mail containing a new password is sent to the user’s

workplace e-mail address. If no e-mail address has been entered in the system, thepassword is displayed at the bottom of the screen.

3. To deactivate a user's password, click Actions , then choose Deactivate Password.

If you deactivate a user's password, the employee can no longer log on to thesystem using a password.

The Generate Password action is the preferred choice in case of a forgottenpassword.

Mass Generate or Deactivate PasswordYou can generate or deactivate passwords for multiple users at one time.

1. In the Business User subview, select one or many users for whom you would like togenerate or deactivate passwords.

2. Click Actions , then choose Generate Password or Deactivate Password dependingon the action you would like to perform.When generating a new password, a system generated e-mail is sent out to all selectedusers with their newly generated password. If you have not maintained the e-mailaddress for any selected business user, then the system displays the new password onthe screen.


You cannot generate passwords for locked users.

Unlock and Lock a Business User1. In the Business Users subview, select the user you want to lock or unlock.2. Click Lock User or Unlock User .

You cannot lock your own user in the Business Users subview.

Mass Unlock and Lock a Business UserYou can lock or unlock multiple users at one time.

1. In the Business User subview, select one or many users that you want to lock or unlock.2. Select Lock User or Unlock User depending on the action you want to perform.

You cannot lock an already locked user.

Assign Business RolesYou can assign a single business role to multiple business users at one time.

1. In the Business User subview, select one or many users to whom you would like to assigna particular business role.

2. Click Assign Business Role , and select the business role that you would like to assignto the selected business users.

3. Click OK to save the assignment.

You will not be able to view the business role assignment immediately in your system.Once you save the assignment, the system triggers a background job. Upon completionof this job, you will be able to see the work center and work center view assignment forthe selected user. The time taken will depend on the number of users selected and thebusiness role assigned.

Edit User Attributes1. In the Business Users subview, select the user you want to edit.2. Click Edit , then choose Attributes.3. You can enter or change the employee's user ID, validity period, password, and global

settings, such as language and time zone. If you enter or change the password, theemployee is prompted to change the password the next time he or she logs on to thesystem.

For information about language settings, see the section Regional Settings in thedocument Personalizing My Settings.


You can also specify the security policy that should apply to the password of the user.If you do not specify a security policy, the default security policy is used.

You cannot change your own password in the Business Users subview. You canonly change your password on the logon screen or in personalization, under Personalize My Settings .

4. If you want to edit the certificates that are assigned to the user, click Actions andthen choose Manage Certificates.Here you can remove certificates from the user and block certificates that were issuedprior to a specified date and time. The block date enables you to protect the systemagainst system access by unauthorized persons who have a valid user certificate. Youcan also upload S/MIME certificates. For more information, see the documentation onE-Mail Security.

5. Save your changes.

Assign and Edit Access Rights

We recommend that you use business roles to assign access rights to users. Youcan assign a business role to the user on the Business Role Assignment tab on theEdit Access Rights screen in the Business Users view.For more information, see the Business Roles Quick Guide [page 34].

If you have a small number of users to whom you want to give individualized access rights, youcan also directly assign access rights to the user.

1. In the Business Users subview, select the user you want to edit, click Edit , thenchoose Access Rights.

2. Then choose one of the following options: ● Copy from Business Role (choose Actions ,Copy from Business Role)

Using Copy from Business Role does not assign the business role to the user.

Choose this option if the following applies: ○ You do not want to create an assignment between the business user and

business role as described above.

AND ○ No business roles are currently assigned to the user.

When you choose this option you can also choose to Retain ExistingAuthorizations. In this case the user keeps his or her existingauthorizations and gains the authorizations in the business role. Again,this does not create an assignment between the business role andbusiness user.

● Edit Without Business Roles (choose Edit Without Business Roles )Choose this option if the following applies: ○ You have previously granted access rights to a business user via a business

role and want the user to retain these access rights.


This option removes all assigned business roles but retains the existingaccess rights.

● Copy from User (choose Actions ,Copy from User)Select the user from whom you want to copy the access rights. This copies workcenter and view assignments as well as access restrictions.

● Assigned All Proposed Work Centers and Views (choose Actions ,Assigned AllProposed Work Centers and Views)

The system proposes the work center according to the function of the orgunit to which the user is assigned. If you want to assign all proposed workcenters and their views, click Actions and choose Assign All ProposedWork Centers and Views.If no function is assigned to the org unit of the user, no work centers andviews are proposed. In this case, the option Assign All Proposed WorkCenters and Views is disabled.

● Assign Access Rights Manually to User (choose Work Center and View Assignment )1. Choose the work centers you want to assign to the user from the list of

Available Work Centers, and select the Assigned to User checkbox.2. To remove a work center, deselect the corresponding checkbox.3. For each selected work center, the system displays the associated views in

the list of Available Work Centers and Views. Choose the views you want toassign to the user and select the Assigned to User checkbox. You can alsoremove views by deselecting the corresponding checkbox.Note that when you assign a work center view to a user, you also assign thecorresponding mobile view to the user. There are some exceptions for certainmobile applications. For more information, see the documentation of yourSAP mobile application.

4. Check whether the assignments conflict with segregation of duties. Conflictswith segregation of duties are displayed with a red traffic light. If there are anysegregation of duty conflicts, see the solution section for resolving theconflict.

5. If you want to restrict read and write access, choose Access Restrictions .a. Select the view for which you want to restrict access rights and choose

the corresponding access restriction in the Read Access and WriteAccess column. You can choose between the following settings foraccess restrictions: ● No Access (only available as restriction for write access)

The user has no write access. ● Unrestricted

The user has access to all business data related to the view. ● Restricted

The user only has access to specific business data, depending onthe access context. If you select Restricted, you can further restrict


read and write access on the basis of the access group under Detailed Restrictions . For example, if a view has the Site accesscontext, you can restrict write access in this view for businessdocuments that belong to a specific site. To do so, select or deselectthe corresponding checkbox in the Read Access or Write Accesscolumn.

b. If you want to grant the user access to data that is no longer in use,choose Historic Restrictions . Select or deselect the correspondingcheckbox in the Read Access or Write Access column.

3. Check Access Rights Consistency1. To check whether the access rights are consistent, click Actions , then choose

Check Access Rights Consistency.Each view provides specific activities that can be performed by a user withcorresponding access rights. Note that in some cases the same activities can beperformed in multiple views.It may happen that you define different access restrictions for views that providethe same activities. When users perform these activities, the access rights thattake effect consist of the sum of the different access restrictions for all views thatinclude the activities.Checking consistency enables you to identify these views and activities.

2. If there are any activities displayed on the Check Access Rights Consistencyscreen, some access rights are inconsistent. In this case, check whether you needto redefine the access rights.Using the Show list box on the Check Access Rights Consistency screen, you canchoose between the following options: ● Inconsistencies Excluding Common Authorizations View ● All Inconsistencies ● Inconsistencies Excluding All Views of Home


Update Users/Simulate User UpdateIf a user is assigned to a business role, the user should have all the access rights defined in theassigned business role. If the access rights deviate from the assigned business roles, you cansimulate or start a user update to identify these deviations. Deviations may occur if the userwas locked for editing the last time the user update was started or if a business role has beenchanged without starting the user update. Deviations may also occur if the user has accessrights that were previously granted manually. You can see the effects a user update wouldhave by simulating a user update.In the Business Users view, choose Update Access Rights , then Simulate Update of SingleUser or Simulate Update of All Users. To view the results of the update or the simulation of theupdate, choose Update Access Rights , Show Background Runs of All Users. Here you can seethe processing status of any update runs. Click on Display Log to see detailed informationabout the update run.Once you have solved any issues that may have arisen during the simulation, you can start theactual update from either the Business Roles or the Business Users view:

● From the Business Users view, choose Update Access Rights , Update Single User orUpdate All Users.


● From the Business Roles view, select the relevant business role, then chooseAssigned Users , Update Users.

If you have not resolved any deviations that occurred during the simulation, thesolution will issue error messages about these deviations. You can review thesemessages in the Application Log.

Edit or Assign Security PoliciesFor information on security, refer to the security guide for your cloud product on the SAPService Marketplace at http://service.sap.com . An SAP Service Marketplace Open ID isrequired to access this information. If you, as an administrator, do not have a user ID, thenvisit the SAP Service Marketplace at http://service.sap.com/request-user to request an ID.

View SOD ConflictsTo view the SOD conflicts, do the following:

1. Select the user and click View SOD Conflicts .2. You can also view the SOD Conflicts by User or Work center view.

1. Click View SOD Conflicts .2. Enter the User and Work Center View .

4.3 Support and Technical Users Quick Guide

The Support and Technical Users view allows you to display all support and technical users available in your systemfor compliance purposes. You cannot make any changes to the support and technical users in the system.A support user can be a business partner who needs access to the system for development and maintenancereasons, whereas a technical user can be a process or service that is used to automate a technical task in the system,for example, a print user that is required to set up central printing using the Print Manager. For more information,see Set Up Printing Using the Print Manager [page 95].You can access these views from the Application and User Management work center under User and AccessManagement.

Business Background

User and Access ManagementUser and access management allows you, as a key user, to manage users and assign access rights. It enables youto lock and unlock users, assign work centers and work center views, and restrict the read and write access to specificdata.For more information, see the documentation on User and Access Management.

Tasks

Display Support and Technical UsersDepending on the user type, you can view the following information in the Support and Technical Users view:


http://service.sap.com

http://service.sap.com/request-user

● User ID ● Technical ID ● Validity ● Security Policy

In addition, you can see whether a user or a password is locked.All support and technical users have a default security policy assigned. You can change the security policy or assigna different one. For more information, see the documentation on Security Policies.

4.4 Business Roles Quick Guide

A business role is a set of access rights that you can assign to multiple business users who perform similar businesstasks. You can also make employee assignments to define who is responsible for changing a business role, forexample, managers who need to change business roles that are relevant for their business areas.Depending on your solution, you can access the Business Roles view from the Administrator or Application and UserManagement work centers.

Business BackgroundWorking with Business RolesYou use business roles to assign access rights to multiple business users who carry out the same activities. Whencreating and editing a business role, you can assign work centers and work center views, and define accessrestrictions for each view. You can also define a main, or default, business role when associating that business rolewith a relationship.For more information, see Working with Business Roles [page 48].

Tasks

Create a Business Role1. In the Business Roles view, click New , then choose Business Role.2. Choose General .

Enter the ID, Name, and Description of the business role.3. Under Users Responsible you can enter other users to whom you want to give

responsibility for the business role. These users will then see the business role whenthey choose Show - My Business Roles in the business role worklist. Note that the userwho creates the business role is automatically added to this list. However, anyone whois authorized to make changes in the Business Roles view can change the business role.

4. Choose Work Center and View Assignment and from the list of Available Work Centers,choose the work centers you want to assign to the business role and select the Assignedto Business Role checkbox. You can also remove work centers by deselecting thecorresponding checkbox. ● If you want to copy the access rights from a business user or from another business

role, click Copy , then choose From User or From Business Role.


5. For each selected work center, the system displays the associated views in the list ofAvailable Work Centers and Views. Choose the views you want to assign to the businessrole and select the Assigned to Business Role checkbox. You can also remove views bydeselecting the corresponding checkbox.Note that when you assign a work center view to a business role, you also assign thecorresponding mobile view to the business role. Some exceptions apply for certainmobile applications. For more information, see the documentation of your SAP mobileapplication.

6. Check whether the assignments conflict with segregation of duties. Conflicts withsegregation of duties are displayed with a red traffic light. If a segregation of dutyconflict occurs, see the solution at the bottom of the screen in the Segregation of DutyConflicts table.

7. If you want to restrict read and write access for users to whom this business role isassigned, choose Access Restrictions .a. Select the view for which you want to restrict access rights and choose the

corresponding access restriction in the Read Access and Write Access column.You can choose between the following settings for access restrictions: ● No Access (only available as a restriction for write access)

The user has no write access. ● Unrestricted

The user has access to all business data related to the view. ● Restricted

The user only has access to specific business data, depending on the accesscontext. If you select Restricted, you can restrict read and write access on thebasis of predefined restriction rules that you can choose from the RestrictionRule dropdown list.If you choose the Define Specific Restrictions restriction rule, another listappears in which you can restrict the access to specific data, which is definedby the access group. For example, if a view has the Site access context, youcan restrict write access in this view for business documents that belong toa specific site.To do so, choose Detailed Restrictions and select or deselect thecorresponding checkbox in the Read Access or Write Access column.

b. If you want to grant the user access to data that is no longer in use, choose Historic Restrictions . Select or deselect the corresponding checkbox in the ReadAccess or Write Access column.

8. To check whether the access rights are consistent, click Actions and choose CheckAccess Rights Consistency.Each view contains specific activities that can be carried out by a user with thenecessary access rights for the view. Note that some activities can be carried out inmultiple views. Therefore, when you grant access rights, you should be aware that if aconflict arises, unrestricted access rights override any restrictions you have defined.

View A and view B both contain activity C. For view A, a user has unrestrictedread and write access but for view B, the same user has read-only access.Because unrestricted access rights override restricted access rights, theuser will actually have both read and write access to both views.Checking consistency enables you to identify these views and activities.


9. If activities are displayed on the Check Access Rights Consistency screen, the accessrights are inconsistent. Check whether you need to redefine the access rights.

10. Before you can assign the business role to a business user, you must first activate it,by clicking Actions , then choosing Activate.The status of the business role changes from In Preparation to Active.You can also save the business role without activating it.

Assign a Business Role to a Business User1. Go to the Business Users work center view.2. Select the business user to whom you want to grant the access rights defined in the

business role.3. Click Edit , then choose Access Rights.4. Choose Business Role Assignment .5. Under Available Business Roles, you can see all active business roles that are available

in the system. To assign a business role to the user select the corresponding checkboxin the Assigned to User column.

Selecting the Assigned to User checkbox creates an assignment between thebusiness user and the business role. This ensures that the access rights of thebusiness user are updated when the business role is changed and a user updaterun is started. For more information about the user update run, see the sectionEdit a Business Role below.

The system copies the access rights from the business role to the user.

If a business role is assigned to a user and you save the user's access rights,the access rights in the business role overwrite any access rights that youhave previously given to the user manually.If you want keep the user's current access rights, you can either work withoutbusiness roles or you can update the business roles with the missing accessrights.For more information about assigning access rights without assigningbusiness roles, see the Business Users Quick Guide [page 27].


Edit a Business Role1. In the Business Roles view, select the business role you want to edit.2. Click Edit and make the required changes as described above under Create a

Business Role.3. Save your changes:

Before starting a user update, we recommend that you simulate the update.You do this in the Business Users view. For more information see theBusiness Users Quick Guide [page 27].

1. To save your changes and start a user update, choose Save and in the UpdateAssigned Business Users popup choose Confirm.

2. To save your changes without starting a user update, choose Save and in theUpdate Assigned Business Users popup choose Save Without User Update.


If one or more business users cannot be updated when the user update run is started,the solution issues error messages detailing the problems specific to those businessusers.For example, this can occur if a business user is assigned to a business role and hasadditional access rights that were assigned manually.If you want keep the user's current access rights, you can either work without businessroles or you can update the business roles with the missing access rights. For moreinformation about assigning access rights without assigning business roles, see theBusiness Users Quick Guide [page 27]. All other business users are updated with thechanged access rights.

4. To view the results of the update, choose Assigned Users , Show Background Runs.Here you can see the processing status of any update runs. Click on Display Log to seedetailed information about the update run.On the General tab, you can see messages summarizing the results of the update run.For more detailed information, go to the Results tab where you can see details oferrors that occurred per business user. Based on this information, you can choosewhether to change the business role, create a new business role, or edit the user’saccess rights without a business role.

Delete a Business Role1. In the Business Roles view, select the business role you want to delete.2. Click Actions , then choose Set to Obsolete.

The status of the business role changes to Obsolete.3. To delete the business role, click Delete .

An obsolete business role can only be deleted if it is no longer assigned to anybusiness user. To reactivate a business role with the status obsolete, choose

Actions , Undo Obsolete.

Modify the Self-Services OverviewFor information about this task, see Modify the Self-Services Overview.

4.5 Security Policies Quick Guide

In the Security Policies view, you can edit and create security policies for system access from desktops and laptopsand from mobile devices, according to the security requirements of your company.You can access the Edit Security Policies common task in the Administrator/Application and User Management workcenter.

Business BackgroundA security policy is a set of rules that define password complexity, such as including numerical digits, and passwordvalidity, such as requiring a password change after a certain period. You can define multiple security policies becausework areas or departments of a company may have different password security requirements.


Tasks

Create a New Security Policy1. To create a new security policy, you have the following options:

● Click Add Row .The system creates a new security policy and generates the associated policy ID.

● To create a new security policy similar to an existing one, select an existing securitypolicy and click Copy .

2. If necessary, change the Policy ID.3. Enter a Policy Name and Description for the new security policy.4. Define the complexity and validity rules for passwords that are to be assigned to the

security policy.For complexity rules, the following values are allowed: ● Minimum Number of Characters: 3 - 40 ● Minimum Number of Changed Characters: 1 - 40 ● Minimum Number of Lowercase Letters: 0 - 40 ● Minimum Number of Uppercase Letters: 0 - 40 ● Minimum Number of Digits: 0 - 40 ● Minimum Number of Special Characters: 0 - 40

For validity rules, the following values are allowed: ● Password History: 1 - 100

You can specify how many new passwords must have been used before an oldpassword may be reused.

● Minimum Password Change Waiting Time1 - 1000 days ● Maximum Password Validity: 0 - 1000 days ● Unused Initial Password Validity: 0 - 24000 days ● Unused Productive Password Validity: 0 - 24000 days

5. If required, define the settings for mobile devices.You can make the following settings for mobile devices:General ● App Password Enabled

Activate the app password enabled mode to allow users to set an app password.When a user connects to the system from a mobile device, the app passwordautomatically supplies the user ID and system logon password to the system. Thesystem then supplies the mobile device with the additional app data that isrequired to use offline mode.

Offline mode enables users to access app data even when they do not haveaccess to the server and the app password encrypts data that is stored onthe mobile device. Without an app password, users cannot use offline modeon their mobile devices.

Mobile App Password Complexity ● Minimum Number of Characters: 3 - 40 ● Minimum Number of Lowercase Letters: 0 - 40


● Minimum Number of Uppercase Letters: 0 - 40 ● Minimum Number of Digits: 0 - 40 ● Minimum Number of Special Characters: 0 - 40

Mobile App Password Validity ● Prompt for Password After

You can specify the length of time after which the mobile user must reenter theapp password to log on to the system when the app has been inactive. If you setthis value to 0 minutes the user must reenter their password every time they startthe app.

● Maximum Number of Password Attempts: 3 - 20You can specify the maximum number of times in succession a user can enter anincorrect password before mobile app data is deleted from the mobile device.


User Administration Key User can set an initial password for each user existing in thesystem. On first logon, you have to change the password as it is known to administrator(key user).The Admin Password Change Enforcement allows you to Ignore or Enforce change ofinitial logon password set by administrator. The Admin Password ChangeEnforcement field is visible only if Password Logon Enabled is selected for a particularsecurity policy.If set to Ignore you will be prompted for change of initial password but if you clickCancel, you will be still allowed to logon.However if set to Enforce you will be prompted for change of initial password and youcannot logon without changing it.

Edit an Existing Security Policy1. Choose the security policy you want to edit.

You cannot change policies that begin with S_; these are default security policiesdelivered by SAP.

2. Change the complexity and validity rules for passwords assigned to the security policy.3. Save your changes.

If a user´s password does not comply with the changed password rules, the user isprompted to change the password with the next system logon.

Define the Default Security PolicyWhen a business user is created, the system automatically assigns the default security policyto the business user. To define the default security policy, perform the following steps:

1. In the Default column, set the checkbox for the security policy you want to define asdefault security policy.



You can change the security policy assignment in the Business Users view. For moreinformation, see Business Users Quick Guide [page 27].

Delete an Existing Security Policy1. Choose the security policy you want to delete.

Note the following: ● If you have selected a security policy beginning with S_ the Remove is

deactivated because the deletion of a default security policy delivered bySAP is not permitted.

● You cannot delete a security policy that is currently assigned to users.

2. Click Remove .3. Save your changes.

4.6 OAuth 2.0 Quick Guide

As an administrator, you can grant third-party applications access to your web-based resources, without sharinguser credentials with them, by using the OAuth 2.0 SAML Token Bearer protocol. To use this protocol, in theApplication and User Management work center you have to access the OAuth 2.0 Client Registration view and theConfigure OAuth 2.0 Identity Provider common task.

Business BackgroundThe OAuth 2.0 SAML Token Bearer protocol allows you, as an administrator, to grant third-party applications accessto your web-based resources, without sharing credentials of users for your system with them. You can also restrictthe access rights of the applications to certain web-based resources.In this protocol, when a business user logged into a client, tries to access a service from the service provider, theclient requests a Security Assertion Markup Language (SAML) assertion from an identity provider and sends it acrossto the authorization server. A SAML assertion is an XML security token, issued by an identity provider and consumedby a service provider. The service provider relies on the SAML Assertion’s content to identify the subject for logonpurposes. The subject here is the respective business user. To ensure authenticity of the assertion, the assertion istypically signed by the identity provider.Since the authorization server trusts the identity provider, the authorization server issues an access token back tothe client. In subsequent service calls to the service provider, the client uses the access token for the business userauthentication.Typically the authorization server and the service provider are part of the same server and in several cases the identityprovider is present locally in the same server as the client.OAuth 2.0 clients typically act on the behalf of a business user of the SAP Cloud solution and access associated webservices. Yet these clients are restricted in their authorizations, to just a specific set of services and do not inheritthe entire authorization set of the respective business user. This restriction is made possible by assigning a limitedset of scopes to the clients, when the clients are registered with the service providers. The scope of services that theclient can access is defined by the work centers that are assigned to that client.


Tasks

Configure the Identity Provider for OAuth 2.01. Start the Configure OAuth 2.0 Identity Providercommon task.2. Click New OAuth 2.0 Provider

3. In the window that opens enter the relevant information in the following fields:

Field Description

Issuing Entity Name The name of the identity provider. It should match the name that appears in the SAMLassertion.

Primary Signing Certificate Primary certificate provided by the identity provider has to be uploaded.

Secondary Signing Certificate Secondary certificate provided by the identity provider can be uploaded.

Select Name ID format The format in the SAML assertion based on which the identity provider identifies theuser. The name ID format can be either the user account ID or the e-mail address. Ifboth are selected, then the user account ID is given preference.

4. Click Submit .

Register the Client for OAuth 2.01. Navigate to the OAuth 2.0 Client Registration view.2. To register a new client, click New .3. The following fields are present:

Field Description

Client ID The client ID is generated by the system and is a read-only field.

Client Secret The password used to register the client.

When issuing the SAML Assertion to fetch the relevant access token for the user, the client IDand client secret need to be used as basic authentication in the HTTP header.

Description A short description of the client.

Issuer Name The name of the identity provider. It should match the name that appears in the SAML assertion andthe primary signing certificate.

Token Lifetime Gives the validity in seconds of the token issued by the authorization server to the client.

4.7 Substitutions Quick Guide

The Substitutions view allows you to fully substitute employees, for example, when employees are on sick leave fora long period. When you define employees as substitutes, they are automatically granted all the access rights of thesubstituted employee.


This substitutions feature is different from the task substitution feature in the Application and User Managementand in the Self-Services work centers, as additional access rights are granted when you forward tasks to substitutes.For more information, see Quick Guide for Substitutions [page 72].The following features are available:

● You can create substitutions as temporary substitutions with a start date and an end date. ● Substitutes are granted either all the access rights of the employee to be substituted, or you can select which

access rights are given to the substitute. ● Changes to the access rights of the substituted employee must also be reflected in the access rights the

substitute has been granted. You can do this by either assigning a new business role to the substitute or byupdating an existing business role.

● If the substitute is substituted by another employee, this employee must be granted the same access rightsas the employee who was originally substituted.

● Substitutes can view the employees of the manager to be substituted in the Call Employee Services OnBehalf view of the Managing my Area work center, and perform tasks on behalf of his or her employees.

You can define substitutions only if both employees have been assigned business roles. In other words, youcannot grant access rights directly.Substitutes are not allowed to view all the data in the My Team view of the Managing my Area work center.

Tasks

Start Substitution1. In the Substitution subview, choose New Substitution .2. In the dialog box, enter the ID of the employee to be substituted and the ID of the substitute.3. Enter a start date and an end date.4. Select the access rights to be granted by selecting the Grant Access checkbox for the relevant work centers.5. Click Save and Close .

End SubstitutionIn the Substitution subview, select the employee for which you want to end the substitution and click

End Substitution .

See AlsoBusiness Users Quick Guide [page 27]


4.8 Business Background

4.8.1 User and Access Management

OverviewUser and access management allows you, as a administrator, to manage users and assign access rights. It enablesyou to lock and unlock users, assign work centers and work center views, and restrict read and write access to specificdata.

IntegrationA user can be created for employees and service agents. Users for employees are automatically created when thehuman resources (HR) administrator enters and saves employee details in the Personnel Administration work center.For service agents, the user must be manually requested by choosing the corresponding function in the BusinessPartner Data work center. Users may also be created during the initial mass upload of employees.When a user is created, the system also creates a task and sends it to the manager of the employee or service agent.The manager enters a note describing what system access the corresponding person should have and forwards thetask to the administrator who is responsible for user and access management. The administrator activates the userand assigns the access rights based on the manager's note.

If no manager can be determined, the system sends the task directly to the administrator.

User AttributesUser and access management allows you to create and change user-specific attributes of a business user, forexample, user ID, password, and validity.When you activate a user, you need to define the initial password for the user in the user attributes. When first loggingon, the employee is prompted to change the initial password. After too many failed logon attempts, the system locksthe user's password. In the user attributes, you can unlock the password. In addition, you can also lock and unlocka user. This might be necessary if you want to avoid that an employee logs on to the system while a change projectis carried out, for example. The difference between password lock and user lock is as follows: if the password islocked, the employee cannot log on to the system using the logon screen but only using a certificate; by contrast, ifthe user is locked, the employee cannot logon to the system at all.In SAP Business ByDesign, the user's password is subject to the security policy that defines the complexity andvalidity of a password. If your company has different password security requirements for specific work areas anddepartments, you can assign different password policies to the users.The validity of a user is derived from the work agreement of the employee to which the user belongs. You can changethe validity, for example, if an employee's user is not needed any longer because the employee has left the company.

Access RightsWork Center and View Assignment


Access rights in SAP Business ByDesign are based on work center and work center views. You can assign accessrights to each employee who has a user in the system. An employee is assigned to an org unit in organizationalmanagement. The org unit's involvement in an area of business is determined by the function that is assigned to theorg unit. The function of an org unit determines the work center and work center view proposals for the users. Forexample, if you assign an employee to an org unit with the general ledger function assigned to it, the GeneralLedger work center is proposed for this user in user and access management. You can assign the proposed andadditional work centers and views to the user.If you have assigned multiple views to a user, the system checks whether the assigned views conflict with segregationof duties. Segregation of duties is designed to minimize the risk of fraud and errors, and protect company assetssuch as data or inventories. The segregation-of-duties check in user and access management helps you to assignaccess rights that are free of conflicts. In case of conflicts, the system provides a detailed conflict description andproposes an appropriate solution. For more information about segregation of duties, see Segregation of Duties[page 47].Some business processes require that a view can only be assigned in conjunction with one or more other views. Ifyou assign such a view to a user, the system indicates that further views are automatically assigned to the user.For the following work centers and views, the assignment of access rights deviates from the standard processdescribed above:

● Home work centerThis work center is automatically assigned to each user along all the views that belong to the Home workcenter. You can neither change the view assignment nor restrict the read and write access.

● Managing My Area work centerWhen you assign this work center, the business profile of the manager must be taken into account. Workcenter views corresponding to the appropriate business profile of the manager are to be assigned.For the business management profile, only the appropriate work center views are to be assigned:For example, if the user has the business profile of a financial manager for fixed assets and inventories, youmust assign the Fixed Assets and the Inventory Valuation work center views to make relevant business contentavailable to the user. Note that these work center views are not visible in the Managing My Area work centerbut must be assigned to ensure that the relevant content is available.For the line management profile, the following work center views, if assigned, are visible: ○ Key Performance Indicators

To monitor key performance indicators from a performance management perspective ○ My Budget

To manage costs on cost centers ○ My Organization

To manage the organizational structure ○ My Projects

To manage projects from a line manager perspective ○ My Team

To manage teams ● Business Configuration work center

When you assign this work center, you can define the business area for which the administrator is authorizedto perform configuration activities by assigning the appropriate view to the administrator. These work centerviews are not visible in the Business Configuration work center but must be assigned to ensure that the relevantcontent is available.

● Audit work centerThis work center only contains views that are reused from other work centers. By default, the views of theAudit work center are read-only. However, if users have write access to a view that is also used in the Auditwork center, they also have write access to the same view in the Audit work center.

● Overview view


This view is a summary of the views associated with a work center. ● Reports view

Reports are assigned to work center views but they are not visible within these views. The Reports viewaggregates all of the reports from the views within a work center and makes them available to the user, whohas the corresponding access rights. Users who have access to a view that contains reports, automaticallyget the Reports view assigned. For more information, see Reports View.

● Work viewBusiness Task Management (BTM) items are assigned to work center views but they are not visible withinthese views. The Work view aggregates all of the BTM items from the views within a work center and makesthem available to the user, who has the corresponding access rights. Users who have access to a view thatcontains BTM items, automatically get the Work view assigned.

Some work center views have corresponding views for use on mobile devices. If you assign such a view to a user,you also automatically assign the corresponding mobile view to the user. The view authorization is required to enablethe corresponding mobile functionality, as supported by the SAP Business ByDesign mobile application. For moreinformation, see the documentation of the SAP Business ByDesign mobile applications.The following work center views have corresponding mobile views:

Work Center Views and Their Corresponding Mobile Views

Work Center View ID Work Center View Work CenterCorresponding MobileView

BPM_ACCOUNTS Accounts AccountManagement/Business Partner Data

Accounts

BPM_CONTACTSCRM Accounts Account Management Contacts

CC_COMMONEMPLOYEESELFSERVICE CommonAuthorization forEmployee

Home All views

CPM_KEYPERFORMANCEINDICATORS Key PerformanceIndicators

CorporatePerformance

My Area KPIs andPerformance KPIs

CRM_ACTIVITIES Activities Account Management Activities

CRM_OPPORTUNITYTABLEVIEW Opportunity List New Business Opportunities

CRM_OPP_LEADS_WHO /CRM_OPP_LEADS_WOHO

Leads New Business Leads

CRM_SALESORDERS Sales Orders Sales Orders Sales Orders

FIN_DUNNING Dunning Receivables Collections

MMA_CASHLIQUIDITYMANAGEMENT Cash/LiquidityManagement

Managing My Area Approvals

MMA_KEYPERFORMANCEINDICATORS Key PerformanceIndicators


MMA_MARKETING Marketing Managing My Area Approvals

MMA_MYBUDGET My Budget Managing My Area Approvals

MMA_MYPROJECTS My Projects Managing My Area Approvals

MMA_MYTEAM My Team Managing My Area Approvals


Work Center View ID Work Center View Work CenterCorresponding MobileView

MMA_OPERATIONALPURCHASING OperationalPurchasing


MMA_PAYABLES Payables Managing My Area Approvals

MMA_RECEIVABLES Receivables Managing My Area Approvals

MMA_SALES Sales Managing My Area Approvals

MMA_SALESPRICEMAINTENANCE Sales PriceMaintenance


MMA_STRATEGICPURCHASING Strategic Purchasing Managing My Area Approvals

MMA_SUPPLIERINVOICING Supplier Invoicing Managing My Area Approvals

MMA_TAXMANAGEMENT Tax Management Managing My Area Approvals

MMA_TIMEADMINISTRATION Time Administration Managing My Area Approvals

PLM_INSPECTIONS Inspections Quality Control Inspections

Access RestrictionsFor each view, you can define whether the user has read and write access to the associated data (businessdocuments, Business Task Management items, reports, and Enterprise Search objects). By default, if you assign aview to a user, the system grants the user access to all data that is associated to this view. However, you can restrictthe access to specific data on the basis of the access context. The access context is predefined for each view anddefines for which business data you can restrict the user's access rights. The access context of a view can be, forexample, site, company, or employee.When you define restrictions for a user in user and access management, you can view all views with their relatedaccess context. There are some views that do not have an access context. For these views you cannot restrict theaccess to specific data.

The access context of the Leads view in the New Business work center is Employee. This means, you canrestrict the user's access to specific leads on employee level.In user and access management, in the access restrictions for the Leads view, you can locate theemployees whose leads should not be available to the user and restrict the read and write accessaccordingly. After that, the user can only access leads that have been created by specific employees.

Work Center Views Associated with User and Access ManagementIn the system, user and access management is associated with the following views:

● WorkThis view provides you with a list of all your open tasks and work items that are associated with user andaccess management. You can analyze how much work you have to do and prioritize accordingly. For moreinformation, see Work Quick Guide (in User and Access Management) [page 26].

● Business UsersThis view allows you to create and edit user attributes and assign access rights. For more information, seethe documentation on Business Users.

● Support and Technical Users


This view allows you to display support and technical users. For more information, see Support and TechnicalUsers Quick Guide [page 33].

● Business RolesThis view allows you to create and edit business roles.For more information, see the documentation on Business Roles.

● User Registrations for OAuth2 Web ServicesThis view allows you to view the list of currently registered users of OAuth2 web services and their registrationstatus.

You can access these views from the Application and User Management work center under User and AccessManagement.In addition, user and access management provides the following common tasks:

● Edit Security PoliciesThis common task allows you to create and edit security policies according to the security requirements ofyour company.For more information, see the documentation on Security Policies.

● View Work Center ListThis common task allows you to view all work centers and work center views that can be assigned to a user,including the activities that can be performed in these views.

See AlsoOrganizational ManagementWork Distribution [page 75]Business Task Management

4.8.2 Segregation Of Duties

OverviewSegregation of duties is designed to minimize the risk of fraud and errors, and protect company assets such as dataor inventories. This is done through the appropriate assignment of access rights by distributing responsibility forbusiness processes and procedures amongst several users. For example, the requirement to have two employeesresponsible for the payment process. One employee creates a check and second employee signs it, ensuring thatthe responsibility for spending company finances is shared between two users.The segregation of duties check helps key users in the User and Access Management view of the Application andUser Management work center do their job by enabling them to assign access rights which are free of conflicts. Basedon this information key users can alert business process owners to existing conflicts, so that they can implementprocess controls to mitigate the conflicts.When you assign access rights in form of work center views to a user, the system checks if there is a segregation ofduties conflict in the view assignment. A segregation of duties conflict occurs when a user has access to a set of workcenter views which could enable him to make an error or commit fraud, thereby damaging company assets. If thereis a conflict, it is indicated by a red light and details of the conflict display under Conflict Description. Depending onthe assignment, the system displays a list of conflicting work center views and a possible solution, for example, assignthe two work center views to different users.If it is not possible to separate duties, management should ensure there are mitigating controls in place outside thesystem, to prevent errors from being easily concealed and ensure that financial irregularities do not occur. There


are other non preventive control mechanisms which can help to mitigate segregation of duties conflicts includingaudit trails, reports, logs, and reviews by a supervisor.

Segregation of Duties RulesThe system provides you with a series of rules to assist you in protecting your company's assets and preventirregularities. In case of a rule violation, the system provides details of the segregation of duties conflict, infringementdetails, possible solution, and proposals for mitigating controls.

● The system does not check the separation of maintaining master data and transactional data forall work centers.

● Even if you ensure that each rule is implemented, this does not guarantee that your system iscompletely compliant. The list of rules is incomplete and will be enhanced with each softwarerelease.

4.8.3 Working with Business Roles

OverviewYou use business roles to assign access rights to multiple business users who carry out the same activities. Whencreating and editing a business role, you can assign work centers, work center views, and define access restrictionsfor each view.

Business Role AssignmentWhen you assign a business role, all work centers, work center views and access restrictions defined in the businessrole are copied to the relevant business users.

Business Role Statuses

Status Status Value Description

Life cycle status In Preparation Initial state of a new business role.

Active The business role is ready to be assigned to business users.

Active Inconsistent A system upgrade may have caused the following inconsistency in an activeversion of the business role:The business role contains views that can no longer be assigned to a businessuser, either due to conflicting work center views or because a prerequisite workcenter view is missing.As a result, an incident is sent to the administrator.

Obsolete If you set a business role to obsolete, you can no longer make new assignmentsto it. Existing assignments are not affected.


Status Status Value Description

User updatestatus

Not Started The user update has not yet been started.

In Process Business users to which the business role is assigned are being updated with theaccess rights of the current active version.

Completed The user update is complete.

Failed The user update failed due to one or more locked business users. Unlock thecorresponding business users and restart the user update. To do this from theBusiness Roles view, choose Assigned Users , Update Users. To do this fromthe Business Users view, choose Update Access Rights , Update Single User orUpdate All Users.

Business Role ScenariosYou can assign one or more business roles to a business user. If you assign multiple business roles that contain thesame work center views but different access restrictions, all access restrictions are aggregated to the business user.For example, business role 1 contains view A that is restricted to access group 1 and business role 2 also containsview A that is restricted to access group 2. If both business roles are assigned to the same business users, they getaccess to the data of access group 1 and 2 in view A .The scenario described above is depicted in the following figure:

Two Business Roles Assigned to a Business User

Overlapping access restrictions are automatically recalculated. For example, business roles 1 contains view A thatis restricted to access group 1. Business role 2 contains also view A without any restrictions. If you assign bothbusiness roles to business users, they have full access to view A without any restrictions. However, if you removebusiness role 2, business users only have access to data of access group 1 in view A.The scenario described above is depicted in the following figure:


Two Business Roles with same Views and Overlapping Access Restrictions

Access restrictions can be determined using calculation rules. This is required when the access group is employee-specific but the business role is assigned to multiple business users. In this case, the system provides calculationrules which are predefined on access context level. When you assign the business role to the relevant business users,the system uses the calculation rules to determine the access group for each business user.The scenario described above is depicted in the following figure:

Business Role Assignment with Calculation Rule


5 Business Data Consistency View

5.1 Business Document Differences View

5.1.1 Quick Guide for Business Document Differences

In the Application and User Management work center, in the Business Data Consistency view, the Business DocumentDifferences subview lists all business document differences that currently exist in the system from open data flowverification results.In this subview you can select if you want to see all existing differences, all differences that were found in the lastweek, or all differences that were found last month. For the document differences you can perform a repeat checkor start the synchronization of documents.

Business BackgroundIt is important to ensure the integrity of data across applications in your SAP solution. Message-based asynchronouscommunication means that it is important to verify that data is correctly replicated between business documents.This process is critical to ensure compliance with legal requirements. To check and review the integrity of data, youcan use the data flow verification application. It is available in the Application and User Management work center, inthe Business Data Consistency view.For more information, see Data Flow Verification [page 55].

Tasks

Start Repeat Check1. You can see if a repeat check for a business document pair is possible when there is a green traffic light in the

Repeat Check available column for this pair.2. To start the repeat check for a business document pair, select the relevant pair and click

Start Repeat Check .3. The system performs the repeat check and records the date and time of the repeat check in the Last Repeat

Check column for this pair.

Start Document Synchronization1. You can see if document synchronization for a business document pair is possible when there is a green traffic

light in the Document Synchronization available column for this pair.2. To start the document synchronization for a business document pair, select the relevant pair and click

Start Document Synchronization .3. The system performs the document synchronization and records the date and time of the document

synchronization in the Last Document Synchronization column.

SAP Business ByDesign February 2017Business Data Consistency View P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 51

Respond to the Results of a Data Flow Verification RunFor more information, see Respond to the Results of a Data Flow Verification Run [page 52].

5.2 Data Flow Verification Results View

5.2.1 Quick Guide for Data Flow Verification Results

In the Application and User Management work center, under Business Data Consistency you select the Data FlowVerification Results subview to analyze the results of a data flow verification (DFV) run.During a DFV run, the system compares the business document that contains the original data and the businessdocument that contains the replicated data and identifies differences that may have occurred during the businessprocess. The data flow verification result view then lists all business document pairs with business documentdifferences that were found in the data flow verification run.

Business BackgroundIt is important to ensure the integrity of data across applications in your SAP solution. Message-based asynchronouscommunication means that it is important to verify that data is correctly replicated between business documents.This process is critical to ensure compliance with legal requirements. To check and review the integrity of data, youcan use the data flow verification application. It is available in the Application and User Management work center, inthe Business Data Consistency view.For more information, see Data Flow Verification [page 55].

Tasks

Respond to the Results of a Data Flow Verification RunFor information about this task, see here Respond to the Results of a Data Flow Verification Run [page 52]

5.2.2 Tasks

5.2.2.1 Respond to the Results of a Data Flow Verification Run

Procedure1. Go to Application and User Management work center, choose Business Data Consistency, and then choose

the Data Flow Verification Results view. In the Show list, choose Open Results with Differences.The system lists displays all open results of data flow verification runs that contain differences.


Business Data Consistency View

You can select more than one result in the Data Flow Verification Results view and execute the followingtasks directly from the worklist without clicking into an individual run:

● Change Status to Closed ● Start Repeat Check ● Start Document Synchronization

2. In order to work with the result of an individual data flow verification run, select a data flow verification resultand click Edit . The Data Flow Verification Result screen opens and displays information about the differencesthat were detected during the data flow verification run.

3. To repeat the data flow verification check for the business document pair, select one or more differences andclick Start Repeat Check .

The repeat check checks the business documents again that were checked in the data flow verificationrun. It is possible that the differences that the run detected only existed temporarily and have beenremoved in the meantime.

4. If the repeat check does not successfully resolve the data difference, you may decide to identify the processcommunication errors that resulted in the differences between the business documents. You can work toresolve the process communication errors, and then perform a repeat check for the business document pair.

a. In the Application and User Management work center, go to the Business Data Consistency view andthen to the Process Communication Errors subview.

b. Take over and work to resolve each process communication error that relates to DFV.c. Once all the process communication errors related to the business document pair are resolved, return

to the Data Flow Verification Result screen. Select the differences, and click Start Repeat Check .5. If the previous steps have not successfully resolved the data difference, then depending on the business

document pair, you may have the option of starting a document synchronization.a. In the Data Flow Verification Result screen, select the difference and click

Start Document Synchronization .b. To check if the document synchronization was successful, start a repeat check.

6. To view the application log of the original data flow verification run, click the Application Log ID. You can alsoview the application logs for any repeat checks. The application log for data flow verification runs displaysspecific details about the errors that occurred during the run. You can also see the settings specified for therun.

7. If you have not been able to resolve the data differences using the previous steps, report an incident andforward it to the service provider.

Do not report an incident for any results with differences that fulfill the following criteria: For theassociated run the option Only check the documents that have changed since the last verificationis activated, the result that has the status Open, and contains differences that were not resolvedafter an automatic repeat check was performed by the system. For those, the system automaticallycreates incidents, after a set period of time, which are sent to SAP.

8. If you have finished processing the data flow verification result, click Set Status to Closed .Once the status is set to Closed, no further action can be taken with this result.

9. Close the Data Flow Verification Result screen.


ResultYou have responded to the results of a data flow verification run.

See AlsoData Flow Verification Runs Quick Guide [page 54]

5.3 Data Flow Verification Runs View

5.3.1 Quick Guide for Data Flow Verification Runs

In the Application and User Management work center in the Business Data Consistency view, key users can selectthe Data Flow Verification Runs subview to create and schedule a data flow verification (DFV) run. Key users can lateranalyze the results of a DFV run in the Data Flow Verification Results subview. During a DFV run, the system comparesthe business document that contains the original data and the business document that contains the replicated dataand identifies differences that may have occurred during the business process. In a run, one or more businessdocument pairs can be compared. The DFV run checks for the following types of inconsistencies:

● All business document data is missing in the second business document. For example, when a new sales orderis created, the business process also creates a new customer demand. If the customer demand is not created,the DFV identifies that the business document data is missing.

● Some data attributes are inconsistent between the business documents. For example, during a sales orderupdate, the business process also updates the customer demand. If only part of the data within the customerdemand is updated correctly, the DFV identifies that there are inconsistencies between the businessdocuments.

Business Background

Data Flow VerificationIt is important to ensure the integrity of data across applications in your SAP solution. Message-based asynchronouscommunication means that it is important to verify that data is correctly replicated between business documents.This process is critical to ensure compliance with legal requirements. To check and review the integrity of data, youcan use the data flow verification application. It is available in the Application and User Management work center, inthe Business Data Consistency view.For more information, see Data Flow Verification [page 55].

Creating Data Flow Verification RunsIt is important to ensure the integrity of data concerning business transactions. Due to the nature of message basedasynchronous communication, it is important to verify that data is correctly replicated between business documents.This process is critical to ensure compliance with legal requirements. To check and review the integrity of data youcan use the data flow verification application. It is available in the Application and User Management work center, inthe Business Data Consistency view, and Data Flow Verification Runs and Data Flow Verification Results subviews.For more information, see Data Flow Verification Runs [page 57].



Business Document Pairs for Data Flow VerificationFor more information, see Business Document Pairs for Data Flow Verification [page 58].

Tasks

Create a Data Flow Verification RunFor information about this task, see here [page 61].

Schedule a Data Flow Verification Run1. Check if the DFV run that you want to schedule has the status Active.2. If the DFV run still has the status In Preparation, select the DFV run and click Status and then Set to

Active.3. To schedule the active run, select the run and click Schedule .4. In the Job Schedule screen, schedule the job according to your business requirements and click

Save and Close .

Once a data flow verification run has been scheduled, the system represents it as a job. When you havescheduled a run in the system, you can see it by clicking View Jobs in the Data Flow Verification Runs view,or you can find it in the Background Jobs view.

Respond to the Results of a Data Flow Verification RunFor information about this task, see here Respond to the Results of a Data Flow Verification Run [page 52].

5.3.2 Business Background

5.3.2.1 Data Flow Verification

OverviewIt is important to ensure the integrity of data across applications in your SAP solution. Message-based asynchronouscommunication means that it is important to verify that data is correctly replicated between business documents.This process is critical to ensure compliance with legal requirements. To check and review the integrity of data, youcan use the data flow verification application. It is available in the Application and User Management work center, inthe Business Data Consistency view.Data Flow Verification (DFV) compares pairs of business documents that are related to each other in a data flowverification run. Data Flow Verification is available for a defined set of business document pairs covering the differentapplications in SAP Business ByDesign. The business documents contain the same data, if the system is runningcorrectly and all data has been maintained correctly in the business documents. If the data is not correct, data flowverification finds differences in the data when comparing the business documents and collects the differences in thedata flow verification result and the associated application log.General InformationThe most important Selection Criteria that determine which business documents will be checked by a data flowverification run are:


● With the Company ID, you specify that the system checks the business documents that were created withina certain company or within a number of companies.

● With the Accounting Transaction Date, you specify that the system checks those business documents thatwere posted in accounting on a certain date or within a certain time frame.

● The option Only check the documents that have changed since the last verification, is available for businessdocument pairs that have the Last Changed Date as a selection criterion and for all predefined groups ofbusiness documents. When you select this option, the system automatically calculates the timeframe for thenext execution of the data flow verification run. The system checks that the timeframe that was consideredwhen the DFV run was last executed and the timeframe when the DFV run is next executed do not overlap orhave gaps and includes the relevant business documents in the DFV run. The system then checks only thebusiness documents that have changed since the DFV run was last executed.

● With the Last Changed Date, you specify that the system checks those documents that were last changed ona certain date or within a certain time frame.

● With the Selection Date that is only available for predefined business document groups, you specify that thesystem selects the business documents that are checked in the data flow verification run in the following way: ○ For business documents within the business document group that have the last changed date as a

selection criterion, the system takes the last changed date as the selection date and includes the relevantbusiness document pairs in the data flow verification run.

○ For business documents that have the accounting transaction date as a selection criterion, the systemtakes the accounting transaction date as the selection date.

○ For the business document pair Inventory and Planning View of Inventory, all business documents arechecked.

You can use the following Control Parameters to determine how the system deals with a data flow verification result: ● When you select the option Include Information about documents with differences in the Application Log

, you determine that the business documents with differences are listed in the application log of the data flowverification result.

● When you select the option Include Information about documents without differences in the Application Log, you determine that the documents without differences are listed in the application log of the data flowverification result.

● When you select the option Automatically correct differences, you determine that the system automaticallyattempts to resolve any detected differences by starting a document synchronization.

The option Automatically correct differences is not available for all business document pairs.

● When you select the option Set result status automatically to closed if no differences are detected, the systemsets the data flow verification result to the status Closed when no differences are found, and does not displaythe result in the list of open results.

You have the following options to deal with the detected business document differences that the system could notresolve:

● Repeat CheckWhen you start a repeat check, the system compares the same data that was already compared in the initialor preceding data flow verification run. It is possible that the differences that the run detected only existedtemporarily and have been removed in the meantime. This enables you to see if any difference has beencorrected. If the repeat check does not find the differences any longer, the differences are no longer listed inthe result, and users can continue to work with the business documents.

● Document Synchronization



When you start the document synchronization for a business document difference, the system sends amessage with up-to-date data from the source business document to the receiving business document. Thedocument synchronization can have as a result that both business documents then contain the correct data.This means that the difference that the data flow verification run found is corrected and that users cancontinue to work with the business documents. To see if the document synchronization resulted in correcteddata in the business documents, you have to execute a repeat check. The repeat check updates the data flowverification result.

Incidents are automatically created after a set period of time for data flow verification results that fulfill thefollowing criteria: For the associated run the option Only check the documents that have changed since thelast verification is activated, the result that has the status Open, and contains differences that were notresolved after an automatic repeat check was performed by the system.

5.3.2.2 Creating Data Flow Verification Runs

OverviewIt is important to ensure the integrity of data concerning business transactions. Due to the nature of message basedasynchronous communication, it is important to verify that data is correctly replicated between business documents.This process is critical to ensure compliance with legal requirements. To check and review the integrity of data youcan use the data flow verification application. It is available in the Application and User Management work center, inthe Business Data Consistency view, and Data Flow Verification Runs and Data Flow Verification Results subviews.Creating Data Flow Verification Runs

● General Information/DataWhen you create a new DFV run you provide a Run ID that is a unique identifier, and the Run Description, atextual description of the content of the run. For example, MRDO 001 Customer Invoice -BusTransAcc, A-K is a run that compares the Customer Invoice and Business Transaction for Accountingbusiness documents for companies that begin with the letter A, through K.You can choose the business document pair that you want to analyze for differences or you can choose agroup of pairs, based on business significance, to analyze at the same time.

● Business Document PairsYou can create a DFV run for any of the business document pairs listed here [page 58].

● Business Document Groups of PairsYou can create a DFV run for predefined groups of business document pairs. The groups are based on thebusiness significance that is assigned to each pair. The business significance of each pair is decided by thebusiness significance of the business documents and is used as criteria for the groups of pairs:

Group Name Business Significance

Fundamental Scope All document pairs with high business significance covered by DFV.

Extended Scope All document pairs with high or medium business significance covered by DFV.

Maximum Scope All document pairs covered by DFV.

Although the group DFV run compares multiple business document pairs at one time, a separate result isdelivered for each business document pair within the group. You can view the results for each pair in theBusiness Document Differences subview.


SAP_COMMON is a run that is delivered with your system and is scheduled to run regularly. It encompasses theMaximum Scope group which compares all business document pairs that are included in data flow verification.You can view, reschedule, or cancel this run. If the SAP_COMMON run delivers incomplete results, the systemchecks the related business documents within the next run. For a full list of business document pairs, seeBusiness Document Pairs for Data Flow Verification [page 58].

● Selection Data/CriteriaDepending on the business document pair or group you chose, you can specify the criteria for the businessdocument instances that are to be checked. For example, you might select all companies beginning with theletter A and ending with the letter K, for the month of November.The following selection options are possible for business document pairs: ○ Accounting Transaction Date ○ Company ID ○ Cost Center ID ○ Only check the documents that have changed since the last verification

The option Only check the documents that have changed since the last verification is available for businessdocument pairs that have Last Changed Date as Selection Criteria and for all predefined groups ofbusiness documents. When you select this option, the system automatically calculates the timeframefor the next execution of the data flow verification run. The system checks that the timeframe that wasconsidered when the DFV run was last executed and the timeframe when the DFV run is next executed,do not overlap or have gaps and include the relevant business documents in the DFV run. The systemthen checks only the business documents that have changed since the DFV run was last executed.

○ Payment Execution Date ○ Last Changed Date ○ Product ID ○ Supply Planning Area ID

The selection option that is only possible for business document groups is Selection Date.

● Control Parameters for ExecutionYou can choose to include the following control parameters for execution: ○ Include information about documents with differences in the application log ○ Include information about documents without differences in the application log ○ Automatically correct differences ○ Set result status automatically to closed if no differences are detected

See AlsoQuick Guide for Data Flow Verification Runs [page 54]Create a Data Flow Verification Run [page 61]

5.3.2.3 Business Document Pairs for Data Flow Verification

This table displays the business document pairs that can be checked in a data flow verification run.You can create data flow verification runs for business document pairs or for groups of pairs based on businesssignificance. Maximum Scope includes all business document pairs. The business document pairs that are includedin the groups Fundamental Scope, Extended Scope, and Maximum Scope are shown in the table.



Business Document One Business Document TwoDocument SynchronisationAvailable Business Document Group

Bank Statement Business Transaction forAccounting

No All

Bill of Exchange Deposit Business Transaction forAccounting

Yes All

Bill of Exchange Receivable Business Transaction forAccounting

No All

Cash Transfer Business Transaction forAccounting

No All

Check Deposit Business Transaction forAccounting

No All

Customer Invoice Business Transaction forAccounting

No All

Customer Return Business Transaction forAccounting

Yes All

Drop-Ship Order Business Transaction forAccounting

Yes All

Due Payment Business Transaction forAccounting

No All

Employee Time Calendar Business Transaction forAccounting

Yes All

Expense Report Business Transaction forAccounting

Yes All

Good and ActivityConfirmation

Business Transaction forAccounting

No All

Goods and Services Receipt Business Transaction forAccounting

Yes All

Incoming Check Business Transaction forAccounting

No All

Journal Entry Business Transaction forAccounting

No All

Payment Advice Business Transaction forAccounting

No Extended and MaximumScope

Payment Clearing Business Transaction forAccounting

No All

Payment Order Business Transaction forAccounting

No All

Payment ProcessingDetermination


No All

Production Confirmation Business Transaction forAccounting

No All



Product Tax Declaration Business Transaction forAccounting

No All

Purchase Order Business Transaction forAccounting

Yes All

Sales Order Business Transaction forAccounting

Yes All

Service Confirmation Business Transaction forAccounting

Yes All

Service Order Business Transaction forAccounting

Yes All

Site Logistics Confirmation Business Transaction forAccounting

Yes All

Supplier Invoice Business Transaction forAccounting

No All

Tax Due Payment Business Transaction forAccounting

No All

Tax Receivables PayablesEntry


No All

Withholding Tax Declaration Business Transaction forAccounting

No All

Sales Order Customer Demand Yes Extended and MaximumScope

Service Order Customer Demand Yes Extended and MaximumScope

Payment ProcessingDetermination

Due Payment No All

Project Financial Data of Project Yes All

Project Baseline Financial Data of Project Yes All

Project Snapshot Financial Data of Project Yes All

Payroll Process Human Capital ManagementView of Payroll Process

Yes Extended and MaximumScope

Outbound Delivery Inbound Delivery Notification Yes Extended and MaximumScope

Logistics Execution Request Inbound Delivery Request Yes Extended and MaximumScope

Procurement Release Order Outbound Request Yes All

Drop-Ship Order Outbound Delivery Request

Logistics Execution Request Outbound Delivery Request Yes Extended and MaximumScope




Due Payment Payment Order No All

Inventory Planning View of Inventory Yes Extended and MaximumScope

Production Request PlanningDetails

Production Request Yes Extended and MaximumScope

Goods and Services Receipt Project Expense View Yes Extended and MaximumScope

Supplier Invoice Project Expense View Yes Extended and MaximumScope

Purchase Order Purchase Order LogisticDetails

Yes Extended and MaximumScope

Purchase Request PlanningDetails

Purchase Request Yes Extended and MaximumScope

Supplier Invoice Purchasing Contract Yes Maximum Scope

Goods and Services Receipt Supplier Invoice Request Yes All

Purchase Order Supplier Invoice Request Yes All

Supplier Invoice Tax Receivables PayablesRegister

No All

Supplier Invoice Trade Receivables PayablesRegister

No All

See AlsoCreating Data Flow Verification Runs [page 57]

5.3.3 Tasks

5.3.3.1 Create a Data Flow Verification Run

Procedure1. Go to the Application and User Management work center, choose the Business Data Consistency view, and

then choose Data Flow Verification Runs.2. Click New .

The New Data Flow Verification Run screen opens.3. In the Enter General Data step enter the following:

● In the Run ID field, enter a unique identifier for your run. ● In the Run Description field, you can enter a textual description of the content of the run.


● Under Evaluation, click for the run to analyze either two specific business documents or a predefinedgroup of business documents.

Click Next .4. In the Enter Selection Criteria (Part One) step, depending on the choice you made in the previous step, choose

either the two business documents or the business document group for analysis in the DFV run.Click Next .

For more information about business document pairs and definitions of business document groups,see Creating Data Flow Verification Runs [page 57].

5. In the Enter Selection Criteria (Part Two) step, fields are available depending on the business documents orgroups chosen, for example Accounting Transaction Date, Company or Supply Planning Area.Enter selection criteria in the fields available.

● If the Last Changed Date field is available, you can specify that the system only checks the documentsthat were changed since the last DFV run execution.

Click Next .

For more information about possible selection criteria, see Creating Data Flow Verification Runs[page 57].

6. In the Enter Control Parameters step, you can select the following check boxes: ● Include information about documents with differences in the application log ● Include information about documents without differences in the application log ● Set result status automatically to closed if no differences are detected

Click Next .

For more information about control parameters for execution, see Creating Data Flow Verification Runs [page 57].

7. In the Review step, check the details of the DFV run.8. Click Finish to save the new DFV run, and then click Close to close the guided activity.

ResultYou have created and saved a new DFV run.

After you have created the run, you have to activate it so that you are able to schedule it. Once a data flowverification run has been scheduled, the system represents it as a job. When you have scheduled a run in thesystem, you can see it by clicking View Jobs , or you can find it in the Background Jobs view.



5.4 Process Communication Errors View

5.4.1 Quick Guide for Process Communication Errors

When business data is created, deleted, or updated, communication is sent from one business document to updateanother business document related to a business process. A process communication error can occur if the systemcannot process the communication between business documents. When an error occurs, the data in the businessdocuments is not consistent. When a process communication error occurs, depending on the business documentsinvolved, the system is configured to attempt the following strategies to solve the error:

● The system creates a task and addresses it to specified users. ● The system creates an incident and reports it to your provider. ● The system restarts the communication; the error is solved automatically or requires no action from users.

Business BackgroundBusiness documents can be updated either from other internal business documents or from external businessdocuments (business-to-business communication). For more information about monitoring the system'scommunication with external business documents, see the Business Communication Monitoring Quick Guide.

Tasks

Solve Issues Related to Process Communication ErrorsTo view tasks related to open process communication errors, from the Show dropdown list, choose Open Errors withTasks.If you are not assigned as the processor of an open error with a task, click Take Over Task , and then click Edit toopen the task and note the solution proposal.For more information about working tasks related to process communication errors, see Task — Solve Issue inBusiness Documents.

View Open Errors with IncidentsTo view process communication errors for which the system has created an incident, from the Show dropdown list,choose Open Errors with Incidents.

See AlsoBusiness Task Management


6 Task Distribution View

6.1 Business Task Management View

6.1.1 Quick Guide for Business Task Management

The Business Task Management work center view enables key users to monitor and to process business taskmanagement items in the system.You can access the Business Task Management work center view from the Application and User Management workcenter under Task Distribution.

Details

Monitoring Business Task Management ItemsFrom the Show dropdown list, you can select a set of items to monitor.

● Unassigned ItemsShows the business tasks management items that the system has failed to assign.You can determine assignment, manually assign items to the person responsible, and analyze the root causefor the unsuccessful assignment using the information provided in the application log of each task in the list.You can also cancel unassigned notifications and manually created tasks.The possible reasons why the system cannot assign a task are, for example, issues with the referencedresponsibility rules in the business document or issues with work distribution rules. For more information,see Work Distribution [page 75].

● Automated Tasks with ErrorsShows all background tasks that have stopped during execution.An automated task is a technical task used to perform an action on a business document. The errorsassociated with the automated task prevent the task from being executed. For example, errors may occur ifthe referenced business document related to the task is permanently locked because of inconsistent data,or because of errors in business configuration.The tasks have to be rescheduled for execution after the error has been solved.

● All ItemsShows all business task management items.When choosing this option, the worklist is by default empty. Using the advanced search, you can definededicated search queries to find the information you require. Define your query in the advanced search andthen click Go .

From the Group By dropdown list, you can group work items by specified criteria, such as by the Business DocumentType of the related business document.

Processing Business Task Management ItemsFor each business task management item, you can find details under the worklist, such as work center views in whichthe business task management item can be processed, the process for which the business task management itemis relevant, and in the Details pane, you can find additional information specific to the item.


Task Distribution View

For all items, an application log is available on the General tab page to assist you in determining the cause for theissue.The following options are available to help you process items.

● Create an Item Related to the Item in the WorklistTo create new business task management items related to the item in your worklist, click New and choosethe relevant option.For information about tasks, notifications, and alerts, see Working with Tasks, Notifications, and Alerts.For information about clarification requests, see Working With Clarification Requests.

● Export to Microsoft ExcelTo export business data to Microsoft Excel, click Export and choose To Microsoft Excel. For information,see Export Business Data Using Microsoft Excel.

● Determine AssignmentFor unassigned items, the system determines whether and to whom the item can be assigned.The system cannot assign the task unless the work distribution settings are correct. For more information,see Work Distribution [page 75].After you have identified and solved the issue in regard to the failed assignment of the item, if the system canautomatically assign the item, a success message is displayed after you click Determine Assignment .If the system cannot automatically assign the item, after clicking Determine Assignment , the AssignmentRedetermined checkbox is automatically checked, and on the Assignment Redetermination Results tab page,the system displays the employees responsible to whom the item can be assigned. You must check whetherthe employee has the corresponding work center views that grant access and sufficient access rights toprocess the item.

The results of the assignment redetermination are no longer displayed once you navigate away fromthe screen.

● Manually Assign an ItemTo manually assign an item, from Actions , choose Assign Item.

You can manually assign an unassigned item at anytime. However, it is still necessary to solve the rootcause of the issue to avoid manually assigning instances of the business task management item in thefuture.

● Open DetailsTo view the details related to the task, from Actions , choose Open DetailsOpens the details of the task. You can view detailed information about the item, such as related documents,a description of the task, and its progress.

● Cancel an ItemIf possible, the system cancels the item.

● Reschedule TasksYou can see the details of the error in the application log of the task.Try to solve the cause of the error and then click Reschedule to reschedule the task.

See AlsoBusiness Task ManagementBusiness Task Management ConfigurationSetting Up Approvals

SAP Business ByDesign February 2017Task Distribution View P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 65

6.2 Approval Processes View

6.2.1 Quick Guide for Approval Processes

In the Approval Processes work center view, administrators can create and edit approval processes to suit theirbusiness requirements.You can access the Approval Processes work center view from the Application and User Management work centerunder Task Distribution.

Business Background ● By default, the approval process related to a business document in the solution always consists of one step.

However, business processes may require more than one approval step in the approval process.For example, a sales order for building materials requires approval by both an architect and a stress analystbefore the sales order can be released. You may require that conditions be incorporated into the approvalprocesses, such as the amount that an approver is allowed to approve. You may also require the approval ofa specified employee, such as a controller if a shopping cart contains items for which a payment card is used.For more information, see Approval Processes [page 67].

● For more information about approval rules in purchasing, see Approval Rules.

Tasks

Monitor Approval ProcessesYou can view and monitor approval processes. From the Show dropdown list, the following options are available:

Value Description

All Processes Shows all approval processes available in the system, including all default approvalprocesses.

Active Processes Shows approval processes for which the validity period has not expired.

Inactive Processes Shows approval processes for which the validity period has expired and approvalprocesses that have the Draft status.

Expired Processes with OpenApproval Tasks

Shows approval processes that have expired with approval tasks that were notprocessed during the validity period of the approval process.

Active and Scheduled Processes Shows active approval processes and approval processes for which the validity periodis in the future.

You can also group approval processes by the related business document.

Create and Edit an Approval ProcessFor more information, see Create and Edit an Approval Process [page 70].



Edit the Validity of an Approval Process1. Select the approval process of the related business document which you want to edit validity periods. Note

that the approval process must have the status Draft, Active, or Scheduled.2. Click Edit Validity .

All approval processes corresponding to a related business document that have not expired are displayed.3. Specify validity periods for one or more approval processes.

You can make the validity period of an approval process unlimited by selecting the Unlimited Validity checkbox.

Show Open Approval TasksFor approval processes that have the Active status and that have the Ended with Open Approval Tasks status, youcan view open approval tasks by clicking Show Open Approval Tasks .

Delete an Approval ProcessNote that you can only delete approval processes that have the Draft status.Note that for approval processes that have the Scheduled status, you can delete such approval processes by deletingthe validity period; the status of the approval process then changes to Draft.To delete the validity period, click Edit Validity , remove the validity period, and then delete the approval process.


6.2.2.1 Approval Processes

OverviewBy default, the approval process related to a business document in the solution always consists of one step. However,business processes may require more than one approval step in the approval process.For example, a sales order for building materials requires approval by both an architect and a stress analyst beforethe sales order can be released. You may also require that conditions be incorporated into the approval processes,such as the amount that an approver is allowed to approve. You may also require the approval of a specific employee,such as a controller, if a shopping cart contains items for which a payment card is used.In the Approval Processes work center view, administrators can define approval processes to suit businessrequirements. Different approvers and attributes for conditions are available depending on the related businessdocument.

ApproversYou can define one or more approvers for a step in an approval process using work distribution.For more information, see Work Distribution.The following options are available to define a manager as the approver. For more information, see ManagerAssignment.

● First Level ManagerThe direct manager of an employee.


The system accesses the organizational structure at the level of the employee who submitted the approvaltask and searches up the hierarchy until it finds the direct manager of the employee.

● Next Level ManagerThe manager who is two levels above an employee.The system accesses the organizational structure at the level of the employee who submitted the approvaltask and searches up the hierarchy until it finds the manager who is two levels above the employee of theemployee.

● Cost Center ManagerThe manager of a cost center.For example, if the business process needs to identify a cost center manager for a shopping cart that hasbeen created in the system, the system accesses the hierarchy at the level of the employee who created theshopping cart and searches up the hierarchy until it finds the responsible cost center manager.

The following options are available to define work distribution by work category or by selecting one or moreemployees.

● Work CategoryA work category represents a specific part of work in a business area and is related to one or more businessdocuments.

● Direct ApproverYou can select specific employees responsible as approvers who must give their approval. Employeesresponsible must have the corresponding access rights to the task type and business document. Employeesresponsible must have read access to the relevant business document data and write access to the notes ofthe business document.

Special Cases ● No approver found.

If there is a step for which the system cannot find an approver, the system does the following: ○ The system creates an unassigned task with automatic approval for the step, if the Automatic

Approval checkbox has been selected. The administrator is requested to ensure that an approver canbe found, for example, by maintaining employee work distribution rules. For more information, see QuickGuide for Business Task Management.

ConditionsFor each process step, you can create conditions. For example, a cost center manager receives an approval task fora purchase order if the net value is greater than or equal to 500. Note that the attributes available depend on therelated business document.Note that the system continues to follow the sequence of process steps even if a condition for a specific step is notmet. The approval process for a related business document only ends when an approver in the process rejects therequest as described in the approval task.Conditions are structured in groups. They offer a number of attributes depending on the related business document,such as the status or phase progress for an opportunity. These attributes can be used to define AND and ORconditions. Conditions within a group are AND conditions. If all of them are met, the whole group of conditions ismet, and approval is required. Groups of conditions are linked by OR. If all conditions within at least one of the groupsare met, approval is required.

If a field value that you select from the dropdown list in a condition has brackets next to it, for example, productcategory [], this attribute occurs more than once in the related business object, for example, at item level ofa business document. If you use Contains as a compare operator, the condition is met only if at least one ofthe values in the business object is identical with the one in the condition.



In a condition, you can select a compare operator and compare with the following: ● A value

You can define a comparison using a value, such as a status. ● A field

You can define a comparison using a field in a business object.

You can only compare similar fields in a condition, for example, you cannot compare a date field with a currencyfield. You can only compare field values that occur only once in the related business object, that is you cannot selecta field value that has brackets next to it, such as product category [].

Validity PeriodsApproval processes are only valid for a specified period of time because they are time-dependent. When you editthe validity of an approval process, the system displays the approval processes of the related business documentthat have not yet ended. Note that the system allows neither gaps nor overlaps in the validity period of the approvalprocesses.Note that you must have one approval process with an unlimited end date; the approval process can have either theActive or Scheduled status.Draft approval processes do not have a validity period defined. When you define the validity of an approval processthat has the Draft status, the Valid From date must be later than or equal to today's date. By defining the validity, thestatus of the approval process changes accordingly.

Depiction of the Validity Period of an Approval Process

See AlsoQuick Guide for Approval Processes [page 66]Create and Edit an Approval Process [page 70]


6.2.2.2 Create and Edit an Approval Process

OverviewIn the Approval Processes work center view, administrators can create and edit approval processes to suit businessrequirements.You can access the Approval Processes work center view from the Application and User Management work centerunder Task Distribution.For more information about approval processes, see Approval Processes [page 67].

Approval Process for Expense Reports: Do not change either the default work distribution rule or thedefault condition delivered for expense reports. No other work distributions or conditions are supportedby SAP. The default work distribution is the Approver of Highest Cost. The default condition for expensereports is Expense Report Approval Configuration equal to Yes.

Procedure1. For the relevant business document, select the approval process and click Copy .

The system copies the selected approval process.2. On the following screen, enter a name for the approval process.3. Specify the steps involved in the approval process.

By default, each approval process contains one step.

This step is a mandatory first step for all approval processes involving shopping carts, project purchaserequests and purchase orders (both header and item based). All these processes must first beapproved by the project manager or cost center manager.

a. Specify the number of steps by clicking Add Row and Remove accordingly.You must also specify the sequence of the steps. Note that more than one step can have the samesequence number in order to have parallel steps.

Parallel steps will be processed simultaneously and result in two tasks. If the relevant workdistribution information for two parallel steps is identical, only one approval task will begenerated.

b. Specify the name of the process step.c. Specify work distribution for each step by selecting the relevant entry from the Work Distribution

dropdown list.Note that if you select Direct Approver, you must select an employee responsible by clicking Edit . Onthe following screen, select one or more employees responsible.If you select the All Approvals Required checkbox, all employees responsible for this step must givetheir approval, and the corresponding number of approval tasks will be generated.To know more about the various rules present in the Work Distribution dropdown list, look at theEmployee Work Distribution Quick Guide [page 74].

4. Optional: Create and edit a condition.a. Select the process step for which you want to create or edit conditions.



b. To add a new condition, click Add Group . To edit a condition within a group, click . You can alsoadd conditions to a group by clicking or remove them by clicking .To edit an existing approval process with already defined conditions that do not use groups, click

Edit Conditions and add or remove conditions in the resulting popup window.

Note that the attributes available depend on the corresponding business document.

The following table shows examples of possible conditions:

Attribute Operator Value Explanation

Cost Center Contains * The relevant business document, such a purchase order orsupplier invoice, is sent for approval if it is assigned to a costcenter.

Cost Center Contains ID or ID* The relevant business document is sent for approval if it isassigned to the entered cost center. It is also possible to enterpart of an ID followed by an asterisk (*). For example, MC200*

Cost Center Does notcontain

* The relevant business document is sent for approval if it is notassigned to a cost center.

Item WithoutPurchase OrderItem WithoutPurchasingContract

Equal to selectedcheckbox

All supplier invoices that contain at least one item without areference to a purchase order / purchasing contract are sent forapproval.

Item WithoutPurchase OrderItem WithoutPurchasingContract

Not equalto

deselectedcheckbox

All supplier invoices that contain at least one item with referenceto a purchase order / purchasing contract are sent for approval.

Reference toPurchase OrderReference toPurchasingContract

Contains ID or ID* All supplier invoices with reference to the entered purchaseorder / purchasing contract are sent for approval. It is alsopossible to enter part of an ID followed by an asterisk (*). Forexample, 40*.

Do not only enter an asterisk (*) for this attribute. If youwant to send all supplier invoices with reference to apurchase order / purchasing contract for approval, usethe Item Without Purchase Order / Purchasing Contractattribute.

Total Net Value Greaterthan

10000USD

The relevant business document is sent for approval if the totalnet value exceeds 10000 USD.


For the compare operators Contains/Does not contain and Contains pattern/Does not containpattern, you can use the following wildcard characters:

● *Use this character for character strings including a blank; for example, A*A matches AxxxA andAA.

● +Use this character for exactly one single character; for example, A+A matches AAA and ABA,but not AA.

● #Use this character as an escape character for the special characters *, + and #; for example, A+A matches AAA, ABA, and A+A, whereas A#+A matches only A+A.

When conditions are based on purely numerical attributes, for example Cost Center, Supplier, ProductCategory ID, and so on, either enter the entire ID without using wildcards or use * before and after thenumerical.For example, to find 13456745 you must enter *13456*

5. Optional: Approve a Step AutomaticallyIf you select the Automatic Approval checkbox, the system will automatically approve the step if no employeeresponsible can be found.

6. Optional: All Approvals RequiredIf you select the All Approvals Required checkbox, all employees responsible for the step in question have togive their approval. If the checkbox is not selected, only one of the employees responsible has to give approval.

6.3 Task Substitutions View

6.3.1 Quick Guide for Task Substitutions

In the Task Substitutions work center view, you can add, delete, activate and deactivate substitutions on behalf ofall employees. This means administrators can assign the work of one employee to another on a temporary basis, forexample, an employee has an unplanned absence.

You can also create employee substitutions in the Substitutions view under User and Access Management.For more information, see the documentation about substitutions.

Business BackgroundTask substitutions occur when one employee temporarily takes over the work of another. This might be due to anevent such as a planned vacation or an illness.Task substitutions are related to business task management in the system. When substitutions are active, thesubstitute receives all the tasks that belong to the employee being substituted. The substitute can process thebusiness task management items on the employee’s behalf. It is possible for multiple substitutes to receive all the



tasks of the employee being substituted. However, it is not possible to assign separate parts of the tasks to differentsubstitutes.

Note that you can assign any employee as a substitute. Therefore, ensure that the substitute has the sameor greater access rights or work center assignments so that the business tasks management items can beprocessed accordingly.

Employees can define a default inactive substitution. This can be activated by their manager, substitute, oradministrator, in the event of an unplanned absence, to ensure business continuation.Substitution is not used to replace an employee who has left the company.

If you define a substitute for an employee who is already a substitute, the substitute you defined will not receivethe tasks that belong to the employee being substituted in the first place.

Tasks

Show Substitutions ● Under Show, select All Substitutions.

A list of all existing substitutions in your system will be displayed.You can activate or deactivate existing substitutions.

Edit Substitutions1. Under Show, select Substitutions of Each Employee.2. Select the employee for whom you want to edit substitutions and then click Edit Substitution .

● You can also add or remove substitutions using Add Row and Remove .3. Under Substitutions, in the Employee column, click the row to enter the employee that you selected in the

previous step.4. Under Relationship Type, define someone as a substitute or for whom the employee fills in.5. Under Related Employee, use the value help to choose the employee who is the substitute for the selected

employee or for whom the selected employee fills in.The related user will also be displayed. ● You can then activate or deactivate substitutions.

The following is valid for substitutes or being a substitute: ● The activation of a substitution is effective immediately. Once the status of the substitution

is set to Active, the substitute receives all open tasks of the employee being substituted. ● The deactivation of a substitution is also effective immediately. Once the substitution is

deactivated, all tasks of the employee being substituted that have the status New areremoved from the worklists of the substitute.

● Tasks that the substitute has already started to process stay with the substitute until thetask has been completed. The substitute can forward tasks to the employee beingsubstituted if necessary.

6. Save your changes and close the screen.


6.4 Employee Work Distribution View

6.4.1 Employee Work Distribution Quick Guide

The Employee Work Distribution view enables you to manage the distribution of work to employees by creating workdistribution rules that allow the system to evaluate work items and to determine the employee responsible for thesework items. Depending on the work category, the system directs the work items to the determined employee, orprovides the employee as a proposal in the relevant business document.You can access the Employee Work Distribution view from the following locations:

● Organizational Management work center under Work Distribution ● Application and User Management work center under Task Distribution

Business Background

Work DistributionWork distribution defines the process of assigning work to an org unit or employee. By default, work items in SAPBusiness ByDesign are visible to all users that have the corresponding access rights. However, for some businessprocesses the org unit or employee responsible for a work item has to be determined. For these areas, you can definework distribution rules that enable you to automatically assign business documents and tasks to dedicated org unitsor employees.For more in formation, see Work Distribution [page 75].

Work CategoriesThe work category is the central element for work distribution. A work category represents a specific part of workin a business area and is related to one or more business documents. Each work category provides parameters thatyou can use to define work distribution rules, according to which the system determines the responsible org unit oremployee for a business document.For more in formation, see Work Categories [page 77].

Tasks

Create a Work Distribution Rule1. In the Employee Work Distribution view, select a work category.2. Click Edit .

You cannot change work distribution for past dates. If the Edit button isdisabled, check the Effective Date and ensure that you have not entered a datethat occurs in the past.

3. Choose Work Distribution Rules , then click Add .If you want to copy an existing rule, click Copy .



By adding a rule you are creating a new rule that is added to the bottom of the list. Ifyou wish to insert a rule of a higher priority, then change priority by moving the rulesup and down in the table.

4. Enter the name of the rule.5. Enter the ID of the responsible employee.6. Enter the validity period of the rule.

If you change or delete a work distribution rule that begins before the effectivedate, the rule is only valid to the date before the effective date. If you only changethe rule, the system creates a new rule based on the existing rule and includesthe changes you make. The new rule is valid as of the effective date.

7. Go to the Rule Details section and specify the parameters for the rule.Each parameter appears as a tab, for example, Company . Using the parameters, youcan specify exactly both which parameter is to be included in the rule or excluded fromthe rule.

8. Click Check to verify whether your rule is consistent.9. Click Save or Save and Close .

Delete a Work Distribution Rule1. In the Employee Work Distribution view, select a work category.2. Click Edit .

You cannot change work distribution for past dates. If the Edit button isdisabled, check the Effective Date and ensure that you have not entered a datethat occurs in the past.

3. Choose Work Distribution Rules .4. Select the work distribution rule you want to delete and click Delete .5. Click Save or Save and Close .

Set a Work Category to Undefined1. In the Employee Work Distribution view, select a work category that has the status

Defined Work Distribution.2. Click Action and select the option Set to Undefined.


6.4.2.1 Work Distribution

OverviewWork distribution defines the process of assigning work to an org unit or employee. By default, work items in SAPBusiness ByDesign are visible to all users that have the corresponding access rights. However, for some businessprocesses the org unit or employee responsible for a work item has to be determined. For these areas, you can define


work distribution rules that enable you to automatically assign business documents and tasks to dedicated org unitsor employees.

Work Distribution in DetailWork distribution in SAP Business ByDesign controls the determination of org units and employees responsible forcertain business documents. The central element of work distribution is the work category, for example, the SalesUnit for Manual Invoices work category. A work category represents a specific part of work in a business area and isrelated to one or more business documents. Each work category provides one or more parameters that areequivalent to the parameters in the corresponding business document. You can use these parameters to define rulesaccording to which the system determines the org unit or employee responsible for a business document. The systemcompares the data specified for the parameters in the work distribution rules with the data in the business document.Depending on the work category, if the data matches, the system does the following:

● The system provides the org unit or employee determined as a proposal in the relevant business document. ● The system assigns the business document to the corresponding worklist. ● The system sends a Business Task Management (BTM) item to the employees of the determined org unit or

to one dedicated employee.

However, not all business processes distribute work using BTM or a work list assignment. In some cases, the workdistribution mechanism is only used to provide the org unit or employee responsible as a proposal in the businessdocument.Work distribution only controls who is responsible for a certain business document, but does not define the accessrights for these business documents. To access business documents and their related BTM items, the relevant workcenter view must be assigned to the corresponding user. For more information, see User and Access Management

[page 43].In the system, work distribution comprises organizational work distribution and employee work distribution.

Organizational Work DistributionOrganizational work distribution contains all work categories that the system uses to determine the org unitresponsible for a specific business document. A work category for organizational work distribution is always linkedto the function that is defined for the org unit, for example, the Supplier Invoicing work category is linked to theSupplier Invoicing function. The function of an org unit defines the role of the org unit in the business process. Eachfunction represents a certain business area and a set of work centers and work center views that are needed by theassigned user to complete work for this area. For more information about the different functions, see Functions.

A prerequisite for organizational work distribution is the correct setup of your org structure in theOrganizational Management work center. This includes the correct assignment of functions to org unitsaccording to the work which is performed in those org units. For more information, see Org Structures QuickGuide.

Employee Work DistributionEmployee work distribution contains all work categories that the system uses to determine the employee responsiblefor a specific business document. Certain business processes require that owners or employees responsible aredetermined for a business document (for example, the sales account manager responsible for an account).Employee work distribution is always configured independently of organizational work distribution. If you want touse employee work distribution, you do not need to define organizational work distribution rules beforehand.



ApprovalsA special case of employee work distribution is the determination of an approver in an approval process. Approvalsare tasks that the system sends to employees who are assigned as managers in the org structure or who have beenexplicitly declared as approver. For more information, see Manager Assignment.

To manage approvals, the corresponding approver must have been assigned the Managing My Area workcenter.

Usually, the system determines the approver from the org structure. However, some business processes requirethe definition of specific work distribution rules to determine the approver. For these business processes, the systemprovides specific work categories for employee work distribution. The determination of approvers may howeverdepend on further, application-specific criteria, such as thresholds or scoping choices.Some business areas provide certain types of approvals, for which you can appoint employees who can act asalternative approvers. For example, in supplier invoicing, you may require alternative approvers for users usingprocurement. For this, the system provides work categories for alternative approvers. The system sends an approvaltask to the corresponding approver defined in the org structure and to the alternative approver defined in the workcategory.For more information, see Setting Up Approvals.

See AlsoBusiness Task ManagementWork Categories [page 77]

6.4.2.2 Work Categories

The work category is the central element for work distribution. A work category represents a specific part of workin a business area and is related to one or more business documents. Each work category provides parameters thatyou can use to define work distribution rules, according to which the system determines the responsible org unit oremployee for a business document.For more information, see Work Distribution [page 75].

Work Categories for Organizational Work DistributionYou can define work distribution for org units in the Organizational Management work center, under WorkDistribution Organizational Work Distribution .Initially, all work categories in organizational work distribution are set to Global Work Distribution mode, which meansthat the system cannot determine a responsible org unit for a business document or BTM item, and thecorresponding field remains empty. After you create work distribution rules in the system, the business documentsand BTM items no longer follow the standard Global Work Distribution. Instead, the system checks for all businessdocuments and BTM items whether a work distribution rule applies. If a rule applies, the corresponding businessdocument or BTM item is assigned to the org unit determined from the work distribution rule.The system processes work distribution rules for organizational work distribution along their priorities. If you havemaintained multiple rules for a work category, the system only uses the first rule that applies to the properties of theevaluated business document.


For more information about creating and editing rules for organizational work distribution, see Organizational WorkDistribution Quick Guide.The following work categories are available for organizational work distribution:

● Purchasing ○ Operational Purchasing ○ Supplier Invoicing

● Sales and Marketing ○ Invoicing Unit for Sales and Invoicing ○ Relevant Distribution Channels ○ Sales Unit for Manual Invoices ○ Sales Unit for Sales ○ Marketing Unit for Leads

● Service and Support ○ Service Execution Team for Sales Orders and Contracts ○ Service Execution Team for Service Orders ○ Service and Support Team for Service Requests ○ Service and Support Team for Service Orders ○ Contracting Unit

Work Categories for Employee Work DistributionYou can define work distribution for employees in the Organizational Management work center, under WorkDistribution Employee Work Distribution or in the Application and User Management work center, under TaskDistribution Employee Work Distribution .Initially, all work categories in employee work distribution are set to Undefined, which means that the system cannotassign the related business documents and tasks to a dedicated employee. After you create work distribution rulesin the system, the system checks for all business documents and BTM items whether a work distribution rule applies.If a rule applies, the corresponding business document or BTM item is assigned to the employee determined fromthe work distribution rule.If you have maintained multiple rules for a work category, the system uses all rules that apply to the properties ofthe evaluated business document.For more information about creating and editing rules for employee work distribution, see Employee WorkDistribution Quick Guide [page 74].The following work categories are available for employee work distribution:

● Finance and Administration ○ Approver for Payables ○ Approver for Receivables ○ Approver for Tax Management ○ Approver for Liquidity Management ○ Alternative Approver for Expense Reports

● Purchasing ○ Additional Accountant ○ Alternative Approver for Purchase Orders ○ Alternative Approver for Supplier Invoices



○ Alternative Approver for Purchasing Contracts ○ Purchase Requests and Orders ○ Supplier Invoices

● Sales and Marketing ○ Alternative Approver for Sales Price Lists ○ Alternative Approver for Customer Quotes ○ Alternative Approver for Customer Returns ○ Account Responsibility by Party Role ○ Contract Administrator ○ Employee Responsible for Sales ○ Opportunity Notification

● Service and Support ○ Service Performer for Sales Orders and Contracts ○ Service Performer for Service Orders ○ Processor for Service Requests ○ Processor for Service Orders ○ Contract Administrator

See AlsoFunctions


7 Input and Output Management View

7.1 Print Queues View

7.1.1 Print Queues Quick Guide

In the Print Queues view, key users can set up print queues to manage the process-integrated printing of documents,and monitor the print jobs in each print queue. Print queues are used to collect all documents that are output to theoutput channel Printing.You can access this view from the Application and User Management work center under Input and OutputManagement.

Print QueuesDefault Print QueueSAP provides a default printing scenario where all document owners manually print their own documents. By default,the print jobs of all users are collected in the default print queue from which they are sent to each user's individualManual Print Tasks view. Each user can view and print his or her print jobs by navigating to Home Work ManualPrint Tasks . The queue usage of the default print queue can be changed to Central Printing via the Print Manager,but not to Central Printing by Dedicated User.User Assignment to Print QueuesA print queue can be assigned to the following users:

● No userIf a print queue has the queue usage Printing by Document Owner and consequently has no user assigned, alldocuments sent to the queue are shown in the Manual Print Tasks view of the document owner until the statusof the document is changed manually by the document owner to Successful. If the document owner hasinstalled and signed in to the Collaboration Window, the documents are retrieved and printed by theCollaboration Window immediately. In this case the documents do not appear in the Manual Print Tasks view.The default print queue has the queue usage Printing By Document Owner. Unless you require multiple printerlanguages, it is usually only necessary to have one print queue with this queue usage.

● A print userIf a print queue has the queue usage Central Printing via the Print Manager, it must be assigned to a print user.As each print queue with this queue usage is later assigned to a physical printer in the Print Manager, eachqueue represents a physical printer.

● A business userIf a print queue has the queue usage Central Printing by Dedicated User, it must be assigned to a businessuser. This business user can view and print all documents in this queue by navigating to Home Work Manual Print Tasks . This user prints on behalf of the document owner.

For more information about your options for setting up print queues for different printing scenarios, see Process-Integrated Printing.Print Queue Status

80 © 2017 SAP SE or an SAP affiliate company. All rights reserved. • P U B L I CSAP Business ByDesign February 2017Input and Output Management View

By default, all new print queues have the status Started. This means that documents sent to these print queues willbe immediately processed, for example, documents will be sent to a user’s Manual Print Tasks view. You can pausea print queue in order to fix errors.

Print JobsFor each print queue, you can view all print jobs and check the status of each job by selecting the queue and clicking

Edit .A print job can have one of the following statuses:

● QueuedThe document is waiting in the print queue.

● PrintingThe document has been collected by the Collaboration Window or the Print Manager and they have not yetreturned a status.

● ErrorThe document has been collected by the Collaboration Window or the Print Manager and an error has beenreturned, alternatively, an error occurs when a document has had the status Printing for more than 12 hours.

Note that if an error occurs, an output error task is created and sent to the document owner, who canview the tasks under Home Work Inbox . It is also possible for key users to take over and resolvea task belonging to another user.

● SuccessfulThe document has been collected by the Collaboration Window or the Print Manager and the statussuccessfully has been returned. Alternatively, a user has manually set the status to Successful.

Queued print jobs can be viewed on the Queued Documents tab of the print queue editor. Print jobs with the statusprinting, failed or successful can be viewed on the Processed Documents tab.

Business Background

Process-Integrated PrintingThe default printing set-up of SAP Business ByDesign requires that each employee who is responsible for a documentis also responsible for manually printing the document. If you want a document to be printed by a user other thanthe document owner, or automatically without any involvement of the document owner, then you must set up oneof the alternative printing scenarios described in this document.For more information, see Process-Integrated Printing.

Output ManagementOutput management comprises all activities related to the output of documents in print, e-mail, or fax format. Form-based documents can be output on an ad hoc basis or as an integrated part of a business process.For more information, see Output Management [page 84].

TasksPrint Queues

Set Up Printing Using the Print ManagerFor more information, see Set Up Printing Using the Print Manager [page 95].

SAP Business ByDesign February 2017Input and Output Management View P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 81

Set Up Printing By a Dedicated UserFor more information, see Set Up Printing By a Dedicated User [page 96].

Create a Print Queue for a Specific Printing ScenarioYou can create additional print queues to support the Printing by Document Owner, Central Printing via the PrintManager, and Central Printing by a Dedicated User printing scenarios. These print queues can then be assigned toa business document using an output channel rule or can be selected by a user in a document's output settings.

1. In the Print Queues view, click New .2. In the New Print Queue dialog box, enter a queue ID.

The queue ID is displayed in output settings for a business document when a user selects the output channelPrinting therefore, the queue should be given an ID that can be understood by all users. For example, if youare setting up a print queue for central printing via the print manager, you could give the print queue the nameof the printer on which the documents are going to be printed. Alternatively, if you are creating a print queuefor central printing by a dedicated user, you could give the print queue the name of the user.

3. Select a printer language.The following printer languages are supported: ● PDF - This printer language can be used to print on all printers supported by a Microsoft ® Windows

operating system. ● PCL 5c (Color) ● PCL 5e (Monochrome) ● Adobe® PostScript® Level 2 ● Adobe® PostScript® Level 3 ● Datamax 203 dpi ● Datamax 300 dpi ● Datamax 406 dpi ● Datamax 600 dpi ● Intermec 203 dpi ● Intermec 300 dpi ● Intermec 400 dpi ● Toshiba 203 dpi ● Toshiba 305 dpi ● Toshiba 600 dpi ● ZPL 203 dpi ● ZPL 300 dpi ● ZPL 600 dpi

Note that if you are creating a print queue for manual printing by the document owner or by a dedicated user,you should select the printer language PDF as this is required for manual printing.

4. Select the queue usage.For more information about the different printing scenarios, see Process-Integrated Printing.

5. Do one of the following: ● If you selected Central Printing via the Print Manager, you must specify a print user.

This user is required to authenticate the Print Manager when it accesses the SAP Business ByDesignsystem.


● If you selected Central Printing by a Dedicated User, you must select the SAP Business ByDesign userof the employee who should print the documents. This is the business user ID of the a user in the SAPBusiness ByDesign system.

6. Save your changes.7. To create an output channel rule to define when this print queue should be used, navigate to Application

and User Management Input and Output Management Output Channel Selection .8. In the Output Channel Selection view, select a business document and create an output channel rule to define

when this print queue should be used as the output channel. For more information about output channel rules,see the Output Channel Selection Quick Guide.

Pause a Print Queue1. In the Print Queues view, select a print queue.2. Click Pause .

The print queue is paused. This allows you to stop documents being collected by the Print Manager while youare carrying out repairs or changing the printer assignment in the Print Manager.

3. Click Start to restart the print queue.

Clean Up a Print Queue1. In the Print Queues view, select a print queue.2. Click Clean Up .

All print jobs with the status Successful are deleted from the print queue. You can use this function, forexample, to remove completed print jobs from a frequently used print queue, or to remove old print jobs froma queue that you want to delete.

Delete a Print QueueA print queue can be deleted if it contains no documents in it and if it is not being used by any output channel rules.In order to remove a print queue you must take it out of the output rules in which it is used, and you must clean upthe queue or have all documents processed or deleted somehow. The DEFAULT queue cannot be deleted.

1. In the Print Queues view, check that the print queue does not contain any print jobs.To remove old print jobs with the status Successful, use the Clean Up button. To remove any other remainingprint jobs, open the print queue and manually delete the print jobs.

2. Under Details, check whether the print queue is used in any output channel rules.You must remove the print queue from the output channel rules before you can delete it.

3. Select the print queue and click Delete .

Change the Print User Password1. On the computer on which the Print Manager is installed, stop the SAP Print Service.2. In the SAP Business ByDesign system, navigate to the Print Queues view, and select the print queue and click

Edit .3. In the Print Queue editor, navigate to the Details tab, and click Edit beside the Assigned User field.4. Enter a new password and confirm the password.5. Save your changes.6. On the computer on which the Print Manager is installed, restart the SAP Print Service.

If you change the password without stopping the SAP Print Service, the print user will be locked. To unlockthe print user, on the Edit Print User screen, deselect the Locked checkbox.


Print Jobs

Reprint a Print Job1. In the Print Queues view, select a print queue.2. Click Edit .3. On the Processed tab, select a document with the status Failed and click Reprint .

The document in the print job is resent to the printer or Manual Print Tasks view depending on the type ofprinting that has been set up for the print queue. This does not affect the output settings of the document.

Delete a Print Job1. In the Print Queues view, select a print queue.2. Click Edit .3. On the Queued or Processed tab, select a document and click Delete.

You can delete documents with the status Queued, Printing, or Failed.

Set the Status of a Print Job to Successful1. In the Print Queues view, select a print queue.2. Click Edit .3. On the Processed tab, select a document with the status Failed and click Change Status to Successful.

The output status of the document in the print job is set to Successful.


7.1.2.1 Output Management

OverviewOutput management comprises all activities related to the output of documents in print, e-mail, or fax format. Form-based documents can be output on an ad hoc basis or as an integrated part of a business process.

● Ad hoc output is generated when a user previews a document in Adobe® Reader and either prints a papercopy or saves an electronic copy of the document in portable document format (PDF). This type of outputdoes not require any configuration and can take place at any time.

● Process-integrated output means that the output of a document is triggered and performed by the systemas part of a business process. For example, a purchase order is created by an employee and sent to his or hermanager for approval. On approval by the manager, the document is sent automatically to the output channeldefined in the output settings of the document. This could be print, e-mail, or fax. Default output settings andoutput channel and form template rules can be created by administrators to define how a particular documentis output by the system.

For each document in your solution, SAP provides a preconfigured output scenario allowing either ad hoc and/orprocess-integrated output.


This document describes form-based output only. Note that it is also possible to print a screen using thePrint button when viewing a business document or object. For more information, see Print a Screen.

This document does not describe communication arrangements or file input runs. For more information onthese topics, see the Communication Arrangements Quick Guide [page 120] and the File Input Quick Guide

[page 100].

Ad Hoc OutputUsers can display any form-based document in Adobe® Reader by clicking the Preview button while viewing orediting the document. A PDF file of the document is displayed and can be viewed, printed or saved using the integratedAdobe Reader functions. If the document being previewed has been configured for use with process-integratedoutput, the PDF file contains a watermark to indicate that the document is a draft version. This ensures that the finalcopy of the document can only be output by the system and not manually. Note that some business processes suchas shopping carts or knowledge base articles only support output using the Preview button.

Process-Integrated OutputProcess-integrated output ensures that the documents sent to your business partners only contain complete andapproved data as part of a defined business process. It also allows the output history of the document to be tracked.The process-integrated output of a document is triggered, for example, when a document is released by thedocument owner or when a manager has approved the document. This process varies depending on the underlyingbusiness process configuration. When the output of a document is triggered, the system uses the output settingsof the document to determine which output channel and form template to use when creating the document.Depending on the defined output channel, the document is either sent to a print queue, e-mailed as a PDF attachment,or sent by fax. The appearance and content of the document is defined by a form template. For each businessdocument type, a default output channel and form template can be configured by the administrator. The employeeresponsible for a document can override the default settings of the document prior to submission.For more information about the configuration of process-integrated output, see Process-Integrated OutputSettings in the Help Center of your solution.

Process-Integrated PrintingThe default printing set up of SAP's cloud solution requires that each employee who is responsible for the output ofa document is also responsible for manually printing the document. If you want a document to be printed by a userother than the document owner, or automatically without any involvement of the document owner, then you mustset up an alternative printing scenario. For more information, see Process-Integrated Printing in the Help Center ofyour solution.

Output ChannelsThe following output channels are supported:

● Print QueuesPrint queues are used to collect documents to be printed either automatically by the system or manually bya user. For more information about the printing concept, see Process-Integrated Printing in the Help Centerof your solution.

● E-Mail


The system generates the document as a PDF file and e-mails it as an attachment to your business partner’se-mail address. E-mail output settings are configured during go live and can be changed in the BusinessConfiguration work center using the E-Mail and Fax Output Settings activity in the Fine Tune phase of theactivity list. For more information, see Configuration: E-Mail and Fax Output Settings in the Help Center.Note that the maximum size for an entire e-mail is 10 MB, and the maximum size for an attachment is 8 MB.To increase security, your SAP solution enables you to encrypt outgoing e-mails and check the signature ofincoming e-mails by using the Secure/Multipurpose Internet Mail Extensions (S/MIME) standard. For moreinformation, see E-Mail Security in the Help Center.

● FaxThe system generates the document as a PDF file and sends the document as an e-mail to a fax serviceprovider, which converts the content and sends it to your business partner’s fax number. Fax settings areconfigured during go live and can be changed in the Business Configuration work center using the E-Mail andFax Output Settings activity in the Fine Tune phase of the activity list. For more information, see Configuration:E-Mail and Fax Output Settings in the Help Center.

AttachmentsYou can choose whether attachments should be included when a business document is output. You can do this eitherwhen adding the attachment to the business document or by adjusting the output settings of a business documentthat already has attachments. For documents that are going to be printed, note that the Print Manager can only printPDF attachments. For documents that are going to be e-mailed or sent by fax, all types of attachments can beincluded.For business documents that are output on an ad hoc basis using the Preview button, this means that theattachments will be made available in the Preview screen for the business document. For business documents thatare output as process-integrated output, the attachment is automatically added to the e-mail or fax, or, for printing,it is automatically sent to the defined print queue.

ExampleA sales employee has created and released a sales order. The system determines from the output settings of thedocument that the document should be sent by e-mail to the customer. The system creates a PDF file using the formtemplate defined in the output settings, and then sends the PDF as an e-mail attachment to the customer. If no erroris returned by the mail server, the output status is recorded as “Successful” in the Output History tab of the salesorder editor.

7.1.2.2 Process-Integrated Printing

OverviewThe default printing set-up of SAP's cloud solution requires that each employee who is responsible for the output ofa document is also responsible for manually printing the document. If you want a document to be printed by a userother than the document owner, or automatically without any involvement of the document owner, then you mustset up one of the alternative printing scenarios provided by the solution.Alternative printing scenarios can be created by administrators who are authorized to access the Print Queues viewin the Application and User Management work center. This is done by creating and configuring additional print queues.These print queues must then be referenced in a document’s output settings.The supported printing scenarios can be divided into two main groups:


● Printing by document ownerThe document owner is the user responsible for the output of the document. Typically, this is the employeewho triggered the output of the document. However, there are the following exceptions: the document ownerof outgoing checks is always the creator of the check, and in purchasing, the buyer responsible is always thedocument owner.

● Central printing either automatically or by a dedicated user

The following diagram is intended to help you choose the scenario best suited to your needs:

Printing by Document Owner ● Using the Manual Print Tasks view (Scenario 1)

In this scenario, each document owner manually prints his or her own documents. When the output of adocument is triggered, the system sends the document to the document owner’s Manual Print Tasks view inthe Home work center. The document owner opens the document from the Manual Print Tasks view and printsthe document on a local printer.This scenario allows you to give the document owner full control over when the document is printed and whichprinter is used. All documents released by the document owner are queued in the Manual Print Tasks viewuntil the document owner prints the document and sets the printing status to successful.Manual printing is the default set-up provided by SAP and does not require any administrator configuration.The DEFAULT print queue is used as the output channel for all documents unless an alternative output channelis defined. Document owners can access and print their own documents from the Manual Print Tasks view.

Central Printing ● By a Dedicated User (Scenario 2)

In this scenario, an assigned user prints documents on behalf of the document owners. When the output ofa document is triggered, the system sends the document to this user’s Manual Print Tasks view in theHome work center. This user then prints each document manually.This scenario allows you to assign printing tasks to a dedicated employee responsible for printing. Forexample, you can ensure that all customer invoices are manually printed by a particular accountant. This


scenario can also be used to have sensitive documents such as outgoing checks printed by a trustedemployee.For more information about setting up this scenario, see Set Up Printing By a Dedicated User [page 96].

● Using the Print Manager (Scenario 3)In this scenario, documents are sent automatically to predefined printers. This allows you to set up company-wide default printers. Documents that are to be printed centrally are queued on a central print queue and arethen automatically collected by the Print Manager and sent to a printer that you have defined.To use this scenario, you must install the Print Manager once in your network. The Print Manager is used toestablish a connection between your SAP cloud solution and your network printers.This scenario allows you to set up one or more central printers for different types of documents. For example,you can ensure that all customer invoices are automatically printed on a dedicated printer located in theaccounting department. This scenario also supports the printing of sensitive documents such as outgoingchecks, which need to be printed on a secure printer using preprinted paper.For more information about setting up automatic printing using the Print Manager, see Set Up Printing Usingthe Print Manager [page 95].A further possible scenario is to install and use the Print Manager from a third-party site. This enables you tointegrate your business processes with your business partners. For example, you can print pick lists directlyto a printer located in an external warehouse.

Scenario Configuration Requirements

Printing Scenario Configuration Requirements

Printing Scenario Example Usage

AdministratorConfigurationRequired

Business UserConfigurationRequired

Default: Manual Printing byDocument Owner (Scenario1)

Documents are printed manually by theemployee responsible for the document.You should use this option if you want youremployees to be able to print manually, forexample, a buyer who wants to print hisown purchase orders.

No No

Central Printing by aDedicated User (Scenario 2)

Documents are printed centrally by aselected employee.You should use this option if you want aselected employee to print centrally andmanually on behalf of the documentowners, especially if a specific format orsecure printer should be used. Forexample, to print customer invoices orchecks.

Yes, the administratormust configure a printqueue and createoutput channel rules.

No

Central Printing using thePrint Manager (Scenario 3)

Documents are printed automatically to acentral printer.You should use this option if you want toprint centrally and automatically,especially if a specific format or secureprinter should be used. For example, toprint customer invoices or checks.

Yes, the administratormust install the PrintManager, configure aprint queue, and createoutput channel rules.

No


7.1.2.3 Print Manager Quick Guide

The Print Manager is used to establish a connection between an SAPcloud solution and the printers available on yournetwork. The Print Manager is required to enable the automatic printing of documents to predefined printers.

To use central printing via the Print Manager, you must install the Print Manager once in your network.As a Microsoft Windows® service, the Print Manager is available for all processes in SAP's cloud solutionas long as the computer is running and the service has not been stopped manually. Thus, we recommendyou to install it on a central computer that is not used for operational business and that is running all thetime or at least during the time in which printing is needed.You only need to install the Print Manager more than once if you have multiple separate networks withprinters that you want to use for process-integrated printing.

Prerequisites ● You have administration rights for the computer on which the Print Manager is to be installed.

Note that when the Print Manager collects documents from a print queue and sends them to a printer,the documents are stored temporarily on the local computer on which the Print Manager is installed.If you are using Print Manager to print sensitive documents, it is recommended that you ensure thatonly authorized users can access this folder.

● You have the URL of your SAP cloud solution. This is the link to the logon screen provided to you by SAP. ● You have set up at least one print queue and have assigned it to a print user. You do this in the SAP cloud

solution by navigating to Application and User Management Input and Output Management PrintQueues . For more information about setting up a print queue, see Set Up Printing Using the Print Manager

[page 95].

TasksSet Up the Print Manager

Define Connection Settings1. Start the Print Manager application.2. From the Settings menu, select Proxy to set up a connection to the Internet.

Your proxy settings should be the same as the configuration required by your company to access theInternet.

3. From the Settings menu, select Service User. Enter a service user to run the Windows service.This user should have administration rights on the local computer as well as authorization to access yournetwork printers.

After making these settings, the print service is started and runs as the Windows service SAP Print Service. Inaddition, a second Windows service, SAP Print Watcher is started. This is used to restart the print service if it isstopped for any reason. This guarantees the availability of the print service even if an unplanned stoppage occurs.


Add a System1. From the Runtime System menu, select New to add an SAP cloud solution to the Print Manager.2. Enter the following information:

● Name: Enter a name for the system. ● Protocol: By default, the protocol is HTTPS. ● Host: Enter the hostname of your SAP cloud solution. You do not need to enter http:// or https://

before the hostname.You can find the hostname in the URL used to access the SAP cloud solution.For example: my123456.sapbydesign.com

● Port: By default, the port is 443 for HTTPS and 80 for HTTP. ● User: Enter the print user you created while setting up print queues in the Print Queues view. ● Password: Enter the print user password.

3. Click Test to test the connection to the system.

If the host name cannot be resolved, check the Host field and your proxy settings and retry.

4. Click OK.As soon as you have added the system, the print service starts to collect print queues from the SAP cloudsolution. All print queues that have been assigned to this print user are displayed in the Print Manager. Youneed to assign printers to the print queues to start printing.

If you do not immediately see any print queues, select Check Now from the Runtime System menuto start the connection.

Define Output Options for a Print Queue1. Under Runtime Systems, select a system from the list.

All print queues that have been assigned to the print user are displayed.2. Under Print Queues, select a print queue and then choose Output Options from the Print Queue menu.

The Output Options dialog box opens displaying the following output options: ● Send to Printer

If you choose this option, all documents are sent to the selected printer. You can also print the samedocument from up to five different printers.

● Save to FileYou can use this option to save printing documents as a file in a specified directory. You can definewhether you want to save the document in XML format and whether the associated attachments are tobe stored.

3. Select the relevant output option and click OK.Note that the printer that you assign to the queue must support the printer language defined in the queue.You can view this information in the Format column of the Print Queues list.

Do not select a printer that requires user action for each print job. For example, you should notselect a printer that prints to a file because a user would need to save or process the generated fileeach time a document is printed.

As soon as you have defined the output options for the print queue, the Print Manager starts collecting andprinting documents that have been sent to this print queue.


Test a Print Queue1. In your SAP cloud solution, navigate to Application and User Management Input and Output

Management Print Queues .2. Select the print queue and click Edit.3. Click Test Print.

A test page is sent to the defined printer. The test page contains a test sentence in English, Chinese, French,and German. If you encounter any problems, see the Troubleshooting section below.

Other Functions

Reset Statistics1. Under Runtime Systems, select a system.2. From the Settings menu, select Reset Statistics.

All document status data, such as available, retrieved, printed, and failed documents relating to this systemare reset.

View Log Information1. From the Help menu, select About.2. In the dialog box that opens, you can use the links to access the following information:

● Document Log: All documents retrieved by the Print Manager from the SAP cloud solution ● Error Log: All errors ● Printing Log: General log of the Print Manager

3. If you need to provide more detailed log information to help solve an error, select the Debug Output checkboxand then reproduce the error.This will add more detailed error information to the log files.

4. If required, click Save Support Information to create an archive file containing all log information, which canthen be attached to a support incident.

Troubleshooting ● If the error message “Could not retrieve list of print queues from the runtime (error: the remote name could

not be resolved)” is displayed after you have tried to set up the connection to the SAP cloud solution, do thefollowing: ○ In the Print Manager, select the system, select Edit from the Runtime System menu, and check that the

Host field has been maintained correctly. Try the connection again. ○ In the Print Manager, check whether the proxy settings are correctly maintained and retry.

● If the error message “Could not grant the user the right to run a service under his account – administratorprivileges are required (error: LookupAccountName() failed (error 1332))” is displayed after you have triedto enter or change the service user, select Service User from the Settings menu and check that the serviceuser and password have been maintained correctly.

● If the error message “Connection test failed: The remote server returned an error: (401) Unauthorized.” isdisplayed when testing the connection to the system, do the following: ○ In the Print Manager, select Edit from the Runtime System menu, and check that the print user and

password have been maintained correctly. ○ In the SAP cloud solution, navigate to Application and User Management Input and Output

Management Print Queues , and check that the print user has been maintained and has the correctpassword.


● If the connection is working but some or all print queues are missing from the list, do the following: ○ In the Print Manager, select Show All from the dropdown menu above the Print Queues pane. If Show

Assigned is selected, you will not see any print queues that have not yet been assigned to a printer. ○ In the SAP cloud solution, navigate to Application and User Management Input and Output

Management Print Queues , and check that the missing print queue or print queues have beenassigned to the same print user that you are using to connect to the Print Manager.

● If you are trying to assign a printer to a print queue and cannot find the printer you want, do the following: ○ Check whether the printer exists at all as a Windows printer. ○ In the Print Manager, select Service User from the Settings menu and check whether the current user is

authorized to access the printer. ● If a document has not been printed although the status in the SAP cloud solution is set to Successful, (for

example in the document's output history or in the Print Queues view) and the status in the Print Managerindicates that the document is available, check that a printer has been assigned to the print queue in the PrintManager.

● If a document has not been printed although the status in the SAP cloud solution is set to Successful (forexample in the document's output history or in the Print Queues view) and the status in the Print Managerindicates that the document has been printed, do the following: ○ Check whether the document has got stuck in the Windows printer queue. If so, try to retrigger the print

job in the Windows queue.

When a document from the SAP cloud solution is sent to a Windows print queue, the document’sUUID is used as the file name. In order to identify individual documents in a Windows print queue,you can activate the display of the UUID in the print queue editor. To do this, navigate to Application and User Management Input and Output Management Print Queues , and edit theprint queue. On the Queued Documents and Processed Documents tabs you can add the hiddenUUID column to the table by selecting This Screen from the Personalize menu.

○ If you cannot trigger the printing from the Windows queue again, you can use the resubmit function inthe document's output history or trigger the output of the document again directly from the documentin the SAP cloud solution.

● Although a document, for example the test print page, has been printed, parts of the text are not readable orhave not been printed. If your printer does not support a certain language font such as Chinese, which is usedin the document, the printer may not have been able to print some or all of the content correctly. Install themissing font on your printer.

7.1.2.4 Output History

OverviewWhen a business document is output from the system as process-integrated output, a record of each output is storedin the document's output history. You can view the output history of a document to see whether its output has beenexecuted successfully.

Viewing Document DetailsDepending on your solution, you can view details on the Output History or Output tab when you display or edit abusiness document. Details include which output channel was used (Sent By), the status of the transmission, and


the time and date the document was submitted. You can also view recipient details, the document content, and anyattachments that were sent to the recipient. To view the document, click the link in Document Name.

If a document was output as a printed copy, then attachments are not printed.

A document can have the following output statuses: ● In Process

The document has been sent to the defined output channel but a status has not yet been returned. ● Error

An error was reported by the output channel to which the document was sent. ● Successful

The output channel has reported that the output was successful or the status has been manually set tosuccessful by a user. For example, if the document was printed manually.Note that this status does not guarantee that the output has successfully reached its destination. This cannotbe guaranteed because there are many other steps in the delivery chain that could fail and which do notnecessarily report an error. Here, successful means that the document output has been successfully deliveredto the next component in the delivery chain.

● PendingThis status signifies that the document is pending due to the following reasons: ○ Missing information, delay or error in the communication channel and batch jobs (Printing) ○ If fax, printing, or e-mail is incomplete, it remains undelivered to the receiver.

Resubmitting a DocumentIf you need to resend a document for any reason, for example, a business partner has received a paper copy of adocument by mail but wants to also receive an electronic copy by e-mail, you can resubmit the document. To dothis, click Resubmit and adjust the output settings. You can also specify that the resubmitted document shouldcontain a watermark to show that it is a duplicate.To be able to resubmit the document, its status must be set to Successful. If this is not the case, click

Set to Successful , followed by Resubmit .

Error HandlingIf an error has occurred, click the link in the Status column to navigate directly to the Output Errors screen, whereyou can deal with the error. For more information about handling output errors, see Task - Solve Output Error[page 279].If the status is shown as Error but you have already solved the problem, you can manually set the output status toSuccessful.

On the Output History or Output tab, administrators can download the XML data for the selected documentoutput. This can then be used as sample data for form adaptation.

For more information on output, see Output Management in the Help Center of your solution.


7.1.2.5 Document Retention Periods

Retention PeriodsGenerally speaking, output history for a PDF document is retained in the system as long as the document it belongsto also remains in the system. For some documents, however, the data used to create the PDF document is deletedafter a period of 30 days or 1 year. The tables below state how long output history is retained for documents accordingto form template group.

Depending on your solution, not all documents may be applicable.

For the following form template groups, output history entries and depending objects are deleted. Output historyentries are no longer visible.

Retention Periods: Output History and Depending Objects Deleted

Form Template Group Retention Period of PDF Data

Bill of Exchange Payable 30 days

Bill of Exchange Receivable 30 days

Check Deposit Slip 30 days

Outgoing Check 30 days

Remittance Advice 30 days

For the following form template groups, output data, output error data, and any PDF documents that may be stored,are removed from the output history. Output history can still be displayed, but subsequent actions such as resubmitare no longer possible.

Retention Periods: Data Removed from Output History

Form Template Group Retention Period of PDF Data

Final Inspection Task 30 days

Invoice Request 2 years

Mixed Content Label 30 days

Move List 1 year

Production Order 1 year

Production Task 1 year

Serialized Product Label 30 days

Supply to Production Task 1 year

Uniform Content Label 30 days

Unspecified Content Label 30 days


Calculation of Extension PeriodsFor documents with a retention period of one year, the retention period is calculated based on the year in which itwas created and not on the exact date on which it was created. For example, if a document is created on September1 of this year, the retention period is calculated by adding the number of years of the retention period to the dateDecember 31 of this year. In this example, the document will be retained until December 31 of the following year.

See AlsoOutput History [page 92]

7.1.3 Tasks

7.1.3.1 Set Up Printing Using the Print Manager

OverviewTo set up printing using the Print Manager, administrators must create a print queue, install and set up the PrintManager, and then adjust document output settings to reference the new print queue.

To use central printing via the Print Manager, you must install the Print Manager once in your network.As a Windows service, the Print Manager is available for all processes in SAP's cloud solution as long asthe computer is running and the service has not been stopped manually. Thus, we recommend you toinstall it on a central computer which is not used for operational business and which is running all the timeor at least during the time in which printing is needed.Only if you have another separate network with printers that you want to use for process-integratedprinting, do you need to install a separate Print Manager in that network.

Procedure1. Create a Print Queue

The print queue is used to collect documents that are to be printed by the Print Manager. To authorize accessto these documents by the Print Manager, a print user must be assigned to the print queue.

a. Navigate to Application and User Management Input and Output Management Print Queues .b. In the Print Queues view, click New to create a new print queue.c. In the New Printer Queue dialog box, do the following:

1. Enter a queue ID and name.It is recommended that you give the print queue a meaningful ID such as the name of the networkprinter that you are going to print on.

2. Select a printer language.For a list of supported printer languages, see the Print Queues Quick Guide.

3. From the Queue Usage drop-down list, select Central Printing via the Print Manager.


4. Create and assign a print user or assign an existing print user, if available.The print user is required by the Print Manager to securely access the print queue. Typically, youonly need to create one print user per Print Manager unless you have more complex authorizationneeds.

Do not use a print user which you are already using in another Print Managerinstallation. Note also that the print user cannot be an existing business user, you mustcreate a new user that is only used by the Print Manager.

5. Save your changes.2. Install and Configure the Print Manager

The Print Manager is used to establish a connection between SAP's cloud solution and the printers availableon your network. The Print Manager is an additional component that must be installed in your network toenable the central printing of documents to predefined printers.

a. Navigate to Application and User Management Business Flexibility Download Center todownload the Print Manager. Follow the instructions of the installation wizard.

It is recommended that you install the Print Manager on a central computer that can accessall printers on which you want to print and which runs permanently or at least during businesshours. For example, if you have a printer server, the Print Manager could be installed on thesame computer.

b. Set up the Print Manager and assign a printer to the print queue.For more information about setting up the Print Manager and assigning printers, see the Print ManagerQuick Guide [page 89].

3. Adjust Output SettingsYou can create output channel rules to define when documents should be sent to the print manager printqueue that you created in the previous steps. For more information, see Process-Integrated Output Settings

[page 107].a. Navigate to Application and User Management Input and Output Management Output Channel

Selection .b. In the Output Channel Selection view, select a business document and create an output channel rule

to define when this print queue should be used as the output channel.For more information about output channel rules, see the Output Channel Selection Quick Guide[page 108].

7.1.3.2 Set Up Printing By a Dedicated User

OverviewYou can create a print queue and assign it to a user who is then responsible for printing all documents sent to thisprint queue. The assigned user receives the documents in his or her Manual Print Tasks view.

Procedure1. Navigate to Application and User Management Input and Output Management Print Queues .2. In the Print Queues view, click New to create a new print queue.


3. In the New Print Queue dialog box, do the following:a. Enter a queue ID and name.b. Select a printer language.c. From the Queue Usage drop-down list, select Central Printing by a Dedicated User.d. Enter a user ID in the Assigned To field to assign the user responsible for printing to the print queue.

This is the business user ID of the user in your cloud solution.e. Save your changes.

4. Navigate to Application and User Management Input and Output Management Output ChannelSelection .

5. In the Output Channel Selection view, select a business document and create an output channel rule to definewhen this print queue should be used as the output channel.For more information about output channel rules, see the Output Channel Selection Quick Guide[page 108].

ResultWhen a document is output to this print queue, it is queued in the Manual Print Tasks view of the assigned user. Toprint the document, the user navigates to Home Work Manual Print Tasks , selects the document and clicksView to open the document in Adobe Reader. Using the integrated Adobe Reader functions, the user can print thedocument.

7.2 E-Mail and Fax Queues View

7.2.1 E-Mail and Fax Queues Quick Guide

In the E-Mail and Fax Queues view, administrators can manage all documents that are output to the output channelsfax and e-mail. You can view all jobs that are waiting to be processed and which have already been processed andcheck the status of each job. A job can have one of the following statuses:

● WaitingThe job has not yet been processed by the system.

● In ProcessThe system is processing the job.

● On HoldThe job has been manually put on hold, for example, while a technical error is being corrected.

● FailedThere was an error while processing the job. To view the cause, select the document from the list. An errordescription is displayed under Output Details.

● CompletedThe job has been processed and the document sent by e-mail or fax.

If an error occurs, an output error task is created and sent to the document owner, who can view the tasksunder Home Work Inbox . It is also possible for administrators to take over and resolve a task belongingto another user.


Depending on your solution, you can access this view from the Application and User Management or Administratorwork center under Input and Output Management.

Business Background

Output ManagementOutput management comprises all activities related to the output of documents in print, e-mail, or fax format. Form-based documents can be output on an ad hoc basis or as an integrated part of a business process.For more information, see Output Management in the Help Center of your solution.

Tasks

Delete a Job1. In the E-Mail and Fax Queues view, select a job with the status Waiting, On Hold, or Failed.2. Click Delete .

The job is deleted.

Restart a Job1. In the E-Mail and Fax Queues view, select a job with the status Failed.2. Click Restart .

The job is resent to the business partner’s e-mail address or fax number.

Put a Job on Hold1. In the E-Mail and Fax Queues view, select a job with the status Queued.2. Click Hold .

The job is put on hold until you manually resume the job.

Resume a Job1. In the E-Mail and Fax Queues view, select a job with the status On Hold.2. Click Resume .

The document is sent to the output channel defined in the document's output settings.


7.2.2.1 Configuration: E-Mail and Fax Settings

Overview

This document contains details and instructions regarding configuration settings. Such settings arenormally performed by an administrator. If you do not have the required authorization, contact youradministrator.


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.In the E-Mail and Fax Settings activity, you define general settings for the output channels e-mail and fax. Theseoutput channels are used when business documents are automatically sent to business partners as process-integrated output.

Note that if you did not enable the fax output channel in your solution configuration, then the fax settings willnot be visible in this activity. To find this business option, go to the Business Configuration work center andchoose the Implementation Projects view. Select your implementation project and click Edit Project Scope .In the Scoping step of the project, ensure that Business Process Management Process-Integrated Inputand Output Management is selected within Communication and Information Exchange.In the Questions step, expand the Communication and Information Exchange scoping element and selectBusiness Process Management. Select Process-Integrated Input and Output Management and answer thequestion related to the fax output channel.

Allowed Sender E-Mail DomainsWhen the system sends an automatic e-mail to one of your business partners, the sender e-mail address of the e-mail must belong to an allowed e-mail domain. If the sender address does not belong to an allowed domain, the e-mail is not sent. This is necessary to prevent the misuse of unwanted e-mail addresses.Sender e-mail addresses are determined differently depending on the underlying business process for eachdocument. Typically, the e-mail address of the employee responsible for the document is used. This e-mail addressis maintained in the employee’s personal details. If the e-mail address does not belong to one of the domains listedhere, then the employee will not be able to send automatic e-mails.

Default Sender AddressYou can also specify a default sender e-mail address to be used if no sender address can be determined by thesystem. If you do not specify a default sender address, the SAP default sender address is used.

Fax over E-MailTo use fax over e-mail as an output channel, you must have access to a fax service that is capable of converting e-mails and sending them as faxes.This fax service must be capable of receiving e-mails sent from your cloud solution. The envelope sender addressof the e-mail sent to the fax service from your cloud solution always has the format dsn@<system domain>, where<system domain> is the domain of your system. For example, for a system with the URL https://my123456.sapbydesign.com, the envelope sender address would [email protected]. You should ensure that your fax service provider accepts fax e-mailscoming from this address.Contact your service provider for more information about the e-mail address format required to embed the faxnumber. The fax number is always represented with a dollar sign $.

E-Mail and Fax Delivery in a Non-Productive SystemIf you are working in a non-productive system, such as a test system, you may want to enter an alternative e-mailaddress or fax number to which all test e-mails and faxes will be sent. This prevents the accidental sending of e-mailsor faxes to real-life business partners. While you may currently not be using a non-productive system, it isrecommended that you specify a test e-mail address and fax number in case you request a test system in the future.


See AlsoOutput Management [page 84]

7.3 File Input View

7.3.1 File Input Quick Guide

File input enables you as an administrator to create and schedule mass data runs to upload files from your third-party systems. If your system does not include all areas available in your cloud solution, you can schedule regularruns for the input of data provided as files from your other systems.Depending on your solution, you can access the File Input view in the Application and User Management orAdministrator work center.

Business Background

File InputThe file input process allows business documents containing the files to be imported without the need for application-specific functionality.For more information, see File Input [page 103].

File Input ScenariosWhich files you can upload depends on the cloud solution that you have. To see which files you can upload, see FileInput Scenarios in the Help Center of your solution.

Tasks

Prepare Your Files for a File Input RunDownload the files from your system into the correct XML format. Depending on the type offiles you are importing into the solution, you will need to use the appropriate XML schema forthe file import to execute correctly. You can find examples of the XML schemas in the SAPBusiness Center under Additional Resources . You can then use one of the XML schemaexamples as a template to format your files for import. Please note that you need to log in tothe Business Center to view this documentation.

For supplier invoices, an XML file is not required, Instead, two files created from ascanned invoice document are required: an image (preferably in PDF format) and a textfile (TXT, RTF, or DOC format).

To open the WebDAV folder that gives you access to the files on the application server at theservice provider, you can use your cloud solution or the operations provided with youroperation system.


https://www.sme.sap.com/irj/sme?language=en

https://www.sme.sap.com/irj/sme?language=en

https://www.sme.sap.com/irj/sme/community/collaboration/wiki?path=/display/OnDemandWiki/Additional+Resources

If you only have to upload a few files, you can use your cloud solution. In the File Input view,you can upload files from other systems by selecting them manually:

1. In the Application and User Management work center, choose the File Input view, andshow Unprocessed Files.

2. Click Add to open a dialog box to add files.3. Specify upload criteria by choosing the relevant service interface.4. Click Browse and select the file you want to upload. The file name is now visible.5. Click OK to upload this file to the WebDAV folder. Your file is now visible in the

Unprocessed Files list.

You can also delete files from the WebDAV folder using your cloud solution.1. In the Application and User Management work center, choose the File Input view, and

show Unprocessed Files.2. Select the row with the file you want to delete.3. Click Delete and Delete to confirm the deletion dialog to delete the file from the

WebDAV folder.

You can check your WebDAV folder directly from the Unprocessed Files list: At the bottom ofthe page you can see the links for inbound and outbound files.

These views are only for displaying files, not for editing.

If you have to upload a large number of files, you can access the WebDAV folder via youroperating system:

Mounting a WebDAV folder using Windows Explorer does not assign a drive letter to thefolder on the operating system level. This may prevent external programs from copyingfiles from or into this folder. Third party software is available that is able to assign a driveletter to WebDAV folders.

1. Map a network directory on your local client operating system (Windows Explorer) and,depending on your system, specify the address as a web site, network location, or FTPsite.In the address bar enter the WebDAV folder URL. The format for the WebDAV folderURL for file input is: http(s)://server:port/sap/ap/fileio/docs/in.Copy the URL from your cloud solution, for example: http://osl-rmda1:50012/irj/portal.Remove the suffix irj/portal and replace it with sap/ap/fileio/docs/in. Forexample, if your system URL is http://osl-rmda1:50012/irj/portal, then enterthe URL http://osl-rmda1:50012/sap/ap/fileio/docs/in. Log in using yoursolution user name. You are now viewing the application server at the service providerthrough the WebDAV folder.

Save the address of the WebDAV folder URL so that you can easily find it again.

2. Copy your files to the correct WebDAV folder, which is named according to the inboundservice interface.


At this stage, the system wraps each XML document for file exchange in its originalformat within a business document. Business documents in the WebDAV folder havethe status Not Started before the file input run is executed or In Process during the run.

3. In the WebDAV folder you can make changes to XML files that have the status NotStarted by using an XML editor that supports the WebDAV folder protocol. If your editordoes not support the WebDAV folder protocol, you can copy the file into a local folderand edit it there.

The business documents are created and saved to the application server at the serviceprovider. They are now ready for the file input run. After the mass data run is executed, thestatus for each business document is set to either Successful or Failed. If the run wassuccessful, the file disappears from the Unprocessed Files view and from the WebDAV folder.If the run failed, the file remains in the list and you can see the results in the Application Log ofthe relevant File Input Run.

Create a File Input RunIn the File Input view you can create a run for the input of files from other systems.In the Application and User Management work center, choose the File Input view.

1. Click New to open the File Input Run editor.2. Enter a run ID and a description for the run. This is a textual description of the run, for

example, MDR 001 Customer Invoice -Acc No.3. Specify selection criteria, choosing the relevant service interface code:

If you want to integrate another type of data, this can be done with the help ofthe SAP Service Center. Go to the Business Center, choose Marketplace → GetServices → Overview and then click Integration Services.

4. At the top of the File Input Run editor, click Save and Close to return to the FileInput view. You can combine these two actions by clicking Save and Close .

You can choose to activate the run from here, or you can activate the run later,just before scheduling. Click Actions and select Set to Active to activate therun here.

The new file input run has been created and saved to the system.

Schedule a File Input RunA run must be active and scheduled for the system to execute it. In the Background Jobs viewyou can choose to execute a selected run immediately. Alternatively, you can specify a futuretime and date for the run, or you can schedule the system to execute it after a particularinstance of a run, known as a job.In the Application and User Management work center, choose the File Input view. If your rundoes not have the status Active, choose Runs in Preparation from the Show list. Select yourrun, click Actions and choose Set to Active.

1. In the Show list, choose Active to display all active runs. Select the run you want toexecute, and click Schedule to open the Schedule Job editor.

2. Under Schedule, choose the relevant option to schedule the run: ● Click Start Immediately to execute the run immediately.


● Click Run After Job and select a job. The run will be executed immediately afterthe specified job has been executed.

● Click Single Run to define a date and time for the run. ● Click Recurrence to execute the run at regular time intervals. Choose a

recurrence for the run, for example, daily, weekly, or monthly, and enter therequested variables for the recurrence.

In the File Input view, you can also execute the run immediately. ClickActions , then choose Run Immediately to execute the run immediately.

3. Save the schedule.


7.3.2.1 File Input

OverviewThe file input process allows business documents containing the files to be imported without the need for application-specific functionality. During a run, all files of the same type are input, for example customer invoices. The file inputrun collects the uploaded files and sends the business documents contained in those files to the appropriate serviceinterface via application-to-application (A2A) communication.A file input run has to have the status Active and has to be scheduled for the system to execute it. To change thestatus of a run, select the run, click Actions , and choose Set to Active. You can schedule the run to be executedimmediately as a job, or it can be executed regularly at a set time or after a specified job. To see the list of file inputruns that have been scheduled as jobs, click View Jobs . You can reschedule, release, recall, and cancel jobs andalso view the history of a job.

The File Input view is set up only for the input and not the export of files.If you want to integrate another type of file, this can be done with the help of the SAP Cloud Service Center.For more information, go to the Business Center, choose your solution under Line-of-Business Solutions, andsee under Adapt & Enhance.

To see which types of file input runs you can create and edit, see File Input Scenarios in the Help Center of your SAPcloud solution.

PrerequisitesTo use the file input run, you must be able to provide your files in XML format. Before you can execute a file inputrun, you must upload the files from your other systems to the application server at the service provider using theWebDAV folder. You have two options for uploading files to SAP's cloud solution:

● Using SAP's cloud solutionYou can use this option for single files that you will process at irregular times. The files are uploaded manuallyby the user.

● Using a WebDAV Folder


You can use this option for mass uploads and automatic transports from an external system into SAP's cloudsolution. You can upload files if you have mapped the WebDAV folder for your scenario and the outputdirection. ○ The format for the WebDAV folder URL for file input is http(s)://server:port/sap/a1s/cd/

fileio/docs/in

○ The format for the WebDAV folder URL for file output is http(s)://server:port/sap/a1s/cd/fileio/docs/out

If you use the second option, you can create a technical user. This user can be used for all scenarios andhas the added advantage that the password does not expire. To create a technical user go to the Applicationand User Management or Administrator work center, depending on your solution. Then choose Input andOutput Management Communication Arrangements . Click New and select the scenario Accessdocuments via WebDAV from the list with scenarios. For more information on how to create a newcommunication arrangement, see Communication Arrangements Quick Guide [page 120].

Reviewing File Input Runs That Have Been ExecutedYou can view a list of all file input runs that have been created. To view details for each run, select the run and choose General Data .To view the execution status of each execution of a file input run, select the run and choose Execution Details . Clickthe Application Log ID to open the Application Log where you can view the details and results of each run execution.The application reports errors on the selection and the subsequent file processing.

Inbound Error HandlingDuring a file input run the XML messages contained in the file are delivered to the appropriate inbound serviceinterface. If an error occurs during inbound processing, the same error handling applies as does for messages fromother sources. The following options are available for monitoring and handling inbound errors:

● If an error occurs during the upload of the original file to the application server at the service provider, an errormessage is sent to the WebDAV folder client, and it is also displayed in SAP's cloud solution in the ApplicationLog when the file is processed by the file input run.

● When errors occur with inbound messages they are displayed in the Process Communication Errors view, ora BTM task is created and assigned to the user responsible for the inbound processing. This person may differfrom the user uploading the file.For more information, see Quick Guide for Process Communication Errors.


Example

Jack Goldblume, an IT administrator for Akron Heating Technologies Inc., works with an SAP cloud solution thatincludes the financial components, but uses a different system for customer relationship management. Jack needsto input customer relationship management information into the solution. He uses the WebDAV folder to upload thefiles to the application server at the service provider. Depending on the solution, he goes to the Application and UserManagement or Administrator work center and chooses File Input. He creates a new mass data run that points tothe files on the application server at the service provider. He then schedules the new run to execute at 3 am.In any case it is necessary to process business documents in external systems. This could be an external CRM systemin which you are doing all your sales activities or a CAD system in your engineering department, but your financialdepartment works with an SAP cloud solution.You have to ensure that all relevant data from your external systems is available in all systems and that all yourbusiness processes are consistent and working without interruptions.To automate the interfaces between SAP's cloud solution and external systems, file input can assist you to ensurethe transfer of your business data from external systems into the solution and back.

7.4 Form Template Selection View

7.4.1 Form Template Selection Quick Guide

In the Form Template Selection view, administrators can create rules that are used to determine which form templateis used for the output of a business document under a defined set of conditions. A default assignment of formtemplates to documents is provided by SAP. If you create new templates, you must create a form template rule todefine when the templates are used.You can either define a form template rule that applies to all instances of the selected business document, or youcan use the parameters provided to create more complex rules. If you have created more than one rule for adocument, you also need to define the sequence of the rules. The system processes the rules in the order in whichthey appear in the table until a rule is found for which the conditions are met. Therefore, enter more specific rules atthe top of the list and generic rules at the bottom. Note that if you create a rule and leave a parameter blank, thenthis is handled as a wildcard, and any value is considered as having fulfilled the condition.


Note that in some cases, a business document represents a group of related document types. For example,the business document Customer Invoice includes invoices, credit memos, correction invoices, and downpayments.


Business Background


FormsForm templates are used to define the content and layout of documents that can be output from the system.For more information, see Forms [page 192].

Tasks

Create a Form Template Rule1. In the Form Template Selection view, select the business document for which you want to create a form

template rule from the Show Rules For drop-down list and click Go .2. Click New .

The Create Form Template Rule activity opens.3. From the Form Template drop-down list, select a form template.4. Under Parameter Settings, enter the parameters for which you want this rule to apply.

The parameters available to you depend on the business document selected. These parameters determinewhen the form template selected in the previous step is used to output the document. Note that if you leavea parameter blank, this acts as a wildcard.

5. Save your changes.Note that you may now have to adjust the sequence in which the form template rules are applied in order toensure that the rule is applied by the system correctly. See Change the Sequence of Form Template Rulesbelow.

Change the Sequence of Form Template Rules1. In the Form Template Selection view, select the business document for which you want to change the

sequence of form template rules from the Show Rules For drop-down list and click Go .2. Click Change Sequence .3. On the Change Sequence screen, use the Move Up and Move Down buttons to change the order of the rules.

The system processes the rules in order of their appearance in the list starting at the top. The more specificthe rule, the higher it should be placed in the list.




7.4.2.1 Process-Integrated Output Settings

OverviewThe output settings used for the process-integrated output of documents can be configured on multiple levels. Thesesettings can be made for each business document type, for a specific business partner, or, individually, for a businessdocument instance. Output settings are used by the system to determine which output channel and form templateto use when a document is output.

Output Channel Rules and Form Template RulesOutput channel and form template rules are used by the system to select the output channel and form template thatshould be used for a specific combination of document and parameters that you define. For example, you can specifythat for department A, all requests for quotes (RFQs) should be sent by fax, whereas for all other departments, RFQsshould be sent by e-mail. You could also define a similar rule for the form template to be used in each case. Thisallows you, for example, to define a default output channel or form template for each business document as well asdefining multiple alternative output channels and form templates for exceptions.Depending on your solution, you can define output channel and form template rules in the Application and UserManagement or Administrator work center, under Input and Output Management. For more information, see theOutput Channel Selection Quick Guide [page 108] and the Form Template Selection Quick Guide [page 105].

Business Partner-Specific Output SettingsBusiness partner-specific output settings allow you to define how business documents are sent to your accounts orsuppliers. These settings override any output channel and form template rules. You define these settings as follows:

● Navigate to the Business Partners work center, Accounts view. Select an account and choose General fromthe Edit menu. Navigate to the Collaboration section of the Communication tab.

● Navigate to the Business Partners work center, Suppliers view. Select a supplier and choose General from theEdit menu. Navigate to the Collaboration section of the Communication tab.

Under Collaboration, you can view all documents that are valid for the selected business partner. You can eitherdefine an output channel that is valid for all business documents belonging to this business partner, or you can specifyan output channel for one or more individual business documents. For accounts, you can also specify a form templatethat should be used for a business document instead of the default form template.For more information, see the Accounts Quick Guide and the Suppliers Quick Guide.

Output Settings for a Business Document InstanceUsers can change the output settings for business documents that they are authorized to edit before the documentis submitted for process-integrated output. These settings are only valid for the next output of the current documentand override any other output settings that have been made for the type of document or the business partner. Userscan edit a document’s output settings by selecting Edit Output Settings from the You Can Also menu. This option istypically available when editing a business document.


For example, an employee wants to ensure that a business partner gets a document as soon as possible. Instead ofusing the default output channel, printing, which would require the document to be sent by post, the employeedecides to overwrite the existing output settings and send the document by e-mail.

Output Setting DeterminationWhen the process-integrated output of a business document is triggered, the system determines which outputchannel and form template settings to use based on the following level of prioritization:

1. Output settings for a business document instance2. Business partner-specific output settings3. Output channel rules and form template rules

The system checks whether settings are available at each level in the list. If a setting exists then this is used, otherwisethe next available setting in the order defined in the list is taken.

Form Template Country and Language DeterminationYou do not have to configure any settings for the selection of country and language form template variants. Instead,they are determined automatically based on the following rules:

● Country variants are determined based on the location of the sender’s company. For example, if an employeein a German company creates a sales order, the system searches for a German country variant of the salesorder form template and uses this to generate the document. If a country-specific variant is not available, thegeneric form template is used.

● Language variants are determined by the communication language of the receiving business partner: ○ For private accounts, the communication language is taken from the Account editor, General tab,

Account section, Language field. ○ For corporate accounts and suppliers, the communication language is taken from the Account or

Supplier editor, General tab, Main Communication section, Language field.

For example, if an employee in a German company sends a sales order to a business partner in France forwhom the communication language French has been maintained, the system searches for a French languagevariant of the form template and uses this to generate the document. If a language variant is not available inthe recipient’s communication language, then the form template in the fallback language English is used.

For more information, see Output Management in the Help Center of your solution.

7.5 Output Channel Selection View

7.5.1 Output Channel Selection Quick Guide

In the Output Channel Selection view, administrators can create rules that are used to determine which outputchannel should be used for the output of a business document under a defined set of conditions. By default, alldocuments are sent to the output channel printing where they are collected in the default print queue. Documentssent to the default print queue can be printed manually by the document owner.You can either define an output channel rule that applies to all instances of the selected business document, or youcan use the parameters provided to create more complex rules. If you have created more than one rule for a


document, you also need to define the sequence of the rules. The system processes the rules in the order in whichthey appear in the table until a rule is found for which the conditions are met. Therefore, enter more specific rules atthe top of the list and generic rules at the bottom. Note that if you create a rule and leave a parameter blank, thenthis is handled as a wildcard, and any value is considered as having fulfilled the condition.For example, an output channel rule has already been created specifying that all sales orders should be output as e-mail. You now want to ensure that all sales orders sent to a particular business partner are output as fax. To do this,you need to create a new output channel rule for the Sales Order business document. Specify fax as the outputchannel and in the parameter settings enter the name of the business partner. After you have created the rule, youneed to change the order of the rules in the table to ensure that this rule is applied by the system before the genericrule. To do this change the sequence of the rules and move the new rule to the top of the list.

Note that in some cases, a business document represents a group of related document types. For example,the business document Customer Invoice includes invoices, credit memos, correction invoices, and downpayments.


Business Background


Tasks

Create an Output Channel Rule1. In the Output Channel Selection view, select the business document for which you want to create an output

channel rule from Show Rules For drop-down list and click Go .2. Click New .

The Create Output Channel Rule dialog box opens.3. From the Output Channel drop-down list, select an output channel.

The list of output channels that are available depends on the business document you selected. In general,you can send business documents electronically by fax or e-mail, or you can send the document to a printer.If you choose printer as the output channel, you need to specify a print queue and the number of copies youwant to print.

4. Under Parameter Settings, enter the parameters for which you want this rule to apply.The parameters available to you depend on the business document selected. These parameters determinewhen the output channel selected in the previous step is used to output the document. Note that if you leavea parameter blank, this acts as a wildcard.

5. Save your changes.Note that you may now have to adjust the sequence in which the output channel rules are applied in order toensure that the rule is applied by the system correctly. See Change the Sequence of Output Channel Rulesbelow.


Change the Sequence of Output Channel Rules1. In the Output Channel Selection view, select the business document for which you want to change the

sequence of rules from the Show Rules For drop-down list and click Go .2. Click Change Sequence .3. On the Change Sequence screen, use the Move Up and Move Down buttons to change the order of the rules.

The system processes the rules in order of their appearance in the list starting at the top. The more specificthe rule, the higher it should be placed in the list.


7.6 Business Communication Monitoring View

7.6.1 Business Communication Monitoring Quick Guide

An SAP cloud solution sends a business message to an external system or business partner when a businessdocument is saved in this solution. It receives a business message when an external system or business partnersends a business document to it. The Business Communication Monitoring view allows you to monitor thesemessages, and if necessary, restart or cancel them.In addition, you can monitor errors that cannot be assigned to a specific business message. These includeconnectivity errors, authorization errors, and communication configuration inconsistencies as well as errors thatoccurred during synchronous communication.You can access this view from the Administrator and/or Application and User Management work center.

There is also another view that helps you resolve errors within your system. The Process CommunicationErrors view allows you to monitor errors that occur within the applications. It provides error resolution help,which can be used by the IT administrator to correct an error.For more information, see the Quick Guide for Process Communication Errors.

Business Background

Business Communication MonitoringBusiness communication monitoring enables you to verify whether business-to-business (B2B) messages and third-party application-to-application (A2A) messages have been sent or received successfully, and informs you whichprocesses were used to send or receive these messages. If technical errors have occurred, business communicationmonitoring helps you to identify and resolve them. You can also monitor rejected Web service calls that includeconnectivity errors, authorization errors, and communication configuration inconsistencies as well as errors thatoccurred during synchronous communication.For more information, see Business Communication Monitoring [page 112].

Connectivity Errors - TroubleshootingConnectivity errors can occur on the client or the server side. Errors that occur on the client side usually mean thatit was not possible to establish the technical HTTP(S) connection to the server on network level. Errors that occuron the server side are usually reported through an HTTP error code.


You can find the error codes in the Business Communication Monitoring view from the Administrator and/orApplication and User Management work center.For more information, see Connectivity Errors - Troubleshooting [page 115].

Web ServicesFor information on issues with Web service calls, see Web Services.

Tasks

Complete MonitoringWhen you have finished monitoring a business document, and no longer wish to see it in thework list, click Mark as Complete .The document is removed from the worklist, but you can retrieve it using the AdvancedSearch for the All Messages query. To have the document visible in the worklist again, click

Mark as Pending .

Restart a MessageIf a message could not be processed due to temporary issues or missing master data, click

Restart to restart the message communication after you have corrected the error.Note that if the error cannot be corrected, you can cancel the message.

Cancel a MessageTo stop the processing of a message that contains wrong or missing data, click Cancel .Note that you can only cancel messages in status Technical Error, Content Error, or TimedOut. Depending on the service interface, the action may not be available.Note that it is not possible to resend a canceled message. In such a case, a new transmissionneeds to be initiated.

Refresh ListTo update the status of existing messages in the worklist and check for new ones, click

Refresh List .

Show PayloadTo view the information that was sent with the message, you can display the message payload.The following options are available:

● To display the payload for the communication with the SAP® Business Suite, clickShow Payload and then choose IDOC.

● To display the payload for communication with all other systems, clickShow Payload and then choose SAP ESD.

Note that depending on the service interface, the action may not be available.

Export Messages to Microsoft Excel®For more information about this task, see Export Business Data Using Microsoft Excel®[page 200].



7.6.2.1 Business Communication Monitoring

OverviewBusiness communication monitoring enables you to verify whether business-to-business (B2B) messages and third-party application-to-application (A2A) messages have been sent or received successfully, and informs you whichprocesses were used to send or receive these messages. If technical errors have occurred, business communicationmonitoring helps you to identify and resolve them. You can also monitor rejected Web service calls that includeconnectivity errors, authorization errors, and communication configuration inconsistencies as well as errors thatoccurred during synchronous communication.

To be able to send B2B or third-party messages, you must set up a communication arrangement for eachlocation of your business partner, business document, and communication method. The details of thecommunication arrangement, including business partner or communication system, collaboration template,and authentication is configured in the Communication Arrangements view in the Administrator and/orApplication and User Management work center.For more information, see Communication Arrangements Quick Guide [page 120] and CommunicationSystems Quick Guide [page 119].

Searching for MessagesThere are different queries that you can select to search for messages, such as:

● Open TasksThe system displays all Business Task Management (BTM) tasks that were created and have not been solvedyet. Note that tasks that were created for mapping errors are not included in the search result.

● Messages Exchanged with SAPThe system displays, for example, the incidents that were reported by the customer.

● All Business MessagesThe system displays all business messages with tasks and errors, as well as success messages. Examplesinclude purchase orders or invoices. Note that rejected Web service calls are not included in the search result.

● Business Messages with ErrorsThe system displays the business messages for which an error occurred and which therefore have the statusContent Error, Technical Error, or Long Running. This is the default query.

● Business Messages with TasksThe system displays the business messages for which connectivity errors or mapping errors occurred andfor which a BTM task in status New or In Progress exists.

● Rejected Web Service CallsThe system displays errors that cannot be assigned to specific business messages. These includeconnectivity errors, authorization errors, and inconsistencies in communication configuration as well aserrors that occurred during synchronous communication.

You can search for a message using different parameters:


● Business Document: The type of the business document that has been transmitted. The value help offers allthose documents that can be transmitted by a business message.

● Direction: The possible selections are incoming or outgoing. ● Business Partner Name: The name of the business partner involved in the communication. ● Business Partner ID: The ID of the business partner involved in the communication. This must be an internal

ID when the query is executed. However, it is possible to also enter a DUNS ID into this field. The value helpwill then look for the parties with this ID. If an entry is selected from the value help, the internal ID will be copiedinto this field.

● Status: The transmission status of the message. If you select Business Messages with Errors in the Show field,the system filters the messages with a specific error status.

● Document ID: The ID of the document as it is known within the system. If the ID of a transmitted businessdocument transmitted cannot be determined, for example, due to a technical error, the correspondingmessage cannot be found using this field.

● Company Name: The name of the company that sent or received a message. This field is only available whenyou select All Business Messages in the Show field.

● Company ID: The ID of the local company; default is the company you work for. This field is only availablewhen you select All Business Messages in the Show field.

● Created On: The date when the message was created.For rejected Web service calls, the default is four weeks previous to the current date.

● Status Changed On: The date when the status of the message was changed the last time. The default for thisis four weeks previous to the current date, since messages older than that are most likely no longer relevant.

● Pending Messages Only: If selected, the query will return only those messages that have not been marked ascomplete. A message transmission is considered complete when it is received by the recipient. All othermessages are therefore considered to be pending. This field is only available when you select All BusinessMessages in the Show field.

● Service Interface: The service interface where the error occurred. This field is only available when you selectRejected Web Service Calls.

Displaying Message DetailsTo see details about a business document, you can select the document in the worklist, and view the information atthe bottom of the screen.On the General tab, you can see specific information, such as:

● Message Type: The name of the message. ● Company ID: The ID of the company that sent the outgoing message or received the incoming message. ● Business Partner ID: The ID of the remote business partner that received the outgoing message or sent the

incoming message. ● Alternative Company ID/Type: The standard identifier used for the company in the communication and the

type of the identifier. The type corresponds to the type selected in the communication arrangement whensetting up the connection.

● Alternative Business Partner ID/Type: The standard identifier used for the business partner in thecommunication and the type of the identifier. The type corresponds to the type selected in the communicationarrangement when setting up the connection.

● Status Changed On: The date and time the status was changed last. This can be either: ○ The date and time the message status was changed last by the system automatically, for example, when

a previously erroneous message was restarted.


○ The date and time the message status was changed by the monitor, for example, when a messagereceived the Long Running status.

○ The date and time the message status was changed by the user, for example, by clickingMark as Complete .

● Status Information: In some error cases, additional information concerning the message status is available,which is then shown in this field.

● Error Handling Method: When an error occurs in the application during the processing of an incoming message,the application assigns an error handling method to the error. This can be either a task or incident. In the firstcase, it is possible to navigate to the task.

● Processor: This is only visible if a task was created. It shows the current processor of the task, if one is assigned.

On the Message Details tab, you can see additional information about an error, such as an error long text, a list ofbusiness objects that may help you to solve the error (Communication Arrangement, Business Partner, and so on),and additional errors that may have occurred beside the main error.On the History tab, you can see the status of the message, as well as every status the message has been through,and when. The columns correspond to the respective columns or fields of the main table or the General tab. Eachtime a status value changes, a new entry in the history occurs. The top entry of the history list always shows thecurrent values.On the Document Flow tab, you can see the message shown as an object within the document flow. You can clickthe icon within the object to open the fact sheet from the work center from which the message originates. You canalso click on the Document ID link in the work list to access the fact sheet.

Status DescriptionsThe following status values of the message transmission are possible:

● In Process: The message transmission has been initiated, but is not yet complete. This means that either thetechnical communication is still in process or the message processing on the receiver side is not yet complete.

● Received: The message has been successfully received by the receiver. Usually, this means that the messagetransmission is also completed, and the message will not appear when you select Pending Messages Only inthe Show field.

● Long Running: The message has been in process longer than the system may try to send (outgoing) or process(incoming) messages. The period after which a message that is in process is considered to be Long Runningis shown in the Message Status group section of the General tab.

● Content Error: The message could be transmitted successfully on a technical level, but the recipientconsidered the message content to be invalid. Normally, this status appears only for incoming messages. Inthis case, the Status Information field in the details section shows the error messages created by theapplication.

● Technical Error: There was a technical problem during the message transmission. However, in some casesyou can still resolve the issue.

● Canceled: The message transmission was canceled by the user. Messages can only be canceled in statusContent Error, Technical Error, or Long Running. The cancellation of a message transmission cannot berevoked. This means it is not possible to resend a canceled message. In such a case, a new transmission needsto be initiated.

● Obsolete: The message is considered not relevant for the business process by the system.

For rejected Web service calls, only statuses Content Error and Technical Error are available.


Error HandlingThe following types of error may occur:

● Technical errorsErrors may occur for technical reasons, if a message takes too long to complete, or if there is an error in thecontent. For obsolete messages, the system has considered a message to be not relevant (or no longerrelevant) for the business process. Several causes of these errors are possible, such as incorrect master datafor the business partner or in the communication arrangement or even possible server downtime. To try toresolve an issue without first creating an incident, you can try to verify that the master data is set up correctlyor check that there are no errors in the communication arrangement, and then restart the message.For more information about how to troubleshoot connectivity errors, see Connectivity Errors -Troubleshooting [page 115].

● Content errorsIf a message cannot be delivered to your business partner due to a content error, you can navigate to thework center from which the business document originated and edit it there. In addition, you can correct thecode or ID mapping, or the master data (see Message Details tab).When an error occurs in the application during the processing of an incoming message, the application assignsan error handling method to the error. This can be either a task or an incident. If a task is created, then it ispossible to navigate to the task.

● Rejected Web Service CallsThe Error Description window in the details section provides a more detailed description of the error. Notethat the description is only available in English.

For more information, see the Business Communication Monitoring Quick Guide in the Help Center of your solution.

7.6.2.2 Connectivity Errors - Troubleshooting

OverviewConnectivity errors can occur on the client or the server side. Errors that occur on the client side usually mean thatit was not possible to establish the technical HTTP(S) connection to the server on network level. Errors that occuron the server side are usually reported through an HTTP error code.You can find the error codes in the Business Communication Monitoring view from the Administrator and/orApplication and User Management work center.

Outbound ErrorsThe following table summarizes error codes for outbound errors, along with the reasons these errors arise, and therecommended actions to solve them.

Error Code Reasons and Recommended Actions

ICM_HTTP_UNAUTHORIZED Logon failed.Reason: Either a wrong user and password or an incorrect key pair was used.Action: Depending on the authentication method, check the user and password orthe key pair in the Communication Arrangements view.


Error Code Reasons and Recommended Actions

ICM_HTTP_CONNECTION_REFUSED Connection to the server rejected.Reason: Either a wrong port number was used or the host name used exists but doesnot accept connections.Action: Correct the port number or host name in the CommunicationArrangements view.

ICM_HTTP_HOST_UNKNOWN Unknown host name.Reason: The host name configured on the client side does not exist.Action: Correct the host name in the Communication Arrangements view.

ICM_HTTP_SSL_ERROR SSL error.This error may occur for several reasons. Depending on the reason, proceed asfollows:

● Reason: The configured port exists but is not an SSL port.Action: Correct the port number in the Communication Arrangements view.

● Reason: The SSL server certificate is signed by a Certification Authority (CA)that is unknown or not included in the trust list.Action: Carefully, check the server certificate. If it is correctly signed andsigned by the correct CA, add the certificate from the CA to the trust list usingthe Edit Certificate Trust List common task in the Application and UserManagement work center.

● Reason: The server certificate is not part of the certificate chain or is sent inthe wrong sequence, or the chain contains superfluous certificates.Action: Check that the certificate chain that the server sends complies withRFC5246.

ICM_HTTP_SSL_CERT_MISMATCH Invalid host name in SSL server certificate.Reason: The server name or the server name pattern contained in the server'scertificate does not match the host name of the server.Action: Contact the person responsible for the server and ask for the servercertificate setup to be checked and corrected if necessary.

If the server is set up correctly, then this error may indicate a man-in-the-middle attack.

ICM_HTTP_PROXY_CONN_REFUSED Connection rejected by the proxy server.Reason: An error is present in the networking infrastructure.Action: Create an incident.

ICM_HTTP_PROXY_HOST_UNKNOWN Unknown proxy host name.Reason: An error is present in the networking infrastructure.Action: Create an incident.


7.7 Web Service Message Monitoring View

7.7.1 Web Service Message Monitoring Quick Guide

The Web Service Message Monitoring view allows you to monitor and process asynchronous incoming and outgoingmessages. These messages can be either internal or external. ITSAM and groupware messages aren’t displayed.When you scope the Web Service Message Monitor, a job is scheduled, which checks for incoming and outgoingmessages periodically. Completed messages are automatically cleaned up after a certain lapse of time.

The Web Service Message Monitor is intended for technically skilled persons with in-depth knowledge ofSOA technology.

The following features are available: ● You can handle large volumes of incoming and outgoing messages. ● You can search, sort, and filter messages using multiple criteria. ● You can group messages with, for example, the same status, and process them. ● You can view detailed technical information about an error message and navigate to the related task in

Business Task Management, if applicable. ● You can view child messages and jump to the parent message. ● You can view and download the content of a specific message (payload view).

If you activate this function in Business Configuration, the person running the Web Service MessageMonitor will have access to messages that may contain confidential data, for example, payroll andbusiness partner data.

Tasks

Export Data to Microsoft Excel ®To download messages along with their error details into an Excel, based on specified search criteria. For example,download all the messages that are failing with code-list mapping error.For more information, see Export Business Data Using Microsoft Excel ® [page 200].

Export with ErrorsTo get detailed information about erroneous service messages, click Export with Errors.

Restart a MessageIf a message could not be processed due to temporary issues, for example, locked data or missing master data, click

Restart to restart the message communication after you have corrected the error. If the error cannot be corrected,you can cancel the message.If you want to filter for certain types of messages and restart them together, click Restart, Based of Filter Criteria.You can also mass-restart messages based on a specified search criteria. For example, you can select all code listmapping errors for a given interface and reprocess all of them.


To view the new status of a restarted message, click Refresh .

Cancel a MessageTo stop the processing of a message, click Cancel .You can only cancel messages with the status Application Error or System Error. Application errors are due to invalidor missing data, whereas system errors are due to configuration or integration issues.You can’t resend a canceled message. A canceled message is permanently canceled. In such a case, a newtransmission needs to be initiated.If you want to filter for certain types of messages and cancel them together, click Cancel, Based of Filter Criteria.

Refresh the Results ListTo update the status of existing messages in the results list and check for new ones, click Refresh .

View Detailed Error InformationTo view detailed error information for a specific message, select an error message in the results list.You can navigate to the related task in Business Task Management, if applicable.The error counter displays the number of errors for which detailed information is available, whereas the retry counterthe number of messages that are automatically restarted.

View Error LogTo view the error log of a message, proceed as follows:

1. Select a message in the results list.2. In the Web Service Message Monitoring view, choose View Error Log . A popup is displayed. It contains

the error message text, the detailed error, and, whenever applicable, a procedure for solving the error.

View PayloadTo view the information that was sent with the message, proceed as follows:

1. Select a message in the results list.2. In the Web Service Message Monitoring view, choose View Payload . A window containing the message

in XML format is displayed.3. Click Download to save the message for further analysis and error solving.4. On the popup, specify a location and click OK .5. Click OK to close the Payload window.

View Child MessagesTo view the child messages of a message that has been split, proceed as follows:

1. Select a message that contains a parent ID.2. In the Web Service Message Monitoring view, choose View Child Messages .

Search for Error MessagesRemote Object ID: You can find specific web service messages using the ID of the service for example, errors for anERP Account ID. You can search for messages both, incoming and outgoing.


Detailed Error Text: You can search for an error message using key words of the actual error text. For example, ifthere are multiple detailed errors for a given message, then you can search across all of these messages. Additionally,if a web service has failed with multiple error messages you can search with any of those text messages.

7.8 Communication Systems View

7.8.1 Communication Systems Quick Guide

In the Communication Systems view, you can create and edit communication systems to exchange businessdocuments electronically.

You can access this view from the Administrator tab under General Settings Integration and/or from theApplication and User Management work center.

Business Background

Communication Systems and Communication ArrangementsA communication system represents an external system which is used for application integration. Communicationsystems can be, for example, external time recording or master data systems. Before you can use a communicationsystem in an application integration scenario, you need to create a communication arrangement. For moreinformation about communication arrangements, see Communications Arrangements Quick Guide [page 120].

Tasks

Create a Communication System1. In the Communication Systems view, click New .2. In the Basic Information section, enter the details of the communication system.

a. In the ID field, enter a unique ID for the communication system.b. If the communication system is part of the SAP Business Suite, select the SAP Business Suite checkbox.

In the System Instance section, the columns Business System ID, IDoc Logical System ID, and SAPClient are displayed.

c. In the Host Name field, enter the host name for the communication system.d. In the System Access Type list, choose the correct communication method for your communication

system.3. In the Technical Contact section, enter the details of the communication systems contact.4. Optional: In the Internal Comment section, enter a note.5. In the System Instance section, enter a unique ID in the System Instance ID column.

If you use an SAP system, enter the following data:a. In the Business System ID column, enter the ID of the business system as defined in the System

Landscape Directory (SLD), for example PRD_999.

b. In the IDoc Logical System ID column, enter the ID of the IDoc Logical System, which participates in IDocmessage exchange either as a sending or receiving SAP system, for example PRDCLNT999.


c. In the SAP Client column, enter the SAP client of the SAP system, for example 999.

6. When you have entered all the details, click Save and Close to return to the Communication Systems view.The communication system you just created has the status In Preparation.

7. In the Communication Systems view, select the communication system you have created and clickActions , then choose Set to Active.

If the status changes to Active, the configuration is ready to be used.

Edit a Communication System1. In the Communication Systems view, select a line and click Edit to open the Communication System screen.2. Change the relevant settings.3. Save your changes and close the screen to return to the worklist.

Set a Communication System to ObsoleteIf a communication system has the status Active, and you no longer wish to use it, you can set it to Obsolete.

You must set a communication system to Obsolete before you can delete it.

In the Communication Systems view, select a line and click Actions , then choose Set to Obsolete.In the Status column, the status changes to Obsolete.

If you have set a communication system to Obsolete, you can undo this action. To do this, click Actions ,then choose Undo Obsolescence. In the Status column, the status changes to Active.

Delete a Communication SystemIf a communication system has the status In Preparation:

1. In the Communication Systems view, select a line and click Delete .2. In the dialog box that opens, click Delete to confirm the deletion.

If a communication system has the status Active:1. In the Communication Systems view, select a line and click Actions then choose Set to Obsolete.2. If the In Use checkbox is selected, it means that communication arrangements are assigned to the

communication system. Delete these communication arrangements in the Communication Arrangementsview.

3. In the Communication Systems view, select the line again and click Delete .4. In the dialog box that opens, click Delete to confirm the deletion.

7.9 Communication Arrangements View

7.9.1 Communication Arrangements Quick Guide

The Communication Arrangements view enables administrators to create and edit communication arrangementsthat your company has set up with a communication partner.


You can access this view from the Application and User Management work center, under Input and OutputManagement.

Business Background

Communication ArrangementsCommunication arrangements help you to configure the electronic data exchange between the solution and acommunication partner. Communication arrangements can be set up for multiple business documents andcommunication methods. The solution provides communication scenarios for inbound and outboundcommunication that you can use to create communication arrangements. Inbound communication defines howbusiness documents are received from a communication partner, whereas outbound communication defines howbusiness documents are sent to a communication partner.In the Communication Arrangements view the following communication types are supported:

● Business-to-business (B2B)This communication type defines an electronic data exchange with a business partner.

● Application integrationThis communication type defines an electronic data exchange with a communication system. For moreinformation about communication systems, see the Communication Systems Quick Guide [page 119].

Some communication arrangements are automatically created in your solution configuration. This is indicatedby the selected Predefined checkbox in the worklist of the Communication Arrangements view. For predefinedcommunication arrangements with inbound communication, you only have to define the communicationaccount.

Tasks

Create a Communication Arrangement1. To open the New Communication Arrangement guided activity in the Communication Arrangements view,

click New .2. In the Select Scenario step, select the communication scenario for which you want to create a communication

arrangement and click Next .

Based on the communication scenario you selected, the system presets the fields in the next stepswith default values. Where possible, you can change the default values if necessary.

3. In the Define Business Data step, enter business data.The entry fields on the screen depend on the communication type of the selected communication scenario.a. If you have selected a B2B scenario, enter the ID of the business partner and select the associated

Identification Type. If necessary, you can also enter the ID of the contact person at the business partner.If you have selected an application integration scenario, enter the System Instance ID of thecommunication system with which you want to set up a communication arrangement.

Before you create a communication arrangement, you need to create a communication system.For more information, see the Communication Systems Quick Guide [page 119].

b. In the My Communication Data section, check the default values and make changes if necessary.


Enter the company that communicates with your communication partner. By default, the Company IDfield is preset with the company to which you are assigned.If you use a B2B scenario, you must also enter a valid identification type.

c. If a communication arrangement contains a service interface that supports code list mapping, the CodeList Mapping field is displayed. In this field you can choose the relevant code list mapping group for thecommunication scenario that you are using. For more information, please refer to the relevant integrationguide on SAP Service Marketplace, at http://service.sap.com/ondemand . (An SAP ServiceMarketplace user ID is required to access this information. If you, as an administrator, do not have a userID, then visit SAP Service Marketplace — at http://service.sap.com/request-user — to request one.)

d. Click Next .4. In the Define Technical Data step, define the technical settings for inbound and outbound communication.

a. Select the Communication Method you want to use for the communication arrangement.To communicate with your business partner, you can either establish a direct connection or you can usea collaboration service provider that provides services for B2B communication.

b. If you use inbound communication, select the Application Protocol and Authentication Method in theInbound Communication: Basic Settings section.

c. In the User ID field, click Edit Credentials .Depending on the chosen authentication method, you need to define the credentials of thecommunication user as described in the following table. The user ID of the communication user is createdautomatically.

AuthenticationMethod Settings

SSL ClientCertificate

If you use this authentication method, you need to upload the public key certificate thathas been provided by your communication partner. If your communication partner cannotprovide a certificate, you can create and download a PKCS#12 key pair file. The PKCS#12file is password encrypted and contains a public key certificate and a private key. You needto provide the PKCS#12 file to your communication partner.

1. Choose Certificate .

2. Click Upload Certificate and choose the relevant certificate.

3. Click OK .

To create a PKCS#12 key pair file, perform the following steps:


2. Click Create and Download Key Pair .

3. Define a name for the PKCS#12 file and save it.

4. Define a password for the PKCS#12 file and click OK .

5. Click OK .

● You have to provide your communication partner with the PKCS#12file and the corresponding password.

● To import the PKCS#12 key pair file to a third party tool, seeImporting Key Pair file to a Third-Party Tool.


http://service.sap.com/ondemand



User ID andPassword

If you use this authentication method, you need to define a password as follows:

1. Choose Change Password .

2. Enter a password.Note that you have to provide your communication partner with the user ID andpassword.

3. Click OK .

d. If you use outbound communication, select the Application Protocol, Authentication Method, and enterthe Host Name in the Outbound Communication: Basic Settings section.Depending on the chosen authentication method, you need to define the relevant settings as describedin the following table.

AuthenticationMethod Authentication Settings


SAP System Key Pair If you use this authentication, the relevant certificate must beknown to the communication partner. Therefore, you need todownload the certificate as follows:

1. In the Authentication field, click Download .

2. Choose a location to save the certificate.

3. Provide your communication partner with the downloadedcertificate.

Trusted Third-PartyKey Pair

If you use this authentication, you need to upload the PKCS#12 keypair file provided by your communication partner. The PKCS#12file is password encrypted and contains a public key certificate anda private key.

1. In the Authentication field, click Edit Key Pair .

2. Click Upload Key Pair and choose the PKCS#12 file youwant to upload.

3. Enter the required password and click OK .

User ID and Password If you use this authentication method, you need to enter the userID and password that is used by the communication partner for thesame communication arrangement.

1. In the User ID field, click Edit Credentials .

2. Enter the User ID and Password.

3. Click OK .

e. If necessary, you can individually configure each service that is used in the communication scenario inthe advanced settings.

The service URLs for outbound communication are calculated from the protocol, port, host name,and path. If you use SAP NetWeaver XI or IDoc, you do not need to change anything in the advancedsettings since the path is preset. However, if you use Web Services Reliable Messaging, you haveto enter the path for each service in the advanced settings.

To edit the advanced settings, click Edit Advanced Settings.Select the service you want to configure.


In the Details section, deselect the Use Basic Settings checkbox and change the relevant settings.f. Click Next .

5. In the Review step, review the data you entered in the previous steps.a. To ensure that all data is correct, click Check Completeness . You also see the service URLs for inbound

and outbound communication. If you use an inbound scenario, you must provide your communicationpartner with the URLs for inbound communication since it is the address to which messages should besent.

b. To create and activate your communication arrangement in the system, click Finish .You can also save an inactive version of the communication arrangement by clicking Save as Draft .

6. If you have created a communication arrangement for a B2B outbound scenario, you have to activate theoutput channel for the business document that is used in this scenario.

The system now uses electronic data exchange for the configured communication scenario.

Create a Communication Arrangement for On-Premise IntegrationMultiple Communication arrangements can be created for an on-premise integration through a guided activity.Instead of repeating common information each time you create a communication arrangement, you can entercommon information once and create communication arrangements in bulk.

You can access this from the Administrator Create Communication Arrangement for On-Premise Integration common task.

This functionality is only valid for On-Premise integrations.

1. To open the New Communication Arrangement guided activity in the Communication Arrangements view,click New .

2. In the Select Communication System step, enter business data.a. Under Integration Details select the system that you want to Integrate with and the relevant Integration

Middleware that you want to use.

If PI is selected as the middleware, fill in the system details in the field PI Business System

b. Under Communication System enter the System Instance ID of the communication system with whichyou want to set up a communication arrangement.

Before you create a communication arrangement, you need to create a communication system.For more information, see the Communication Systems Quick Guide [page 119].

With this action the Communication System, User ID (Inbound Communication Credentials) and HostName is automatically populated.If a communication arrangement contains a service interface that supports code list mapping, the CodeList Mapping field is displayed. In this field you can choose the relevant code list mapping group for thecommunication scenario that you are using. For more information, please refer to the relevant integrationguide on SAP Service Marketplace, at http://service.sap.com/ondemand . (An SAP ServiceMarketplace user ID is required to access this information. If you, as an administrator, do not have a userID, then visit SAP Service Marketplace — at http://service.sap.com/request-user — to request one.)

c. If you use inbound communication, select the Authentication Method in the Inbound CommunicationCredentials section.


http://service.sap.com/ondemand


In the User ID field, click Edit CredentialsDepending on the chosen authentication method, you need to define the credentials of thecommunication user as described in the following table. The user ID of the communication user is createdautomatically.



If you use this authentication method, you need to upload the public key certificate thathas been provided by your communication partner. If your communication partner cannotprovide a certificate, you can create and download a PKCS#12 key pair file. The PKCS#12file is password encrypted and contains a public key certificate and a private key. You needto provide the PKCS#12 file to your communication partner.



3. Click OK .






5. Click OK .Note that you have to provide your communication partner with the PKCS#12 fileand the corresponding password.

User ID andPassword

If you use this authentication method, you need to define a password as follows:



3. Click OK .

If you use outbound communication, select the Authentication Method.Depending on the chosen authentication method, you need to define the relevant settings as describedin the following table.


AuthenticationMethod Authentication Settings


SAP System Key Pair If you use this authentication, the relevant certificate must beknown to the communication partner. Therefore, you need todownload the certificate as follows:

1. In the Authentication field, click Download .

2. Choose a location to save the certificate.

3. Provide your communication partner with the downloadedcertificate.

Trusted Third-PartyKey Pair

If you use this authentication, you need to upload the PKCS#12 keypair file provided by your communication partner. The PKCS#12file is password encrypted and contains a public key certificate anda private key.

1. In the Authentication field, click Edit Key Pair .

2. Click Upload Key Pair and choose the PKCS#12 file youwant to upload.

3. Enter the required password and click OK .

User ID and Password If you use this authentication method, you need to enter the userID and password that is used by the communication partner for thesame communication arrangement.

1. In the User ID field, click Edit Credentials .

2. Enter the User ID and Password.

3. Click OK .

3. In the Communication Arrangements step, select one or more Communication Scenarios.

Status Interpretation

Create This status indicates that you have selected a communication scenario to be created for therelevant communication arrangement.

Not Created This status indicates that the communication scenario has not yet been created and, the check-box is unchecked.

Already Exists This status indicates that a communication scenario has been created already and, the checkbox will be disabled.

4. The Inbound and Outbound tabs are displayed, depending on the selected Communication Scenario. Forexample, if a communication arrangement has only an inbound service interface, then the Inbound tab isdisplayed

5. Perform the following actions under the Inbound tab as necessary:

Enabled The checkbox can be unchecked if it is not required.

Service If the service is mandatory the checkbox is disabled.

Application Protocol Choose a protocol from the dropdown list.


Service URL Displays the URL of the service.

To check the information on the inbound service, click Check ServicePerform the following actions under the Outbound tab as necessary:

Enabled The checkbox can be unchecked if it is not required.

Service If the service is mandatory the checkbox is disabled.

Application Protocol Choose a protocol from the dropdown list.

Host Name This field displays the host name of the system and is not editable

Port Enter the port or path for the outbound service

Service URL Displays the URL of the service.

6. To ensure that all data is correct, click Check Completeness .7. To create and activate your communication arrangement in the system, click Finish .

A success message is shown once the communication arrangement has been created successfully.

After the communication system has been setup, you can check the connectivity of the system by clickingTest Connection in the communication arrangements screen. You can view the result of the test under the

Connection Result screen. The screen lists the Message Type and Message Description and from the messagelist you can select a message to display the entire description of the message.

Edit a Communication Arrangement1. To open the Edit Communication Arrangement quick activity in the Communication Arrangements view, select

the relevant communication arrangement and click Edit .

You cannot edit predefined communication arrangements.

2. Change the relevant settings.3. To save your changes and return to the work list, click Save and Reactivate .4. In the worklist, you can click Check Completeness to see if your changes have been updated in the system.

It may take about a minute for the system to update the information.

Edit the Communication Credentials for a Predefined Communication ArrangementThis task is only relevant for predefined communication arrangements with inbound communication.

1. In the Communication Arrangements view, select the relevant communication arrangement.Predefined communication arrangements are indicated by the selected Predefined checkbox.

2. Click Edit Credentials .3. Depending on the authentication method that you have agreed on with your communication partner, you

need to define the credentials of the communication user as described in the following table. The user ID ofthe communication user is created automatically.



SSL Client Certificate If you use this authentication method, you need to upload the public key certificate that hasbeen provided by your communication partner. If your communication partner cannot providea certificate, you can create and download a PKCS#12 key pair file. The PKCS#12 file ispassword encrypted and contains a public key certificate and a private key. You need to providethe PKCS#12 file to your communication partner.To upload a public key certificate, perform the following steps:








● You have to provide your communication partner with the PKCS#12 fileand the corresponding password.

● To import the PKCS#12 key pair file to a third party tool, see ImportingKey Pair file to a Third-Party Tool.

User ID and Password If you use this authentication method, you need to define a password. The user ID isautomatically predefined.Perform the following steps:



4. Click OK .

Delete a Communication Arrangement1. In the Communication Arrangements view, select the relevant communication arrangement.2. Click Delete .3. In the dialog box that opens, click Delete to confirm the deletion.

Predefined communication arrangements cannot be deleted.


7.10 Communication Scenarios View

7.10.1 Communication Scenarios

The Communication Scenarios view allows you to view and configure prepackaged communication scenarios, andto create and configure your own communication scenarios.You can access this view from the Application and User Management work center under Input and OutputManagement.The following features are available:

● You can create customer-defined communication scenarios and configure them. ● You can edit customer-defined communication scenarios. ● You can search for and view prepackaged and customer-defined communication scenarios. ● You can configure prepackaged communication scenarios.

You can neither edit nor delete prepackaged communication scenarios, but you can create communicationarrangements for them.

Business BackgroundYou can use Web services for cross-system communication. Web services are Web-based application programminginterfaces (APIs) that allow you to access and modify data in SAP Cloud solutions.The following table provides detailed information about Web service consumption. To enable Web serviceconsumption, follow the instructions in the Quick Guides in the indicated sequence:

View Path Description Quick Guide

Service Explorer Application and User Management Input

and Output Management

A catalog of Webservices that areavailable in yourSAP cloud solutionand that you canuse.

Service Explorer Quick Guide[page 131]

CommunicationScenarios

Application and User Management Input


A set ofprepackaged orcustomer-definedWeb services thatyou can use.

Communication Scenarios QuickGuide [page 129]


CommunicationSystems



A system that isused to forapplicationintegrationbetween your SAPCloud solution andan external system.

Communication Systems QuickGuide [page 119]

CommunicationArrangements



An arrangementbetween twosystems toexchange dataelectronically.

Communication ArrangementsQuick Guide [page 120]

CommunicationCertificates



A certificate that isused forcommunicationarrangements.

Communication Certificates QuickGuide [page 133]

Tasks

View a Communication ScenarioTo view a prepackaged or a customer-defined communication scenario, proceed as follows:

1. In the Communication Scenarios view, select a prepackaged communication scenario in the list. Prepackagedcommunication scenarios are preceded by a white diamond symbol.

2. On the Operations tab, you can view the related Web service operations, on the CommunicationArrangements tab, the related communication arrangement, if available.

3. To create a communication arrangement, click New Configuration and go through the guided activities.

Create a Communication ScenarioTo create a customer-defined communication scenario, proceed as follows:

1. In the Communication Scenarios view, choose New .2. Enter a name.3. Click Add Operations to assign Web service operations to the communication scenario.4. On the popup, select one or more Web service operations. To do so, select the Add Operation checkbox.5. Click OK .6. Click Save .7. Click New Configuration to create a communication arrangement. You will be guided through the required

steps.8. Once you have completed the steps, click Close to go back the entry screen.

Customer-defined communication scenarios are preceded by a black diamond symbol.

Edit a Communication ScenarioTo edit an existing customer-defined scenario, proceed as follows:


1. In the Communication Scenarios view, select a customer-defined communication scenario.2. Choose Edit .3. Make your changes. You can, for example, add or remove Web service operations.4. Click Save and Close .

You can't edit a communication scenario if one or more communication arrangements for this scenario alreadyexist. If you want to edit the scenario, delete the communication arrangement(s) for this scenario.

Configure a Communication Arrangement for a Communication ScenarioTo configure a communication arrangement for a prepackaged or customer-defined communication scenario,proceed as follows:

1. In the Communication Scenarios view, select a prepackaged or customer-defined communication scenario.2. Choose New Configuration and go through the guided activities.

Delete a Communication ScenarioTo delete a customer-defined communication scenario, proceed as follows:

1. In the Communication Scenarios view, select a customer-defined communication scenario.2. Click Delete .

You can't delete a communication scenario if one or more communication arrangements for this scenarioalready exist. If you want to delete the scenario, delete the communication arrangement(s) for this scenario.

7.11 Service Explorer View

7.11.1 Service Explorer Quick Guide

The Service Explorer view enables users to see a list of all available inbound services for the solution. It containsdocumentation and technical data for each web service. In addition, you can download the assigned WSDL serviceshere. Once users know which service is available, they can create a new communication arrangement with one ofthe available communication scenario that contains one or more services.If you have a development tool that reads WSIL, you can open the WSIL and get a list of all scoped active end-pointURLs and the related WSDLs.You can access this view from either the Administrator work center or the Application and User Management workcenter under Input and Output Management.

Business Background

Communication ScenariosCommunication scenarios are sets of inbound and outbound services that allow you to create communicationarrangements in the solution. Inbound web services are web services that you have created based on SAP business


processes or web services provided by SAP. Outbound services are external web services that you have integratedin to your solution.

Communication ArrangementsCommunication arrangements help you to configure the electronic data exchange between the solution and acommunication partner. Communication arrangements can be set up for multiple business documents andcommunication methods. Your solution provides communication scenarios for inbound and outboundcommunication that you can use to create communication arrangements. A communication arrangement is basedon a communication scenario and provides an alternative method to authorize a user to access a service. TheCommunication Arrangements view supports electronic data exchange with a business partner (B2B) or with acommunication system (application integration), which can also be an internal system.For more information about communication arrangements, see Communication Arrangements [page 120].

WSDLThe Web Services Description Language (WSDL) is an XML-based language that is used for describing the functionsoffered by a web service. WSDL is often used in combination with SOAP and an XML schema document to defineweb services in the internet. WSDL files can be downloaded and used to integrate external services into the solution.For more information about web services, see Web Services.

WSILThe Web Services Inspection Language (WSIL) is a service discovery method used for aggregating different typesof service descriptions. WSIL gives you a list of available active end-point URLs and the related WSDLs of the system.

Tasks

Browse Available Services1. In the Show list box, select All Inbound Synchronous Operations.2. In the Group By list box, select the sort order of the list.3. If required, enter a key word in the Find field. Click Go .4. Result: The list of available services is displayed.

Search for Services by Name or Business Object1. In the Show list box, select All Inbound Synchronous Operations.2. Enter the name of a service or business object, such as Accounts or Sales Orders,

in the Find field.You can also use the advanced search to specify the name of the service, operation, orbusiness object that you are looking for.

3. Click Go .4. Result: The list of available services with the key word is displayed.

Find Technical Detail and Documentation on a Service Operation1. In the Show list box, select All Inbound Synchronous Operations.2. Select the service operation that you need more detailed information.


You can tell the access type of an operation by its name. If the name of a serviceoperation starts with Check, it is a read-only operation; if the name starts withMaintain, it is a modify/write operation.

3. In the below Detail pane, you can find technical information of the operation, such asservice namespace, service URL, operation description, the release status anddeprecation release of the operation.

4. To view the documentation for the related service and operations, under the Servicesection, click the documentation Link.The documentation provides you technical information on the definition, businesscontext, prerequisites, examples, and constrains of the service and its operations.

Download Web Services Description Language (WSDL)1. In the Show list box, select Scoped Synchronous Operations.2. In the Group By list box, select the sort order of the list.3. If required, enter a key word in Find field. Click Go .4. The list of released services available in your solution scope is displayed.5. Select your chosen service and click Download WSDL .6. The Save As dialog box is displayed.7. Save to your computer.

Open Web Services Inspection Language (WSIL)To get a list of all scoped services in standard WSIL format, click OPEN WSIL . The WSIL fileopens in a new window with an URL of the form http://<your-system>/sap/ap/srt/wsil. You can then use the URL directly in your Web services development tool to select whichservices to use and import their WSDLs.

7.12 Certificates View

7.12.1 Communication Certificates Quick Guide

The Communication Certificates view enables you to view client certificates that have been created forcommunication arrangements. You can monitor certificates that are due to expire and, if necessary, removecertificates that are compromised or obsolete.Depending on your solution, this view is called Communication Certificates or Certificates. You can access this viewfrom the Application and User Management work center under Input and Output Management.

Business Background

Communication ArrangementsCommunication Arrangements help you to configure the electronic data exchange between the solution and acommunication partner. Communication arrangements can be set up for multiple business documents andcommunication methods. The solution provides communication scenarios for inbound and outbound


communication that you can use to create communication arrangements. The Communication Arrangements viewsupports electronic data exchange with a business partner (B2B) or with a communication system (applicationintegration), which can also be an internal system.When a communication arrangement is created for an inbound communication, a client certificate can be eithergenerated and downloaded or uploaded. In both cases, a security certificate is assigned.For more information, see Communication Arrangements Quick Guide [page 120].

Tasks

Assign a Client CertificateFor more information, see Communication Arrangements Quick Guide [page 120].

View a Client Certificate

To monitor the status of existing client certificates, navigate to Application and UserManagement Input and Output Management Communication Certificates/Certificates .This view displays all client certificates, whether they are valid, obsolete or due to expire aswell as each certificate's expiry date.

Remove a Client CertificateTo remove a client certificate select the relevant client certificate and click RemoveAssignment, then save your changes.

Renew Certificate ValidityTo renew the validity of a client certificate select the relevant client certificate and click

Renew Certificate Validity . ● If the certificate has been created by the SAP Passport Certification Authority (CA),

choose Using SAP Password CA.The certificate request is sent to the SAP Trust Center and is automatically renewed.

● If the certificate has not been created by the SAP Passport Certification Authority(CA), perform the following steps:a. To renew a certificate originating from another certification authority, click

Renew Certificate Validity , then choose Create Renewal Request.b. Copy and paste the text contained into the dialog box and upload it at the web site

of the relevant certification authority.The certification authority then renews the certificate and sends a response to theE-mail address specified on the original certificate.

c. Upload by clicking Renew Certificate Validity , then choosing Upload Response.d. Click OK to complete the process.


8 Background Jobs View

8.1 Background Jobs Quick Guide

Jobs are an important part of how the application operates. A job is a scheduled instance of a mass data run. Userscreate mass data runs in the solution and then schedule them to run immediately, or regularly at a set time, or afteranother specified job. When the user schedules the run, the solution represents it as a job. There may be multiplejobs scheduled for one mass data run.The Background Jobs view in the Administrator and Application and User Management work centers allows you toview the jobs in the solution. You can adjust the list to display all scheduled jobs, all failed jobs, all jobs that arecurrently running, and all jobs that ran the week before. The status of each job is displayed in the Status column.There you can see if a job failed or finished, or if its release was cancelled.

Business Background

Mass Data RunsA Mass Data Run (MDR) is the automatic mass processing of a task or a business transaction. MDRs enable massprocessing of business data and are used in business processes, for example, invoice runs, payment authorizationruns, or balance confirmation runs. When a user schedules an MDR the system represents it as a background job.During scoping, it is possible to provide default variants of the MDRs.MDRs are created and maintained in the work centers. Using the Job Scheduler, users schedule the run to executeonce or regularly at specified times.In the Background Jobs view, you can monitor and reschedule MDR jobs that are created by users in other workcenters.For more information, see the documentation about mass data runs.

Application LogApplication logs are created as a result of business processes that require logging of business steps, for example,the execution of mass data runs. The application log displays detailed information about business process steps andtheir results allowing you to review these at a later point in time.For more information, see Application Log.

Tasks

View the Job LogYou can view the job log for any job that was scheduled and was run in the solution. In the job log you can see, forexample, the reasons why a job failed and what must be corrected before a job is rescheduled.

1. Select the Background Jobs view.2. In the Show field, select All failed Jobs or Jobs run in last week to see the runs for which you can view the job

log.

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3. Select the job for which you want to see the job log and choose View Job Log to open the Job Log screen.4. Check the job log.5. Choose Close to close the job log and return to the background job overview

View the Application LogYou can view the application log for any job that was scheduled and was run in the solution. In the application log youcan see, for example, the summary and the administrative data.

1. Select the Background Jobs view.2. In the Show field, select All failed Jobs or Jobs run in last week to see the runs for which you can view the

application log.3. Select the job for which you want to see the application log and choose View Application Log to open the

Application Log screen.4. Check the application log.5. Choose Close to close the application log and return to the background job overview

Reschedule a JobYou can reschedule a job that has been created and scheduled by another user.

1. Select the Background Jobs view.2. In the Show field select All Scheduled Jobs and click Go .3. To reschedule a job, select the job you want to reschedule, and click Reschedule . The Reschedule Job screen

opens.4. Under Schedule, choose one of the following options for the job run time:

● Click Run Immediately. ● Enter the date and time for the job to run.

In the Recurrence list, choose how often this job occurs. ● Select the job it should run after.

5. Click Save and Close to save the new job schedule, and return to the Background Jobs overview.The rescheduled job is saved to the solution. The job runs when scheduled.

Cancel a JobYou can cancel any scheduled job or any job that is currently running.

1. Select the Background Jobs view.2. In the Show field select All Running Jobs or All Scheduled Jobs and click Go .3. To cancel a job, select the job that you want to cancel and choose Cancel Job .

The job is now cancelled and the status of the job is set to Obsolete in the Background Jobs list.


Background Jobs View

8.2 Business Background

8.2.1 Mass Data Runs (MDR)

OverviewA Mass Data Run (MDR) is the automatic mass processing of a task or a business transaction. MDRs enable massprocessing of business data and are used in business processes, for example, invoice runs, payment authorizationruns, or balance confirmation runs. When a user schedules an MDR the system represents it as a background job.During scoping, it is possible to provide default variants of the MDRs.MDRs are created and maintained in the work centers. Using the Job Scheduler, users schedule the run to executeonce or regularly at specified times.In the Background Jobs view of theApplication and User Management work center, you can monitor and rescheduleMDR jobs that are created by users in other work centers.

Background processing of smaller business data volumes are managed through BTM automatic tasks.

Mass Data Run Features ● MDRs can be created, updated and scheduled by an end user. Scheduling can be done once, with a recurrence

pattern (including factory calendar support), or event-based as a follow-on activity after an other MDR. Youcan also initiate a run to start immediately from the work center.

● With MDRs, you can automate repetitive business tasks or activities, for example, batch jobs that are run atnight when there is low activity in the system. MDRs are useful for defining asynchronous, long-term,resource-consuming jobs such as overnight runs and mass printing.

● You can define the amount of control and automation in MDRs. For example, you might automatically releaseoutbound requests for certain customers, while for others you might manually check the information beforereleasing it.

● The system automatically schedules parallel work packages to speed up the processing time for a MDR.

Mass Data Run Process FlowMass data runs can be created by end users in the individual work centers. The following steps explain the typicalprocesses for creating an MDR and scheduling it as a job. During this process, you access the work center, and theJob Scheduler.

1. The user creates or schedules a new MDR in their work center, entering a unique name in the Mass Data RunID field, and defining parameters for the run. For example, in the Outbound Logistics work center, the userselects Automated Release and then creates a new MDR.

2. In the generic Job Scheduler, the user can start the MDR immediately, or schedule it to run at a specific time,or be triggered by a specified event: ● Time based: The MDR can be scheduled to run immediately in the background, to run once at a particular

date and time, or can be scheduled as a recurring event.


Do note that processing of mass data runs in the background adversely affects the performanceof your system. SAP recommends that the MDRs are scheduled to run at a minimum frequencyof every four hours. The frequency can be reduced to one hour in case it is absolutely essential.We do not recommend scheduling of mass data runs at any frequency under one hour.

● Event based: The MDR is triggered to run after another job has completed.3. At any time, you can monitor, reschedule or cancel the background job related to the MDR from the

Background Jobs view in the Application and User Management work center. The Background Jobs view allowsthe you to view all jobs in the system.

4. The user can go to the Application Log for any MD run to view the time and status of each run and to verifyany errors, warnings and messages. When an error occurs during a mass data run execution, there may bea business impact. The user can refer to the application log messages to find the exact cause of the error.

Mass Data RunsIn the following table you can see some of the various MDRs that can be defined in the system, and the work centersthat they are defined in.

Work Center Work Center View Subview Mass Data Run

Application and UserManagement

Business Data Consistency Data Flow Verification Runs Data Flow Verification Run

Application and UserManagement

Input and OutputManagement

File Input File Input Run

Cash and LiquidityManagement

Cash Position and Forecast Liquidity Forecast Runs Liquidity Forecast Run

Cost and Revenue Periodic Tasks Overhead Distribution Distribution Run

Cost and Revenue Periodic Tasks Direct Cost Projects —Overhead Absorption

Overhead Run for Direct CostProjects

Cost and Revenue Periodic Tasks Overhead Cost Projects —Overhead Absorption

Overhead Run for OverheadProjects

Cost and Revenue Periodic Tasks Service Orders — OverheadAbsorption

Overhead Run for ServiceOrders

Cost and Revenue Periodic Tasks Revenue Recognition Revenue Recognition Run

Customer Invoicing Invoice Runs Invoice Run

Customer Invoicing Credit Card AuthorizationRun

Credit Card AuthorizationRun

Demand Planning Automated Actions Forecasting Run Forecasting Run

Demand Planning Automated Actions Preparation Run Preparation Run

Demand Planning Automated Actions Release Run Release Run

Demand Planning Automated Actions Rolling Run Rolling Run

E-Commerce Account Export Runs Account Export Runs

E-Commerce Internet Order Deletion Runs Internet Order Deletion Runs




Fixed Asset Periodic Tasks Depreciation Depreciation Run

General Ledger Periodic Tasks Balance Carryforward Carry Forward Run

General Ledger Periodic Tasks Post Recurring Journal EntryVouchers

Recurring Journal EntryVoucher Run

General Ledger Periodic Tasks Statutory Reports Journal Entry Report Run

Internal Logistics Automated Actions Inventory Level AdjustmentRun

Inventory Level AdjustmentRun

Inventory Valuation Periodic Tasks Goods Receipt and InvoiceReceipt Clearing

Goods Receipt and InvoiceReceipt Clearing Run

Inventory Valuation Periodic Tasks Overhead Absorption forProduction Lots

Overhead Run for ProductionLots

Inventory Valuation Periodic Tasks WIP Clearing Work-in-Process ClearingRun

Inventory Valuation Inventory Unit Cost ChangeRun

Outbound Logistics Control Automated Actions Confirmation Update Run

Outbound Logistics Control Automated Actions Release Due Deliveries Run

Payables Periodic Tasks Balance Confirmation Runs Balance Confirmation Run

Payables Periodic Tasks Foreign CurrencyRemeasurement

Foreign CurrencyRemeasurement Run

Payables Periodic Tasks Payment Runs Payment Run

Payables Periodic Tasks Reclassification of Payables Reclassification of PayablesRun

Payment Management Periodic Tasks Credit Card Settlement Runs Credit Card Settlement Run

Payment Management Periodic Tasks Foreign CurrencyRemeasurement

Foreign CurrencyRemeasurement for Cash

Payment Management Periodic Tasks Payment Media Payment Media Runs

Production Control Automated Actions Mass Lot Closure Run

Production Control Automated Actions Mass Order Creation Run

Production Control Automated Actions Mass Order Release Run

Project Management Change Management Snapshot Run Definitions Snapshot Run Definitions

Project Management Projects Project Purchase RequestRuns

Project Purchase RequestRuns

Receivables Periodic Tasks Balance Confirmation Runs Balance Confirmation Run

Receivables Periodic Tasks Dunning Runs Dunning Run

Receivables Periodic Tasks Foreign CurrencyRemeasurement

Foreign CurrencyRemeasurement forReceivables Run



Receivables Periodic Tasks Payment Runs Payment Run

Receivables Periodic Tasks Reclassification ofReceivables

Reclassification ofReceivables Run

Supplier Invoicing Evaluated Receipt Settlement Evaluated Receipt Settlement

Supplier Invoicing Recurring Invoices view Recurring Invoices Recurring Invoice Run

Supply Control Automated Release Production Proposal Run Release ProductionProposals Run

Supply Control Automated Release Purchase Proposal Run Release Purchase ProposalsRun

Supply Planning Automated Planning Confirmation Update Run Confirmation Update Run

Supply Planning Automated Planning Planning Run New Planning Run

Tax Management Periodic Tasks EC Sales List Reports Runs EC Sales List Report Run

Tax Management Periodic Tasks Sales and Use Tax ReturnRuns

Sales and Use Tax Return Run

Tax Management Periodic Tasks VAT Return Runs VAT Return Run

Tax Management Periodic Tasks Withholding Tax Returns Withholding Tax Return Run

Tax Management Common Tasks New Tax Return Run Tax Return Run

Time Administration Day Closures Day Closure Run Employee Time ValuationPeriod Closure Run



9 News Authoring View

9.1 News Authoring Quick Guide

In the Application and User Management work center, you as a key user can view the various Rich Site Summary(RSS) feeds from external sources added by your company, provide additional information about these feeds, andadd or delete them. You can also add a new company feed with news from your particular company, including links(URLs) to internal or external sources. This news is then displayed on a user's work center overview screen underLatest News, and in the News view in the Home work center when the user starts SAP Business ByDesign.

Tasks

View an RSS Feed1. In the Application and User Management work center, choose the News Authoring view.

The default view displays all the news that has been added thus far, including news fromSAP and news added by your company.

2. To filter the news items, choose one of the options next to Show. You can view newsadded by SAP or news from your company.

3. To open an existing news feed, click the title.The RSS Feed Overview opens. There you can see all the items currently available forthat particular feed.

4. To open a particular item in the RSS feed, click its title.The news item opens in a new screen.

You can add a feed with internal company news that you write, including links toexternal sources, by choosing Feed on the New Company Feed screen. If you want toadd an RSS feed from an external or internal source, choose Web Feed.

Add a Feed with Company News1. Go to the Application and User Management work center and choose the News

Authoring view.2. Click New .

The New Company Feed quick activity opens.3. Click the Feed radio button (normally this is selected by default).4. In the Title field, enter the title of your feed. If you wish, you can also add general

information about the feed in the Summary field.5. Under Work Center Assignments, assign the work center(s) in which you want your

news displayed. After each selection, click the right arrow to add it to the Assigned WorkCenters list.

6. To add news items to your feed, open Items and click Add Row . You can enter thetitle of your news item in the row below the Title header.

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An item is always required when creating a news. Otherwise the news is notvisible in the home work center.

If you want to remove one of the items in the list, click Remove .7. Under Details, you can enter the content of your news item in the Content field. If you

want to provide a URL to external or internal Web sources, add it to the URL field.8. When you are finished with your news item, click Save if you want to add another news

item, and Save and Close if you are finished adding news items.

Edit a Feed with Company News1. To edit a company news feed, click the title of the feed in the News Authoring table.

The feed opens in a new window.2. Edit the details of the feed as required, for example, by assigning new work centers or

changing the summary information. You can remove individual news items withRemove and add new ones with Add Row under Items.

3. When you are finished editing, click Save and Close .

Add a Feed Item to Company News1. To add a new feed item to company news, choose the feed to which the item belongs

from the table in News Authoring.The feed opens in a new window.

2. Open Items and click Add Row. You can enter the title of your news item in the rowbelow the Title header.

3. Under Details, you can enter the content of your news item in the Content field. If youwant to provide a URL to external or internal Web sources, add it in the URL field.

4. When you are finished editing, click Save and Close.5. To see your new entry on the next screen, click Go or refresh the screen.

Add a Web Feed1. In the Application and User Management work center, choose the News Authoring view.2. Click New .

The New Company Feed quick activity opens.3. Select the radio button next to Web Feed and enter the URL of the Web feed you wish

to add in the URL field.4. Click Verify URL to make sure that the URL is correct.5. Under Work Center Assignments, assign work center(s) in which you want your news

displayed. After each selection, click the right arrow to add it to the Assigned WorkCenters list.

6. In Items , you can view the items that are included in the RSS feed. You cannot changeor edit these news items.

7. When you are finished, click Save and Close .


News Authoring View

10 Compliance View

10.1 IT Compliance View

10.1.1 IT Compliance Quick Guide

The IT Compliance view provides you with a means of controlling and documenting IT-related changes in yoursystem. The automatic documentation of these changes provides a record of compliance-relevant activities for auditpurposes.

The types of control activity required by your system are enabled during fine-tuning. These choices can bechanged using the IT General Controls fine-tuning activity in the Business Configuration work center.

Business BackgroundThe process of making an IT-related change in your system, such as a software update, is referred to as an IT controlprocess. Every IT control process is comprised of one or more IT control activities, which may require user actions.For more information, see IT Control Processes [page 144].

Tasks

Check IT Control Processes

1. Select the process you want to check.2. Click Edit .3. In the IT Control Activities section, choose the activity you want to check.4. Check the status of the notification messages of the selected activity. Check also,

whether a manual action is required.

Activities that require a manual action are of activity category User Action.

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10.1.2.1 IT Control Processes

OverviewThe process of making an IT-related change in your system, such as a software update, is referred to as an IT controlprocess. Every IT control process is comprised of one or more IT control activities, which may require user actions.

IT Control Processes in DetailIT control processes enable you to control and document IT-related changes in your system.There are five types of IT control processes:

● Service Provider AccessThis process documents access to your system by the service provider. Access may be required for activitiessuch as incident analysis.

● Data MigrationThis process controls and documents software change activities performed in your system as part of datamigration projects.

● Deployment Management - HotfixThis process controls and documents software change activities related to hotfixes.

● Change Management - UpdateThis process controls and documents all software changes implemented in your system.

● On-Demand Service DeliveryThis process controls and documents services provided on-demand.

Each of these processes generates one or more IT control activities that constitute the documentary record of theprocess in your system. The activities of an IT control process are classified in categories according to which youcan identify whether a manual action is required.The following categories are available:

● User ActionActivities of this type require a manual action by the user. The activity describes the tasks the user has toperform. The user documents the results of the action in the activity.

● NotificationActivities of this type contain actions that are carried out by the system. The activity itself only documentsthe results.

Each activity of an IT control process has a status that reflects the current processing state of the activity. In addition,notification messages provide details about the process steps of an activity.

Status of an Activity in an IT Control Process

Status Description

Not Started The activity is not started.

Action Required The activity requires a user action.


Compliance View

Status Description

In Process The activity is in process.

Confirmed The activity was confirmed after successful execution.

Closed Without Confirmation The activity was closed without a confirmation due to issues during execution.

Auto Closed The activity was closed automatically after expiration of the maximum processing time.

Canceled The process activity is canceled.

In the system, you can manage the IT control processes in the Application and User Management work center, underCompliance view, IT Compliance subview.

A new customer-specific form is provided, which starts an IT control process of type on-demand servicedelivery. Possible activities for this process are:

1. Development and validation of the form2. Deployment of the form to the test system3. Test and acceptance of the form in the test system4. Deployment of the form to the productive system5. Test and acceptance of the form in the productive system

See AlsoIT Compliance Quick Guide [page 143]

10.2 SAP Live Link View

10.2.1 SAP Live Link Quick Guide

To improve service and support processes, SAP collects data about your system on a regular basis and transfersthis data to SAP using the SAP Live Link infrastructure. This view provides you with read-only access to informationcollected by SAP Live Link.You can access the SAP Live Link view from the Application and User Management work center.

Business BackgroundAutomated data collectors periodically gather information about the system and group it into data packages, whichare then forwarded to SAP. Occasionally, various categories of data package are combined for a specific service run.The SAP Live Link view shows the most recently transferred data packages and service runs along with the date andtime of the last transfer.A copy of each data package transferred is stored locally for six months, after which it is deleted automatically.

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Data Package CategoriesThe data packages are grouped into the following categories:

● Sign of LifeData that indicates that the application is connected to the provider's system and can exchange informationwith SAP

● Performance DataData that determines performance statistics for the application

● Live UpdateData that determines the status of the application with regard to software updates

● System HealthData that relates to the automated health checks that constantly monitor the system to identify potentialproblems

● Learning DataData that relates to the learning content of the application

● Business ConfigurationData that relates to the setup of your system; it is easier for SAP to support you if such information is available

● Usage DataData that indicates how often various areas of the system are accessed or used

● User ManagementData that relates to the number of users and their access rights within the system. Only aggregated data issent to SAP, and not information about individual users. Contact data for administrators, such as name ande-mail address, is sent to SAP to facilitate incident management. This information is not correlated withgeneral system usage data.

● Built-In SupportData that relates to Built-In Support functions and services, including incident statistics and knowledgeresource information

Tasks

View Transferred Data ● To view information about a data package, select it from the list.

A description of the data package is then displayed underneath the list. ● To view the content of the most recent transfer of a data package, select the data

package from the list and click View XML Content .The content of the data package is displayed in XML format in a separate window.

● To view the contents of a previous transfer, select the data package from the list andclick History of Data Transfer .The Data Package History screen opens with a list of previous transfers. You can filterthis list by the transfer date and time and by the service with which the data wastransferred.


Compliance View

11 Business Flexibility View

11.1 Mashup Web Services View

11.1.1 Mashup Web Services Quick Guide

The Mashup Web Services view allows administrators to integrate third-party Web services for use in data and HTMLmashups.SAP provides preconfigured Web services that are used in mashups provided by SAP. You can view the configurationsettings of preconfigured Web services by clicking on the service name in the list. The following types of Web serviceare supported:

● REST ● SOAP ● RSS and Atom feeds

Depending on your solution, go to the Application and User Management or Administrator work center. Then choose Business Flexibility Mashup Web Services .

Business Background

Mashups and Web ServicesMashups are used to integrate data from your SAP cloud solution with data provided by an online Web service orapplication. Users can access the content provided by these Web services and applications, and use it in their dailywork. Mashups can include Web searches, company or industry business information, or online map searches.For more information, see Mashups and Web Services in the Help Center of your solution.

Tasks

Create a Mashup Web ServiceFor more information, see Create a Mashup Web Service [page 151].

Activate a Web Service1. In the Mashup Web Services view, select a Web service.2. Click Activate .

The Web service becomes available for use in mashups. For more information about creatingmashups, see About Mashup Authoring [page 153].

Deactivate a Web Service1. In the Mashup Web Services view, select a Web service.

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2. Click Deactivate .

The Web service is no longer available for use in mashups.

Delete a Web ServiceYou can delete Web services that have been created by other users.

1. In the Mashup Web Services view, select a Web service.Web services that were created by other users in your company can be identified bythe service ID, which starts with CW*.

2. Click Delete .

The Web service is deleted from the list.

Enter API Keys1. In the Mashup Web Services view, select a Web service that requires an API key and

click Enter API Keys .The Enter API Keys dialog box displays the API keys that are required by the selectedWeb service. Under API Key Details a link is provided to the Business Center. Here youcan find a list of all SAP partners and a link to their respective Web sites. You have togenerate the API key on the service provider's Web site.

2. Click Show API Keys and, in the API Key Value column, enter the API key provided bythe service provider.



11.1.2.1 Mashups and Web Services

OverviewMashups are used to integrate data from SAP's cloud solution with data provided by an online Web service orapplication. Users can access the content provided by these Web services and applications, and use it in their dailywork. Mashups can include Web searches, company or industry business information, or online map searches.

Prerequisites

Configuration settings are usually performed by an administrator. If you do not have the requiredauthorization, contact your administrator.

You have enabled Communities, Document Management and External Services in your system configuration. To findthis business option, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Edit Project Scope . In the Scoping step of the project, ensure thatPeople Collaboration, Intranet and External Services is selected within Communication and Information Exchange.In the Questions step, expand the Communication and Information Exchange scoping element and select PeopleCollaboration, Intranet and External Services. Select Communities, Document Management and External Servicesand answer the question related to Mashups, Web Services, and External Search Providers Integration.


Business Flexibility View

Before a mashup can be used, it must be activated by an administrator. This administrator must have authorizationfor the Mashup Authoring and Mashup Web Services work center views.

Note that some mashups may not be applicable to your country. Your administrator should ensure that themashup is valid for your country before activating it for company-wide usage.

How to Get MashupsMashups can be provided in the following ways:

● Depending on your solution, a few preconfigured mashups are provided. ● The administrator can create mashups for your organization.

The administrator can create new URL, HTML, or data mashups based on a mashup category provided by SAP.Depending on your solution, preconfigured mashup Web services are provided, which the administrator can use tocreate mashups.

How to Use MashupsAfter a mashup has been activated, it can be made visible on the screens for which it is configured. There are twoways this can be done:

● The administrator does this centrally for all users in the Adapt menu. For more information, see Make aMashup Visible on a Screen [page 170].

● The user does this for himself or herself in the Personalize menu. For more information, see Personalize aMashup.

If a mashup has not yet been activated, the administrator can edit and activate it at a later date fromthe Mashup Authoring view.

How to Access MashupsOnce a mashup has been activated and made visible on screens, you can access it in the following ways:

● A mashup can be displayed as an embedded screen. ● You can click a link on the screen. ● You can click Web Services and choose the mashup. ● You can use Enterprise Search and access external search providers that are integrated there.

FeaturesThere are four different mashup types:

● URL MashupsA mashup that sends data from SAP's cloud solution to the URL of an online service provider. The serviceprovider uses the data, for example, to perform a search, and the results are displayed in a new browserwindow.

● HTML MashupsA mashup that embeds an HTML or JavaScript based Web page directly on a screen.


● Data MashupsA mashup combines and displays data from both internal and external sources. To create a data mashup, anintegrated authoring tool is used to transform or merge external Web services with internal business datausing industry-standard Web service protocols.

● Custom MashupsA mashup that has been created as an add-on solution by SAP.

Administrators can create new data, URL, and HTML mashups. Custom mashups can be created only by SAP.In particular, mashups are distinguished by the following characteristics:

● Mashup CategoriesMashups are grouped together into categories according to the type of service or information that theyprovide.

● Port BindingCertain fields on screens are predefined as screen out-ports and in-ports. These screen out-ports and in-ports are grouped together as a port binding.The port binding defines the type of information that can be used in the mashup and defines on which screensyou can use the mashup. The mashup category specifies which port bindings are available.

For more information, see Mashup Categories [page 159].

API Keys and Authentication ● API Keys

Some Web services require a unique API key to allow you to access their services. You can generate acompany-specific API key on the service provider's Web site and then use this key to authenticate access tothe service from SAP's cloud solution.You can identify which mashups require an API key by the icon displayed in the API Keys column. The EnterAPI Keys dialog box displays the API keys that are required by the selected mashup.

● Basic AuthenticationBasic authentication allows you to enter a user name and password for authenticating access to a Web service.This user name and password is then used to automatically authenticate all other users accessing the service.

● Secure AuthenticationFor Web services that support the OAuth authentication protocol, you can set up secure authentication. TheOAuth protocol enables secure, user-based access to Web services from SAP's cloud solution. Unlike otherauthentication methods, OAuth gives the user full control of his or her own authentication details. To use amashup based on an OAuth authenticated Web service, users need to authenticate themselves on the serviceprovider's web site, where they are given a unique PIN code. This PIN code is then used to authenticate accessto the service from SAP's cloud solution.

Configuring MashupsAdministrators can configure mashups in the following ways:

● CentrallyDepending on your solution, go to Application and User Management Business Flexibility MashupAuthoring or Administrator Business Flexibility Mashup Authoring

● On a particular screenUse the Adapt function on any screen enabled for mashups to access the adaptation sidecar.

Administrators can configure mashups as follows:



● Activate mashups for use by all users or deactivate unwanted mashups ● Activate mashup partner solutions from the SAP Store ● Change the way in which mashups are displayed, and test and publish the changes to all users ● Create new mashups by copying an existing mashup and adapting the settings in the copied mashup ● Add new Web services for use in data mashups ● Create new URL, HTML, or data mashups based on a mashup category provided by SAP

See AlsoMashup Authoring Quick Guide [page 153]Mashup Web Services Quick Guide [page 147]

11.1.3 Tasks

11.1.3.1 Create a Mashup Web Service

OverviewAs an administrator, you can create mashup Web services to integrate third-party Web services with SAP's cloudsolution and use them in data or HTML mashups. You can integrate the following types of Web services:

● RSS/Atom ● REST ● SOAP

Prerequisites ● For RSS or Atom feeds, you know the end-point URL of the Web service or the WSDL location. ● For REST Web services, you need to know the request URL as well as any relevant parameters. ● For SOAP Web services, you need to know the WSDL location (URL).

Typically, you can find this information on the Web site of the service provider.

ProcedureDepending on your solution, go to the Application and User Management or Administrator work center. Then choose Business Flexibility Mashup Authoring . Click New , select the type of Web service you want to create, anddo the following steps:

1. Enter a name and description for the Web service.2. Select whether you want the Web service to have the status Active or Inactive.

Only active Web services can be used.

3. Depending on the type of mashup you are creating, do the following:


RSS or Atom Feeda. On the New RSS/Atom Service screen, under Service Information, select an authentication method, if

required.

You can only use the OAuth standard to authenticate users accessing the service if OAuth issupported by the provider. You can find all of the information required on the provider's Web site.

b. Enter the URL of the RSS or Atom feed and click Extract Parameters .The system extracts any parameters and displays them under Input Parameters. You can adjust theseas required. Note that only those parameters that have empty constants can later be mapped to amashup in-port or user input with default or dynamic values when creating a data mashup.

For URLs that do not use queries you can manually add curly brackets around terms that should actas placeholders. For example, in the URL https://mail.google.com/mail/#search/SAP, youcan replace the word SAP with a search term in curly brackets, for example, {term}. If you then enterhttps://mail.google.com/mail/#search/{term} in the URL field and click

Extract Parameters , the word in brackets is extracted as a parameter.

RESTa. On the New REST Service screen, under Service Information, select an authentication method, if required.

You can only use the OAuth standard to authenticate users accessing the service if OAuth issupported by the provider. You can find all of the information required on the provider's Web site.

b. Select an HTTP method.c. Depending on the method you selected, do the following:

If you selected GET:1. Enter the URL of the Web service and click Extract Parameters .2. The system extracts any parameters and displays them under Input Parameters. You can adjust

these as required.

For URLs that do not use queries you can manually add curly brackets around terms thatshould act as placeholders. For more information, see the related note in the RSS or AtomFeed section above.

If you selected POST:1. Select a content type. If you select Form, proceed as described above for the GET method. If you

select XML Body, proceed as follows.2. Enter the URL of the Web service and the XML code.3. Click Generate Body Parameters to extract the parameters from the code, if applicable.

The system extracts any parameters and displays them under Input Parameters. You can adjustthese as required. Note that only those parameters that have empty constants can later be mappedto a mashup in-port or user input with default or dynamic values when creating a data mashup.

You can also use curly brackets to define parameters in POST XML bodies. For example, youcan replace a value returned by the REST service with a placeholder, for example{placeholder}, which can then be mapped to a screen out port in a mashup.

d. Under Output Parameters, click Simulate to preview the information that is returned by the Web service.

SOAP



a. On the New SOAP Service screen, under Service Information, enter the WSDL URL and click Import .The system extracts the WSDL content.

b. Select a service operation.c. If required, click Copy Description to copy the service operation description into the mashup’s Service

Description under General Information.d. Enter constants, if required.

Only those parameters that have empty constants can later be mapped to a mashup in-port or user inputwith default or dynamic values when creating a data mashup.

The following restrictions apply when creating SOAP-based Web services: the XSD extensionsunion, list, and restriction are not supported; it is not possible to use header messages, importsin WSDLs, and maximum or minimum occurrence indicators; the XSD complex type structure isalways handled as a sequence; for WSDLs containing more than one service, multiple ports withthe same name are not supported; and SOAP 2.0 is not supported.

e. Under Output Parameters, click Simulate to preview what information will be returned by the Webservice.


ResultIf the status of the Web service is active, it will be made available to integrate into a data or HTML mashup.If the status of the Web service is inactive, you can edit and activate it at a later date from the Mashup Web Servicesview in SAP's cloud solution.

11.2 Mashup Authoring View

11.2.1 Mashup Authoring Quick Guide

The Mashup Authoring view allows you as an administrator to activate preconfigured mashups, and to create newmashups either from scratch or by copying a preconfigured mashup.Depending on your solution, you can access this view from the Application and User Management or Administratorwork center. Then choose Business Flexibility Mashup Authoring .

Business Background

Mashups and Web ServicesMashups are used to integrate data from SAP's cloud solution with data provided by an online Web service orapplication. Users can access the content provided by these Web services and applications, and use it in their dailywork. Mashups can include Web searches, company or industry business information, or online map searches.For more information, see Mashups and Web Services in the Help Center of your solution.


Mashup CategoriesWhen you create a new mashup, you need to select a mashup category. Mashup categories are used to grouptogether mashups by the type of service or information that they provide. Depending on the mashup categoryselected, you can then select a port binding. This defines the screen out-port parameters that can be used in amashup and the screens on which the mashup can then be made visible.For more information, see Mashup Categories [page 159].

Tasks

Activate a Preconfigured MashupFor information about this task, see Activate a Preconfigured Mashup [page 168].

Activate a Mashup Partner SolutionFor information about this task, see Activate a Mashup Partner Solution [page 169].

Make a Mashup Visible on a ScreenFor information about this task, see Make a Mashup Visible on a Screen [page 170].

Create a Data MashupFor information about this task, see Create a Data Mashup [page 174].

Create a URL MashupFor information about this task, see Create a URL Mashup [page 172].

Create an HTML MashupFor information about this task, see Create an HTML Mashup [page 177].

Create a Mashup for an Extension FieldFor information about this task, see Create a Mashup for an Extension Field [page 181].

Copy an Existing MashupYou can create a copy of a mashup delivered by SAP or partners. This enables you to adaptpreconfigured mashups or to create your own mashup based on the configuration settings ofan existing mashup.

1. In the Mashups Authoring view, select the mashup you want to copy by clicking on themashup name.

2. On the mashup details screen, click Save As .A copy of the mashup is opened.

3. Enter a new name for the mashup and adapt the configuration settings, as required.4. Save your changes.

Deactivate a Mashup1. In the Mashup Authoring view, select a mashup.2. Click Deactivate .



The mashup is no longer visible on screens, and is no longer shown in the Mashups andWeb Services section of the sidecar.

Delete a MashupYou can delete mashups that you and other users have created.

1. In the Mashup Authoring view, select a mashup.2. Click Delete .

The mashup is removed from the Mashup Authoring view and is also deleted from allscreens for which it had been made visible.


11.2.2.1 Mashups and Web Services

OverviewMashups are used to integrate data from your SAP cloud solution with data provided by an online Web service orapplication. Users can access the content provided by these Web services and applications, and use it in their dailywork. Mashups can include Web searches, company or industry business information, or online map searches.

Prerequisites

Configuration settings are usually performed by an administrator. If you do not have the requiredauthorization, contact your administrator.

You have enabled Communities, Document Management and External Services in your system configuration. To findthis business option, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Edit Project Scope . In the Scoping step of the project, ensure thatPeople Collaboration, Intranet and External Services is selected within Communication and Information Exchange.In the Questions step, expand the Communication and Information Exchange scoping element and select PeopleCollaboration, Intranet and External Services. Select Communities, Document Management and External Servicesand answer the question related to Mashups, Web Services, and External Search Providers Integration.Before a mashup can be used, it must be activated by an administrator. This administrator must have authorizationfor the Mashup Authoring and Mashup Web Services work center views.

Note that some mashups may not be applicable to your country. Your administrator should ensure that themashup is valid for your country before activating it for company-wide usage.

How to Get MashupsMashups can be provided in the following ways:

● A few preconfigured mashups are provided in SAP Business ByDesign.


● Your organization can procure mashups from the SAP Store. These mashup partner solutions are providedby SAP partners.

● The administrator can create mashups for your organization.

Preconfigured Mashups Provided in SAP Business ByDesignThe following preconfigured mashups for Web services are provided in SAP Business ByDesign:

Preconfigured Mashups that Can Be Configured by the Administrator

Mashup Name Mashup Type Mashup Category Port Binding

SAP (sap.com) URL Mashup News & Reference Search Provider

SAP Business ByDesign Community (sap.com) URL Mashup News & Reference Search Provider

Embedded Map (bing.com) Custom Mashup Location & Travel Web Map

Embedded Route (bing.com) Custom Mashup Location & Travel Route Planner

Sales Intelligence for Accounts (insideview.com) HTML Mashup Business & Finance InsideView AccountInformation

The administrator can configure these mashups in the Mashup Authoring work center view in the Application andUser Management work center.In addition, the following preconfigured mashups are available for facilitating an automatic processing of customerpayments using credit cards, in particular the card tokenization, authorization, and payment settlement with youracquirer. These mashups cannot be configured. For more information on these mashups, see Customer Paymentsby Credit Card.

Preconfigured Mashups that Cannot Be Configured by the Administrator

Mashup Name Mashup Type Mashup Category Port Binding

Payment Authorization Service (computop.com) URL Mashup Business & Finance Credit CardAuthorization

Payment Authorization Service (paymetric.com) URL Mashup Business & Finance Credit CardAuthorization

Mashup Partner Solutions Provided in the SAP StoreIn addition, it is possible for your organization to procure mashup partner solutions from the SAP Store atstore.sap.com . These solutions are then installed in your system. For more information, see SAP Store Quick Guide.Preconfigured mashups and mashup partner solutions are configured for use on selected screens in SAP BusinessByDesign. For more information about the screens that are enabled for each mashup category, see MashupCategories [page 159].Creating Mashups for Your OrganizationThe administrator can create new URL, HTML, or data mashups based on a mashup category provided by SAP.Depending on your solution, preconfigured mashup Web services are provided, which the administrator can use tocreate data and HTML mashups. To display them, go to Application and User Management BusinessFlexibility Mashup Web Services .

How to Use MashupsAfter a mashup has been activated, it can be made visible on the screens for which it is configured. There are twoways this can be done:



https://store.sap.com




How to Access MashupsOnce a mashup has been activated and made visible on screens, you can access it in the following ways:

● A mashup can be displayed as an embedded screen. ● You can click a link on the screen. ● You can click Web Services and choose the mashup. ● You can use Enterprise Search and access external search providers that are integrated there.

FeaturesThere are four different mashup types:

● URL MashupsA mashup that sends data from SAP's cloud solution to the URL of an online service provider. The serviceprovider uses the data, for example, to perform a search, and the results are displayed in a new browserwindow.

● HTML MashupsA mashup that embeds an HTML or JavaScript based Web page directly on a screen.

● Data MashupsA mashup combines and displays data from both internal and external sources. To create a data mashup, anintegrated authoring tool is used to transform or merge external Web services with internal business datausing industry-standard Web service protocols.

● Custom MashupsA mashup that has been created as an add-on solution by SAP.

Administrators can create new data, URL, and HTML mashups. Custom mashups can be created only by SAP.In particular, mashups are distinguished by the following characteristics:

● Mashup CategoriesMashups are grouped together into categories according to the type of service or information that theyprovide.

● Port BindingCertain fields on screens are predefined as screen out-ports and in-ports. These screen out-ports and in-ports are grouped together as a port binding.The port binding defines the type of information that can be used in the mashup and defines on which screensyou can use the mashup. The mashup category specifies which port bindings are available.

For more information, see Mashup Categories [page 159].


API Keys and Authentication ● API Keys

Some Web services require a unique API key to allow you to access their services. You can generate acompany-specific API key on the service provider's Web site and then use this key to authenticate access tothe service from SAP's cloud solution.You can identify which mashups require an API key by the icon displayed in the API Keys column. The EnterAPI Keys dialog box displays the API keys that are required by the selected mashup.

● Basic AuthenticationBasic authentication allows you to enter a user name and password for authenticating access to a Web service.This user name and password is then used to automatically authenticate all other users accessing the service.

● Secure AuthenticationFor Web services that support the OAuth authentication protocol, you can set up secure authentication. TheOAuth protocol enables secure, user-based access to Web services from SAP's cloud solution. Unlike otherauthentication methods, OAuth gives the user full control of his or her own authentication details. To use amashup based on an OAuth authenticated Web service, users need to authenticate themselves on the serviceprovider's web site, where they are given a unique PIN code. This PIN code is then used to authenticate accessto the service from SAP's cloud solution.

Configuring MashupsAdministrators can configure mashups in the following ways:

● CentrallyDepending on your solution, go to Application and User Management Business Flexibility MashupAuthoring or Administrator Business Flexibility Mashup Authoring

● On a particular screenUse the Adapt function on any screen enabled for mashups to access the adaptation sidecar.

Administrators can configure mashups as follows: ● Activate mashups for use by all users or deactivate unwanted mashups ● Activate mashup partner solutions from the SAP Store ● Change the way in which mashups are displayed, and test and publish the changes to all users ● Create new mashups by copying an existing mashup and adapting the settings in the copied mashup ● Add new Web services for use in data mashups ● Create new URL, HTML, or data mashups based on a mashup category provided by SAP

See AlsoMashup Authoring Quick Guide [page 153]Mashup Web Services Quick Guide [page 147]



11.2.2.2 Mashup Categories

OverviewWhen you create a new mashup, you need to select a mashup category. Mashup categories are used to grouptogether mashups by the type of service or information that they provide. Depending on the mashup categoryselected, you can then select a port binding. This defines the screen out-port parameters that can be used in amashup and the screens on which the mashup can then be made visible.

FeaturesThe following table gives an overview of the different mashup categories available in SAP's cloud solutions, and thetype of information available for use in each mashup category. The out-port type corresponds to one or moreparameters that can be used when creating a mashup.

The mashup categories and port bindings that are available depend on the cloud solution that you have. Whenyou create a new mashup, you can see which mashup categories and port bindings are available in thedropdown list.

Mashup Categories and Port Bindings

Mashup Category Port Binding Description Out-Port Type

Business & Finance Additional AccountInformation

Show additional informationfor a dedicated account

Account name information

Company Financial andBusiness Information byCompany Name or DUNS

Search for business-relatedinformation based on acompany name or D-U-N-Snumber

D-U-N-S number and name ofcompany

Company Financial andBusiness Information byCompany Name

Search for business-relatedinformation based on acompany name

Name of company

Company Financial andBusiness Information byIndustry

Search for business-relatedinformation based on anindustry

Name of industry

Company Financial andBusiness Information byNielsen Code

Search for business-relatedinformation based on aNielsen code

Nielsen code

Point-of-Sale TransactionLookup

Look up a point-of-saletransaction in a third-partypoint-of-sale system

Point-of-sale transactioninformation

Web Feed by Company Name Display web feeds filtered by acompany name

Name of company


Mashup Category Port Binding Description Out-Port Type

Location & Travel Business Locator Search for a local businessaddress by address orindustry

Industry and addressinformation

Route Planner Plan a business route basedon a list of addresses

Start address, end address,and additional destinations

Weather Display weather informationbased on an address

Address information

Web Map Display a business address ona map or get directions basedon an address

Address information

News & Reference Business Partner Web Search Search for a business partnerby name

Search term

Product Web Search Search for productinformation by name

Product search term

Search Provider Search for a search term Search term

Productivity & Tools Reverse Lookup Look up a business addressusing partial addressinformation

Name and addressinformation

Reverse Lookup by Phone Look up a business addressusing a phone number

Phone number

Shipping Service Integrate shipping services(limited)

Shipping information

Sourcing Search for sourcinginformation based on aproduct description

Search term

URL Navigation Navigate to an internal orexternal resource URL

URL navigation information

Social & Communication Social Network Display people or businesspartner profiles that are listedin a social network

People or business partnerprofile information

The following table shows on which screens a mashup can be made visible for each port binding.

Port Binding by Screen

Port Binding Work Center Screen

Account Additional Information Business Partners Account Overview fact sheet




Business Locator Business Partners Partner Overview fact sheet

Private Account editor

Contact Overview fact sheet

Liquidity Management My Bank Overview fact sheet

Marketing Competitor Overview fact sheet

Business Partners Suppliers view

Supplier editor

Supplier Overview fact sheet

New Supplier activity

Service Agent Overview fact sheet

Tax Management Tax Authority Overview fact sheet

Business Partner Web SearchandSearch Provider

Business Partners Partner Overview fact sheet


Contact editor

New Contact activity

Account Overview fact sheet

Accounts view

Corporate Account editor

New Corporate Account activity


Business Partners Business Partner Organization editor

Business Partner Person editor


Marketing Competitor Overview fact sheet

Personnel Administration New Social Insurance Fund activity

Social Insurance Fund Overview factsheet


Supplier editor






Company Financial and BusinessInformation by Company NameandWeb Feed by Company Name

Business Partners Account Overview fact sheet

Accounts view

Contact editor




New Partner activity


Partner Overview fact sheet

Partner editor

Partners view


Business Partners view

Liquidity Management Clearing Houses view

Clearing House editor

My Bank Overview fact sheet

My Bank editor

My Banks view

Marketing Competitors view

Competitor editor

Competitor Overview fact sheet

Personnel Administration Social Insurance Fund editor


New Social Insurance Fund activity


Supplier editor




Tax Authority editor

Tax Authorities view




Company Financial and BusinessInformation by DUNS Number


Accounts view


Business Partners Supplier editor

Suppliers view

Company Financial and BusinessInformation by Industry


Accounts view





Business Partners New Supplier activity

Supplier editor

Suppliers view

Company Financial and BusinessInformation by Nielson Code

Business Partners Corporate Account editor



Point-of-Sale Transaction Lookup Business Partners Account Overview fact sheet

Customer Invoicing Point-of-Sale Transaction editor

Point-of-Sale Transaction Overview factsheet

Point-of-Sale Transactions view

Product Web Search Sales Orders Sales Order editor



Reverse Lookup Business Partners New Partner activity

Contact editor




New Private Account activity

Business Partners New Business Partner Organizationactivity

New Business Partner Person activity

Liquidity Management New Bank activity

New Clearing House activity

Marketing New Competitor activity




Tax Management New Tax Authority activity

Reverse Lookup by Phone Business Partners New Partner activity

Contact editor






Business Partners New Business Partner Organizationactivity


Liquidity Management New Bank activity

Personnel Administration Social Insurance Fund editor




Route Planner Field Service and Repair Order Pipeline view

Shipping Service Outbound Logistics Outbound Deliveries view

Outbound Delivery editor




Social Network Business Partners Account Overview fact sheet

Contact editor


Contacts view




Business Partners Business Partner Contact editor

Business Partner Contact Overview factsheet

Business Partner Contacts view

Business Partner Organization editor

Business Partner Overview fact sheet


Employees view

New Business Partner Contact activity

New Business Partner Organizationactivity


New Employee activity

Resource Management Resource Profile editor

Resource Profile Overview fact sheet

Resource Profiles view

Business Partners New Service Agent activity


Service Agent editor


Service Agents view

Supplier editor


Suppliers view

Managing My Area Employee Profile editor

Employee Profile Overview fact sheet



Sourcing Purchase Requests and Orders Purchase Request Assign Source ofSupply

Purchase Requests view


URL Navigation Business Partners Accounts view




WeatherandWeb Map

Business Partners Partner Overview fact sheet

New Partner activity

Partner editor

Partners view

Contacts view


Contact editor



Accounts view





Business Partners Business Partner Contact Overview factsheet

Business Partner Contact editor

Business Partner Organization editor


Business Partner Overview fact sheet


Employee Contact Data fact sheet

New Business Partner Organizationactivity


New Business Partner Contact activity

New Registered Product activity

Registered Product editor

Registered Product Overview fact sheet

Inbound Logistics Inbound Delivery Notification editor

New Inbound Delivery Notificationactivity


My Banks view

My Bank editor

New Bank activity

Clearing Houses view

Clearing House editor

New Clearing House activity

Marketing Competitors view

New Competitor activity

Competitor Overview fact sheet

Competitor editor

Outbound Logistics New Outbound Delivery activity

Outbound Delivery editor

Outbound Deliveries view


Social Insurance Fund editor


New Business New Sales Quote activity

Sales Quote editor

Sales Quote Overview fact sheet

Sales Orders New Sales Order activity

Sales Order editor

Sales Order Overview fact sheet

Service Orders Service Order Overview fact sheet

Business Partners Service Agent Overview fact sheet

New Service Agent activity

Service Agent editor

Service Agents view


Supplier editor

Suppliers view


Supply Chain Design Master Data Location editor

Location Overview fact sheet

Locations view


Tax Authority editor

Tax Authority Overview fact sheet

Tax Authorities view



Web Widget Web widgets can be added to any screens including the Home work center Overviewview as well as all other Overviews.

See AlsoMashup Authoring Quick Guide [page 153]

11.2.3 Tasks

11.2.3.1 Activate a Preconfigured Mashup

OverviewDepending on your cloud solution, preconfigured mashups are provided that give access to services and contentprovided by third-party service providers. As an administrator, you can activate these preconfigured mashups andmake them visible on selected screens. For an overview of the preconfigured mashups provided by SAP and partners,see Mashups and Web Services in the Help Center of your solution.

Some Web services may pass your business data to a third-party organization, for example, account data ispassed to a search engine when performing a reverse lookup in an online address book. We recommend thatyou check whether the mashup conforms to your company’s data privacy policies before activating themashup.

ProcedureDepending on your solution, go to the Application and User Management or Administrator work center, then choose Business Flexibility Mashup Authoring , and do the following steps:To activate a URL or data mashup:

1. Select URL Mashups or Data Mashups from the Show dropdown menu.2. Find the mashup you want and, if required, click on the mashup name to display further details.3. Click Activate .

Certain Web services require API keys. If a mashup uses such a Web service, ensure that this Web service hasbeen activated and that you have entered the required API keys for it. You can do this on the Mashup WebServices view.The SAP-Google Maps partnership allows SAP to offer Google Maps within our application using the API keyprovided by SAP from Google. SAP has essentially pre-paid for Google Maps usage by our customers duringthis partnership. This partnership will expire at the end of 2014, and if it is not renewed, the SAP-provided APIkey will expire, and our customers will need to get an API key directly from Google.

To activate an HTML or custom mashup:1. Select HTML Mashups or Custom Mashups from the Show dropdown menu.



2. Find the mashup you want and, if required, click on the mashup name to display further details.3. Check the API Keys column. If a red symbol is displayed, then you need to create a unique API key from the

Web service provider’s Web site and enter this API key in SAP's cloud solution. A gray symbol means that noAPI key is required and a green symbol means that the API key has already been entered.

4. Select the mashup and click Enter API Keys .In the Enter API Keys dialog box, click Show API Keys and enter the key provided to you by the Web serviceprovider in the Value column and save your changes.

5. Click Activate .

The solution renders all custom mashup in an iframe. Some custom mashups are not designed to be renderedin an iframe, which is a limitation of the selected mashup.As the solution cannot determine whether a custom mashup will be rendered in iframe or not, you will see allthe custom mashups in the list of available mashups.To check if the mashup can be rendered correctly, use preview option in the mashup authoring tool. If thereis an error, the selected mashup will not work with the solution.

ResultAfter a mashup has been activated, it can be made visible on the screens for which it is configured. There are twoways this can be done:




Mash up for Google Maps is only supported for HTML 5 – based screens. Mash up for Bing Maps is onlysupported for Microsoft Silverlight® — based screens. You have to activate the either of the applicationsdepending on the client you are using.

11.2.3.2 Activate a Mashup Partner Solution

OverviewAs an administrator, you can activate a mashup partner solution in your SAP cloud solution.

PrerequisitesYou have procured a mashup partner solution from the SAP Store at store.sap.com .

ProcedureCheck Scoping Element


https://store.sap.com

1. Go to the Business Configuration work center, Implementation Projects view.2. Select your project and click Edit Project Scope .3. On step 3 of the Edit Project Scope activity, check that the Communication and Information

Exchange People Collaboration, Intranet and External Services Communities, Document Management andExternal Services scoping element has been selected.

Answer Scoping Question1. On step 4 of the activity, go to Communication and Information Exchange People Collaboration, Intranet

and External Services Communities, Document Management and External Services .2. Select Yes beside the scoping question for the mashup partner solution.3. Complete and deploy your project.

Check Mashup Settings

Depending on your solution, go to Application and User Management Business Flexibility or Administrator Business Flexibility , and do the following steps:

1. In the Mashup Web Services view, check that any Web services belonging to the mashup partner solution areactivated and that API keys have been maintained.

2. In the Mashup Authoring view, check that the mashups belonging to the mashup partner solution are activatedand that any necessary API keys have been maintained.

Note that if the mashup partner solution contains multiple mashups and you only want one of these tobe available to business users, you can deactivate the unwanted mashups in the Mashup Authoringview by selecting the mashup and clicking Deactivate .





11.2.3.3 Make a Mashup Visible on a Screen

OverviewAs an administrator, you can add a mashup to a screen and make it visible to all users. Each mashup can be addedto a predefined set of screens based on the mashup category and port binding.



Alternatively, if you do not want to make a mashup visible to all users who have access to a screen, thenindividual users can add the mashups by going to Personalize This Screen . This means that only userswho have personalized the screen will be able to use it. For more information, see Personalize a Mashup.

PrerequisitesThe following prerequisites apply:

● The mashup has been activated. ● The administrator has been assigned to the Flexibility Change Log view in the Application and User

Management work center. This is required to use adaptation mode.

Procedure1. Navigate to the screen on which you want to make the mashup available to all users.2. From the Adapt menu, select Enter Adaptation Mode.

Adaptation mode allows you to make changes to a screen and then test your changes before publishingthem and making them available to all users.

A dialog box is displayed, asking you whether you want to continue.3. Click Yes to confirm.

The Adaptation Mode bar is displayed at the top of the screen.4. From the Adapt menu, select Edit Screen.

The adaptation panel opens on the right side of the screen.5. Click on the Mashups and Web Services pane.6. Select the Visible checkbox next to the mashup that you want to be made visible.7. If required, you can adjust the appearance of the mashup by selecting one of the following options under

Properties.

The options available to you will vary depending on the mashup.

● Web Services MenuThe mashup can be accessed from the Web Services menu button that is typically located in themenu bar at the top of a screen.

● Web Services Menu in <name of section> SectionThe mashup can be accessed from a Web Services menu button located in a section of a screen.

● Link in <name of section> SectionThe mashup can be accessed using a link directly embedded in a screen section.

● New Screen SectionThe mashup is embedded directly into the screen as a new section.

● Embedded Near <name of section> SectionThe mashup is embedded directly into the screen as a new section. This section is located beside orbelow the named section.To display an embedded mashup across the full width of the screen rather than the default setting ofhalf screen width, select the Full Width checkbox.


8. If you want to allow the user to display or hide the mashup directly on the screen without needing to go toPersonalize, you can first create an extension field of the type Indicator and make it visible on the screen. Werecommend that the name of the extension field reflects the name of the mashup.Afterwards, you can select this extension field from the dropdown list in the Toggle Display field. This field willthen be displayed on the screen as a checkbox that the user can select or deselect as required.

9. If the Input Binding or Output Binding section is displayed, select the extension fields that should be mappedto the parameters.

10. Save your changes and close the adaptation panel.The screen is refreshed.

11. Test the mashup while still in adaptation mode. For example, you can run the mashup from Web Services .For an embedded mashup, you can view the result directly on the screen.

12. If you are satisfied with the result, select Edit Screen from the Adapt menu.13. In the Mashups and Web Services pane of the adaptation panel, click Publish to publish your adaptation

changes to all users.14. Close the adaptation panel.15. From the Adapt menu, choose Leave Adaptation Mode.

11.2.3.4 Create a URL Mashup

OverviewAs an administrator, you can create URL mashups to send data from your cloud solution to a URL of a Web serviceprovider. The results are displayed on the Web service provider’s Web site, which is opened in a new browser window.


PrerequisitesYou know the end-point URL of the Web site providing the service. This could be, for example, the search resultspage of an online search provider.

ProcedureGo to the Application and User Management or Administrator work center. Then choose BusinessFlexibility Mashup Authoring . Click New New URL Mashup , and do the following steps:

1. Select a mashup category.The mashup category is used to group mashups by the type of information they provide. It is shown to businessusers when they personalize mashups in the side panel.

2. For the mashup category, you then select the port binding that you want to use in the mashup. This informationis not shown to business users.The port binding defines which screen out-ports or in-ports can be used in the mashup and on which screensthe mashup can be used.



3. Enter a name and a description for the mashup.The mashup name will be displayed to business users when using the mashup.

By default, the mashup has the status Active. This means it will be available for use when saved. If youwant to prevent users from accessing the mashup immediately, change the status to Inactive.

4. Under URL Information, enter the URL of the Web service and click Extract Parameters .The URL can be taken directly, for example, from the search results Web page of an online search provider.Copy and paste this URL directly into the field. The system then extracts all parameters from the URL anddisplays them in the table.

Note that for URLs that do not use queries you can manually add curly brackets around terms thatshould act as placeholders. For example, in the URL https://mail.google.com/mail/#search/SAP, you can replace the word SAP with a search term in curly brackets, for example, {term}.If you then enter https://mail.google.com/mail/#search/{term} in the URL field and click

Extract Parameters , the word in brackets is extracted as a parameter.

5. For any parameters that require a fixed value, check and adjust the value in the Constant column.6. For dynamic parameters, in the Parameter Binding column, map the dynamic parameters to screen out-ports

by selecting an out-port from the value help.The Parameter Binding dialog box displays a list of screen out-ports that have been configured for the selectedmashup category and screen. Select the parameter you want to bind to the URL parameter.Note that If you are creating a mashup for the category route planner, you can also define the following optionalsettings: ● Code Format Conversion: For parameters that contain a code, you can change how code formats are

converted. ● Start Index for List: You can define whether the array parameter starts with 0 or 1. ● Prefix for First Value/Prefix for Next Value: You can only define prefixes for URLs that have the index

pattern $I and for which the start index has been set to zero.

7. Click the Preview link to display the end result of the mashup.8. Save your changes.






11.2.3.5 Create a Data Mashup

OverviewAs an administrator, you can create data mashups for integrating data provided by third-party Web services withbusiness data from your SAP cloud solution.


PrerequisitesYou have either integrated a new Web service or have decided to base your mashup on one or more of thepreconfigured Web services provided by SAP or partners.

Web services that you have integrated for use in data mashups must use the XML service protocol.

Depending on your solution, you can display a list of available Web services in the Application and UserManagement or Administrator work center. Go to Business Flexibility Mashup Web Services .For more information about integrating a new Web service, see Create a Mashup Web Service [page 151].

ProcedureDepending on your solution, go to the Application and User Management or Administrator work center. Then choose Business Flexibility Mashup Authoring . Click New New Data Mashup , and do the following steps:





4. On the Define Mashup Details step, create the mashup by adding building blocks to the authoring canvas andadjusting the properties. First of all, define the source of input for the mashup. You have the following options:Mashup In-Ports



If mashup in-ports exist for the selected mashup category, the Mashup In-Port building block is addedautomatically to the authoring canvas. Click on the Mashup In-Port building block to view and adjust itsparameters.User InputsUser inputs allow you to define a field in which a user can enter or select a value. This value is then used asinput for the mashup. To add a user input to the mashup, select it from the pane on the left of the screen anddrag and drop it onto the authoring canvas.

User Inputs

Text Input Allows users to enter a string of characters as input for the mashup.

Number Input Allows users to enter a number as input for the mashup.

Select Option Input Allows users to select an option from a dropdown list as input for the mashup.

After adding a building block to the authoring canvas, click on the building block to view and adjust itsproperties. You can enter a name in the Input Name field. This can then be mapped to an input parameter,for example, in a search service. In the Input Label field, enter the field label that should be shown to users forthis input field. For text and number inputs you can also define a default value, which can then be overwrittenby other users. If you have selected a Selection Option Input building block, click the button next to Optionsto define the list of options that the user can choose from.Data SourcesData sources allow you to use data stored in a separate file as input for the mashup. This could be, for example,an XML file provided by an online service provider.

Data Sources

CSV Data Source Use a CSV file as input for the mashup. You can choose to either upload a file or reference anonline CSV file.

XML Data Source Use an XML file as input for the mashup.

5. Select the services you want to integrate into the mashup.All Web services that have been configured and activated in the Mashup Web Services view are listed in thepane on the left of the screen and can be integrated into the mashup. These Web services are either SAPpartner Web services or additional services you have created.Drag and drop an existing service onto the authoring canvas, or use the New menu to create a new Webservice.

6. Using the mouse cursor, draw a connecting line between any mashup in-ports, user inputs, or data sourcesand the Web service.This establishes the logical order of the mashup. It is possible to connect one mashup in-port with multipleservices. After connecting the service to a user input or in-port, you can then edit the service parameters, ifapplicable.

7. Add actions to the mashup by dragging and dropping them onto the authoring canvas and drawing aconnecting line between them and the service. Actions allow you to transform the content retrieved by theWeb services. You have the following options:

Actions

Filter Data Filter the items returned by the service. You can create rules based on the parameters providedby the service.

Sort Data Sort the display order of items in the results based on the parameters provided by the service.


Truncate Data Truncate the number of items displayed in a feed after a given number.

Merge Data Merge multiple feeds to display in a common results list. You can use this action to combinedata from two sources that have the same format into a single results list.

Join Data Join two data sources based on conditional rules to form a new data source. You can use thisaction to combine data from two sources that do not have the same format.

Add Field Add one or more fields available in the parameters returned by the service to the results.

Rename Field Rename one or more fields in the results.

Delete Field Delete one or more fields from the results.

Extract Field Extract a specific piece of information from the results, for example to use as input for anotherservice within the same mashup.

Replace Text Replace a specific piece of text in the results with a different text.

Convert Text Convert text based on conditional rules. For example, by applying formatting to the text.

Concatenate Text Concatenate text in the results. For example, you can use this action to concatenate twoparameters in the search results to display in the same field.

Replace Value Replace a value in the results based on conditional rules.

Arithmetic Operation Perform an arithmetic operation with the results based on operation rules.

8. For mashup categories that allow the results data returned by the service to be integrated back into the screen,you can add a Mashup Out-Port building block to the mashup using drag and drop.

9. Click Preview Result .To preview the mashup results you may have to manually add a value to the input field of the mashup in-portor user input. To do this select the building block and under properties, enter a value. In the runtime version,these values will be replaced automatically by either the parameter taken from the screen out-port or by theuser entering their own value.

If you are using a service that uses the authentication method OAuth, then you will need to log on tothe service and generate a PIN code in order to preview the service results. Afterwards when users areaccessing the mashup, they will be prompted to create their own PIN code.

10. Adjust the display settings of the mashup results.By default, the results are displayed in a table format. Click Edit Display Settings and select one or moreformats in which the mashup will be made available to all users. You must specify a default display option.For each display option you can also configure additional display properties, such as the maximum numberof items that should be displayed. Note that the XML view is provided for your information while creating themashup but will not be shown to other users.

11. If required, you can also change the default refresh settings that are used to determine when the Web serviceused in the mashup is called. You have the following options: ● Refresh on Mashup Loaded: Deselect this checkbox if you do not want the Web service to be called when

the mashup is loaded for the first time. ● Refresh on In-Port Data Changed: Deselect this checkbox if you do not want the Web service to be called

when the user changes the in-port value.

These options can be used if, for example, your mashup involves complex services such as calculations oruses a paid service such as an SMS sending service that should only be triggered manually.

12. On the Review step, you can view how the mashup will be displayed to users. Review your settings and clickFinish to create the mashup.







11.2.3.6 Create an HTML Mashup

OverviewAs an administrator, you can create HTML mashups to embed an HTML or JavaScript based Web page into a screenof your SAP cloud solution.


PrerequisitesYou know the URL of the Web site that you want to embed.

ProcedureGo to the Application and User Management or Administrator work center. Then choose BusinessFlexibility Mashup Authoring . Click New New HTML Mashup , and do the following steps:






4. Under Configuration Information, adjust the display height, as required. The default height is 327 pixels.5. Specify the type of mashup you want to create. That is, select whether you want to enter HTML code or a

URL.6. Depending on what you have selected, do one of the following:

● Enter a URL1. Enter a URL in the URL field and click Extract Parameters .

The system extracts the parameters from the URL and adds them to the table below, where youcan edit constants and bind parameters to the screen out-ports available for the selected portbinding.

For URLs that do not use queries you can manually add curly brackets around terms thatshould act as placeholders. For example, in the URL https://mail.google.com/mail/#search/SAP, you can replace the word SAP with a search term in curly brackets, forexample, {term}. If you then enter https://mail.google.com/mail/#search/{term} in the URL field and click Extract Parameters , the word in brackets is extracted as aparameter.

2. Click Preview to display the end result of the mashup. ● Enter HTML Code

1. In the HTML Code Editor you can copy or enter your own HTML code.In addition, you can use a third-party REST service or create your own REST service. We recommendthat you use JSON service protocol for your REST service.To add the Web service to the HTML mashup, click Add REST Service and select a Web service fromthe REST Services dialog box. The code template of the API is inserted automatically in the HTMLcode editor.

To assist you in coding HTML Mashups, some example APIs are documented here: ExampleAPIs for HTML Mashups [page 179].

2. Under Input Parameters and Output Parameters, the parameters are listed depending on the portbinding that you have chosen. If required, you can copy the string code for a parameter to the HTMLcode editor by selecting the parameter and clicking Copy . The string code of the parameter iscopied to the first row of the editor. You can then move this code string to the required location inthe code.

3. Click Preview to display the end result of the mashup.4. To test the mashup, you can enter sample values for the parameters, and click

Update Parameter Values to the right of the HTML code editor.

If you change the code, you need to click Preview again to display the updated result of themashup.








11.2.3.7 Example APIs for HTML Mashups

OverviewThis document provides some example APIs to help you to code HTML mashups.

Any software coding or code lines/strings (“Code”) provided in this documentation are only examplesand are not intended for use in a productive system environment. The Code is only intended to betterexplain and visualize the syntax and phrasing rules for certain SAP coding. SAP does not warrant thecorrectness or completeness of the Code provided herein and SAP shall not be liable for errors or damagescause by use of the Code, except where such damages were caused by SAP with intent or with grossnegligence.

External REST Service CallMethodsap.byd.ui.mashup.callService(serviceOptions)UsageWhen you click Add REST Service in the toolbar of the editor, the code template of this API is inserted automatically.ParametersserviceOptions is a JSON object with the following parameters:

Parameter Description Mandatory/Optional

serviceID The ID of the REST service called Mandatory

parameter A JSON object that parameterizes the service Optional

onComplete Callback method name if the service call succeeds Optional

onError Callback method name if the service call fails Optional

Examplesap.byd.ui.mashup.callService({

serviceId: 'CW00001'

parameter: {'query': 'SAP',},

onComplete: 'serviceCallback_CW00001',

onError: 'exceptionHandler_CW00001'

});

Responding to Application Context UpdateMethod


sap.byd.ui.mashup.onContextUpdate()UsageIf a port binding is assigned in the mashup, all the context parameters from out-port of the application and the pre-defined system parameters are displayed in the Input Parameters table. If you select an input parameter and click

Copy , the system automatically copies the parameter in the selected row as a code string to the first line of theeditor. You can then move this code string to the required location in the code.After you have finished entering the code and clicked Preview to preview the results of the mashup, you can testthe onContextUpdate API. Enter sample values for the input parameters and then click Update Parameter Values .ParametersThe context can be accessed via sap.byd.ui.mashup.context, which is a JSON object with the following objects:

● In-portif the mashup defines port binding, the values from the corresponding application out-port can be accessedby using inport.ParameterName.

● SystemMashup system parameters

Parameter Description

system.LogonLanguage Current display language in your SAP solution

system.ProductVersion Current version of your SAP solution

system.ShortHostname Short host name of your SAP solution

Examplesap.byd.ui.mashup.onContextUpdate = function() {

var ctx = sap.byd.ui.mashup.context;

// context parameters

console.log('Logon language:' + ctx.system.LogonLanguage);

// whole list of parameters for Port Binding Reverse Lookup

console.log('Company name:' + ctx.inport.CompanyName);

console.log('Address:' + ctx.inport.Address);

console.log('Street:' + ctx.inport.AddressStreet);

console.log('Street with house No.:' + ctx.inport.AddressStreetHouseNumber);

console.log('House No.:' + ctx.inport.AddressHouseNumber);

console.log('City:' + ctx.inport.AddressCity);

console.log('Country:' + ctx.inport.AddrssCountry);

console.log('Country code:' + ctx.inport.AddressCountryCode);

console.log('Postal code:' + ctx.inport.AddressPostalCode);

console.log('State/province:' + ctx.inport.AddressStateProvince);

console.log('State/province code:' + ctx.inport.AddressStateProvinceCode);

};

Write Back Data to Application UIMethodsap.byd.ui.mashup.fireResultUpdate(resultObject)UsageTo consume this API, a writeback port binding (for example, Reverse Lookup) should be specified in the mashup.The Output Parameters table contains the parameters used to write back data to the corresponding application in-



port. Click Copy to copy the corresponding parameter of the selected row to the editor. Using this API method, thepreview values are filled with the values from the HTML application.ParametersresultObject is a JSON object which reflects the corresponding in-port of the application UI.Example// Example: Port Binding Reverse Lookup

// Address is a local object.

sap.byd.ui.mashup.fireResultUpdate({

'CompanyName': address.name,

'AddressStreetHouseNumber': address.street,

'AddressStreet': address.street,

'AddressCountryCode': address.country,

'AddressStateProvinceCode': address.state,

'AddressCity': address.city,

'AddressPostalCode': address.zipCode

});

See AlsoCreate an HTML Mashup [page 177]

11.2.3.8 Create a Mashup for an Extension Field

OverviewAs an administrator, you can create a mashup and use an existing extension field as a parameter in the mashup.After you have activated the mashup and made it visible on the screen, an end user can enter data in the extensionfield to call up the Web service for this mashup. For a data mashup, the result of the mashup is transferred back tothe extension field in SAP's cloud solution.

PrerequisitesAn extension field has been created and made visible on the screen to which you want to add the mashup.

ProcedureFirst create the mashup, then add it to a screen. Depending on your solution, go to the Application and UserManagement or Administrator work center. Then choose Business Flexibility Mashup Authoring ,and do thefollowing steps:Create the Mashup

1. In the Mashup Authoring view, click New and select the required mashup type.2. Select a mashup category that reflects the type of content that the mashup will contain. The mashup category

is displayed to business users when they personalize the mashup.3. Leave the Port Binding field empty.4. Continue creating the mashup and then save your changes.


5. Check that the mashup has been activated.

Add Mashup to Screen1. To add the mashup to a screen, go to the screen where the extension field is visible and where you want to

add the mashup.2. Click Adapt , then choose Enter Adaptation Mode.3. Click Adapt again, then choose Edit Screen.4. In the side panel, click Mashups and Web Services.5. Select the mashup that you created. Under Input Binding or Output Binding, select the extension field from

the dropdown list beside the parameter name.

Only extension fields that have been made visible on the screen are available in the dropdown list.

6. Adjust the appearance of the mashup, as required.The appearance options may vary depending on the extension field that you selected.

7. Make the mashup visible and publish your changes.

11.3 Master Template Maintenance View

11.3.1 Master Template Maintenance Quick Guide

In the Master Template Maintenance view, you can create company-specific master templates for use in formtemplates, and can edit Microsoft Office® master templates for Microsoft Excel® and Microsoft Word®.Depending on your solution, you can access this view from the Administrator or Application and User Managementwork center under Business Flexibility.

Business Background

Form Master TemplatesForm master templates are used to define the logo, header, sender address, and language-dependent footer thatare used in form-based business documents. Form master templates also contain an e-mail disclaimer, which isadded to e-mails when a document is sent as process-integrated output to a business partner.SAP provides one default form master template for your solution. If you require a different logo or sender addressfor different companies or org units in your organization, you can create additional form master templates. Thesecan then be assigned to the relevant company/org unit. You can also use form master templates to create a differentlogo, header, sender address, and footer for different output channels.If you do not want to use any form master template for a business document, you can deactivate the use of mastertemplates in the form template. If you specify that a master template should not be used for a form template, thenyou can alternatively create a unique header, logo, and footer for the form template using Adobe® LiveCycle®Designer. For more information, see Form Template Maintenance Quick Guide [page 186].

Form Master Template DeterminationWhen a business document is output, the system uses the following logic to determine which form master templateto use:



1. The system searches for a form master template assigned to the company/org unit in which the businessdocument was created and to the relevant output channel.For example, if an invoice is created in the invoicing unit Sales US West Coast and is to be sent by e-mail, thesystem will try to find a master template assigned to the org unit Sales US West Coast and the output channelE-Mail.

2. If no match is found, the system searches for the org unit Sales US West Coast and the output channel All.3. If no match is found, the system searches upwards in the organizational structure for a master template

assigned to a higher-level org unit and the output channel E-Mail.4. If no match is found, the system searches upwards in the organizational structure for a master template

assigned to a higher-level org unit and the output channel All.5. If no match is found, the default master template is used.

Office Master TemplatesMicrosoft Office master templates allow you to insert or delete logos and edit the styles of a cell in Microsoft Excelor Microsoft Word, such as the font or date format.

Tasks

Edit a Form Master TemplateFor more information, see here [page 184].

Create a New Form Master Template1. In the Master Template Maintenance view, select a form master template.2. Click New .3. Enter a name for the new master template.

If required, you can also provide a translation of the master template name for other logon languages thatare used in your system.

4. Click Save and Close .

You can now edit the master template and then assign it to one or more companies, org units, or output channels.

Assign Companies, Org Units, and Output Channels to a Form Master Template1. In the Master Template Maintenance view, select a form master template.2. Click Assign .3. On the Assign Companies, Org Units, and Output Channels screen, click Add Row and enter a rule for when

the template should be used.Note that a company or org unit can only be assigned to one form master template at a time.

4. Save your changes.5. If you are using multiple form master templates, you can use the Check Assignment button to check which

form master template will be used by the system for a given combination of company/org unit and/or outputchannel.

For more information about how the system determines which form master template to use, see the FormMaster Template Determination section in this document.


Set a Form Master Template as DefaultThe default master template is used whenever a form is generated and no master template can be determined forthe document sender's company or org unit or the chosen output channel.

1. In the Master Template Maintenance view, select a form master template.2. Click Set As Default .

When you set a master template as the default, any existing company, org unit or output channel assignmentsare ignored. Note that these assignments are not deleted. If you set a different template as the default, theexisting assignments will be reactivated.For more information about how the system determines which form master template to use, see the FormMaster Template Determination section in this document.

Edit the Name of a Master Template1. In the Master Template Maintenance view, select a master template and click Maintain General Information .2. Edit the name, as required.3. If your system has multiple logon languages, you can also provide a translation of the template name. To do

this click Add . Select a language and enter the translation in the Name column. The translation will be shownto users who log on to the system in the selected language.

Maintain a Microsoft Office Master TemplateYou can download Microsoft Office master templates and adapt them to meet your needs. For more informationabout this task, see Maintain Microsoft Office Master Templates [page 185].

11.3.2 Tasks

11.3.2.1 Edit a Form Master Template

OverviewAs an administrator, you can edit existing form master templates. These are used to define the header, footer, andlogos used in form templates. Form master templates also contain an e-mail disclaimer that is appended toautomatically generated e-mails sent to business partners when a document is output from the system.

Procedure1. Go to Application and User Management or Administrator Business Flexibility Master Template

Maintenance .2. In the Master Template Maintenance view, select Form Master Templates from the Show menu.3. Select the master template you want to edit and click Edit .4. On the Form Master Template tab, do the following:

● Under Header, click Upload and browse to find the file you want as logo. Adjust the size and alignmentof the logo, as required.



The file formats .gif, .bmp, .jpg, .png, and .tif are supported. The logo should not be larger than40 mm width x 20 mm height. If you upload a graphic that is larger than 40 mm x 20 mm, it is resizedautomatically.

● Select the Header Divider checkbox if you want a graphical divider to appear on your form. ● Under Sender Address, enter your company’s address. The sender address is shown above the

recipient's address in a letter. ● Under Footer, choose the number of footer columns you want to display. Enter the footer text exactly

as you would like it to appear on the form. You can maintain up to 4 footer blocks with a maximum of10 lines per footer.Note that the width of each footer block is equally divided over the available space. If a line of text inthe footer is too long for the current font size, the system will automatically enter a line break. If thisautomatic line break does not meet your needs, you may need to enter the text after the line break asa separate line.To maintain multiple languages, you must first add the language from the Add menu and thenmaintain the texts in that language by selecting the language from the dropdown list.

5. Click the refresh button to preview your changes. From the dropdown list under Preview, you can select acountry. The preview is then displayed using the country-specific template, for example, some countries donot use sender addresses or have different paper sizes.

6. On the E-Mail Disclaimer tab, you can enter a disclaimer or other company-specific legal information.This text is appended to the main text body of e-mails that are created when a document is output by thesystem. It is not possible to create separate language versions of this text; therefore if your company usesmultiple communication languages, you should enter all language versions of the disclaimer here.

7. Click Save and Close .

ResultIf required, you can now assign the form master template to a company/org unit and/or output channel. For moreinformation, see the Master Template Maintenance Quick Guide [page 182].Note that master templates can be activated and deactivated for each form template in the Form TemplateMaintenance view. For more information, see the Form Template Maintenance Quick Guide [page 186].

11.3.2.2 Maintain Microsoft Office® Master Templates

OverviewThe solution offers predefined master templates that you can use for defining Microsoft Office® templates in theOffice Template Maintenance view.You can edit the existing master template for Microsoft Word® or for Microsoft Excel® according to your specificrequirements by adapting the formatting of the template, for example, the style of individual cells in Microsoft Excel.

PrerequisitesTo work with Microsoft Excel, you must have installed the latest Add-In for Microsoft Excel.


Procedure1. Go to the Master Template Maintenance view under Business Flexibility of the Administrator and/or

Application and User Management work centers, and select Office Master Template in the Show menu.2. Select the master template that you want to edit.3. Download the template to your local machine by clicking Download .4. a. Microsoft Excel: Open the template that you saved and select Master Template Configuration in the tool

bar. ● In the Master Template Editor, you can do the following:

○ In the Logo Editor, you can insert or delete the logo of your company. ○ In the Style Editor, you can edit the formatting for the different cell styles.

1. To change the style of a cell, select the cell that you want to edit and click Edit Style in theline that is highlighted.

2. Click Format and use the Microsoft Excel functions to adapt the formatting according toyour needs.

b. Microsoft Word: Open the template that you saved and make the changes you require.5. Upload the adapted template from your local machine to the system by clicking Upload to Replace .6. Select the file from your local machine.7. If you want to make the master template that you edited available for all users, you have to publish it by clicking

Publish .

Once you have published a template, you can revert it to an older version by selecting the version thatyou want to use and clicking Versions and then Revert . Make sure to publish the valid version tomake it available for use.

11.4 Form Template Maintenance View

11.4.1 Form Template Maintenance Quick Guide

In the Form Template Maintenance view, administrators can create and adapt form templates, as well as manageform template versions. You can access this view from the Administrator and/or Application and UserManagement work center under Business Flexibility.This view displays all form template language and country variants available in your system. By default, the variantsare grouped by form template. For each form template variant, only the most recent published or not-publishedversion is shown. If a not-published version exists for a template, then you can view the current published versionby selecting the form template variant and clicking Versions .

Form Template VersionsWhen you adapt a form template variant this leads to the creation of different versions of the form template variant.For example, when you adapt a form template variant, a new version of the template is created with the status NotPublished. This status means that you can adapt the template without it being available for use by other users. Onceyou have finished adapting the template, you can publish the template, making it available to end users. At the same



time, the system sets the status of the previous version to Archived and it can no longer be used to output newdocuments.A version of a form template variant can have one of the following statuses:

● Not Published: A form template that has been adapted or created either as a copy or by uploading an XDPfile. Templates with the status Not Published can be viewed and edited by administrators but are not availablefor use by other users. There can be only one not published version of a template variant at any one time.

● Published: A form template that is available for general use when users are outputting documents from thesystem. The initial templates that are delivered by SAP or partners typically have the status Published andare ready for productive use. Administrators can publish new or adapted form templates. There can be onlyone published version of a template variant at any one time.

● Archived: This status is applied to versions that have become outdated due to more recent upgrades orcustomizing.

● Deleted: A form template that has been deleted. You can reinstate a deleted form template by reverting tothe last archived version.

● New: By default, all templates provided by SAP have the status Published. When a template that was initiallyprovided by SAP is upgraded as part of a system upgrade, the new version is automatically used as the newPublished version and the old version is set to Archived. However, if a customized version of the templateexists and is published, then the upgrade template variant version is given the status New. So the customversion is not overwritten by SAP or partner upgrades.

Business Background

FormsForm templates are used to define the content and layout of documents that can be output from the system.For more information, see Forms [page 192].

Form Template AdaptationAdministrators can adapt the content and layout of print forms using the integrated version of Adobe® LiveCycle®Designer that can be downloaded from the Download Center under Business Flexibility in the Application and UserManagement work center.For more information, see Form Template Adaptation [page 193].

Tasks

General Tasks

View a Form Template1. In the Form Template Maintenance view, select a template.2. From the Open menu, select Adobe Reader.

The form template is displayed with a given set of sample data. Note that this does not necessarily representall possible documents that can be generated from this template.

Edit a Form TemplateFor more information about editing a form template using Adobe LiveCycle Designer, see here [page 199].


Copy a Form Template1. In the Form Template Maintenance view, select the template you want to copy.2. Do the following:

● To create a new language and/or country variant of an existing form template:1. Select As New Variant from the Copy menu.2. In the New Variant dialog box, select a language and country, if required.3. By default, the Form Master Template checkbox is selected. If you do not want to use company-

specific master templates, deselect the checkbox. Note that if you do not use a master template,then you can define the template's header, footers, logo, and sender address individually for thetemplate.

4. Click OK.A new variant of the selected form template is created. You can now edit the variant using AdobeLiveCycle Designer.

● To create a new form template:1. Select As New Template from the Copy menu.2. In the New Template dialog box, enter a template name and, if required, a description.3. Select a language. If you are creating a country-specific form template, select the country or leave

the field blank to indicate that the template is not country-specific.4. If you want to use master templates to determine the layout of the template, select the Form Master

Template checkbox. If you want the form to have a different layout, deselect the checkbox.5. Click OK.

A new template is created. You can now edit the form template using Adobe LiveCycle Designer.

Download a Form Template Variant1. In the Form Template Maintenance view, select the form template variant you want to download and click

Download .2. Save the archive file using .zip as the file extension.

The ZIP file contains the following files: ● An XML data package (XDP) file containing the selected form template variant. ● An XML schema definition (XSD) file that defines the structure of the XML document. This is required

for offline editing. ● If available, XML files containing sample data for previewing your changes.

If no sample data files are available, you can also create your own sample data files using theView XML Data button on a document's output history.

Upload a Form Template VariantTo upload a new form template variant:

1. In the Form Template Maintenance view, select any form template variant belonging to the form template forwhich you want to upload a new variant.

2. From the Upload menu, select New Variant.3. Browse and select an XDP file.4. Enter the required information and click OK .

A new country and/or language variant of an existing form template is added to the list.

To upload and replace an existing form template variant:



1. In the Form Template Maintenance view, select the form template variant that you want to replace.2. From the Upload menu, select Replace Existing Variant.3. Browse and select an XDP file and click OK .

Publish a Form Template Variant1. In the Form Template Maintenance view, select the form template variant that you want to publish.2. Click Publish .

The not published version of the template is given the status Published and made available for use by all users.

Create an E-mail Template1. In the Business Flexibility view, Form Template Maintenance subview, select the form template for which you

want to create an e-mail template.2. Click on Actions Create E-mail Template .

You can create e-mail templates only for certain form template groups, and for form templates thathave been published. The system allows you to create e-mail templates for form templates relevant tothe following business areas:

● Sales Order ● Sales Quote ● Service Order Confirmation ● Service Request ● Purchase Order ● Customer Contract ● Customer Returns ● Invoice Request ● Customer Invoice ● Remittance Advice ● Expense Report ● Petty Cash Receipt ● Journal Entry Report ● Tax Return ● Data Privacy ● Third Party Logistics Outbound Request

3. In the Create an E-mail Template pop-up that opens, upload the required e-mail template file and click Ok .The system only supports HTM/HTML file format uploads.

4. Once you have uploaded the file, you will see a hyperlink – Yes in the E-mail Template column of the selectedform template. You can click on the link to view the uploaded e-mail template.

For the system to pull up appropriate data in your e-mail template, you must enter the correctplaceholder paths, which you can get from the form message type attributes. For example, if you wantthe system to pull up the total invoice amount, then the placeholder must say ‘The total Invoice amountis [CustomerInvoice-PriceAndTax-GrossAmount] [CustomerInvoice-PricingTerms-CurrencyCode].You can view the correct placeholder by selecting the required form template, and clicking Open Easy Form Editor .


Delete an E-mail TemplateTo delete an existing e-mail template, do the following:

1. In the Business Flexibility view, Form Template Maintenance subview, select the form template with an existinge-mail template that you want to delete.

2. Click on Actions Delete E-mail Template .3. Once deleted, you will see No in the E-mail Template column of the selected form template.

Change the Master Template Usage of a Template1. In the Form Template Maintenance view, select the form template variant for which you want to change the

master template usage.2. From the Actions menu, select Change Master Template Usage.3. Do one of the following:

● Select the check box if you want the company-specific form master template to be used for the templatevariant. If no company-specific master template can be found, the default master template is used.

● Deselect the check box if you do not want to use a form master template.

Note that form master templates define the header, footer, and sender address used in the form. If you donot use a master template, then the document will be generated without a header, footer or logo. Alternatively,you can edit the header, footers, and logo for this form template using Adobe LiveCycle Designer.

Edit the Name and Description of a Form Template1. In the Form Template Maintenance view, select any form template variant belonging to the form template for

which you want to change the name or description.2. From the Actions menu, select Maintain General Information.3. Edit the name and description, as required.

Note that any changes you make here will be applied to all form template variants belonging to this formtemplate.

Delete a Form Template VariantYou can delete a form template variant, or if you delete all variants of a form template, you can delete the completeform template.

1. In the Form Template Maintenance view, select a form template variant.2. Click Delete .

The selected form template variant is deleted. If you try to delete the last variant of a template and thattemplate is referenced in a document’s output settings, then you are prompted to select an alternativetemplate to be used for the output of documents. The alternative template inherits all output settings in whichthe former template was referenced.

Note that it is not possible to delete a form template that has already been used to output a document. Thatis, the template is referenced in a document's output history.

Managing Form Template Versions

Revert to a Previous Version of a TemplateYou can use this function to revert from a customized version of a template to any customized version, or you canrevert to the latest SAP or partner template.



1. In the Form Template Maintenance view, select the form template variant and click Versions .2. In the Versions dialog box, select an archived version of the template and click Revert To .

If you revert to a non-customized template this is published automatically. However, if you revert to a customizedversion this is given the status Not Published. You can then test and publish the template as required.

Delete a Not-Published Version of a Template1. In the Form Template Maintenance view, select the form template variant and click Versions .2. In the Versions dialog box, select the current not-published version of the template and click Delete .

Note that when you delete a not-published version of a template your changes will be lost and cannot bereinstated.

Reinstate a Deleted Version of a TemplateYou can reinstate deleted template versions that had the status Published. If you deleted a template with the statusNot Published, it cannot be reinstated.

1. In the Form Template Maintenance view, select Deleted Forms from the Show dropdown list.2. Select a deleted form template and click Versions .3. In the Versions dialog box, select the archived version of the form template and click Revert To .

Best PracticesThe following sections describe how to make some of the most commonly required form adaptations:

Adapt a Form Template for Sending as an E-mail AttachmentThe following best practice describes how to adapt a form template that is sent to business partners as an e-mailattachment. The assumption is that you usually e-mail your documents to your business partners. Form mastertemplates are used to define the logo, header, footers, and sender address to be used in the documents. You canalso create an e-mail disclaimer. Typically, one form master template is created for each company in yourorganization.

1. In the Master Template Maintenance view, edit the master template.2. On the Form Master Template tab, add the logo, header, footers, and sender address that you want to be used

for documents sent as an e-mail attachment. On the E-Mail Disclaimer tab, add a legal disclaimer or any othertext that you want to be appended to the end of the e-mails that are sent to your business partners.For more information, see the Master Template Maintenance Quick Guide [page 182].

3. In the Form Template Maintenance view, check that the use of form master templates is activated for the formtemplate variant.

When documents are output from the system using this form template, the layout as defined in the master templateis used to generate a PDF file which is then e-mailed as an attachment to your business partners. If you defined anemail disclaimer, then this is appended to the end of the e-mail body.



11.4.2.1 Forms

OverviewForm templates are used to define the content and layout of documents that can be output from the system. Formtemplates can be one of the following:

● Print forms are read-only portable document format (PDF) documents that are generated from data storedin the system. Print forms can be printed, sent as an e-mail attachment, or faxed to business partners.

● Interactive forms are interactive PDF files that can be generated from the system and sent as e-mailattachments to business partners. The business partners then enter data directly into the form and send itback. This data can then be uploaded into the system. Interactive forms are based on Interactive Forms byAdobe® (IFbA) technology.

Form Master TemplatesForm master templates are used to create a standardized document header, footer, and sender address for alldocuments produced by employees belonging to the same company or org unit. Form master templates can alsobe assigned to a specific output channel. In addition, form master templates are used to define e-mail disclaimersthat are appended to e-mails created and sent to business partners when a document is output by the system.Form master templates can be activated or deactivated for a form template. If you choose not to use a mastertemplate for a form, then you have the option of editing the header, footers, and logo individually using Adobe®LiveCycle® Designer.For more information, see the Master Template Maintenance Quick Guide [page 182].

Form Template VariantsSAP provides a form template for all business documents that can be output from the system. If a form template iscountry-specific, then SAP provides the country-specific variant in the country’s language and in the fallbacklanguage English. For all form templates that are not specific to a particular country, SAP provides a language variantfor all languages available in your system.Country variants contain information that is specific to a particular country. Country-specific form template variantscan also be created if a country has specific legal requirements relating to a document, or if a country requires adifferent layout or paper size. Language variants are used to provide translations of form templates into otherlanguages.

Form Template Country and Language DeterminationWhen a document is output from the system, the system automatically determines which language and countryversion to use. This means that you do not have to configure any settings for the selection of country and languageform template variants. Instead, they are determined based on the following rules:

● Country variants are determined based on the location of the sender’s company. For example, if an employeein a German company creates a sales order, the system searches for a German country variant of the sales



order form template and uses this to generate the document. If a country-specific variant is not available, thegeneric form template is used.

● Language variants are determined by the preferred language of the receiving business partner. For example,if an employee in a German company sends a sales order to a business partner in France, the system searchesfor a French language variant of the form template and uses this to generate the document. If a languagevariant is not available in the recipient’s language, then the form template in the fallback language English isused.

11.4.2.2 Form Template Adaptation

OverviewAdministrators can adapt the content and layout of print forms, and edit interactive forms using the integratedversion of Adobe® LiveCycle® Designer. Administrators can do the following tasks:

● Create a copy of a form template by copying an existing template and then adapting the content and layoutof the template

● Create a new country variant of a form template by copying the existing template as a variant, specifying acountry, and then adapting the form template for the new country

● Create a new language variant of a form template by copying an existing template, specifying a language, andthen manually translating the form template into the new language

● Edit a form template or template variant

It is recommended that you edit form templates provided by SAP or partners rather than creating newtemplates. This means that you do not have to adapt any output settings and you can also manage all versionsof the template. Note that customized form template versions are not overwritten by SAP or partner upgrades.It is also not possible to copy or edit print forms that contain legally-sensitive content.

FeaturesTo edit a form template with Adobe LiveCycle Designer you must have installed the Adobe LiveCycle Designer andthe Add-In for Adobe LiveCycle Designer front-end components on your computer. You can install these componentsfrom the Download Center view in the Application and User Management work center, under Business Flexibility.For more information about editing a form template, see Edit a Form Template Using Adobe LiveCycle Designer[page 199].

It is recommended that only users with experience of Adobe LiveCycle Designer make changes.Note that in the integrated version of Adobe LiveCycle Designer not all features are enabled. For example,form guides, fragments, and setting PDF files as background artwork are not supported.

The table below lists what you can do with the Adobe LiveCycle Designer.

Function Comments

Change position of title, logo, and fields

Change alignment of title and logo You can do this for templates that do not use a mastertemplate.


Function Comments

Change title and template texts

Change sender address, number, and content of footers You can do this for templates that do not use a mastertemplate.

Change style and size of font

Change line style and add borders

Adjust visibility of fields, change field labels, and the sequenceof fields

Adjust visibility of columns, change column order, and columnheaders

Add standard fields - available in the form data structure

Add new fields - not available in the form data structure You can add extension fields. Other fields require supportfrom the SAP Cloud Service Center. For more information,see the Administrator Adaptation Quick Guide.

Add placeholders to free text blocks

Add new texts, captions, and so on

Show and hide page numbers, folder marks, and so on

Preview with sample data You can do this by manually downloading sample data fromthe system and referencing it in Adobe LiveCycle Designer.

If you require complex changes to a print form, you can also contact the SAP Cloud Service Center. They canassist you with complex scripting such as dynamically displaying or hiding fields, sorting table rows, addingnew or extension fields to a form, or creating a completely new form. For more information, see the BusinessCenter .

11.4.2.3 Font Types Compatible with Forms

OverviewIn your SAP cloud solution you can use the following font types in forms:Adobe® Fonts

Name Full Name Full Name Native

AdobeArabic-Bold Adobe® Arabic Bold

AdobeArabic-BoldItalic Adobe® Arabic Bold Italic

AdobeArabic-Italic Adobe® Arabic Italic

AdobeArabic-Regular Adobe® Arabic Regular

AdobeHebrew-Bold Adobe® Hebrew Bold

AdobeHebrew-BoldItalic Adobe® Hebrew Bold Italic



https://www.sme.sap.com/irj/sme



AdobeHebrew-Italic Adobe® Hebrew Italic

AdobeHebrew-Regular Adobe® Hebrew Regular

KozGoPr6N-Bold Kozuka Gothic® Pr6N B 小小小小小小® Pr6N B

KozGoPr6N-ExtraLight Kozuka Gothic® Pr6N EL 小小小小小小® Pr6N EL

KozGoPr6N-Heavy Kozuka Gothic® Pr6N H 小小小小小小® Pr6N H

KozGoPr6N-Light Kozuka Gothic® Pr6N L 小小小小小小® Pr6N L

KozGoPr6N-Medium Kozuka Gothic® Pr6N M 小小小小小小® Pr6N M

KozGoPr6N-Regular Kozuka Gothic® Pr6N R 小小小小小小® Pr6N R

KozGoProVI-Bold Kozuka Gothic® Pro-VI B 小小小小小小® Pro-VI B

KozGoProVI-ExtraLight Kozuka Gothic® Pro-VI EL 小小小小小小® Pro-VI EL

KozGoProVI-Heavy Kozuka Gothic® Pro-VI H 小小小小小小® Pro-VI H

KozGoProVI-Light Kozuka Gothic® Pro-VI L 小小小小小小® Pro-VI L

KozGoProVI-Medium Kozuka Gothic® Pro-VI M 小小小小小小® Pro-VI M

KozGoProVI-Regular Kozuka Gothic® Pro-VI R 小小小小小小® Pro-VI R

KozMinPr6N-Bold Kozuka Mincho® Pr6N B 小小小小® Pr6N B

KozMinPr6N-ExtraLight Kozuka Mincho® Pr6N EL 小小小小® Pr6N EL

KozMinPr6N-Heavy Kozuka Mincho® Pr6N H 小小小小® Pr6N H

KozMinPr6N-Light Kozuka Mincho® Pr6N L 小小小小® Pr6N L

KozMinPr6N-Medium Kozuka Mincho® Pr6N M 小小小小® Pr6N M

KozMinPr6N-Regular Kozuka Mincho® Pr6N R 小小小小® Pr6N R

KozMinProVI-Bold Kozuka Mincho® Pro-VI B 小小小小® Pro-VI B

KozMinProVI-ExtraLight Kozuka Mincho® Pro-VI EL 小小小小® Pro-VI EL

KozMinProVI-Heavy Kozuka Mincho® Pro-VI H 小小小小® Pro-VI H

KozMinProVI-Light Kozuka Mincho® Pro-VI L 小小小小® Pro-VI L

KozMinProVI-Medium Kozuka Mincho® Pro-VI M 小小小小® Pro-VI M

KozMinProVI-Regular Kozuka Mincho® Pro-VI R 小小小小® Pro-VI R

AdobeGothicStd-Bold Adobe® Gothic Std B Adobe® 小小 Std B

AdobeMyungjoStd-Medium Adobe® Myungjo Std M Adobe® 小小 Std M

AdobePiStd Adobe® Pi Std

AdobeSansMM Adobe® Sans MM

AdobeSerifMM Adobe® Serif MM

CourierStd Courier Std Medium

CourierStd-Bold Courier Std Bold

CourierStd-BoldOblique Courier Std Bold Oblique



CourierStd-Oblique Courier Std Medium Oblique

LetterGothicStd Letter Gothic Std Medium

LetterGothicStd-Bold Letter Gothic Std Bold

LetterGothicStd-BoldSlanted Letter Gothic Std Bold Slanted

LetterGothicStd-Slanted Letter Gothic Std Slanted

MinionPro-Bold Minion Pro Bold

MinionPro-BoldIt Minion Pro Bold Italic

MinionPro-It Minion Pro Italic

MinionPro-Regular Minion Pro

MinionPro-Semibold Minion Pro Semibold

MinionPro-SemiboldIt Minion Pro Semibold Italic

MyriadPro-Black Myriad® Pro Black

MyriadPro-BlackIt Myriad® Pro Black Italic

MyriadPro-Bold Myriad® Pro Bold

MyriadPro-BoldIt Myriad® Pro Bold Italic

MyriadPro-It Myriad® Pro Italic

MyriadPro-Light Myriad® Pro Light

MyriadPro-LightIt Myriad® Pro Light Italic

MyriadPro-Regular Myriad® Pro

MyriadPro-Semibold Myriad® Pro Semibold

MyriadPro-SemiboldIt Myriad® Pro Semibold Italic

Symbol Symbol

SymbolStd Symbol Std Medium

AdobeHeitiStd-Regular Adobe® Heiti Std R Adobe® 小小 Std R

AdobeSongStd-Light Adobe® Song Std L Adobe® 小小 Std L

AdobeThai-Bold Adobe® Thai Bold

AdobeThai-BoldItalic Adobe® Thai Bold Italic

AdobeThai-Italic Adobe® Thai Italic

AdobeThai-Regular Adobe® Thai Regular

AdobeFanHeitiStd-Bold Adobe® Fan Heiti Std B Adobe® 小小小 Std B

AdobeMingStd-Light Adobe® Ming Std L Adobe® 小小 Std L

Other Fonts




EuroSig Euro Sign

OCRAStd OCR A Std

OCRBStd OCR B Std

See AlsoForms [page 192]Form Template Adaptation [page 193]

11.4.3 Tasks

11.4.3.1 Edit a Form Template Using Easy Form Editor

OverviewAdministrators can use Easy Form Editor to adapt the content of form templates. If you have deactivated the use ofmaster templates for the form template, you can also edit the template’s header, footer, and logo on the Layout tab. You can preview your changes using the sample data provided.In Easy Form Editor, each form is divided up into different sections which are displayed in the order in which theyappear in the form:

● A. Info blocks contain a list of fields, typically displayed in order of appearance. This could be, for example, asection of address information at the top of a letter.

● B. Table blocks contain table columns and subsections corresponding with the different parts of a table, suchas remark rows, and summary rows.

● C. Free text blocks contain a section of free text, such as a letter or note.

Procedure1. Go to Application and User Management Business Flexibility Form Template Maintenance .2. In the Form Template Maintenance view, select the form template you want to edit and select Easy Form

Editor from the Open menu.3. In Easy Form Editor, you can make the following changes:

● Edit the template title by making your changes directly in the Title field. ● Edit a section title by selecting the section and editing the text in the Title column of the Sections table. ● Edit a field label by selecting the section to which the field belongs, and then under Details, edit the text

displayed in the Label column. If the section that you are editing is a table, you can change columnheadings in the same way.

● Change the order of fields in a section by selecting the section and then use the arrow buttons to adjustthe order of the fields.

● Edit a free text block by selecting the section and then editing the text under Details.


● Adjust the visibility of fields within a section by selecting the section and then under Details, select adisplay option in the Show column.For fields in info blocks, you can choose between Show Always, which means the field is always visibleeven if no data is available; Show If Available, which means the field is only shown if data is available;and Do Not Show, which means the field is always hidden. Within a table, fields can have the visibilityShow Always or Do Not Show.

● Add a field to a section by selecting the section and then under Details, select Field from the Add menu.The Select Fields dialog box displays a list of field that you can add to the form template. You can adda field to a form template if it is available in the form data structure on which the form is based. Notethat the list of available fields is further limited by the section to which you are trying to add a field. Forexample, it is not possible to add a field that belongs to the header level of a document to a tablecontaining a list of items.To add a field, select it from the list and use the arrow keys to add it to the list of selected fields.Note that if you want to concatenate multiple fields in one line, you must add the field to the list ofselected fields and then select a separator. This can be a comma, hyphen, or space. If you want to addmultiple fields but you want them to appear on separate lines in the form, select none as the separator.After you have added a field, you can edit the field label.You can add fields to a table column, summary row or remark row using the same procedure.To add a field to a free text block, you must enter a placeholder for the field. When you select a fieldfrom the Field dropdown list, the corresponding placeholder is displayed. Copy and paste thisplaceholder, for example, {txtContact}, into the free text block at the required position in the text.

● Remove a field from a section by selecting the field and clicking Remove . ● Add a blank line to a section by selecting the section in the upper table and then under Details, select

Blank Row from the Add menu.4. To test your changes, click the refresh button to display your changes in the preview window. You can also

test your changes with different sample data by clicking the Change Sample Data button and selecting adifferent sample data set. The preview pane is updated automatically.

If a template that you are editing does not display correctly due to an error in the PDF, you can selectthe Trace checkbox and then refresh the preview screen. This attaches Adobe Document Services(ADS) trace information to the PDF.

5. If you are editing a form template for which master templates are not in use, then you can also edit the formtemplate layout. Click on the Form Layout tab to edit the header, footers, sender address, and logo. For moreinformation about the changes you can make, see Edit a Form Master Template [page 184].


ResultA new version of the form template is created with the status Not Published. You can either publish the templateimmediately from Easy Form Editor or you can publish it at a later date:

● If you have published the form template, it becomes available for productive use by other users. If the templateyou were editing was a copy of an existing form template, you may have to update any existing output settingsso that they reference the new form template. For more information, see Form Template Selection QuickGuide [page 105].

● If you have saved but not published the form template, you can publish the template at a later date from theForm Template Maintenance view by selecting the template and clicking Publish .



11.4.3.2 Edit a Form Template Using Adobe® LiveCycle® Designer

OverviewAdministrators can use the integrated Adobe® LiveCycle® Designer to make advanced changes to form templates.

PrerequisitesYou have installed the Adobe LiveCycle Designer and the Add-In for Adobe LiveCycle Designer front-end componentson your computer.

Procedure1. Go to Administrator or Application and User Management Business Flexibility Form Template

Maintenance .2. In the Form Template Maintenance view, select the form template variant you want to edit and choose Adobe

LiveCycle Designer from the Open menu.The integrated version of Adobe LiveCycle Designer opens.

3. Make your changes.For more information about using Adobe LiveCycle Designer, see the Adobe product documentation.

4. To preview your changes using sample data, do the following:a. In the Form Template Maintenance view, select the form template variant that you are editing and click

Download .b. Save the archive file on your local computer with the file extension .zip.

This archive file contains an XDP file, an XSD schema file, and XML sample data files, if available.Sample data is usually provided in three different sizes for previewing the form template.

c. Extract the XML sample data file that you want to use to preview your changes from the archive file.d. In Adobe LiveCycle Designer, assign the XML sample data file to the template you are editing.

For more information, refer to the Adobe LiveCycle Designer online documentation.

Alternatively, you can create and use your own sample data by navigating to the output history of a documentthat has already been output. On the Output History screen, select a document and click View XML Data . Youcan then download this XML data and perform step 4 above to use this file as sample data in Adobe LiveCycleDesigner.

5. Save your changes by clicking Save on the SAP toolbar.

ResultA new version of the form template is created with the status Not Published. You can either publish the templateimmediately from the Form Template Maintenance view or you can publish it at a later date.


11.5 Microsoft Office® Template Maintenance View

11.5.1 Export Business Data Using Microsoft Excel®

OverviewYou can export different types of data from your SAP solution to Microsoft Excel. Then you can use Microsoft Excelto organize and analyze that data.You can export data from a report or from a worklist.

Prerequisites ● You have installed the latest Add-In for Microsoft Excel®. Depending on your solution set-up, you can do this

from the: ○ Self Services Overview in the Home work center ○ Download Center in the Application and User Management work center ○ Download link that is available directly on the user interface

● The settings for your browser must be set correctly. You can check this by clicking Check My ComputerSettings on the logon screen.

● You must be authorized to perform an export to Microsoft Excel®.

Procedure1. Go to the screen with the data you want to export.2. Depending on the type of data, choose one of these options:

● For a report, you can either export a chart or a table. To do so, select the report, and click Switch toChart or Switch to Table.

● For a worklist, select the worklist and click Go.3. Click Export , then choose To Microsoft Excel.4. Optional: Personalizing your excel export

1. To select the columns in your exported excel, do the following:a. In the title bar, click Personalize This screen b. In the side panel, select Display Settings.c. In the Display Settings dialog box, you can export all the columns in the view by selecting All in

the Export Columns field

The default value for this field is Visible, which exports only the currently displayed columns.

2. To select the language for your excel export, do the followinga. In the Display Settings dialog box, set the Language Selection field to Show and click OK

b. Click Save .



c. Click Export , then choose To Microsoft Excel®d. Select a language in the dialog box that opens.

The column selection preference in this dialog box allows you to override the personalizedsetting. This selection is valid for the current export only.

5. Select the template in the dialog box that is displayed.

● If there is only one template that has the logged in language variant, then the export will beperformed in the logged in language, and no user interaction is required.

● If there is only one template in the system for this export scenario, but the logged in languagevariant is not available, then export will be performed in the English language.

● If there is more than one template in the system for this export scenario, the Template List dialogbox is displayed. In this dialog, you can select the Microsoft Excel template that you want to usefor the export. The template will dictate how your exported data will be formatted. The MicrosoftExcel version that is relevant for each template is displayed.

6. Click Download.7. A message shows that you can open or save the file which contains the data that you have just exported from

the solution. Click Open or Save depending on what you want to do with the exported data.Depending on whether you click Open or Save, there are two possible results:

● If you click Open, a worksheet opens with the data in Microsoft Excel. The file has a temporary name,but it is not saved. You can use all the functions of Microsoft Excel to organize the data and to savethat worksheet.

● If you click Save, a Save As dialog box opens. You can specify an appropriate file name and a locationto save the exported Microsoft Excel file to. A message will inform you when the download hascompleted successfully.You can later navigate to the location where you have saved the template and open it .


11.5.2.1 Managing Microsoft Office® Templates

OverviewMicrosoft Office® templates can be used for the export and upload of data. You can adapt them based on yourpersonal requirements and change a number of template attributes or add additional columns and features inMicrosoft Excel®, for example.You can manage templates in the Microsoft Office® Template Maintenance view of the Administrator or Applicationand User Management work center, depending on your solution.

FeaturesYou can download templates, adapt them as required and upload them back to the system for further use.


Template MaintenanceYou can select different views in the worklist to display your office templates. You can choose the following:

● Active office templatesDisplays all published and not published templates

● Not published office templates ● Deleted office templates

Displays all office templates that have been marked as to be deleted.

All templates available in the worklist of the Microsoft Office® Template Maintenance view are pre-delivered by SAP.If you want to download the pre-delivered Microsoft Excel templates and change them, you have to export themfrom the related work center in the application. Microsoft Word templates can be downloaded from the MicrosoftOffice® Template Maintenance view directly.For both Microsoft Word and Microsoft Excel, you can create your own templates and upload them to the MicrosoftOffice® Template Maintenance view.

Template TypesThere are three basic types of templates:

● Templates for the export of dataYou can export data, usually from a worklist or a report, to view it in Microsoft Excel. You can also export datafrom certain screens to Microsoft Word to write a letter.

● Templates for the upload of dataYou can create new data in Microsoft Excel only and upload it to the system.

Templates can also vary depending on the Microsoft Office version used.

Template GroupsTemplates are organized in template groups. There is always one template group for one worklist or floorplan. Youcan search the worklist for templates by template group.

Template NamesEach template must have a name that should be descriptive of what the template is used for.You can filter the worklist by template names.

Using Master TemplatesA master template can be applied to all office templates. It defines the font, colors, and other formats of your officetemplates.

In general, the templates pre-delivered by SAP use a master template by default. You cannot change thissetting.

VersionsA version history is available for templates. You can revert a template to its former version.To revert to a former version of a template, you need to select the version that you want to be the valid version andpublish it.



Publishing TemplatesTo make a template available for general use, you have to publish it.

Deleting TemplatesYou can delete the following types of templates:

● Templates with the status Not PublishedThe template will be physically deleted. You cannot restore the deleted version of the template.

● Templates with the status PublishedThe template will be marked as to be deleted and can be restored if required.

Exporting Template ListsFrom some overview screens, you can export data to Microsoft Excel, by clicking Export –To Microsoft Excel.

11.5.2.2 Using the Electronic Financial Reporting Template – UK

Overview

Documentation is available on this topic that is specifically relevant for the UK. To ensure that the relevantcountry-specific document version is displayed, select Personalize My Settings . Select Onscreen Help and, under Country, choose UK. Save your settings and logout to ensure these changes aremade.

11.5.3 Tasks

11.5.3.1 Maintain Microsoft Excel® Templates

OverviewIn your solution there are various predefined templates that you can use when you export data or create new datafrom Microsoft Excel®.As an administrator, you can change the existing templates according to your company's specific requirements byadapting the properties of a template, such as the formatting or the sequence of columns. You can also create newtemplates, for example, for different languages that you require. In addition, you can add charts, diagrams, orformulas to the template.

PrerequisitesYou have installed the latest Add-In for Microsoft Excel® from the Download area.


Procedure1. In the Microsoft Office® Template Maintenance view, under Business Flexibility of the Administrator or

Application and User Management work center, go to the template group that you require for your worklistor floorplan.

If you want to change a pre-delivered template, export the template from the relevant application workcenter by clicking Export and To Microsoft Excel.Delete the data records that have been exported from the system before changing the template.

2. Choose the type of template depending on whether you want to export data or create new data from MicrosoftExcel and the language you require.

3. Download the template that you want to change to your local machine by selecting the template and clickingDownload .

4. Use the Microsoft Excel functions to adapt the template according to your needs by changing the columnsequence, the texts for the different fields, or the formatting.

● If you want to change the general layout of the Microsoft Excel template , such as the fonts of individualcells or the date format or other styles for cells, go to the Master Template Maintenance view . For moreinformation, see Maintain Microsoft Office® Master Templates [page 185].

● When you download a Microsoft Excel template of the type Export, any extension fields for the businesscontext are automatically included in the template and you can map these fields as additional columns.When you have added the new field, you can format the column heading and the column itself as yourequire. For more information on enabling and starting the XML tools and adding the Developer tabrequired to do this mapping, see the Microsoft Excel help.Note that this function is not available for Microsoft Excel files of the type Write-Back.

● If you want to import any additional data using XML maps, refer to the Microsoft Office Excel help formore information.

5. Upload the adapted template from your local machine to the system by clicking Upload .You have the following options:

● Overwrite an existing template by choosing Replace Existing Language Variant ● Create a new template by choosing New Template or New Language Variant, if you want to create a

new template in a new language6. Select the file from your local machine.7. If you create a new template, you have to enter the name of the template, the description, the language and

whether you want to use the master template. Office Master Template Used is selected by default.

You can also change the name and description of a template in the worklist by selecting the templateand clicking Actions and Maintain General Information.Likewise, you can change the master template setting for a template by selecting the template andclicking Actions and Change Master Template Usage.

8. If you want to make the template that you created or changed available for all users, you have to publish it byclicking Publish .

1. Once you have published a template in various versions, you can go back to an older version of thetemplate. Select the version that you want to use and click Versions and then Revert To .

2. Publish the valid version to make it available for use.9. If you want to delete a template, select the template and click Delete .



If you delete a template with the status Not Published, you cannot restore this template.

11.5.3.2 Maintain Microsoft Word® Templates

OverviewIn your solution there are predefined Microsoft Word® templates that you can use by clicking Write Letter in certainwork center views.As an administrator, you can change the pre-delivered or existing templates to suit your requirements by adaptingthe properties of a template, such as the formatting or the signature. You can also create new templates, for example,for different languages.Depending on your solution, you can access these templates in the Microsoft Office® Template Maintenance view ofthe Application and User Management or Administrator work centers.

Procedure1. In the Microsoft Office® Template Maintenance view, find the Microsoft Word template in the relevant template

group.You can use the Advanced Find to filter for existing Microsoft Word templates.

2. You now have three options:Change a pre-delivered template while keeping the old template variant

a. To change a pre-delivered template while keeping the old template variant, select the existing template,and click Download .

b. Extract the files from the downloaded zip file and adapt the existing docx (Microsoft Word document)to suit your requirements on your local PC.

c. Save your changes.d. Click Upload and then New Language Variant and browse to find and select your changed docx file

(Microsoft Word document). Click OK .

Note that the zip file contains a docx and an xsd file. When uploading a new variant, you will only be able tobrowse for and select the docx file. The xsd file resides at header level and all variants of a template will usethe same xsd file.Replace an existing template variant

a. To replace an existing template variant, select the existing template, and click Download .b. Extract the files from the downloaded zip file and adapt the existing docx (Microsoft Word document)

to suit your requirements on your local PC.c. Save your changes.d. Click Upload and then Replace Existing Language Variant and browse to find and select the local

docx file (Microsoft Word document). Click OK .

Note that the zip file contains a docx and an xsd file. When uploading a variant, you will only be able to browsefor and select the docx file. The xsd file resides at header level and all variants of a template will use the samexsd file.Upload a new template


a. To upload a completely new template, select an existing template, click Upload and then NewTemplate.

b. To select your locally saved docx file (the Microsoft Word document itself) and xsd file (the associatedschema file), browse for both the File and the Schema.Note that if you do not have a suitable xsd file, you can download an existing template from the templategroup to which you want to add a new template and use the associated xsd file for the upload.

c. Enter the name of the template, the description, the language and whether you want to use the mastertemplate. Office Master Template In Use is selected by default.

You can later change the name and description of a template in the worklist by selecting the template andclicking Actions and then Maintain General Information.You can also change the master template setting for a template by selecting the template and clicking

Actions and then Change Master Template Usage. For more information about master templates, seeMaster Template Maintenance Quick Guide [page 182].

3. To make the template that you created or changed available for all users, click Publish .Once you have published a template in various versions, you can still go back to an older version of thetemplate. Select the version that you want to use and click Versions and then Revert To. Publish the validversion to make it available for general use.

4. Optional: To delete a template, select the template and click Delete . If you delete a template with the statusNot Published, you cannot restore this template.

ResultThe template you have uploaded is available for selection when you click Write Letter in a work center view thatoffers this function and that is associated with the template group.

11.5.3.3 Using the Add-In for Microsoft Excel®

OverviewThe Add-In for Microsoft Excel provides the integration of Microsoft Excel with your SAP solution. Depending onwhere you open the Add-In for Microsoft Excel, different functions are available.You can use the Add-In for Microsoft Excel for the following purposes:

● To create business data ● To export business data ● To analyze report data

Using Microsoft Excel to Create Business DataYou can use the Add-In for Microsoft Excel to create objects, such as an account, by entering them in a predefinedMicrosoft Excel template and uploading them to your solution.Administrators can also adapt the predefined Microsoft Excel template and maintain template-specific information.For more information, see the following document: Microsoft Office® Template Maintenance Quick Guide.



If you can log on to your solution in a Web browser as normal, but cannot log on to the system from the Add-In for Microsoft Excel, contact your system administrator to have him check your proxy server settings toensure that the connection to the system is not blocked.

Using Microsoft Excel to Export Business DataYou can use the Add-In for Microsoft Excel to export business data, such as a list of accounts or sales orders, to apredefined Microsoft Excel template.For more information, see the following document: Export Business Data Using Microsoft Excel®.

Using Microsoft Excel to Analyze Report and Plan DataYou can use the Add-In for Microsoft Excel to execute ad hoc analyses, create workbooks, create plan data, anddefine sales targets. Note that the functions available to you depend on your access rights and work center and workcenter view assignments.For more information, see the following document: Working with Reports and Plans in Microsoft Excel®.

11.5.3.4 Export Business Data Using Microsoft Excel®

OverviewYou can export different types of data from your SAP solution to Microsoft Excel. Then you can use Microsoft Excelto organize and analyze that data.You can export data from a report or from a worklist.

Prerequisites ● You have installed the latest Add-In for Microsoft Excel®. Depending on your solution set-up, you can do this

from the: ○ Self Services Overview in the Home work center ○ Download Center in the Application and User Management work center ○ Download link that is available directly on the user interface

● The settings for your browser must be set correctly. You can check this by clicking Check My ComputerSettings on the logon screen.

● You must be authorized to perform an export to Microsoft Excel®.

Procedure1. Go to the screen with the data you want to export.2. Depending on the type of data, choose one of these options:

● For a report, you can either export a chart or a table. To do so, select the report, and click Switch toChart or Switch to Table.

● For a worklist, select the worklist and click Go.3. Click Export , then choose To Microsoft Excel.


4. Optional: Personalizing your excel export1. To select the columns in your exported excel, do the following:

a. In the title bar, click Personalize This screen b. In the side panel, select Display Settings.c. In the Display Settings dialog box, you can export all the columns in the view by selecting All in

the Export Columns field

The default value for this field is Visible, which exports only the currently displayed columns.

2. To select the language for your excel export, do the followinga. In the Display Settings dialog box, set the Language Selection field to Show and click OK

b. Click Save .c. Click Export , then choose To Microsoft Excel®d. Select a language in the dialog box that opens.

The column selection preference in this dialog box allows you to override the personalizedsetting. This selection is valid for the current export only.

5. Select the template in the dialog box that is displayed.

● If there is only one template that has the logged in language variant, then the export will beperformed in the logged in language, and no user interaction is required.

● If there is only one template in the system for this export scenario, but the logged in languagevariant is not available, then export will be performed in the English language.

● If there is more than one template in the system for this export scenario, the Template List dialogbox is displayed. In this dialog, you can select the Microsoft Excel template that you want to usefor the export. The template will dictate how your exported data will be formatted. The MicrosoftExcel version that is relevant for each template is displayed.

6. Click Download.7. A message shows that you can open or save the file which contains the data that you have just exported from

the solution. Click Open or Save depending on what you want to do with the exported data.Depending on whether you click Open or Save, there are two possible results:

● If you click Open, a worksheet opens with the data in Microsoft Excel. The file has a temporary name,but it is not saved. You can use all the functions of Microsoft Excel to organize the data and to savethat worksheet.

● If you click Save, a Save As dialog box opens. You can specify an appropriate file name and a locationto save the exported Microsoft Excel file to. A message will inform you when the download hascompleted successfully.You can later navigate to the location where you have saved the template and open it .



11.6 Flexibility Change Log View

11.6.1 Flexibility Change Log Quick Guide

The Flexibility Change Log view contains all changes that have been made by administrators in adaptation mode andin the Mashup Authoring view. This includes changes to screens, extension fields, and mashups. This view allowsadministrators and auditors to trace the way in which data is being accessed by users. For example, by creatingcalculated extension fields and mashups, administrators can grant users access to data that they were not originallyauthorized to access. You can access this view from the Application and User Management work center, underBusiness Flexibility.You can use this view to track and manage changes to objects. By default, the list of changed objects displays allobjects that have been changed by you. You can view changes made by others by selecting an option from theShow dropdown menu. In the Status of Changes column, you can see whether the object contains any changes thathave not been published. You can then decide whether to publish or discard all changes to the object. For eachchanged object you can also view the change history which is a detailed log of each change that has been made.To help you keep track of why changes were made, you can add a tags to the individual changes in an object's changehistory.

Tasks

View the Change History of an Object1. In the Flexibility Change Log view, select a changed object.2. Click Change History .

The Change History screen opens displaying a list of all changes that have been made to the object. You canfilter for your changes only, or view changes by all users. You can also sort the list for changes that have notbeen published.

Add Tags to ChangesYou can add tags to individual changes in the change history of an object. This helps you keep track of why you madeyour changes, for example, if you made the change in the context of a scope change project.

1. In the Flexibility Change Log view, select a changed object and click Change History .The Change History screen opens displaying a list of all changes that have been made to the object.

2. On the Change History screen, select a row in the table and enter a text in the Tag column.It is recommended that you use one or more key words related to why you have made this change. If you entermultiple tags for different changes, these are listed for the changed object on the Flexibility Change Log screen.

Publish Non-Published ChangesYou can publish changes that have been made to an object but which have not yet been published.

1. In the Flexibility Change Log view, select a changed object that contains not published changes.2. Click Publish .

The changes are made visible to other users.


Discard a Single ChangeYou can discard a single change to an object if it has not been published.

1. In the Flexibility Change Log view, select a changed object and click Change History .2. On the Change History screen, select a row in the table and click Discard .

The administrator change is deleted from the object.

Discard All Changes for an ObjectYou can discard all administrator changes to an object.

1. In the Flexibility Change Log view, select a changed object.2. Click Discard .

All administrator changes are deleted from the object and it is restored to its original state.

Export a List of All Changed ObjectsYou can export a detailed list of all changed objects containing all changes that were made to each object. Note thatto use this function, you must install the add-In for Microsoft Excel® on your local computer. For more information,see Install Additional Software.

1. In the Flexibility Change Log view, select All Changes from the Show dropdown menu.All changed objects are displayed along with all changes.

2. Click Export .3. On the Export To Microsoft Excel dialog, select a language and click Download .


11.6.2.1 Business Flexibility

Business flexibility enables administrators to adapt and extend the SAP solution as well as integrating it with externalservices.

Company Branding and User Interface AdaptationYou can customize your SAP solution to reflect your company's branding, and you can adapt the user interface tomeet your company's needs. You can make the following changes from the Adapt menu:

● Add your company logo and change the Getting Started image. ● If using the Gold Reflection theme, you can adapt the background, colors, and logo in the title bar. ● Rename screen sections and fields, show and hide fields and sections, change the order of fields, and adapt

the way in which tables are displayed. ● Create an extension field and add it to screens, form templates, analytical data sources and reports, extension

scenarios, and enterprise search categories. See below for more information. ● Make mashups visible on a screen. See below for more information.

For more information, see the Administrator Adaptation Quick Guide.



Built-In Learning and HelpYou can upload your own learning and help content to supplement the built-in learning and help materials providedby SAP.For more information, see Company-Specific Help Content.

Extension FieldsYou can create your own fields on the SAP solution user interface. Extension fields can be integrated into businessprocesses, form templates, analytical reports, and many other usages.For more information, see the Extension Fields Quick Guide.

Enterprise MashupsYou can enable the use of preconfigured third-party mashups to allow your users to access external data and servicesfrom directly in the SAP solution. You can also create your own mashups.For more information, see the Mashup Authoring Quick Guide [page 153].

FormsYou can adapt existing form templates used to define the content of documents sent to your business partners, andcreate new form templates.For more information, see Form Template Adaptation [page 193].

Tracking Administrator ChangesThe flexibility change log contains all changes that have been made by administrators in adaptation mode and in theMashup Authoring view. This includes changes to screens, extension fields, and mashups. This view allowsadministrators and auditors to trace the way in which data is being accessed by users. For more information, seethe Flexibility Change Log Quick Guide [page 209].

11.7 Download Center View

11.7.1 Download Center Quick Guide

The Download Center work center view enables you to download and install software components in order to enhancethe solution with additional functions. This helps you, for example, to better integrate the solution with otherprograms that you need for your daily business, such as Microsoft Excel®.You can access the Download Center work center view from the Application and User Management work center,under Business Flexibility.


Tasks

Install Additional Software1. To install additional software, click the relevant hyperlink.2. Follow the instructions of the installation wizard to install the software component.

You can also check whether you have installed the latest version of the listed softwarecomponents.

Uninstall SoftwareTo uninstall a software component from your computer, see Microsoft Windows®documentation.

11.7.2 Software Available in the Download Center

11.7.2.1 Using the Add-In for Microsoft Excel®

OverviewThe Add-In for Microsoft Excel provides the integration of Microsoft Excel with your SAP solution. Depending onwhere you open the Add-In for Microsoft Excel, different functions are available.You can use the Add-In for Microsoft Excel for the following purposes:

● To create business data ● To export business data ● To analyze report data

Using Microsoft Excel to Create Business DataYou can use the Add-In for Microsoft Excel to create objects, such as an account, by entering them in a predefinedMicrosoft Excel template and uploading them to your solution.Administrators can also adapt the predefined Microsoft Excel template and maintain template-specific information.For more information, see the following document: Microsoft Office® Template Maintenance Quick Guide.

If you can log on to your solution in a Web browser as normal, but cannot log on to the system from the Add-In for Microsoft Excel, contact your system administrator to have him check your proxy server settings toensure that the connection to the system is not blocked.

Using Microsoft Excel to Export Business DataYou can use the Add-In for Microsoft Excel to export business data, such as a list of accounts or sales orders, to apredefined Microsoft Excel template.For more information, see the following document: Export Business Data Using Microsoft Excel®.



Using Microsoft Excel to Analyze Report and Plan DataYou can use the Add-In for Microsoft Excel to execute ad hoc analyses, create workbooks, create plan data, anddefine sales targets. Note that the functions available to you depend on your access rights and work center and workcenter view assignments.For more information, see the following document: Working with Reports and Plans in Microsoft Excel®.

11.7.2.2 Quick Guide for Microsoft Outlook® Integration

Microsoft Outlook® Integration (Groupware) allows you to exchange information between Microsoft Outlook and theCRM application of your system. You can synchronize your contacts, e-mails, appointments, and tasks to and fromOutlook; create service requests in the system from incoming e-mails; and associate e-mails, tasks andappointments with SAP Business ByDesign accounts, campaigns, opportunities, and leads.Microsoft Outlook Integration supports Microsoft Outlook 2007, 2010 and 2013.

Business Background

Microsoft Outlook Integration Security Advice and Troubleshooting GuideFor more information, see the Microsoft Outlook Integration Security Advice and Troubleshooting Guide.

Activity ManagementAs part of your daily work you need to deal with various activities throughout the day, such as tasks, appointments,phone calls, letters, faxes, or e-mails. To ensure productivity and efficiency, Activity Management enables you tooptimize all activities relating to Customer Relationship Management and ensures that you do not spend too muchprecious sales time on coordinating routine tasks and activities.For more information, see the Activities Quick Guide and Activity Management.

Tasks

Pre-Installation ActivitiesBefore you can install and use the Microsoft Outlook Integration functions, you must be granted authorization to theAccount Management work center where all data relevant to Microsoft Outlook Integration is maintained. For furtherinformation on this work center, refer to documentation available in the Help Center.Ensure that an administrator makes the following settings in Business Configuration:

1. Activate Microsoft Outlook Integration.In the standard system, Microsoft Outlook Integration is not in scope. Activate this function in the scopingphase by selecting Communication and Information Exchange then the Office and Desktop Integrationbusiness option. Select the Outlook Integration check box. Microsoft Outlook Integration with ActivityManagement, Account Synchronization to Microsoft Outlook and Account Synchronization from MicrosoftOutlook are now automatically included in your scope.


Answer the related scoping questions for synchronizing accounts and contacts to and from Outlook. Two-way synchronization is proposed as default. The settings here are valid for all Microsoft Outlook Integrationusers.

2. Select Service Request Management.This step is optional. You can enable manual or automatic creation of service requests from incoming e-mailsby going to scoping for Service Customer Care and selecting Service Request Management. Answerthe related scoping questions under E-Mail Integration with Service Request Management and AutomaticCreation of Service Requests.

3. Assign accounts to Microsoft Outlook Integration users.In order to synchronize an account, or associate activities to that account, the user must be the employeeresponsible. For this step, there is an optional fine-tuning activity as well as a required activity for assigningaccounts to users.Optional — If you want to assign accounts without using or changing normal employee responsibledetermination, go to fine-tuning for Sales Party Role Definition (Business Option Sales: Account andActivity Management: Account Management: Party Role Definition). Create a new party role withresponsibility role, ensuring that the description indicates that it is specifically for Microsoft OutlookIntegration users.Required — There are two ways to assign an account. ● Create a responsibility rule (recommended)

Go to the Task Distribution view (Application and User Management work center). In Employee WorkDistribution, mark the Account Responsibility by Party Role line and click Edit . Add a rule for eachresponsibility role relevant to Microsoft Outlook Integration.

● Edit the responsibility directly in the accountGo to the Accounts view in the Account Management work center. Click Edit then select Contacts. Onthe Relationships and Responsibilities tab, add a new row in the Responsibilities section. Select aresponsibility type, enter the user ID of the user for whom this account should appear in My Accounts,and set the Direct Responsible checkbox.

Finally, you must maintain a business e-mail address in the Home work center ( Home Self Service Edit MyContact Data ).

Ensure that this e-mail address is assigned to one and only one user.

Install and Log On to the SAP Business ByDesign Add-In for Microsoft Outlook Integration1. Install the add-in.

Go to Home > Self Services. Under My Computer, you can check your computer settings to ensure you havethe minimum requirements, and install the add-in.

2. Restart Outlook.Restart Outlook to activate the add-in. When you restart Outlook, the SAP Business ByDesign tool bar is addedto your Outlook screen. This tool bar contains buttons for logging in and out of the Business ByDesign system,adding activities, creating service requests, and for accessing the SAP Business ByDesign Help Center.

3. Log on to the SAP Business ByDesign system.From Outlook, log on to the SAP Business ByDesign system by clicking Log on in the SAP tool bar.The logon is certificate-based and runs automatically in the background.If there is a problem with the certificate for your user, or if you are not working with certificates, a dialog boxopens where you can enter your user ID and password. Enter your URL in the SAP System URL field, leavingout the /irj/portal/ portion. For example, you log on with URL http://Test.sap.corp:7000 and not http://Test.sap.corp:7000/irj/portal.



When you are working offline and cannot log on to the system, any changes to relevant e-mails,appointments, and tasks, or new items for synchronization to the SAP Business ByDesign system arekept in a pool in Outlook. Actual synchronization of these items occurs automatically as soon as youlog on to the SAP Business ByDesign system via the add-in.

If you are logged on to the SAP Business ByDesign system via the add-in for many hours withoutany action, you may receive an authorization error when trying to use a Microsoft OutlookIntegration function. In this case, your user cookies may have expired. Simply log off and log onagain.

4. Check the SAP Business ByDesign folder locationsFrom the Outlook menu, choose Tools > SAP Business ByDesign Settings in Outlook 2007, or click on theAdd-Ins ribbon then SAP Business ByDesign Settings in Outlook 2010.Here, the add-in automatically creates the folders used for synchronization, including the: ● Default folder:

This is the main SAP Business ByDesign folder, where error and conflict information is stored. ● Accounts folder:

This folder contains the accounts downloaded from the SAP Business ByDesign system. ● Contacts folder

This folder contains the contacts downloaded from the SAP Business ByDesign system.

To change any of these folders, click on the folder link, choose a new folder, and click OK .5. In the Advanced Settings section, set the following:

a. Flag the Display Synchronization Notifications checkbox if you want the system to displaysynchronization related notifications in a message pop-up in the Microsoft Windows task bar.

b. Flag the Display Synchronization Errors checkbox if you want the system to display synchronizationrelated errors in a message pop-up in the Microsoft Windows task bar.

c. Flag the Enable automatic account filtering for Emails checkbox if you want the system to display onlythose active accounts which are associated with email addresses of the sender and recipients of an email.

6. Click Download Contacts to perform an initial synchronization.The system synchronizes only accounts in your direct responsibility, so you must ensure that, for the contactsyou wish to synchronize, the relevant accounts are listed in My Accounts in the Accounts view (AccountManagement work center).Hereafter, accounts and their contacts in your direct responsibility are synchronized automatically to Outlookwhen added or changed.

Downloading contacts may not work when there is a high load of contacts and accounts in thesystem due to memory constraint issues. We recommend you synchronize only those contactsthat are needed in Outlook, for example by ensuring that proper responsibilities are assigned.

Right click on the SAP Business ByDesign Add-In icon in the Microsoft toolbar. Here, you can displaysynchronization errors and notifications directly, access the error and conflict folders, open theactivities list, and send meeting requests.

Synchronize ContactsThe system synchronizes to and from Outlook those contacts that have been assigned to your accounts in the SAPBusiness ByDesign system.To synchronize a contact to Outlook do the following:


1. In the Account Management work center, go to the Contacts view and show All Contacts.2. Click on the required account and select View All .3. Go to Relationships tab.4. In the Responsibilities section, add a row.5. Enter a party role.

You may want to choose a role that is specific to Microsoft Outlook Integration.6. Enter your employee ID.7. Save and refresh.

This contact and the account associated with it will now show in My Contacts and My Accounts. The systemsynchronizes the account and contact, as well as any attachments, to Outlook where you can find them in thecontact list under Contacts SAP Business ByDesign Accounts or SAP Business ByDesign Contacts. Anyfuture changes to this contact in the system are synchronized automatically.. However there is no automatic synchronization if you change a contact in Outlook that has already beensynchronized. In this case, you must add it again from the plug-in to trigger synchronization to the system.

To subscribe to groupware synchronization of contacts to Outlook, do the following:

Configuration settings are normally performed by an administrator. If you do not have the requiredauthorization, contact your administrator.You can subscribe to groupware synchronization of contacts in Outlook only if Responsibilities for Contactsbusiness option is selected in your solution configuration. To find this business option, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation projectand click Edit Project Scope . In the Scoping step of the project, ensure that Business Partners is selectedwithin General Business Data.In the Questions step, expand the General Business Data scoping element and select Business Partners. SelectHandling of Business Partners and answer the questions related to Responsibilities for Contacts.

If you have scoped for Contact Management for the synchronization of contacts to Outlook, you will have todownload the latest installer of the SAP Business ByDesign Add-In for Microsoft Outlook Integration from theSelf Services view.

1. In the Account Management work center, go to the Contacts view and repeat all the steps for synchronizinga contact to Outlook.

2. Select the Groupware Synchronization checkbox for all the contacts you want synchronized to Outlook.3. Save and refresh.

To synchronize a contact to the system, do the following:1. Select a contact in the contact list view in Outlook and click Add Contact .

You can select multiple contacts for synchronization.

2. Associate the contact to an account.3. Click Submit .

Synchronization information for this contact is displayed In the bottom frame of the contact in Outlook.Simply select the Click here for more details link to open a CRM system session navigated directly to theselected contact.



To unsubscribe a contact from the system, select a contact in the contact list view in Outlook and click UnsubscribeContact.You can also unsubscribe a contact by unchecking the Groupware Synchronization check box in the Contacts viewof the Account Management work centerOnce the contact is unsubscribed, synchronization between Outlook and SAP Business ByDesign , and vice-versa,will not happen further. The contact will be removed from Outlook.

Only contacts subscribed for Groupware synchronization will be shown in Outlook.

To create a contact or account for synchronization to the system do the following:1. Create a new contact, for example by selecting SAP Business ByDesign Contacts in the Outlook contacts list

view. Right click and choose New Contact.2. Enter your data, save and select the SAP Business ByDesign tab directly in the contact screen. Click

Add Contact .3. In the Add Contact pop-up, you can associate the contact to an existing account by clicking Associate With

and selecting an account from the list, or entering a search term to find a specific account.If the account does not exist in your system, you can create a new one from Outlook by clicking Create then

Account .Enter your details and click Create . Associate the contact with this new account.The new contact and new account are synchronized to the system. Any future changes to the contact oraccount in the system are synchronized automatically.However the changes done to the contact in Outlook needs to be synchronized from the plug-in. Updating anaccount from Outlook and synchronizing to the system is not possible.

Contacts must be assigned to an account in order to synchronize.The ability to create and synchronize accounts and contacts depends on your system authorizations, as wellas your synchronization settings. Contact an administrator if you have any questions or difficulties.The user who creates and synchronizes a new account from Outlook is automatically the employeeresponsible for that account.Although it is possible to delete a contact in Outlook the deletion is not synchronized. To remove the contact,the contact should be removed from the assigned responsibility in the system, this would trigger delete in theOutlook.After you synchronize contacts from Business ByDesign to Outlook, the street number may appear beforethe street address.

For shared contact synchronization do the following:

Only contacts subscribed for Groupware synchronization will be shown in Outlook.

1. From your Outlook click SAP Business ByDesign Contacts , select Share and then select Share Contacts. Amail giving sharing rights for contacts opens. Send the mail to the required user. The contacts in your Outlookare now visible to all the users in the Shared Contacts section.

2. The user with whom you have shared your contact list, can now add a contact to your contact list; you will beresponsible for these new contacts.The user adding the contacts to you contact list can view this contact in his Shared Contacts folder.


3. You will also be responsible for the account created under the Shared Contact section, by a user with whomyou have shared your contact list.

4. You can manage the subscription of contacts for a user who has shared his contact list with you.To do this:a. Select the shared contact folderb. In the SAP Business ByDesign tab, click c. Click Manage Subscriptions

In the Manage Subscription screen (for the shared contact) that opens, you can subscribe or unsubscribecontacts for synchronization.

Synchronize E-MailsYou can designate any e-mail for two-way synchronization between the SAP Business ByDesign system andMicrosoft Outlook.To add an e-mail for synchronization, do the following in Outlook:

1. Select and open the e-mail in your inbox.2. Click Add E-mail in the SAP Business ByDesign Add-In toolbar.

Note that you can add an e-mail directly, without opening it. Right click on the e-mail in your inbox, and chooseAdd E-mail from the displayed options. Or simply select the e-mail or multiple e-mails in the list and click

Add E-mail .3. Associate an account if desired.4. Click Submit .

An e-mail activity is created in the SAP Business ByDesign system based on information in the Outlook e-mail.

To open an e-mail activity in the system that was added from Outlook, go to the Account Management work centerand choose the Activities view.To view your synchronized e-mails in the fact sheet of the relevant account:

1. Go to the Account Management work center and choose the Accounts view.2. Select the account of the contact whose e-mail you want to review.3. Click on View All , then You Can Also Open Overview .

You can find the e-mail in the Activities section.

E-mails in the system contain information taken directly from the Outlook e-mail header and body, and includeattachments. They are ordered by date. Filter and search options are available.

To create an e-mail activity in the system for synchronization to Outlook, do the following:1. Go to the Account Management work center.2. Click on Common Tasks and select New E-Mail.3. Fill in the required and optional fields and save.

Your new e-mail activity is synchronized to Outlook.

Synchronize AppointmentsYou can designate any calendar appointment for two-way synchronization between the SAP Business ByDesignsystem and Microsoft Outlook.To add an appointment for synchronization, do the following in Outlook:

1. Select and open the appointment in your calendar.2. Click Add Appointment .



Note that you can add an appointment directly, without opening it. Right click on the appointment in yourcalendar, and choose Add Appointment from the displayed options. Or simply select the appointment ormultiple appointments and click Add Appointment .

3. Associate an account if desired.4. Click Submit .

An appointment activity is created in the system based on information in the Outlook appointment.

To open an appointment activity in the system that was added from Outlook, go to the Account Management workcenter and choose the Activities view.Synchronized appointments can also be viewed in the fact sheet of the respective account:

1. Go to the Account Management work center and choose the Accounts view.2. Select the account of the contact whose appointment you want to review.3. Click on View All , then You Can Also Open Overview .

You can find the appointment in the Activities section.

To create an appointment activity in the system for synchronization to Outlook, do the following:1. Go to the Account Management work center.2. Click on Common Tasks and select New Appointment.3. Fill in the required and optional fields

If you maintain attendees in this appointment, once the a meeting request is synchronized toOutlook, you can send invites to the attendees, either manually or by using the ByDesign icon in thesystem tray and choosing the Send Meeting Requests to Attendees option from Outlook when theappointment is synchronized.

4. Save.Your new appointment activity is synchronized to Outlook.

It is not possible to synchronize recurring appointments.

Any future changes to the appointment in the system are synchronized automatically.However any changes in Outlook are not automatically synchronized and need to be synchronized from theplug-in.To deactivate synchronization, click Untrack in the SAP Business ByDesign Add-In tool-bar in Outlook.To delete the appointment entirely, click Remove in the SAP Business ByDesign Add-In tool-bar in Outlook.

Synchronize TasksYou can designate any task for two-way synchronization between the SAP Business ByDesign system and MicrosoftOutlook.To add a task for synchronization, do the following in Outlook:

1. Select and open the task in your To-Do List.2. Click Add Task .

Note that you can add a task directly, without opening it. Right click on the task in your task list and chooseAdd Task from the displayed options. Or simply select the task or multiple tasks and click Add Task .

3. Associate an account if desired.4. Click Submit .


A task activity is created in the system based on information in the Outlook appointment.

To open a task activity in the system that was added from Outlook, go to the Account Management work center andchoose the Activities view.To view synchronized tasks in the fact sheet of the respective account:

1. Go to the Account Management work center and choose the Accounts view.2. Select the account of the contact whose task you want to review.3. Click on View All , then You Can Also Open Overview ..

You can find the task in the Activities section.

To create a task activity in the system for synchronization to Outlook, do the following:1. Go to the Account Management work center.2. Click on Common Tasks and select New Task.3. Fill in the required and optional fields and save.

Your new task activity is synchronized to Outlook.

If you change a task in the system, the changes are automatically synchronized to Outlook. However, there isno automatic synchronization if you change a task in Outlook that has already been synchronized! In this case,you must add it again to trigger synchronization to the system.To deactivate synchronization, click Untrack in the SAP Business ByDesign Add-In tool-bar in Outlook.To delete the task entirely, click Remove in the SAP Business ByDesign Add-In tool-bar in Outlook.

Associate ActivitiesYou can associate e-mails, appointments and tasks to any of your Business ByDesign accounts, campaigns,opportunities, or leads.To associate an activity to an account (in this example, an e-mail activity), do the following:

1. Click Add E-mail in Outlook to synchronize an incoming e-mail to the system.2. In the following pop-up, click on Associate With and choose Account. Here you can search for the account

that you want to associate with the email.

If Enable automatic account filtering for Emails checkbox is enabled in the Settings, the system displaysonly those active accounts which are associated with email addresses of the sender and recipients ofan email.

3. Click Associate Account to link the selected account to the e-mail, or choose another account from the list.4. An e-mail activity is created automatically in the system for the account that you choose. The system derives

the contact for this e-mail activity from the e-mail address.

To associate an activity to a business document (in this example, an e-mail activity), do the following:1. Click Add E-mail in Outlook to synchronize an incoming e-mail to the system.2. Associate the e-mail to an account if desired.3. Click Associate With .

Choose the type of business document, for example campaign, opportunity, or lead, and select the relevantdocument ID from the resulting list. Or enter a search term to find a specific document.

4. An e-mail activity is created automatically in the system as a follow-up document to the campaign,opportunity, or lead that you have selected.



Synchronization information is displayed In the bottom frame of the activity in Outlook. Simply select theClick here for more details link to open a CRM system session navigated directly to the selected document.

Create Activities for an OpportunityYou can create, update, and synchronize activities for an opportunity. This can be done from your system, as outlinedin this example, or from Outlook.

1. In the New Business work center, go to the Opportunity List view, select an opportunity and click Edit .2. On the Sales Activities tab, create a new task, for example, or add one from Suggested Activities if proposed

by the system.3. Save the activity.

Your new activity is automatically synchronized to Outlook with an association to the opportunity.

For more information on creating activities in an opportunity, see the Opportunities Quick Guide.

Create Service Requests from E-MailsIf your system has been configured for this function, you can create a service request directly from an e-mail inMicrosoft Outlook. The details from the e-mail are added to a new service request and a new e-mail activity in thesystem.To create a service request, do the following:

1. From your Outlook inbox, identify the e-mail that you want to follow-up with a service request.2. Select and open the e-mail.3. Click Create Service Request .

Note that you can create a service request directly, without opening the e-mail. Right click on the e-mail inyour inbox, and choose Create Service Request from the displayed options. Or simply select the e-mail ormultiple e-mails and click Create Service Request .

4. An activity and service request are synchronized to the system, and associated to each other. You can checkthis association in the document flow.Details in the e-mail activity and service request are taken from the Outlook e-mail: ● The title of the e-mail activity is taken from the subject of the Outlook e-mail. ● The notes of the e-mail activity are taken from the body text of the Outlook e-mail. ● The incident description of the service request is taken from the body text of the Outlook e-mail.

To open a service request, go to the Service Requests view of the Service Desk work center.You can also open the document in the fact sheet of the relevant account.

1. Go to the Account Management work center and choose the Accounts view.2. Filter and select the relevant account.3. Click on View All , then You Can Also Open Overview , and navigate to the Services tab.

See AlsoBusiness Configuration for Microsoft Outlook IntegrationBusiness Configuration for Automatic Creation of Service Requests


11.7.2.3 Add-In for Crystal Reports

OverviewThe SAP Business ByDesign add-in for Crystal Reports allows you to access analytic data from the SAP BusinessByDesign system to create or edit formatted reports.

For information about Crystal Reports 2008, see Crystal Reports 2008 help documentation. For additionalinformation about Crystal Reports 2008, see help.sap.com . On the SAP BusinessObjects tab page, underSAP BusinessObjects Overview, click All Products. Select the relevant language version of Crystal Reports2008 along with the relevant release.

PrerequisitesYou have installed the following software:Crystal Reports 2008 (version 12.2 or higher)Crystal Reports 2008 must be purchased separately. You can purchase Crystal Reports 2008 from SAPBusinessObjects .We recommend installing the latest service packs and hot fixes for Crystal Reports 2008. From SAP ServiceMarketplace , under the For Customers column, click SAP Crystal Solutions Support.On the following page, under Downloads, click Downloads, and then click Get SAP Crystal Solutions downloads. Onthe following Business Objects Support page, after you have entered the following selection criteria, click Search.

● For service packs: ○ Software Product: Crystal Reports ○ Product Version: Crystal Reports 2008 ○ Software Type: Service Pack

● For hot fixes: ○ Software Product: Crystal Reports ○ Product Version: Crystal Reports 2008 ○ Software Type: Hot Fix

To install the service pack and hot fix, click the relevant file title.

Installing the Add-In for Crystal ReportsYou can install the SAP add-in for Crystal Reports 2008 from the Home work center. From the Self-ServicesOverview, under My Computer, choose Install Additional Software. On the following screen, click the download link.

Procedures1. Open Crystal Reports 2008 from your desktop.2. From the Crystal Reports menu toolbar, click File, then New and choose the Blank Report option.

Note that Database Expert screen is not applicable for working with the SAP add-in for Crystal Reports.Therefore, click Cancel.



http://help.sap.com/

http://www.sap.com/solutions/sapbusinessobjects/sme/reporting-dashboarding/reporting/crystalreports/index.epx

http://www.sap.com/solutions/sapbusinessobjects/sme/reporting-dashboarding/reporting/crystalreports/index.epx

https://websmp102.sap-ag.de/~SAPIDP/002006825000000234912001E

https://websmp102.sap-ag.de/~SAPIDP/002006825000000234912001E

3. The add-in is available from the menu under Add-ins, then SAP Business ByDesign Add-In. To make the add-in toolbar visible, from the menu under View, choose Toolbars, and select External Command.

4. To log on to the SAP Business ByDesign system, click one of the functions of the add-in, such as the icon withthe Open Formatted Report tool tip.On the logon screen, enter your user ID and password that you use to log on to the SAP Business ByDesignsystem.The URL that should be displayed is the basis URL of your SAP Business ByDesign system.

Creating Formatted ReportsTo create formatted reports, from the Crystal Reports menu toolbar, click File, then New and choose the BlankReport option.Note that Database Expert screen is not applicable for working with the SAP Business ByDesign add-in for CrystalReports. Therefore, click Cancel.For more information about creating formatted reports, see the following document: Create or Edit a FormattedReport.

Crystal Report Add-In Toolbar Options ● About

Provides the product version and technical information about the add-in. ● Open Formatted Report

You can open SAP delivered or custom formatted reports from the list of available reports stored in thesystem.

● Select ReportSelect the reports to be used in a report from a list of available reports.

● Select CharacteristicsSelect characteristics to be used in the report from list of available characteristics.

● Refresh Formatted ReportThe layout and data of the current report are refreshed.

● Save ReportTo save the report to the SAP Business ByDesign system, ensure that you select Save Report from the SAPadd-in for Crystal Reports.

● Save AsSave a report to the SAP Business ByDesign system under new name.

● Log OffLog off from the SAP Business ByDesign system.

11.7.2.4 SAP Collaboration Window Quick Guide

SAP Collaboration Window is a desktop integration tool that coordinates multiple aspects of your daily work into oneapplication. It acts as a central hub for people-to-people collaboration and for external devices and services. SAPCollaboration Window enables you to communicate with business partners using communication channels such ase-mail, and it also provides you with business context information relevant to a business partner and workflow.Further, SAP Collaboration Window provides you with information on missed alerts, tasks, and notifications in the


SAP Business ByDesign system, as well as on missed calls if an add-in telephony integration solution has beenintegrated with SAP Business ByDesign.

Content Area of SAP Collaboration WindowThe content area of the SAP Collaboration Window is defined by the page you select:

● Missed ItemsWhen you log on to the SAP Collaboration Window after a period away or you disable the Do Not Disturb status,a desktop alert notifies you about any missed open tasks, alerts, and notifications received while you werelogged off, as well as any missed or rejected phone calls.The Missed Items page of the SAP Collaboration Window displays missed tasks, alerts, and notifications inthe SAP Business ByDesign system that need to be reviewed, as well as missed telephone calls if an add-intelephony integration solution has been integrated with the system. The default setting displays all misseditems grouped by Type and sorted by Time, with the most recent listed first.

● ContactsThe Contacts page provides you with business contacts that are maintained in the SAP Business ByDesignsystem, such as business partners or colleagues. From the Contacts page you can begin collaborating withcontacts using features such as e-mail.

A prerequisite for working with contacts is that the contact has been maintained as a business partneror employee in the SAP Business ByDesign system. For more information, see Business Partners QuickGuide or Quick Guide for Regular Tasks (in Personnel Administration).

You can add, remove, or search for contacts, and when you select a contact from the list, the informationabout that contact is displayed below the list. The contact information displayed depends on the informationthat has been maintained for the business contact in the SAP Business ByDesign system — for example, ifno e-mail address is maintained for a customer in the system, no e-mail address is listed for that particularcontact in SAP Collaboration Window unless an e-mail alias has been maintained.

● Business ContextThe Business Context page of the SAP Collaboration Window provides you with information on your businesspartners. As well as the name and contact details, you can see business context information and transactions,such as service orders, installed products, or interaction history. This allows you to trigger actions that arerelated to the context of a selected business partner directly from SAP Collaboration Window without havingto navigate manually to the dedicated screen in the SAP Business ByDesign system. The actions that you cantrigger depend on the role and the work center views assigned to you in the SAP Business ByDesign system,as well as on the business partner type. Note that if an add-in telephony integration solution has beenintegrated with SAP Business ByDesign, on making or receiving a call through SAP Collaboration Window,the information about that business partner loads automatically on the Business Context tab page.

PrintingSAP Collaboration Window can be set up to allow you to print documents from the SAP Business ByDesign systemfor which you are responsible — you can define your default printer in the system preferences for SAP CollaborationWindow. When a document is output in the SAP Business ByDesign system, it is collected in your Manual PrintTasks subview in the Work view of the Home work center. When you log on to SAP Collaboration Window, anydocuments waiting in the Manual Print Tasks subview are printed automatically. While you are logged on, SAPCollaboration Window searches continuously for any new documents that appear in the Manual Print Tasks subview,and prints these immediately to your default printer. This gives you full control over which printer you use to printyour documents.

Desktop AlertsSAP Collaboration Window uses desktop alerts to inform you of an activity that requires your attention, such as tasksor incoming calls. Desktop alerts work in response to your behavior; if you do not respond to a desktop alert it



disappears, and the status of the system tray icon changes to show a missed item. When you acknowledge a desktopalert, SAP Collaboration Window does not add the corresponding item to the list of missed items. However, if youreject an incoming call, SAP Collaboration Window adds the rejected call to the list of missed calls on the MissedItems page. If the item is an alert, task, or notification and you decide to open it, the associated quick activity opensautomatically in the SAP Business ByDesign system. If you are not logged on to the SAP Business ByDesign system,the system requests you to log on with your user ID and password.

Telephony is not part of the standard SAP Business ByDesign solution. Therefore, any telephony features andfunctions described are only available if you have purchased one of the available telephony integrationsolutions.

Automatic Upload of Scanned Supplier InvoicesYou can use an automatic upload service to upload scanned supplier invoicing documents through SAP CollaborationWindow. On receipt of the invoicing document — usually as a TIF or GIF file — it has to be scanned as a PDF file, andalso as a TXT, RTF, or DOC file. Most optical character recognition (OCR) software products provided with scannerssupport these file types. This file pair is then stored automatically in a dedicated folder for further processing.When you are logged on to SAP Collaboration Window and you are assigned to the Supplier Invoicing work center inSAP Business ByDesign, the automatic upload service searches permanently for any new files in the defined folderand triggers upload of these files to the SAP Business ByDesign system. Based on the information received fromthe upload service, the system creates the invoicing document, proposes the invoicing data, and attaches the PDFand TXT, DOC, or RTF files automatically to the invoicing document. The new invoicing documents have the statusReady for Posting or Exception in the SAP Business ByDesign system, and can be processed in the same way asinvoices that are uploaded manually.All events during the automatic upload are recorded by a status monitoring service and the information is stored insub folders within the dedicated folder.

We recommend that you use the TXT file type with this service.

For more information about the automatic upload service, see Uploading Scanned Supplier Invoices Using AutomaticUpload Service.For more information about supplier invoicing documents, see Quick Guide for Work (in Supplier Invoicing).

Telephony Integration

Telephony is not part of the standard SAP Business ByDesign solution. Therefore, any telephony features andfunctions described are only available if you have purchased one of the available telephony integrationsolutions.

If SAP Business ByDesign is integrated with your local telephony systems through an add-in telephony integrationsolution, SAP Collaboration Window acts as the interface between SAP Business ByDesign and the telephonyintegration solution. This enables you to control inbound and outbound call functions through SAP CollaborationWindow, such as making and receiving calls by mouse-click, and enabling automatic recognition of business partnerdetails and transaction history from inbound calls.


Business Background

SAP Business ByDesign Enterprise SearchThe ByDesign Enterprise Search icon near the top of the SAP Collaboration Window screen opens SAP BusinessByDesign Enterprise Search.SAP Business ByDesign Enterprise Search enables you to search across the entire system efficiently for businessdocuments, reports, and people.For more information, see SAP Business ByDesign Enterprise Search.

Business Task ManagementBusiness Task Management (BTM) ensures that activities related to a business process within or across yourorganization are completed in order to fulfill defined business objectives. Using BTM, the system addresses work tousers and enables them to receive, manage, and complete business task management items related to a businessprocess in an efficient way. The system creates business task management items when it requires input from a user.These items are created so that users check, change, clarify information, complete items , or make a decision aspart of a business process.For more information, see Business Task Management.

Business PartnersA business partner is a person or organization in which your company has a business interest. A wide range of peopleand organizations are considered business partners. For example, suppliers and customers.For more information, see Business Partners.

Tasks

Install or Update the SAP Collaboration WindowNote that to install or update the SAP Collaboration Window, you must have administrativerights for your computer.

1. From the Self-Services Overview of the Home work center, under My Computer, clickInstall Additional Software.

2. On the Install Additional Software screen, in the Collaboration Window row, clickDownload and follow the instructions that appear.

Open the SAP Collaboration Window from the Desktop1. Click Start All Programs SAP Business ByDesign SAP Collaboration

Window SAP Collaboration Window .The SAP Collaboration Window opens.

If you previously opened the SAP Collaboration Window and you have notselected Exit in the context menu, the SAP Collaboration Window icon is visiblein the system tray, even if you are not logged on. Click on the icon and selectOpen Collaboration Window.

2. On the log on screen, enter your user ID and password and click Log On .You are now logged on to SAP Collaboration Window.



You do not need to be logged on to the SAP Business ByDesign system to work in SAPCollaboration Window. However, if you perform an action such as opening a missedtask, you will be requested automatically to log on to the SAP Business ByDesignsystem.

To log on to a different server or to use a different user ID, exit the SAP CollaborationWindow and log on using the required details. Depending on your system settings, youmay have to select a different certificate.

Open the SAP Collaboration Window from the SAP Business ByDesign System ● In the Gold Reflection theme:

On any screen in the SAP Business ByDesign system, from the taskbar located on theleft of the screen, click the icon with the Collaborate tooltip.

● In the Blue Signature theme:On any screen in the SAP Business ByDesign system, on the menu bar at the top of thescreen click Collaborate.

Log On to and Log Off from the SAP Collaboration Window ● Log On

To log on to the SAP Collaboration Window, you must enter the system URL of yourSAP Business ByDesign system, choose a certificate, and enter your user ID andpassword.You can also define proxy settings, such as defining the proxy URL or the proxy port, ifnecessary.

● Log OffTo log off from the SAP Collaboration Window, from Menu , choose the Exit option.Alternatively, from the system tray, right-click on the SAP Collaboration Window icon,and choose the Exit option.

Make SettingsFrom Menu , you can make the following settings.

● General Settings

Setting Description

Server URL The server address to which you want to connect in the formatprotocol//serverID:port.The supported values for the protocol are http and https.The server address can be an Internet protocol (IP) address or anetwork name. If you change this property, you have to restartthe SAP Collaboration Window.

Automatic Logon If selected, you are automatically logged on to the SAPCollaboration Window.

Hide When Minimized If selected, when you minimize the SAP Collaboration Window, itno longer appears in the taskbar at the bottom of screen.

Exit Without Prompt If selected, you are no longer asked to confirm exiting the SAPCollaboration Window.


Setting Description

Detailed Logging If selected, detailed log entries are written to the log files andstored in the log directory.

Printer A dropdown list of available printers.

● Missed Items Settings

Setting Description

Maximum number of itemsto be shown per type ofitem

You can set the number of items to be displayed.

Minimum priority of tasksto display

You can set the minimum priority of tasks to be displayed. Forexample, if you select Medium, tasks that have a Low priority arenot displayed.

Minimum priority ofnotifications to display

You can set the minimum priority of notifications to be displayed.For example, if you select Medium, notifications that have aLow priority are not displayed.

● Telephony Settings

Setting Description

Telephony Provider A dropdown list of available telephony integration solutions.

Telephony is not part of the standard SAP BusinessByDesign solution. Therefore, any telephony features andfunctions described are only available if you havepurchased one of the available telephony integrationsolutions.

● OpenScape for SAP Business ByDesignFor information, go to the Business Center

(www.sme.sap.com). Click My Business Partner

Gallery . Under Categories, click Communication andInformation Exchange. In the list, you can find SiemensCommunication Enabled Business Process. View thedetailed information provided.

● SAP BCM

If you select SAP BCM as your telephony provider, youhave to define settings by clicking

Edit Telephony Provider .For information about settings for SAP BCM, see here.

● Invoice Scanning Settings

Setting Description

Enable Service ScannedInvoices

If selected, you can use an automatic upload service to uploadscanned supplier invoices.



Setting Description

Observed Folder The source folder for uploading scanned invoices. You can enteror select the source folder.Check your scanner software to find out where the scanned filesare copied to by default, and set this default folder as yourobserved folder.

To use the upload service, all documents have to bescanned as PDF files, and also as TXT, RTF, or DOC files.Most optical character recognition (OCR) softwareproducts provided with scanners support these file types.We recommend you use TXT files together with PDF files.The names of both files must be the same to enable theupload service to recognize them as a file pair, for exampleinvoice_001.pdf and invoice001.txt.

The upload service processes all TXT, DOC, RTF, and PDF files tothe observed folder and its sub folders. If the scanned invoiceupload service is active, the SAP Collaboration Windowcontinuously searches for changes in the default folder.To set up the default folder, you can enter the path manually oruse the Browse button to search for the folder. The SAPCollaboration Window automatically validates the entered path.After configuring the default folder, the SAP CollaborationWindow automatically creates the following sub folders in theobserved folder:

● RetryThis folder contains files of upload jobs that have beenmanually restarted.

● Upload ErrorThis folder contains all files that have not beensuccessfully uploaded.

● Upload SuccessThis folder contains all files that have been successfullyuploaded.

History A history of your automatically uploaded supplier invoices. Youcan open or empty automatic upload folders.

Trigger Actions from Context MenuOn the system tray, right-click on the SAP Collaboration Window icon and in the drop-downmenu select the relevant action from the following:

Action Description

Open SAP CollaborationWindow

Opens and maximizes SAP Collaboration Window.

Home Navigates to the Home work center in the SAP Business ByDesignsystem.If you are not logged on to the SAP Business ByDesign system, thesystem requests you to log on with your user ID and password beforeit opens the Home work center.


Action Description

Do Not Disturb Disables all desktop alerts from displaying on your screen.When you remove this status, a desktop alert notifies you of any misseditems received while the Do Not Disturb status is set.

Help Opens SAP Collaboration Window help content.

Exit If you are logged on SAP Collaboration Window, the system logs youoff and the SAP Collaboration Window icon is removed from yoursystem tray.

You can open SAP Collaboration Window again by clicking Start

All Programs SAP Business ByDesign SAP Collaboration

Window SAP Collaboration Window .This action is always visible in the context menu.

Work with Missed ItemsOn the Missed Items tab page, the following functions are available:

● Open a Missed Alert, Task, or NotificationOn the Missed Items page, select a missed alert, task, or notification, and click

Open to view the details of that missed item.The associated quick activity opens automatically in the SAP Business ByDesignsystem. If you are not logged on to the SAP Business ByDesign system, the systemrequests you to log on with your user ID and password.

● Remove a Missed Call, Alert, Task, or Notification from Missed ItemsOn the Missed Items page, select a missed item and click Remove to remove the itemfrom the Missed Items page.

Work with ContactsOn the Contacts tab page, the following functions are available:

● Manage Contact Lists ○ To create a new contact list, click Lists , and choose the New option. ○ To rename or delete a contact list, select the relevant list, click Lists , and choose

the relevant option. ● Create a New Contact

○ To create a new contact, click Contacts , and choose the New option.On the Select Business Partner screen, search for the business partner you wantto add as a contact and click Go .All business partners that match your search criteria appear in a list.Select the business partner you want to add as a contact and click OK .

● Manage ContactsTo edit or delete a contact, select the relevant contact, click Contacts , and choosethe corresponding option.

● Manage AliasesIf you maintain aliases, the information you enter is added to the contact informationin SAP Collaboration Window. This information is shown when the contact calls you orwhen you select their details. Aliases allow you to add additional phone numbers ande-mail addresses in addition to the originals stored in the SAP Business ByDesignsystem without having to change the original information in the system.



○ To create or edit aliases, select a contact, click Contacts and choose the Editoption. On the Edit Contact screen, you can then add an alias for telephony and e-mail communication along with the format and provider. Note that currently theonly e-mail provider that is supported is Microsoft Outlook.

● Send an E-Mail, Meeting Request, or Open a Calendar

Note that currently the only Microsoft Outlook is supported.

To send an e-mail, meeting request, or open a shared calendar, right-click the relevantcontact, and choose the corresponding option.For meeting requests, note that the default duration of the meeting is 30 minutes.

Work with Business ContextOn the Business Context tab page, the following functions are available:

● Get Business Context Details for Selected Business PartnerLook up the name of the business partner with whom you want to interact. Once thebusiness partner is displayed under My Links, click the name of the business partnerthat is displayed as a hyperlink or View .The SAP Business ByDesign system opens and displays an overview of the businesspartner or employee.

● Create New Business PartnerFrom New , select the type of business partner you want to create — for example,Supplier.The associated screen opens automatically in the SAP Business ByDesign system, andyou can create the new business partner directly. If you are not logged on to the SAPBusiness ByDesign system, the system requests you to log on with your user ID andpassword. After saving the new business partner, the details are available immediatelyin SAP Collaboration Window.For more information about creating business partners in the system, see BusinessPartners Quick Guide.

● Send an E-MailBelow the Name field, click the e-mail address for the business contact.An e-mail template addressed to the contact you selected opens.

● Open Link in You Can Also ○ You Can Also in Your Business Context

Click the relevant link under You Can Also — for example, New Sales Order.The links under You Can Also are related to your role and the work centers assignedto you in the SAP Business ByDesign system.

○ You Can Also in Business Context of Selected Business PartnerClick the relevant link under You Can Also — for example, New Purchase Order.The links under You Can Also are related to the business partner type in the SAPBusiness ByDesign system, as well as on your role and the work center viewsassigned to you in the system.

The associated screen opens automatically in the SAP Business ByDesign system, andyou can perform the required task, such as create a new sales order or a new purchaseorder. If you are not logged on to the SAP Business ByDesign system, the systemrequests you to log on with your user ID and password.For information about Activity Management tasks, such as e-mails, see here.


● Open a Related Link ○ Related Links in Your Business Context

Click the relevant link under Related Links — for example, My Open Sales Orders.The links under Related Links are related to your role and the work center viewsassigned to you in the SAP Business ByDesign system.

○ Related Links in Business Context of Selected Business PartnerClick the relevant link under Related Links — for example, Open Purchase Orders.The links under Related Links are related to the business partner type in the SAPBusiness ByDesign system, as well as on your role and the work centers assignedto you in the system.

A dialog box appears with a list of business documents relevant to that link, for examplea list of open sales orders. The list contains the ID, status, and account details for eachdocument. At the bottom of the list you can see the total number of documents listed.This is also shown in parentheses beside each related link.To open the document in the SAP Business ByDesign system, click on the ID in the list.The associated screen opens automatically in the SAP Business ByDesign system, andyou can view or edit the document. If you are not logged on to the SAP BusinessByDesign system, the system requests you to log on with your user ID and password.For information about Activity Management tasks, such as e-mails, see here.

Use Telephony

Telephony is not part of the standard SAP Business ByDesign solution. Therefore, anytelephony features and functions described are only available if you have purchasedone of the available telephony integration solutions.

● Place Call1. On any page in SAP Collaboration Window, enter a telephone number in the

multipurpose entry field at the bottom of the page.2. Click the telephone icon to initiate the call.

The add-in telephony application starts and automatically places the call.If you are not already on the Business Context page, SAP Collaboration Windowswitches automatically to it, enabling you to view or add details about the personyou are calling, or take notes about the call.

From the Contacts tab page, you can call a contact directly. For example,by entering a telephone number in the multipurpose entry field at thebottom of the Contacts tab page, and clicking the telephone icon toinitiate the call.

● Accept or Reject Incoming CallIf you are logged on to SAP Collaboration Window and you receive an incoming call, adesktop alert appears automatically on your screen. ○ Click Accept to accept the incoming call.

If SAP Collaboration Window was minimized on your desktop, it is maximized andgoes automatically to the Business Context page. This enables you to view or adddetails about the person calling you, or take notes about the call.

○ Click Reject to reject the incoming call.If you reject the incoming call, it is added to the Call list on the Missed Items page.You can either return the call later or remove it from Missed Items.

● Place Call on Hold



On any page in SAP Collaboration Window, in the multipurpose entry field at the bottomof the page, click the Hold icon. The call is placed on hold.To retrieve the held call, click the Hold icon again.

● Forward CallOn any page in SAP Collaboration Window, in the multipurpose entry field at the bottomof the page, enter the telephone number to which you want to transfer the call and clickthe Transfer icon.

● Send Dial Tones Over Phone LineThis feature enables you to use Dual Tone Multi Frequency (DTMF) tones tocommunicate, for example, with a computer system. For example, some systemsassign options to different numbers and ask you to press a number to indicate yourdesired option.1. On any page in SAP Collaboration Window, in the multipurpose entry field at the

bottom of the page, enter the telephone number to which you want to send dialtones.

2. When the call is accepted, click the Send Dial Tones Over Phone Line icon.3. On the numbered keypad click the relevant keys.

Open the SAP Business ByDesign System1. To open the SAP Business ByDesign system from SAP Collaboration Window, click the

Open SAP Business ByDesign in a Browser icon at the top right of the SAP CollaborationWindow screen.The SAP Business ByDesign system is maximized on your desktop

2. On the SAP Business ByDesign Logon screen, enter your user ID and password andclick Log On .

Use SAP Business ByDesign Enterprise SearchTo search quickly through the entire SAP Business ByDesign system from SAP CollaborationWindow, enter your search criteria in the entry field at the top right of the SAP CollaborationWindow screen and click the Search icon.The SAP Business ByDesign system is maximized on your desktop and you receive a list ofsearch results. If you are not logged on to the SAP Business ByDesign system, the system firstrequests you to log on with your user ID and password.For more information, see SAP Business ByDesign Enterprise Search.

Check Print Document HistoryTo view the history of your documents printed through SAP Collaboration Window, click Printing .On the Printing tab page, you can check the time, name, and status of documents you haveprinted through SAP Collaboration Window, as well as a history of any errors that may haveoccurred. You can also open and check the following log files:

● Document Log FileThis log file lists the documents that have been printed through SAP CollaborationWindow and where they were printed.

● Error Log FileThis log file lists all errors that occurred for documents to be printed through SAPCollaboration Window.


● Printing Log FileThis log file lists all of your printing activities through SAP Collaboration Window.

The log files are located on the General Settings screen. From Menu , choose the GeneralSettings option, and click Log Directory.

Check Automatic Upload Status of Supplier Invoicing Documents1. On the system tray, right-click on the automatic upload icon next to the SAP

Collaboration Window icon, and select Show Upload Progress.The Upload Status screen appears and shows whether the upload of new scannedinvoices is successful. The automatic upload icon has a red cross or a yellow warningtriangle in cases where the upload is unsuccessful. ● If the upload is successful, the new invoice number is shown on the screen. If you

click the link, the invoice opens in the SAP Business ByDesign system. If you arenot logged on to the SAP Business ByDesign system, the system requests you tolog on with your user ID and password.

● If an error occurred, the reason for the error is displayed. Depending on the error,try to restart the upload.

2. To view the scanned invoice files, depending on whether the upload was successful ornot: ● Click Open Success Folder.

The Upload Success folder opens and you can double-click on the file you want toview.

● Click Open Error Folder.The Upload Error folder opens and you can double-click on the file you want toview.

3. To view the upload log, click View Log .The log file opens. You can view the date and time of the upload, the details about theupload, and the link to the uploaded file.

4. To remove an entry from the Upload Status screen, click Remove.5. To remove all entries from the Upload Status screen, click Clear List .

Cancel Automatic Upload of Supplier Invoicing Documents1. On the system tray, right-click on the automatic upload icon next to the SAP

Collaboration Window icon, and select Cancel All Uploads.The Upload Status screen appears and shows a list of scanned invoices where theupload was unsuccessful. The reason for error is shown as Upload was canceled byuser. The scanned invoice files are stored in the Error Folder.

2. To view the scanned invoice files, click Open Error Folder and double-click on the fileyou want to view:

3. To view the upload log, click View Log .The log file opens. You can view the date and time of the upload, the details about theunsuccessful upload, and the link to the file in the Upload Error folder.

4. To remove an entry from the Upload Status screen, click Remove.5. To remove all entries from the Upload Status screen, click Clear List .



Report an IncidentIf you encounter a problem in SAP Collaboration Window, you can report an incident to requestsupport. This incident may be in response to an error message, a performance problem, orany unexpected response from the system.

1. From Menu , choose the About option.2. To help the support organization resolve the incident, on the About SAP Collaboration

Window screen, save the files to a location by clicking Save Support Info.3. Click the Open SAP Business ByDesign in a Browser icon at the top right of the SAP

Collaboration Window screen.4. Follow the instructions and information as outlined in the following document: Solve a

Problem or Report an Incident.5. Before sending the incident, ensure that you have attached the saved files.

11.7.2.5 Installation and Settings (for BlackBerry® Smartphones)

With this SAP Business ByDesign mobile application, you can access many of the main functions of the system thathave been tailored to business on-the-run. In order for the application to function correctly on your device, followthe installation and setup instructions provided below.

● Much of the application's functionality is dependent on the settings a key user defines in the SAP BusinessByDesign system. These settings cannot be changed using the mobile application.

● Before connecting with your mobile device, you have to access the SAP Business ByDesign system at leastonce from a desktop computer, in order to change your initial password. Then, to access the SAP BusinessByDesign system from your mobile device, you must know the system's URL and have a valid user name andpassword for it. Note that if your password expires, you must connect to the system from a desktop computerin order to change the password.

Information for Administrators

Business Configuration SettingsAll standard activity types can be processed from the mobile device: appointments, e-mails, phone calls, letters,faxes, and tasks. Activity types are set up in Fine-Tuning for Activity Categories.To ensure that a newly created sales order for a specific account is visible in the sales order list on the mobile device,the mobile user must be defined in the system as an employee responsible (sales) for that account. This is done inFine-Tuning for Involved Parties for Sales Orders. Select the row for Employee Responsible and choose MaintainDetermination. Ensure that you flag the entry for the logged on user and deactivate the other entries. This can alsobe done in the Work Distribution Rules view in the Application and User Management work center, as well as directlyin the Account Management work center using the Accounts or Contacts view and defining the user’s directresponsibility.The processing of leads without handover from marketing to sales must be set up in Fine-Tuning for Lead ProcessingWithout Handover. To activate this function, you must deactivate Lead Creation in Marketing and activate LeadCreation in New Business.


Security and User AccessAs a key user, you can increase the security level if desired by editing and enhancing the password policy, for example,by changing the complexity and validity for all passwords in accordance with your company´s security requirements.To do so, proceed as follows:

1. Select the Application and User Management work center in SAP Business ByDesign.2. Under Common Tasks, choose Edit Security Policies.

In response, the Security Policy screen appears. On this screen, you can change the settings for the app password,which is used to store the user's system credentials and protect any business data saved on-device.In the RememberApp Password For field, you can specify a length of time after which the mobile user must reenter the app passwordafter leaving the app.

When the mobile user exits the app, it automatically locks after a specified time and requires re-entry ofthe application password. If you set this time to 5 minutes, for example, the mobile user has a grace periodof 5 minutes to return to the application after exiting, without having to reenter the app password. After5 minutes, the automatic lock is activated and the user must reenter the password to access the app. Forsecurity reasons, we recommend that you set this to 0 minutes.

Although this app supports Feature Pack 3.5 and higher, the backend setting for defining the length of timefor reentering the app password is only available as of Feature Pack 4.0.If your system is on Feature Pack 3.5, or if you decide not to set the reentry time for the app password in asystem on Feature Pack 4.0, the mobile user is able to make the setting Remember App Password directly onthe device. Once the reentry time for the app password is set in the backend on Feature Pack 4.0, theRemember App Password setting is no longer available on the device.

For complete security information, including a section on mobile security guidelines, please refer to theSAP Business ByDesign Security Guide. You can find this document in the Business Center under SAPBusiness ByDesign Go-Live Security Security guides and FAQs .

Also in the Application and User Management work center, ensure that for each mobile work center view to beaccessed on a mobile device, the user of the mobile device is assigned the related desktop work center view. Forfurther information on how to assign access rights to mobile users, refer to the User and Access Management andUser and Access Management Quick Guide documents in the SAP Business ByDesign built-in learning environment.For approvals, ensure that mobile users are also assigned to the work center where the approvals originate and tothe relevant work center views in the Managing My Area work center.

Mobile ReportsYou can set-up and customize the key performance indicators (KPIs) for mobile users in the Design KPIs view of theBusiness Analytics work center.Eleven reports have been designated for mobile use in the standard system: Invoice Volume, Sales Quote Volume,Return Sales Rate, Number of Leads, Lead Funnel, Opportunity Funnel, Opportunity Pipeline, Opportunity Volume,Sales Pipeline, Sales Quote Funnel & Success Rate, and Sales Order Volume. Only you are authorized to assign more,if required. For details on setting up mobile reports, see Working with Mobile Reports in the SAP Business ByDesignbuilt-in learning environment.



To call up reports on your mobile device, personalize your reports and variable variants in the SAP BusinessByDesign system (using a desktop computer) to suit your needs. Go to the Reports view (in the Home workcenter), list the reports and filter them by report type Mobile Reports. Each of these reports is designated withthe special report type icon for mobile reports.To personalize a mobile report, go to the Home work center and open the mobile report that you would liketo maintain. Modify and save the report views and variable variants that you would like to make available forviewing on your mobile device. Select a report to open the report and display it in graph form. You can alsochange the default, which will then change the initial appearance of the selected report when displayed on themobile device.

You, as a administrator, can add an existing extension field to a mobile view. For further information, seeAdd an Extension Field to a Mobile View in the SAP Business ByDesign built-in learning environment.

Installation InstructionsThis application has been optimized for BlackBerry® Torch™, Curve™, and Bold™ smartphones running softwareversions 4.5 to 7.0. Other BlackBerry smartphones are not supported, although they might be able to run thisapplication.Standard InstallationIf your smartphone meets the above requirements, download and install the SAP Business ByDesign app from theBlackBerry® App World™ storefront. For information on how to operate your mobile device, refer to your devicemanufacturer's documentation.

SAP does not warrant that the software and/or features as described herein will be available withoutinterruption or permanently. SAP draws your attention to the fact that the availability is subject to thesole discretion of the operator of the app store. The operator of the app store may, at any time and withoutnotice, restrict, interrupt, or prevent use of the software, or delete the software from your mobile device,or require SAP to do any of the foregoing actions.

Manual InstallationIf you cannot install the SAP Business ByDesign app from the BlackBerry® App World™ storefront, a administratorcan download the app from the SAP Business ByDesign system:

● In Feature Pack 3.0 systems: Application and User Management Download Center and download theappropriate app.

● In Feature Pack 3.5 systems: Home Self Services Self-Services Overview . Under My Computer, clickInstall Additional Software and download the appropriate app.

If the app is installed manually, no notifications will be displayed on-device if version updates are availablein the BlackBerry® App World™ storefront, or a new version of the app is available for download in the SAPBusiness ByDesign system.

In order to install the SAP Business ByDesign application for BlackBerry, you need desktop installation software foryour mobile device to be installed on your personal computer. You will also need archiving software on your personalcomputer in order to extract a .zip archive.

If an older version of the SAP Business ByDesign application for BlackBerry is already installed on your mobiledevice, you must uninstall it first. Instructions are provided below.


After downloading the .zip file, extract the archive's files to a local folder (for example c:\temp). Open theBlackBerry desktop software application you have installed on your personal computer and proceed as outlinedbelow.

Installation with Blackberry® Desktop ManagerTo install the SAP Business ByDesign application for BlackBerry, proceed as follows:

1. Start the BlackBerry desktop software and connect the device to the computer using a data cable.2. If the device is protected with a password, be sure to enter the password into the device and, if necessary,

also into the BlackBerry desktop application.3. Using the BlackBerry desktop application, install the ByD2Go.alx file, which can be found in the folder to

which you saved the extracted files.

Do not manually interrupt the installation process.

When the installation process is complete, you will find the SAP Business ByDesign mobile application in thedownload folder on your BlackBerry device.

Launching the ApplicationLaunch the SAP Business ByDesign mobile application from the download folder on your BlackBerry device andproceed as follows:

1. Select the Settings button.2. Enter the URL to your SAP Business ByDesign system.3. Set a Remember App Password duration.

The app password ensures that your backend user and password are encrypted and saved on your mobiledevice using the secure storage features provided by the operating system of the device. When you thenconnect to the SAP Business ByDesign system from your device, the app password automatically providesthe user ID and system password.

There are three passwords involved in using this app: ● A device password with which you log on to your mobile device ● An application password which gives you access to the app and ensures data encryption ● A backend password which authorizes you to transfer data to and from your SAP ByDesign

system

If the Remember App Password setting is not displayed on your mobile device, this is because yourkey user has already set it in the backend. This deactivates the app password setting on your device.

4. Return to the logon screen to enter your user name and password for the SAP Business ByDesign system,and choose Log On. If this is the first time you are logging on to the system from the app, you will now beprompted to create an app password. This password should be at least 8 characters long and will be used toauto-fill your user name and password for you, based on the Remember App Password duration you've set.

You can reset your app password in the Settings screen. You can change your SAP ByDesign system passworddirectly from the app logon screen. Just tap the Change your system password link.

If you do not have the information required for these settings or you have continued problems logging on to theapplication, contact your system administrator for assistance.



Uninstalling the Application from a BlackBerry® SmartphoneTo uninstall the Business ByDesign application for BlackBerry and remove it from your smartphone, proceed asfollows:

1. Delete the Business ByDesign application from your device.

If you cannot find the application, check your device's third-party applications list.

2. Restart your mobile device.

It may take the device several minutes to restart.

For information on how to operate your mobile device, refer to the device manufacturer's documentation.For information about SAP Business ByDesign functionality, refer to the system's documentation, which iscontained in the SAP Business ByDesign system's built-in learning environment.

Troubleshooting

Logging OnIf you are experiencing problems logging on:

● Check that you have a working network connection (for example, by opening a Web browser application andbrowsing Internet pages).

● Check that you have entered the correct URL to your SAP Business ByDesign system and make sure that youhave written the user name and password correctly. Note that if you have never changed your password inthe SAP Business ByDesign system or if the password has expired, you will not be able to access the systemfrom your mobile device until you have connected to the system from a desktop computer and resolved thissecurity issue.

Slow Server ResponsePoor data connectivity can cause the app to work slowly or appear to hang when sending or receiving data. You canwait for the data transfer to complete, or disconnect and try to connect again when you have better networkconnectivity. In some cases, if you experience a slow connection through your BlackBerry® Enterprise Server, it mightbe helpful to change the Connection type setting. This is done in the app's Settings screen. Change the connectiontype to BIS (BlackBerry® Internet Service), or Direct connection (only if connecting using the mobile network for dataconnectivity).

Getting SupportTo get support for technical errors, please contact your administrator.

For information on how to operate your mobile device, refer to the device manufacturer's documentation.For information about SAP Business ByDesign functionality, refer to the system's documentation, which iscontained in the Business ByDesign built-in learning environment.

___________________________________Copyright and Trademark Information


The Trademarks BlackBerry® App World™, Torch™, Curve™, and Bold™ are owned by Research In Motion Limited andare registered in the United States and may be pending or registered in other countries. SAP AG is not endorsed,sponsored, affiliated with or otherwise authorized by Research In Motion Limited.

Copyrights and Trademarks

© 2012 SAP AG. All rights reserved.

11.7.2.6 SAP Business ByDesign (for BlackBerry® Smartphones)

With this SAP Business ByDesign mobile app, you can access many of the main functions of the SAP BusinessByDesign system that have been tailored to business on-the-run. These include managing accounts, contacts, andactivities; creating sales orders; sending approvals and forwarding tasks; maintaining and submitting travel expensereports; following up on overdue invoices and collecting owed amounts; monitoring changes in important KPI´s likeliquidity; recording the findings of a quality inspection; and viewing personalized reports. Changes made on yourBlackBerry® smartphone are automatically updated in the system, over the Internet, online and in real time.

With August 2016 release, the SAP Business ByDesign Mobile App will be removed from the BlackBerry Store.

SAP does not warrant that the software and/or features as described herein will be available withoutinterruption or permanently. SAP draws your attention to the fact that the availability is subject to thesole discretion of the operator of the app store. The operator of the app store may, at any time and withoutnotice, restrict, interrupt, or prevent use of the software, or delete the software from your mobile device,or require SAP to do any of the foregoing actions.

Getting Started

Searching and NavigatingSelect a view from your list of views to access detailed data and related tasks. When you call up an overview, thesystem automatically lists your documents or other records in alphabetical or chronological order. In many cases,you can switch to a list of all available documents or other records.You can filter any list by entering a search term manually. No wild card is needed.

AccountsYou can display and edit accounts as well as create a new corporate or private account. Note that when creating anew corporate account, the Tax Jurisdiction Code field is country-dependent and will only appear if applicable.In the Accounts view, a yellow or red light next to an account indicates the status of the account in the system: ayellow light indicates that the account is in preparation and the red light indicates that the account is blocked. Ayellow or red light does not stop you from processing the account on your mobile device.In the overview, account address information and communication details are displayed in the General tab. Use thedevice’s trackpad or trackball to display the short menu. This menu enables you to open an Internet address, sende-mail, call a phone number, and show an address on a map. Use the menu key to access the extended menucontaining all available actions.Using the Contacts and Activities tabs, you can search for, display, and edit related contacts or related activities forthe account. Select the contact or activity to open an overview. Here you can access contact information andcommunication details, as well as activities related to this specific contact, or to the account in general.



http://www.sap.com/corporate-en/our-company/legal/copyright/index.epx

ContactsContact address information, communication details, and activities are displayed in the overview. Use the menu keyto change a contact’s general data or Add to create a contact by entering the contact's name, address,communication details and more.If you create a new contact for an existing account, you can search for and select the account ID of the account inthe Account/Partner field.If there is a photo of the contact in the system, it is automatically displayed. You can also add a picture using thesmartphone's built-in camera.

ActivitiesIn the overview, use the menu key and select Edit to change an activity. The system proposes values for many of thefields, for example: organizer, dates and times, category, and priority. You can manually change these values andsearch for and select other values, such as the account and the contacts for the activity.You can also manually change the status of the activities.When you open an activity, the relevant account name is displayed. Click the account name to view the accountscreen.

My AppointmentsIn the My Appointments view, you can review and edit your appointments for the previous day, current day and nextday.

Sales OrdersIn the Sales Orders view, you can access a worklist of orders in status open or in preparation for which you are theemployee responsible (sales).Select an order to check the header and item details, change data in the order, add new items, or carry out additionalactions, such as:

● Save draft ● Release the order ● Send an order confirmation to the account

You can manually change the details proposed by the system and search for and select other details, such as theaccount, contact, and ship-to information.To create an order, use the menu key and select New. Enter the necessary data, such as account, product, andrequested delivery date, and then choose the Check Availability button. If you get a green traffic light then you canchoose the Add to Order button, resulting in the creation of a new sales order. Alternatively, you can open the viewdirectly from the Home work center on your mobile device.

Sales QuotesIn the Sales Quotes view, you can access a work list of all sales quotes.You can also create a new quote from this view. Select a quote to check the header and item details, change productdetails, add new items, or carry out additional actions such as:

● Select a different ship-to account ● Replace product

To create a sales quote, tap the Add button and enter the necessary header and item data. You can manually changevalues proposed by the system, and search for and select other values such as an account, contact, and ship-to.


To check the availability of an item, enter an account, product, quantity, and requested date, then choose CheckAvailability. The system displays a green, yellow, or red light depending on the outcome. If an item is available, youcan add it to the quote with the Add To Quote button.

ApprovalsThe full functionality of approvals in the Managing My Area view in the system is supported on your mobile device.Note that the approval task screens are combined in the mobile application.In the overview, you can enter a comment or carry out additional actions shown when pressing the menu key, suchas:

● Approving the approval ● Rejecting the approval ● Sending the approval back for revision ● Forwarding the approval to a colleague

To forward the task, search for and select the responsible colleague in the To field, select a priority, and enter yourcomments.

Leads and OpportunitiesIn the Leads and Opportunities views, you can access worklists of leads and opportunities and create new entries.Select an existing entry in the worklist to check the details, change data, or create related follow-up activities anddocuments.You can also, for example, accept or reject a lead that has been forwarded to you from the back office. You can alsochange the chance of success and the status of an opportunity.

Expense ReportsYou can create, display, and edit open and completed expense reports (including entering receipts), and submitthem for review or approval. It is also possible to save your updates in order to complete your report later. Theexpense reports functionality is configured only for users based in the United States of America or in Germany. Otherusers can capture their expenses using this view but, in the review step, they will have to enhance the report withcountry-specific details through views not available on the mobile application.

Collections ManagementYou can quickly display a list of the top overdue accounts and the total outstanding amounts including the lostinterest, in order to directly contact those accounts. Choose Advanced to filter the results using different parameters.Select a line item to display pertinent collection details, such as contact details and invoice details.

My Area KPIs and Performance KPIsAs a manager, you can display your own personal evaluations based on key performance indicators (KPIs), as definedfor your area, or view the general performance KPIs. You can also edit which evaluation KPIs are displayed throughthe mobile Evaluation Catalog.

Project Time RecordingsYou can quickly display and capture time recordings for a specific date and also edit existing project time recordings.Select a date (the current date is proposed by default) and then tap the Sum hours to display, edit and create projecttime recordings. As you add time recordings, the Sum field will update to reflect the total hours you have recordedfor the day. Note that you must already have a project assignment in the system, in order to use this functionality.



InspectionsYou can choose an inspection document and process it from your mobile device. For example, you can add andupdate defects, record a quality decision, and upload pictures of defects taken from your smartphone's photo albumor captured with your smartphone's built-in camera. Note that many of the fields are dynamically updated and maybehave differently depending on the data you record and the quality assurance settings defined in the SAP BusinessByDesign system. For more information, refer to the Inspection Process document in the SAP Business ByDesignbuilt-in learning environment. .

Reports

To call up reports on your mobile device, personalize your reports and variable variants in the SAP BusinessByDesign system (using a desktop computer) to suit your needs. Go to the Reports view (in the Home workcenter), list the reports and filter them by report type Mobile Reports. Each of these reports is designated withthe special report type icon for mobile reports.To personalize a mobile report, go to the Home work center and open the mobile report that you would liketo maintain. Modify and save the report views and variable variants that you would like to make available forviewing on your mobile device. Select a report to open the report and display it in graph form. You can alsochange the default, which will then change the initial appearance of the selected report when displayed on themobile device.

Select a report to open the report and display it in graph form. In the graph view, you can select each bar to view itsvalues and description.Use the menu key to review and activate your default or personalized views on the report, and to select a variant.You can edit a report and then sort and filter it. You can also zoom in (magnify) or switch between graph and tabledisplay.

___________________________________Copyright and Trademark InformationThe trademarks BlackBerry® App World™, Torch™, Curve™, and Bold™ are owned by Research In Motion Limited andare registered in the United States and may be pending or registered in other countries. SAP is not endorsed,sponsored, affiliated with or otherwise authorized by Research In Motion Limited.



11.7.2.7 Print Manager Quick Guide

The Print Manager is used to establish a connection between an SAPcloud solution and the printers available on yournetwork. The Print Manager is required to enable the automatic printing of documents to predefined printers.

To use central printing via the Print Manager, you must install the Print Manager once in your network.As a Microsoft Windows® service, the Print Manager is available for all processes in SAP's cloud solutionas long as the computer is running and the service has not been stopped manually. Thus, we recommendyou to install it on a central computer that is not used for operational business and that is running all thetime or at least during the time in which printing is needed.You only need to install the Print Manager more than once if you have multiple separate networks withprinters that you want to use for process-integrated printing.



Prerequisites ● You have administration rights for the computer on which the Print Manager is to be installed.

Note that when the Print Manager collects documents from a print queue and sends them to a printer,the documents are stored temporarily on the local computer on which the Print Manager is installed.If you are using Print Manager to print sensitive documents, it is recommended that you ensure thatonly authorized users can access this folder.

● You have the URL of your SAP cloud solution. This is the link to the logon screen provided to you by SAP. ● You have set up at least one print queue and have assigned it to a print user. You do this in the SAP cloud

solution by navigating to Application and User Management Input and Output Management PrintQueues . For more information about setting up a print queue, see Set Up Printing Using the Print Manager

[page 95].

TasksSet Up the Print Manager

Define Connection Settings1. Start the Print Manager application.2. From the Settings menu, select Proxy to set up a connection to the Internet.

Your proxy settings should be the same as the configuration required by your company to access theInternet.

3. From the Settings menu, select Service User. Enter a service user to run the Windows service.This user should have administration rights on the local computer as well as authorization to access yournetwork printers.

After making these settings, the print service is started and runs as the Windows service SAP Print Service. Inaddition, a second Windows service, SAP Print Watcher is started. This is used to restart the print service if it isstopped for any reason. This guarantees the availability of the print service even if an unplanned stoppage occurs.

Add a System1. From the Runtime System menu, select New to add an SAP cloud solution to the Print Manager.2. Enter the following information:

● Name: Enter a name for the system. ● Protocol: By default, the protocol is HTTPS. ● Host: Enter the hostname of your SAP cloud solution. You do not need to enter http:// or https://

before the hostname.You can find the hostname in the URL used to access the SAP cloud solution.For example: my123456.sapbydesign.com

● Port: By default, the port is 443 for HTTPS and 80 for HTTP. ● User: Enter the print user you created while setting up print queues in the Print Queues view. ● Password: Enter the print user password.

3. Click Test to test the connection to the system.



If the host name cannot be resolved, check the Host field and your proxy settings and retry.

4. Click OK.As soon as you have added the system, the print service starts to collect print queues from the SAP cloudsolution. All print queues that have been assigned to this print user are displayed in the Print Manager. Youneed to assign printers to the print queues to start printing.

If you do not immediately see any print queues, select Check Now from the Runtime System menuto start the connection.

Define Output Options for a Print Queue1. Under Runtime Systems, select a system from the list.

All print queues that have been assigned to the print user are displayed.2. Under Print Queues, select a print queue and then choose Output Options from the Print Queue menu.

The Output Options dialog box opens displaying the following output options: ● Send to Printer

If you choose this option, all documents are sent to the selected printer. You can also print the samedocument from up to five different printers.

● Save to FileYou can use this option to save printing documents as a file in a specified directory. You can definewhether you want to save the document in XML format and whether the associated attachments are tobe stored.

3. Select the relevant output option and click OK.Note that the printer that you assign to the queue must support the printer language defined in the queue.You can view this information in the Format column of the Print Queues list.

Do not select a printer that requires user action for each print job. For example, you should notselect a printer that prints to a file because a user would need to save or process the generated fileeach time a document is printed.

As soon as you have defined the output options for the print queue, the Print Manager starts collecting andprinting documents that have been sent to this print queue.

Test a Print Queue1. In your SAP cloud solution, navigate to Application and User Management Input and Output

Management Print Queues .2. Select the print queue and click Edit.3. Click Test Print.

A test page is sent to the defined printer. The test page contains a test sentence in English, Chinese, French,and German. If you encounter any problems, see the Troubleshooting section below.

Other Functions

Reset Statistics1. Under Runtime Systems, select a system.2. From the Settings menu, select Reset Statistics.

All document status data, such as available, retrieved, printed, and failed documents relating to this systemare reset.


View Log Information1. From the Help menu, select About.2. In the dialog box that opens, you can use the links to access the following information:

● Document Log: All documents retrieved by the Print Manager from the SAP cloud solution ● Error Log: All errors ● Printing Log: General log of the Print Manager

3. If you need to provide more detailed log information to help solve an error, select the Debug Output checkboxand then reproduce the error.This will add more detailed error information to the log files.

4. If required, click Save Support Information to create an archive file containing all log information, which canthen be attached to a support incident.

Troubleshooting ● If the error message “Could not retrieve list of print queues from the runtime (error: the remote name could

not be resolved)” is displayed after you have tried to set up the connection to the SAP cloud solution, do thefollowing: ○ In the Print Manager, select the system, select Edit from the Runtime System menu, and check that the

Host field has been maintained correctly. Try the connection again. ○ In the Print Manager, check whether the proxy settings are correctly maintained and retry.

● If the error message “Could not grant the user the right to run a service under his account – administratorprivileges are required (error: LookupAccountName() failed (error 1332))” is displayed after you have triedto enter or change the service user, select Service User from the Settings menu and check that the serviceuser and password have been maintained correctly.

● If the error message “Connection test failed: The remote server returned an error: (401) Unauthorized.” isdisplayed when testing the connection to the system, do the following: ○ In the Print Manager, select Edit from the Runtime System menu, and check that the print user and

password have been maintained correctly. ○ In the SAP cloud solution, navigate to Application and User Management Input and Output

Management Print Queues , and check that the print user has been maintained and has the correctpassword.

● If the connection is working but some or all print queues are missing from the list, do the following: ○ In the Print Manager, select Show All from the dropdown menu above the Print Queues pane. If Show

Assigned is selected, you will not see any print queues that have not yet been assigned to a printer. ○ In the SAP cloud solution, navigate to Application and User Management Input and Output

Management Print Queues , and check that the missing print queue or print queues have beenassigned to the same print user that you are using to connect to the Print Manager.

● If you are trying to assign a printer to a print queue and cannot find the printer you want, do the following: ○ Check whether the printer exists at all as a Windows printer. ○ In the Print Manager, select Service User from the Settings menu and check whether the current user is

authorized to access the printer. ● If a document has not been printed although the status in the SAP cloud solution is set to Successful, (for

example in the document's output history or in the Print Queues view) and the status in the Print Managerindicates that the document is available, check that a printer has been assigned to the print queue in the PrintManager.



● If a document has not been printed although the status in the SAP cloud solution is set to Successful (forexample in the document's output history or in the Print Queues view) and the status in the Print Managerindicates that the document has been printed, do the following: ○ Check whether the document has got stuck in the Windows printer queue. If so, try to retrigger the print

job in the Windows queue.

When a document from the SAP cloud solution is sent to a Windows print queue, the document’sUUID is used as the file name. In order to identify individual documents in a Windows print queue,you can activate the display of the UUID in the print queue editor. To do this, navigate to Application and User Management Input and Output Management Print Queues , and edit theprint queue. On the Queued Documents and Processed Documents tabs you can add the hiddenUUID column to the table by selecting This Screen from the Personalize menu.

○ If you cannot trigger the printing from the Windows queue again, you can use the resubmit function inthe document's output history or trigger the output of the document again directly from the documentin the SAP cloud solution.

● Although a document, for example the test print page, has been printed, parts of the text are not readable orhave not been printed. If your printer does not support a certain language font such as Chinese, which is usedin the document, the printer may not have been able to print some or all of the content correctly. Install themissing font on your printer.

11.7.2.8 Form Template Adaptation

OverviewAdministrators can adapt the content and layout of print forms, and edit interactive forms using the integratedversion of Adobe® LiveCycle® Designer. Administrators can do the following tasks:

● Create a copy of a form template by copying an existing template and then adapting the content and layoutof the template

● Create a new country variant of a form template by copying the existing template as a variant, specifying acountry, and then adapting the form template for the new country

● Create a new language variant of a form template by copying an existing template, specifying a language, andthen manually translating the form template into the new language

● Edit a form template or template variant

It is recommended that you edit form templates provided by SAP or partners rather than creating newtemplates. This means that you do not have to adapt any output settings and you can also manage all versionsof the template. Note that customized form template versions are not overwritten by SAP or partner upgrades.It is also not possible to copy or edit print forms that contain legally-sensitive content.

FeaturesTo edit a form template with Adobe LiveCycle Designer you must have installed the Adobe LiveCycle Designer andthe Add-In for Adobe LiveCycle Designer front-end components on your computer. You can install these componentsfrom the Download Center view in the Application and User Management work center, under Business Flexibility.For more information about editing a form template, see Edit a Form Template Using Adobe LiveCycle Designer[page 199].


It is recommended that only users with experience of Adobe LiveCycle Designer make changes.Note that in the integrated version of Adobe LiveCycle Designer not all features are enabled. For example,form guides, fragments, and setting PDF files as background artwork are not supported.

The table below lists what you can do with the Adobe LiveCycle Designer.

Function Comments

Change position of title, logo, and fields

Change alignment of title and logo You can do this for templates that do not use a mastertemplate.

Change title and template texts

Change sender address, number, and content of footers You can do this for templates that do not use a mastertemplate.

Change style and size of font

Change line style and add borders

Adjust visibility of fields, change field labels, and the sequenceof fields

Adjust visibility of columns, change column order, and columnheaders

Add standard fields - available in the form data structure

Add new fields - not available in the form data structure You can add extension fields. Other fields require supportfrom the SAP Cloud Service Center. For more information,see the Administrator Adaptation Quick Guide.

Add placeholders to free text blocks

Add new texts, captions, and so on

Show and hide page numbers, folder marks, and so on

Preview with sample data You can do this by manually downloading sample data fromthe system and referencing it in Adobe LiveCycle Designer.

If you require complex changes to a print form, you can also contact the SAP Cloud Service Center. They canassist you with complex scripting such as dynamically displaying or hiding fields, sorting table rows, addingnew or extension fields to a form, or creating a completely new form. For more information, see the BusinessCenter .

11.7.2.9 Installation and Settings (for Rugged Devices)

With the SAP Business ByDesign Mobile Execution app, you can execute and confirm tasks in the warehouse usinga rugged mobile device, as well as perform goods movements, request replenishment to production, and removematerials from production. Bar code scanning normally takes the place of manual data entry, but you are able to doboth – scan as well as type into the mobile application. The bar code reader can be directly connected to the network,no additional middleware is required. Changes made through the mobile application are automatically updated inthe system over the Internet, online and in real time.





In order for the application to function correctly on your device, follow the installation and setup instructions providedbelow.

● Much of the application's functionality is dependent on the settings an administrator defines in the SAPBusiness ByDesign system. These settings cannot be changed using the mobile application.

● Before connecting with your mobile device, you have to access the SAP Business ByDesign system at leastonce from a desktop computer, in order to change your initial password. Then, to access the SAP BusinessByDesign system from your mobile device, you must know the system's URL and have a valid user name andpassword for it. Note that if your system password expires, then you must connect to the system from adesktop computer in order to change it.

Support for Scanner Devices ● Effective May 2016 release, support for rugged devices is deprecated. This means that SAP will

not offer further enhancements for this functionality.SAP will continue to provide minimal support for existing customers. No support will be availablefor new customers

● If you are a new customer, we recommend that you contact your implementation partner. Formore information, see Scanner Strategy in Business ByDesign .

● Effective November 2016 release, Windows Mobile: Mob Warehouse software installationpackage available in the download center in service marketplace will be withdrawn.

Information for Administrators

Business Configuration SettingsPrerequisites for Using Mobile ExecutionDuring scoping, you must have selected Warehouse Tasks and Automation and enabled the Mobile Devices and theAutomatic Identification business topics.

Business Configuration for Mobile ExecutionThe SCM mobile solution is based on scanning GS1-128 (former EAN-128) bar codes. Furthermore, the followingByDesign label types can be scanned: mixed content, serialized, uniform content, and unspecified content.Concatenated bar codes are supported. During scoping and fine tuning, you must enable the use of a mobile scanningdevice, define the device type and bar code type to be used (edit the table to enable alternative bar code types to beused), and optionally, also enable automated screen navigation for the application. If you would like, you can alsoset up the use of function keys on your mobile device.The system decodes bar code data using the following identifiers:

Identifier Description

01 Global Trade Item Number (GTIN)

10 Identified Stock (Ident. Stock)

21 Serial Number

30 Quantity (Qty) – default unit of measure is “each”

402 Reference Document (such as a delivery note or a sales order)

91 Product ID

93 Logistics Area (LOA)


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94 Logistics Unit (LU)

95 Unit of Measure (UoM)

97 Label ID

98 Product Requirements Specification (PRS)

To find the Bar Code Type UCC/EAN 128 and the Mobile System Access and Device Types activities, go to the Business Configuration Implementation Projects view. Select your implementation project and click

Open Activity List . Select the Fine-Tune phase, then select the appropriate activity from the activity list.

User and Access Management SettingsIn the Application and User Management work center, you must assign the Mobile Execution work center to all userswho will use the mobile warehouse application, as well as all of the work center's views that you would like to makeavailable on the mobile device. If a user does not have the Mobile Execution work center assignment, he or she willnot be able to log on. Ensure also that for each Mobile Execution work center view that you've assigned to a user, therelated Execution work center desktop view is also assigned.The mobile warehouse application will execute inbound and outbound tasks based on the master data settings forlogistics models (one-step or two-step execution). Triggering replenishment and removal is dependent on the masterdata settings in the Location Layout view (replenishment and removal rules) in the Supply Chain Design MasterData work center. For system-guided execution of tasks, task folders have to be maintained.

Additional InformationThere is no prerequisite to use the SAP Business ByDesign labeling functionality. However, the labels created in SAPBusiness ByDesign have a unique ID that can be used to find a specific task. If another label source is used, the datacan be read and used for information, but it will not be integrated into the process.As an administrator, you can add an existing extension field to a mobile view. For more information, see the followingdocument: Add an Extension Field to a Mobile View.

Installation Instructions

Installing and Launching the AppDevice Prerequisites

● Integrated bar code reader ● Supported devices:

a. Microsoft® Windows® Mobile 6.1 ● Intermec® CK3 and CN3 ● Motorola® MC9090, MC55 and MC70 Enterprise Digital Assistant

b. Microsoft® Windows® Mobile 6.5 ● Motorola®MC9190G

Devices must have a full alphanumeric keypad. ● Presence of function keys (F1 to F12) is highly recommended for efficient use of the solution

Download and Installation Instructions



If your device meets the above requirements, you can proceed to download and install the app. You must be anadministrator to download the app from Home Self-Services Self-Services Overview . Under My Computer,click Install Additional Software and then download the app that is right for your device type.

If an older version of the app is already installed on your mobile device, you must uninstall it first (removethe program from your device).

Install the SAP Business ByDesign warehouse application (downloaded .cab file). Depending on the configurationof your wireless network, it might be necessary to access SAP Business ByDesign using a proxy server. Contact yoursystem administrator to find out if this is required and, if so, how to set this up.

Launching the AppAfter starting the app initially, proceed as follows:

1. Choose Options . You will be asked to type EXITAPP for verification.

2. The About section will give you the version of the ByDesign system you are working on. A link to the licenseis also present here.

3. Enter the URL to the SAP Business ByDesign system.4. The Hide Bar Code option is selected by default. This enables you to scan the barcodes. Clear the box, if you

would like the manually enter the barcodes in addition to being able to scan them..5. Each time you close the application or choose Options , if you want to avoid typing EXITAPP, select the

Disable ExitApp check box. This is checked by default.6. The Enable Logging option is unchecked by default. For more details about this feature, see the Enable Logging

section below.7. Return to the logon screen to enter your user name and password for the SAP Business ByDesign system,

and choose Log On .

Enable LoggingIn case you have selected the Enable Logging option on the Options screen. Each time you execute an operation, thesystem creates a log of this action in the form of a .txt file which is stored in the device memory.To access these logs, on your device, click Start, navigate to Programs > File explorer >My Device> ApplicationData> .data.ByD2Go>Logs.To access these logs on your desktop, connect the device to the computer, navigate to the Device storage>Application Data folder > data.ByD2Go>Logs.

SAP recommends that you disable logging before you use the application.However in case of troubleshooting, you might be asked to turn on this option, so the operations causing aproblem can be detected.

Log LevelWhen you select the Enable Logging option, the Log Level dropdown box gets enabled. The default value is Error.You can also choose from three other options, namely, Warning, Info and Trace. Depending on the value chosen,different logs are saved.

Value Types of logs

Error Errors and fatal errors recorded.

Warning Warnings, errors and fatal errors recorded.

Info Information about processes, warnings, errors and fatal errors recorded.


Trace Detailed reports about the processes, information about processes, warnings, errors and fatal errors recorded.

App SettingsAfter successfully launching the app and logging on, you can view and change the app's settings. To do so, proceedas follows:

1. Choose Settings .2. Select a device type that matches the mobile device in use.3. Enter a site ID, as applicable to your work.4. Select a profile, as applicable to your work.5. Save your changes.

Be sure to define these settings before you first use the app. These settings are required in order to ensureproper task execution.

If you do not have the information required for these settings or you have continued problems logging on tothe application, contact your system administrator for assistance.

Uninstalling the ApplicationTo uninstall the SAP Business ByDesign mobile application at any time, simply remove the app from your device,just as you would any other program on your rugged device.

For information on how to operate your mobile device, refer to the device manufacturer's documentation.For information about SAP Business ByDesign functionality, refer to the system's documentation, which iscontained in the SAP Business ByDesign system's built-in learning environment.

Troubleshooting

Logging OnIf you are experiencing problems logging on:

● Check that you have a working network connection (for example, by opening a Web browser application andbrowsing Internet pages).

● Check that you have entered the correct URL to your SAP Business ByDesign system and make sure that youhave written the user name and password correctly. Note that if you have never changed your password inthe SAP Business ByDesign system or if the password has expired, you will not be able to access the systemfrom your mobile device until you have connected to the system from a desktop computer and resolved thissecurity issue.

Slow Server ResponsePoor data connectivity can cause the app to work slowly or appear to hang when sending or receiving data. You canwait for the data transfer to complete, or disconnect and try to connect again when you have better networkconnectivity.

Getting SupportTo get support for technical errors, please contact your administrator.



For information on how to operate your mobile device, refer to the device manufacturer's documentation.For information about SAP Business ByDesign functionality, refer to the system's documentation, which iscontained in the Business ByDesign built-in learning environment.

___________________________________



11.7.2.10 SAP Business ByDesign Mobile Execution (for RuggedDevices)

With the SAP Business ByDesign Mobile Execution app, you can execute and confirm tasks in the warehouse usinga rugged mobile device, as well as perform goods movements (request replenishment or removal) of materialsacross logistics areas. Bar code scanning normally takes the place of manual data entry, but you are able to do both– scan as well as type into the mobile application. The bar code reader can be directly connected to the network, noadditional middleware is required. Changes made through the mobile application are automatically updated in thesystem over the Internet, online and in real time.

Support for Scanner Devices ● Effective May 2016 release, support for rugged devices is deprecated. This means that SAP will not

offer further enhancements for this functionality.SAP will continue to provide minimal support for existing customers. No support will be available fornew customers.

● If you are a new customer, we recommend that you contact your implementation partner. For moreinformation, see Scanner Strategy in Business ByDesign .

● Effective November 2016 release, Windows Mobile: Mob Warehouse software installation packageavailable in the download center in service marketplace will be withdrawn.

Getting Started

Searching and NavigatingAll buttons in the application can be triggered by using function keys.You can configure the application to automatically navigate to a pre-specified screen on scanning a bar code. Forexample, you can configure the system so that when you scan a task ID bar code from a pick list, you will go directlyto the source confirmation screen.The application supports a wild card search with asterisks (*).

Working with the Random Scanning ProfileYou can work with your mobile device using different profiles. By default, all scanning must be done in the orderrequested by the system. If you choose to work with the Random Scanning profile, you will be able to scan bar codesin an order of your choosing, when processing an outbound pick task. Only outbound pick tasks can be processedin this manner.



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To enable the Random Scanning profile, run the Mobile Execution app on your mobile device, connect to the systemusing your user name and password, go to the Settings screen and select RANDOM SCANNING from the Profiledropdown menu. Save and close to begin working with this profile.Once the Random Scanning profile has been enabled, you can select an outbound pick task and then scan item-identifying bar codes in an order of your choosing, until the system finds a unique match in the pick list. This makesit easy to quickly and efficiently pick and confirm all items and quantities in a pick list.

Select Inbound Task, Select Internal Task, Select Outbound Task, and Select Open Tasks ViewsYou can manually search for a task using the available search criteria, or you can search by task ID using a wild card(asterisk) and then manually navigate to the desired task (by using the on-screen arrows or by function key). Notethat in the Select Open Tasks view, the system will only propose tasks in status Open (including those tasks withincomplete target confirmations). Choose Start Task to begin the displayed task’s execution.During task execution, it is possible to display task details, confirm quantities, fully or partially, report deviations,and split a task. It is also possible to reverse the confirmation of in-transit quantities.

When you scan a number of product or logistics unit (LU) quantities for confirmation (for example, in a targetput away task), the quantities will accumulate in the Qty field as you scan them in.

The system will force the use of a bar code scanner for task execution, if set up in this manner during fine tuning (inthe verification profile configuration). One-step or two-step task execution is determined based on your master datasettings, as applicable in the Execution work center.

If the task is not completed and opened again, then the task will open from the line item which has an openquantity greater than 0. In case of loss of connectivity, this behavior allows you to save time and resume yourwork where you left it without the need to skipping through completed line items.

System Guided by Folder ViewYou can execute your tasks based on the folder to which they belong. In this system-guided view, the system willautomatically propose tasks from the folder you select. Note that if you are using the two-step outbound logisticsmodel, confirmation of a pick task automatically creates a load task in the load tasks’ folder. You will have to navigateback to this folder in order to execute this task.

Goods Movement ViewYou can quickly confirm a goods movement by recording the following mandatory information: source, product,quantity, and owner.You can confirm the goods movement for goods of type restricted, unrestricted, or inspection.

Request Replenishment ViewYou can quickly replenish a logistics area or a production order by providing the logistics area and product toreplenish, or the production order for which you would like to replenish input products. For a logistics area (orproduct), the system creates a replenishment task, if replenishment is needed according to the defaultreplenishment rule maintained for the logistics area in the Location Layout view of the Supply Chain Design MasterData work center. For a production order, the system creates a replenishment task for each of its input products(provided that it is not marked as supply-to-production and there is no replenishment rule on the target logisticsarea).



Request Removal ViewYou can quickly create a removal request by providing the applicable logistics area and product information. Thesystem creates a removal task, if removal is needed according to the default removal rule maintained for the logisticsarea in the Location Layout view of the Supply Chain Design Master Data work center.

Count Logistics Area ViewIn the Count Logistics Area view, you can perform a count in the logistics area entered in the PI count document.Scan the logistics area, then scan for the products, and if needed also scan for stock separators.

If the product is restricted, then select the Restricted checkbox; else the product will be counted as a separateitem.Similarly, if the product belongs to inspection stock, select the Inspection checkbox.

Tap the Post Item button to enter scanned data, this data can be viewed by tapping the Show Items button. Tap theFinish Count button, once counting of products is done.In case certain items listed on the PI count document are not present in the logistics area, when you tap the FinishCount button, the system will ask you to confirm if the count for those items is zero. You can do this by tapping theConfirm Zero for All button.

You can use the function keys for performing tasks. For example, you can use the F4 key to post items.

If the PI task has multiple logistics areas, the task is unfinished and has to be finished manually in the system.Counting of logistics units cannot be performed from the mobile device.___________________________________





12 Reports View

12.1 Created vs. Solved Incidents - Last 12 Months

OverviewThis report shows how many incidents have been reported and how many have been solved in the past 12-monthperiod.Key users can access this report from the Reports view of the following work centers:

● Home ● Application and User Management

ViewsThe following views are available with this report:

● By Month and Application AreaShows the number of incidents reported and the number of incidents solved by creation/completion year/month and application area, as well as the total number of incidents from all application areas that werereported and solved each month.

● By Month and PriorityShows the number of incidents reported and the number of incidents solved by creation/completion year/month and priority, as well as the total number of incidents of all priorities that were reported and solved eachmonth.

FeaturesRunning the ReportBefore running the report, you can specify the data you want to see by making value selections for variables. Youmust make a value selection for all mandatory variables. In the system, mandatory variables are indicated by anasterisk (*).Additional information is available for the following variable:

● Last 12 Months from TodaySpecifies the time period for which data is to be displayed. By default, this variable is set to Last 12 Monthsfrom Today. You can select a predefined time period from the dropdown list or define your own time periodby entering a start and end date.

Analyzing the ReportTo further analyze data in this report, you can drag characteristics to rows and columns.From this report, you can navigate to a specific incident by dragging the Incident ID characteristic to rows, clickingan incident ID, and clicking View Incident.

See AlsoReports View


Reports View

Overview of Reports in Application and User ManagementOverview of Data Sources in Application and User Management

12.2 Created vs. Solved Incidents - Last 3 Months

OverviewThis report shows how many incidents have been reported and how many have been solved in the past 3-monthperiod.Key users can access this report from the Reports view of the following work centers:



● By Week and Application AreaShows the number of incidents reported and the number of incidents solved by creation/completion year/week and application area, as well as the total number of incidents from all application areas that werereported and solved each week.

● By Week and PriorityShows the number of incidents reported and the number of incidents solved by creation/completion year/week and priority, as well as the total number of incidents of all priorities that were reported and solved eachweek.




See AlsoReports ViewOverview of Reports in Application and User Management

SAP Business ByDesign February 2017Reports View P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 257

Overview of Data Sources in Application and User Management

12.3 Incident History - Last 12 Months

OverviewThis report shows the number of incidents solved in the past 12-month period and the time taken by requesters andproviders to do so.

Processing time such as MPT and IRT are relevant for Customer Help Desk usage scenarios only and not forthose incidents which involve SAP Support.

Key users can access this report from the Reports view of the following work centers: ● Home ● Application and User Management


● By Month and Application AreaShows the number of incidents solved by completion year/month and application area, as well as the averageinitial response time (IRT), average processing time at the provider and requester, and the number of incidentsfor which the IRT and maximum processing time (MPT) were exceeded.

● By Month and PriorityShows the number of incidents solved by completion year/month and priority, as well as the average initialresponse time (IRT), average processing time at the provider and requester, and the number of incidents forwhich the IRT and maximum processing time (MPT) were exceeded.





Reports View

See AlsoReports ViewOverview of Reports in Application and User ManagementOverview of Data Sources in Application and User Management

12.4 Incident History - Last 3 Months

OverviewThis report shows the number of incidents solved in the past 3-month period and the time taken by requesters andproviders to do so.




● By Week and Application AreaShows the number of incidents solved by completion year/week and application area, as well as the averageinitial response time (IRT), average processing time at the provider and requester, and the number of incidentsfor which the IRT and maximum processing time (MPT) were exceeded.

● By Week and PriorityShows the number of incidents solved by completion year/week and priority, as well as the average initialresponse time (IRT), average processing time at the provider and requester, and the number of incidents forwhich the IRT and maximum processing time (MPT) were exceeded.



Analyzing the ReportTo further analyze data in this report, you can drag characteristics to rows and columns.


From this report, you can navigate to a specific incident by dragging the Incident ID characteristic to rows, clickingan incident ID, and clicking View Incident.


12.5 Open Incidents

OverviewThis report shows how many incidents are currently open and whether their initial response time (IRT) and maximumprocessing time (MPT) have been exceeded.


Open incidents have one of the following statuses: ● New

● In Process

● In Process — Provider Action

● In Process — Requester Action

● In Process — Solution Proposed

● In Process — Reopened



● By Application Area ● By Assignment ● By Assignment (Chart) ● By Priority ● By Priority (Chart) ● By Processing Team ● By Processor ● By Requester


Reports View

FeaturesAnalyzing the ReportTo further analyze data in this report, you can drag characteristics to rows and columns.From this report, you can navigate to a specific incident by dragging the Incident ID characteristic to rows, clickingan incident ID, and clicking View Incident.


12.6 Report Assignment Details

OverviewThis report shows the history of the assignment of reports to work centers, including change data, assignmentdetails, and whether access to reports is restricted. This report can be used for auditing and compliance purposes.Report assignments can be changed by administrators.For more information, access the Help Center from the relevant screen.Note that you can access this report from the Reports work center view of the Application and User Managementwork center.


● Report Assignments by Work Centers ● Work Centers by Report Assignments

The report views show different predefined drilldowns of the available content.

Features

Running the ReportBefore running the report, you can specify the data you want to see by making value selections for variables. Youmust make a value selection for all mandatory variables. In the system, mandatory variables are indicated by anasterisk (*).Additional information is available for the following selected variables:

● Show Entire HistoryShows the entire report assignment history of reports since they have been in your system. By default, thisvariable is set to No and shows the current report assignment.The Action characteristic therefore displays no relevant actions, such as Add.


If you select Yes, the entire report assignment is displayed and the Action characteristic displays values asdescribed below.

Analyzing the ReportThis report shows an analysis of reports by change data, including by whom a report has been changed and whataction has been applied to the report assignment.Additional information is available for the following characteristics:

● Changed Date - UTC Time ZoneShows the date on which a report has been changed. The date is set to the coordinated universal time (UTC)time zone. If you require the date to be in your local time zone, you must manually convert the date.

● Changed Time - UTC Time ZoneShows the time at which a report has been changed. The time is set to the coordinated universal time (UTC)time zone. If you require the time to be in your local time zone, you must manually convert the time.

● Unrestricted AccessShows whether the report has been assigned regardless of conflicted access rights. This characteristic isdependent on the change data and time.

● ActionShows the action applied to the report by the user listed under Changed By. The following actions are possible: ○ Add

Indicates that the specified report assignment has been added. ○ Delete

Indicates that the specified report assignment has been deleted. ○ Edit

Indicates that the specified report assignment has been edited.

To further analyze data in this report, you can drag characteristics to rows and columns.

12.7 Employee Readiness Check

OverviewThis report shows the proportion of completed learning content for employees in the reporting line units for whicha manager is directly responsible. This helps determine if employees within a certain reporting line unit are sufficientlytrained in the system to carry out their work. Employees should have completed their assigned learning modulesbefore they start their operational work.

Filtered Content for Line ManagementDepending on line management, different content is filtered for this report

● Employee Readiness Check - My AreaMy Area represents overall responsibility, covering all organizational units to which a manager is assigned,including all subordinate units.

● Employee Readiness Check - My Direct ReportsMy Direct Reports represents direct responsibility, such as direct responsibility for employees and costcenters.

● Employee Readiness Check - My TeamsMy Teams represents delegated responsibilities. This is equivalent to My Area aggregated by teams.


Reports View

Features

Report ContentThe data in this report is initially displayed in table format. This report shows an analysis of the employees perreporting line unit according to:

● Total Number of Learning Modules ● Number of Passed Learning Modules ● Number of Learning Modules with Assessment ● Ratio Passed Learning Modules ● Number of Learning Modules Assigned and Passed

Analyzing the ReportTo further analyze data in this report, you can drag characteristics to rows and columns.

See AlsoReports ViewOverview of Data Sources in Application and User Management

12.8 Access Rights Change Log

OverviewThis report shows a list of all users in the system and their assigned access rights. It also lists when and how theaccess rights were changed and by whom. This information is relevant for compliance reasons enabling you tomonitor the system in order to prevent fraud or to trace who made changes if a fraud was committed.

ViewsThe following view is available with this report:

● Access Rights Change Log

The report view shows predefined drilldowns of the available content.

Features

Running the ReportBefore running the report, you can specify the data you want to see by making value selections for variables.

Analyzing the ReportThis report shows an analysis of changed access rights. It is sorted by the user ID (displaying in alphabetical order)and the information relating to the change, including the previous and new access rights, restrictions, and the nameof the person who made the change.


12.9 All Current Access Rights

OverviewThis report shows a list of all users in the system and the access rights currently assigned to them. It also displaysthe list of business roles assigned along with the Work Center views. This information is relevant for compliancereasons enabling you to monitor the system to prevent fraud.


● Current Access Rights by Work Center ● Current Access Rights by User ● Role type ● Work Center View or Business Role

The report views show different predefined drilldowns of available content.

Features


Analyzing the ReportThis report shows an analysis of all users that are in the system along with their current access rights and businessroles.

12.10 Segregation of Duty Conflicts

OverviewThis report shows the Segregation of Duty Conflicts between the work center views assigned to the user. Thisinformation is relevant for compliance reasons enabling you to monitor the system to prevent fraud.

ViewsThe Segregation of Duty Conflicts view is available with this report.



Reports View

Analyzing the ReportThis report shows an analysis of a Segregation of Duty Conflicts between the work center views assigned to the user.

12.11 All Current Users

OverviewThis report shows a list of all users in the system. This information is relevant for compliance reasons enabling youto monitor the system to prevent fraud.


● All Current Users

Features


Analyzing the ReportThis report shows an analysis of all users that are currently in your system, including user name, validity, and theinformation whether a user is locked or unlocked. It also shows when and by whom the user has been created.

12.12 User Activation and Deactivation Log

OverviewThis report shows a list of all users in the system and when they have been activated or deactivated. This informationis relevant for compliance reasons enabling you to monitor the system to prevent fraud.


● User (de)activation log

The report view shows predefined drilldowns of the available content.


Features


Analyzing the ReportThis report shows an analysis of users and their activation changes. The data is sorted by user ID (displaying inalphabetical order) and includes the information when and by whom the user has been locked or unlocked.

12.13 Software History

OverviewThis report provides data about the entire history of your system, including change data, product version data,patches, and support packages. This enables you to see at a glance what changes have been made to your systemover a specific period of time. The information the report provides allows you to determine the software version ofyour system at all times. This is important, for example, if you report an incident to SAP and SAP replies that theproblem will be fixed as of a certain hotfix collection. The information in this report shows you when the hotfixcollection has been imported into your system or, in the case of an add-on, whether the add-on has been implementedin your system or software version.Key users can access this report from the Reports view of the following work centers:


Running the ReportBefore running the report, you can specify the data you want to see by making value selections for variables. Youmust make a value selection for all mandatory variables. In the system, mandatory variables are indicated by anasterisk (*).The default value of the History Start Date variable is exactly one year before the current date.

Analyzing the ReportThis report lists the software changes that have been made for your system by date in descending order.The following data is filtered for this report:

● Changed On is greater than or equal to History Start Date.

To further analyze data in this report, you can drag characteristics to rows and columns.



Reports View

12.14 All Business Roles

OverviewThis report shows a list of Work Centers and Work Center View assigned to a Business Role Identifier. It also displaysAccess Restriction or Restriction Rules for the views which are included in restricted assignment mode. Thisinformation is relevant for compliance reasons enabling you to monitor the authorizations which each business rolegrants to the users.


● Business Role Identifier ● Work Center ● Work Center View

The report views show different predefined drilldowns of available content.

Features


Analyzing the ReportThis report shows an analysis of all business roles in the system along with their assigned work center, view andcorresponding restrictions or restriction rules if any.


13 Application and User Management TaskTypes

13.1 Notification – Incident Updated [by Processor]

OverviewThe system creates this notification to inform the requester that the processor has added new information to theincident.The default priority of this notification is the same as that of the incident but you can change it if required.This notification has no due date, but expires automatically on the date specified in business configuration.

RelevanceThis notification appears in the worklist of the requester because the processor has added new information to theincident without changing its status.The relevant user receives this notification in the Inbox subview of the Work view in the Home work center.

ResponseYou can open the incident by clicking the link in the Subject field and view the changes that have been made, but noaction is required on your part.For more information, see the documentation on Working with Incidents.

You can confirm the notification by choosing Actions Acknowledge . If you do not do so, the notification expiresautomatically on the date specified in business configuration. The notification is removed from the worklist if theincident is completed or the processor returns the incident to the requester.

Configuration

Configuration settings are normally performed by your key user. If you do not have the required authorization,contact your key user.

This notification is activated by default in the Business Task Management for Incident Management fine-tuningactivity. It is possible to deactivate it and also to specify the expiry date of the notification in this activity.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine-Tune phase, then select the BusinessTask Management for Incident Management activity from the activity list.Before you can do this, you must add the Business Task Management for Incident Management activity to yourproject. For more information, see Add or Remove Optional Activities in the Further Tasks section of thedocumentation on completing the activity list.


Application and User Management Task Types

See AlsoBusiness Task ManagementQuick Guide for Work Inbox

13.2 Notification – Incident Overdue [for Requester]

OverviewThe system creates this notification to inform the requester that an incident that requires action on his or her parthas not been changed for 30 days and will be completed automatically in a further 60 days if no changes have beenmade to it.The default priority of this notification is the same as that of the incident but you can change it if required.The due date of this notification is 90 days from the date on which the incident was last changed.This notification does not expire automatically, but is removed from the worklist when the requester makes a changeto the incident or when the incident is completed.

RelevanceIf an incident requires action on the part of the requester and no changes have been made to it for 30 days, thisnotification is sent to the requester.The relevant user receives this notification in the Inbox subview of the Work view in the Home work center.

ResponseTo respond to this notification, open the incident for editing by clicking the link in the Subject field and choose oneof the following courses of action:

● If the status of the incident is Requester Action, the processor has returned the incident to you with aquestion and you can: ○ Add your reply and return the incident to the processor ○ Cancel the incident if it is no longer valid

● If the status of the incident is Solution Proposed, you can: ○ Accept the proposed solution, thereby completing the incident ○ Reject the proposed solution and return the incident to the processor ○ Cancel the incident if it is no longer valid

For more information about performing these actions, see the documentation on Working with Incidents..Once you have performed one of these actions, the system completes the notification and removes it from yourworklist.If you return the incident to the processor, the system sends the Check Incident [for Processor] task to the processorto inform him or her that action is required on his or her part.If you choose not to respond to this notification, the system completes the incident 90 days after the last changewas made to it, and also completes the notification and removes it from your worklist.

SAP Business ByDesign February 2017Application and User Management Task Types P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 269

Configuration

Configuration settings are normally performed by your key user. If you do not have the required authorization,contact your key user.

This notification is activated by default in the Business Task Management for Incident Management fine-tuningactivity. It is possible to deactivate it in this activity.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine-Tune phase, then select the BusinessTask Management for Incident Management activity from the activity list.Before you can do this, you must add the Business Task Management for Incident Management activity to yourproject. For more information, see Add or Remove Optional Activities in the Further Tasks section of thedocumentation on completing the activity list.The attributes of this notification are fully predefined and cannot be configured.

See AlsoBusiness Task ManagementQuick Guide for Work Inbox

13.3 Task – Check Incident [for All Key Users]

OverviewThe system creates this task to inform all key users that a new incident has been reported and needs to be assigneda processor.The default priority of this task is the same as that of the incident but you can change it if required.This task has no due date and does not expire automatically, but is removed from the worklist when a processor hasbeen assigned to the incident or the requester cancels the incident.

RelevanceThis task appears in the worklist of all key users when a new incident is reported, since any key user can take overthe incident for processing or assign another key user as the processor of the incident.The relevant users receive this task in the Work view of the Application and User Management work center.

ResponseTo respond to this task, open the incident for editing by clicking the link in the Subject field and choose one of thefollowing courses of action:

● Take over the incident for processing



● Assign another key user as the processor of the incident

For more information about performing these actions, see the Incidents Quick Guide (Application and UserManagement) [page 10].Once you have performed one of these actions, the system completes the task and removes it from your worklistand from the worklists of all other key users.The system sends the Check Incident [for Processor] task to the processor to inform him or her that action is requiredon his or her part.

ConfigurationThe attributes of this task are fully predefined and cannot be configured.

See AlsoBusiness Task ManagementQuick Guide for Work (in Application and User Management) [page 8]

13.4 Notification - Incident Updated [by Requester or Provider]

OverviewThe system creates this notification to inform the processor that the requester or provider has added newinformation to the incident.The default priority of this notification is the same as that of the incident but you can change it if required.This notification has no due date, but expires automatically on the date specified in business configuration.

RelevanceThis notification appears in the worklist of the processor of an incident when the requester or provider adds newinformation to the incident without changing its status.The relevant user receives this notification in the Work view of the Application and User Management work center.

ResponseYou can open the incident by clicking the link in the Subject field and view the changes that have been made, but noaction is required on your part.For more information, see the Incidents Quick Guide (Application and User Management) [page 10].

You can confirm the notification by choosing Actions Acknowledge . If you do not do so, the notification expiresautomatically on the date specified in business configuration. The notification is removed from the worklist whenthe incident is completed.


ConfigurationThis notification is activated by default in the Business Task Management for Incident Management fine-tuningactivity. It is possible to deactivate it and also to specify the expiry date of the notification in this activity.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine-Tune phase, then select the BusinessTask Management for Incident Management activity from the activity list.Before you can do this, you must add the Business Task Management for Incident Management activity to yourproject. For more information, see Add or Remove Optional Activities in the Further Tasks section of thedocumentation on completing the activity list.


13.5 Notification – Incident Overdue [for Processor]

OverviewThe system creates this notification to inform the processor that an incident that requires action on his or her parthas not been changed for 30 days and will be completed automatically in a further 60 days if no changes have beenmade to it.The default priority of this notification is the same as that of the incident but you can change it if required.The due date of this notification is 90 days from the date on which the incident was last changed.This notification does not expire automatically, but is removed from the worklist when the processor makes a changeto the incident or when the incident is completed.

RelevanceIf an incident requires action on the part of the processor and no changes have been made to it for 30 days, thisnotification is sent to the processor.The relevant user receives this notification in the Work view of the Application and User Management work center.

ResponseTo respond to this notification, open the incident for editing by clicking the link in the Subject field and choose oneof the following courses of action:

● Propose a solution to the requester ● Ask the requester a question or reply to a question from the requester ● Ask the provider a question or reply to a question from the provider

For more information about performing these actions, see the Incidents Quick Guide (Application and UserManagement) [page 10].



Once you have performed one of these actions, the system completes the notification and removes it from yourworklist.If you return the incident to the requester, the system sends the Check Incident [for Requester] task to the requesterto inform him or her that action is required on his or her part.If you choose not to respond to this notification, the system completes the incident 90 days after the last changewas made to it, and also completes the notification and removes it from your worklist.

ConfigurationThis notification is activated by default in the Business Task Management for Incident Management fine-tuningactivity. It is possible to deactivate it in this activity.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine-Tune phase, then select the BusinessTask Management for Incident Management activity from the activity list.Before you can do this, you must add the Business Task Management for Incident Management activity to yourproject. For more information, see Add or Remove Optional Activities in the Further Tasks section of thedocumentation on completing the activity list.The attributes of this notification are fully predefined and cannot be configured.


13.6 Task - Specify User and Access Data

OverviewThis task is created by the system when a user is created. A user is created automatically after the Human Resourcesadministrator enters employee details into the system or after a user is created for a business partner.This type of task has by default medium priority. It has a due date one day after user creation and expires 28 daysafter creation.

RelevanceThe task is relevant for the user's manager. The user's manager receives this task in the Inbox subview of theWork view in the Home work center.

ResponseTo respond to this task, do the following:

● Specify the names of for the new user, and relevant the access restrictions.


● Add the work centers, work center views, and access restrictions a note attached to the task and the forwardthe task to the key user for user and access management.

ConfigurationThe attributes of this task type are fully predefined and cannot be configured.


13.7 Task - Maintain User and Access Data

OverviewThis task is created by the system when:

● The user's manager specifies the access rights for a new user and forwards this information to the key userfor user and access management.

● When a new user is created and the system cannot determine the responsible manager. ● When the manager responds to a clarification request.

This type of task has by default medium priority. It has a due date one day after user creation and expires 28 daysafter creation.

RelevanceThe task is relevant for the key user for user and access management. The key user receives this task in the Worksubview of the User and Access Management view in the Application and User Management work center.

ResponseTo respond to this task, do the following:

● Check the user data, for example, enter a password, and assign the work centers and work center views namedin Notes.

● Create a clarification request if there are any questions and send it back to the user’s manger.





13.8 Task - Explanation Regarding User Authorizations

OverviewThis task is created by the key user for user and access management when he or she needs additional informationto maintain the access rights for a user.This type of task has by default medium priority. It has a due date one day after user creation and expires 28 daysafter creation.

RelevanceThe task is relevant for the user's manager. The user's manager receives this task in the Inbox subview of theWork view in the Home work center.

ResponseTo respond to this task, enter the required information and send the task back to the key user for user and accessmanagement.



13.9 Task - Solve Connectivity Issue

OverviewWhen the transmission of business-to-business (B2B) messages fails due to connectivity problems, the systemcreates a task prompting the user to solve the error. Reasons for connectivity errors may be, for example, wrongpasswords, outdated Secure Sockets Layer (SSL) certificates, system downtimes.The task has medium priority and does not expire automatically.


RelevanceKey users receive this task in the Work view and in the Business Communication Monitoring view of the Applicationand User Management work center.

ResponseTo solve the error and to complete this task, execute the task and follow the solution proposal. The solution proposaloutlined under Error Description and Solution lists the recommended actions and the expected result.You can process the task as follows:

1. In the Work view of the Application and User Management work center, select the Business MessageMonitoring View document type in the Advanced Search.Alternatively, go to the Business Communication Monitoring view of the Application and User Managementwork center and select the Open Tasks show option.

2. In both cases, select the task you want to process, click Edit or click the hyperlink in the Subject column, andnote the solution proposal.For more information, see Connectivity Errors - Troubleshooting [page 115].

After you have corrected the error, you can restart the message. If the error cannot be corrected, you can cancelthe message.


See AlsoBusiness Communication Monitoring Quick GuideBusiness Task Management

13.10 Task - Solve Mapping Issue (Incoming Message)

OverviewWhen the transmission of incoming business-to-business (B2B) messages fails due to mapping problems, thesystem creates a task prompting the key user to solve the error. A mapping error may occur, for example, if the unitof measure that the sending system uses for a product is unknow to the SAP Business ByDesign system.The task has medium priority and does not expire automatically.




ResponseTo solve the error and to complete this task, execute the task and follow the solution proposal. The solution proposaloutlined under Error Description and Solution lists the recommended actions and the expected result.You can process the task as follows:

1. In the Work view of the Application and User Management work center, select the Business MessageMonitoring View document type in the Advanced Search.Alternatively, go to the Business Communication Monitoring view of the Application and User Managementwork center and select the Open Tasks show option.

2. In both cases, select the task you want to process, click Edit or click the hyperlink in the Subject column, andnote the solution proposal.




13.11 Task - Solve Mapping Issue (Outgoing Message)

OverviewWhen the transmission of outgoing business-to-business (B2B) messages fails due to mapping problems, thesystem creates a task prompting the user to solve the error. A mapping error may occur, for example, if the reasoncode that the SAP Business ByDesign system uses for the cancellation of a purchase order item is unknown to thereceiving system.The task has medium priority and does not expire automatically.


ResponseTo solve the error and to complete this task, execute the task and follow the solution proposal. The solution proposaloutlined under Error Description and Solution lists the recommended actions and the expected result.


You can process the task as follows:1. In the Work view of the Application and User Management work center, select the Business Message

Monitoring View document type in the Advanced Search.Alternatively, go to the Business Communication Monitoring view of the Application and User Managementwork center and select the Open Tasks show option.

2. In both cases, select the task you want to process, click Edit or click the hyperlink in the Subject column, andnote the solution proposal.




13.12 Notification - Your Access Rights Have Been Changed

OverviewWhen the access rights of an employee change, the system automatically notifies the relevant users. Those whoreceive the notification can use it to acknowledge the change, directly check the revised access rights, or contactthe person responsible in case there is a need for further change.This type of task has by default medium priority. It has a due date one day after user creation and expires 28 daysafter creation.

RelevanceEach notification of this type refers to a particular employee. The relevant user then receives this notification in theInbox subview of the Work view in the Home work center.

ResponseTo respond to this notification, choose one of the following courses of action:

● Open the notification and acknowledge it directly. This action automatically removes the notification fromthe open items worklist in your Inbox subview.

● Open the notification and check the revised access rights: ○ If the revised access rights are correct, acknowledge the notification.



○ If the revised access rights are incorrect, forward the notification to the person responsible for changingaccess rights, adding a note to request further change or information.



13.13 Task - Solve Output Error

OverviewWhen a document is output to a print queue, e-mail address, or fax number and the transmission fails, the documentowner is notified of the output error.

RelevanceThe document owner receives this task in the Home work center, Work view, Inbox subview. Typically, the documentowner is the employee who triggered the output of the document. However, there are the following exceptions: thedocument owner of outgoing checks is always the creator of the check, and in purchasing, the buyer responsible isalways the document owner.Each output error task corresponds to a different type of error. This means that if multiple documents were outputto the same output channel that contains the error, then there could be multiple documents listed in the one outputerror task. By clicking on the title of the output error in the Subject column, you can view all output documents thathave failed due to the error described in the task.Output errors can have various different causes. Some can be fixed by you and others require the support of a keyuser. Always read the detailed error information to find out the best way of solving the error.

It is also possible to access the Output Error screen from the Output History tab of the business document forwhich transmission has failed. In the Output History, a link is provided to the output error screen if a documentoutput has failed. In this case, you only see the error details for the individual document and do not see anyother documents that are affected.

ResponseTo respond to this error:

1. Open the Output Error screen by clicking on the task subject line.2. Read the description and, depending on the type of error, do the following:


● If this error can be solved by you, click Details to view detailed error information about how to solve theerror.

● If this error can only be solved by a key user, click Details to view detailed error information and thencontact your key user.

When a document is successfully resent, it is removed from the list. When all errors have been resolved, then thetask is removed from your inbox. Alternatively, you can delete the task from your work list. For example, if the problemhas already been resolved by other means.



13.14 Task – Confirm IT Control Process Activity

OverviewThe system creates this task to inform a user that he or she needs to document and confirm an IT control processactivity.This type of task always has medium priority.The task automatically expires when the maximum processing time (MPT) has elapsed. The MPT is specified in yourservice agreement with SAP. If you do not complete this task within the MPT, the activity is automatically confirmedand closed.

RelevanceThis task appears in the worklist of the user who has been assigned as the processor of the IT control process activity.The relevant user receives this task in the Inbox subview of the Work view in the Home work center.

ResponseTo respond to this task, perform the following steps:

1. Open the activity from the task and carry out the steps described there.2. Document your actions in the Comment field.

You can also add an attachment or incident report if necessary.3. Save the activity.

The task is removed from your inbox.



Configuration

Configuration settings are normally performed by your key user. If you do not have the required authorization,contact your key user. You can activate a reminder function that will set the priority of the task to High aftera set time has elapsed.

It is possible to configure certain elements of this task type using the IT General Controls fine-tuning activity.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine-Tune phase, then select the ITGeneral Controls activity from the activity list.

See AlsoBusiness Task ManagementIT Control Processes [page 144]IT Compliance Quick Guide [page 143]

13.15 Task: Manually Created Tasks

OverviewYou can create tasks in any business context.You manually create a task in regard to a related business document. You enter the subject, provide details by addinga note or attachments, and send the task to a selected recipient. The list of potential recipients available from theTo field is restricted to users who have access rights to the related business document for which you create the task.Manually created tasks have the default priority Medium and are due within seven days. They must be completedmanually by the recipient.

RelevanceThe user receives manually created tasks in the Inbox of the Work work center view in the Home work center.

ResponseTo complete a manually created task, refer to the information provided by the sender. Open the details of the relatedbusiness document and take the appropriate actions to solve the business issue.Manually created tasks are created outside the standard business scenario context and offer the user a wider choiceof actions. Therefore, there are no set actions that must always be used to complete a manually created task. Therecipient must decide which actions are appropriate.Once you have carried out the appropriate actions to solve the business issue, you must complete the manuallycreated task. From the Inbox of the Work view in the Home work center, select the corresponding task. From

Actions , click Complete. You can also complete the task by opening the details of the task and clicking Actions and choosing Complete.If you do not respond to the manually created task, it remains in your work list. Manually created tasks are not closedautomatically by the system.


ConfigurationThe attributes of manually created tasks are fully predefined and cannot be configured.

See AlsoBusiness Task ManagementWorking with Tasks, Notifications, and Alerts



14 Workflow Rules Quick Guide

About this documentUnder Application and User Management Workflow Rules , you can create, edit and activate rules for flexiblenotifications. Notifications are sent to recipients to inform them when items have changed under various conditions.E-mail notifications can also be sent to customers. As you define workflow rules, you specify the basic data for eachrule such as the conditions under which the rule is invoked. You can also specify how a notification is sent, and thelist of recipients.

Business BackgroundYou can define workflow rules and the notification for the following items:

● Content Transfer ● Employee Termination ● Goods and Activity Confirmation ● Purchase Order ● Purchasing Contract ● Service Request ● Supplier Invoice ● Sales Order ● Sales Quote ● Sales Quote for Contract ● Service Order ● Service Quote ● Customer Contract ● Project ● Purchase Request ● Goods and Services Receipt

Tasks

Creating a Workflow RuleTo create a new workflow rule, select New from the workflow rules worklist.

1. Enter Basic Dataa. Enter the Description to identify the rule in the worklist. (This description is not seen by the recipient of

a notification.)

SAP Business ByDesign February 2017Workflow Rules Quick Guide P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 283

You can also enter the description in other available languages by clicking All Languages. For everyadditional description to be entered, click Add Row , select the language, specify the description,then click OK . In response, the solution will display this description to users who log on in thatlanguage.

b. Select the Business Object, such as Purchase Order, to which the rule is to be applied.c. Select the Timing for applying the rule (optional). You can choose to apply the rule when an object is

created, or every time the object is saved. If you leave this field blank then the rule is applied every timethe business object is saved.

d. Click Next to define the conditions of the rule.2. Define Conditions (Optional)

a. In the Define Conditions step, click Add Group to define a condition.b. In the dialog box, select the field, such as Status, for the expression of the condition.

Then specify an appropriate Compare Operator, and a value.

You can also create conditions using extensible fields. You must first create the extension fieldsin order to be able to select them in this screen.

c. Select the Value Before Object Change Checkbox, if you want to compare the value of the field beforethe object was changed.

d. If desired, specify additional conditions with the following options: ● To add an AND expression, click Add Condition.

Conditions within a group are logical AND expressions. All conditions within a group must be metfor the condition group to be considered fulfilled.

● To add an OR expression, click Add Group .If all conditions in at least one group are met, then the overall condition for the rule is consideredfulfilled.

e. To remove or edit a condition, click the corresponding icons.To remove a condition group, click Remove Group .

f. Click Next to define the actions associated with the rule.3. Define Rule Actions (Required)

In the Define Actions step, select the Rule Type. ● Notification rules result in a new item in the Home Work Inbox . ● E-Mail rules result in a notification e-mail being sent to the list of recipients and requires an HTML file for

use as the e-mail template.

For notifications of the type 'e-mail', you need to add HTML files to the list of allowed MIMEtypes in the Allowed MIME Types for Document Upload fine-tuning activity, if you want to usepredefined HTML templates for e-mails.

● Action rules trigger actions. One of the allowed actions of the Business Objects can be selected.

For notification and e-mail rules:1. Enter the subject to be seen by the recipient of the notification.

You can also enter the subject in other available languages by clicking All Languages.2. If you're creating a Notification, you can specify the expiration period for the notification — for example

10 Day(s).If you do not enter an expiration period, then the notification will expire after 30 days.


Workflow Rules Quick Guide

3. If you're creating an e-mail notification, browse to and upload the HTML file to be used as the TemplateFile.

4. If you're creating an e-mail notification, you must map any placeholders used in the template to fields inthe solution.a. Click Add Row .b. Enter the placeholder as it appears in your chosen template file.

All placeholders included in e-mail notification templates must be in all caps, contain nospecial characters, and begin and end with a hash tag (#).For example:

● #ID# ● #ACCOUNT# ● #100#

c. Select from the available list of fields.The list is dependent upon the business object you selected for the workflow rule.

d. You may also use your defined placeholders in the subject line of the e-mail notification.5. If you're creating a Notification rule, you also have the option of defining placeholders which can be used

in the subject line.Select a field value next to the predefined placeholder name (limited to four in total), then include theplaceholder in the text of the subject.

For example, you create a workflow rule for Purchase Orders and define the predefinedplaceholders as follows:

Placeholder Field

&1 Approval Status

&2 Purchase Order ID

Then as the subject line, you include the placeholders as follows: Check Purchase Order&2 with Status &1.

6. For Notification rules, perform one or both of the following options:a. To define a particular employee as the recipient, click Add Employee. Repeat this selection until all

recipients of the notification are defined.b. To define employees of a particular responsibility category as the recipients, click Add

Determination. Then select from the available list and repeat this selection as necessary.7. For e-mail rules, perform one or both of the following options:

a. To define a particular employee as the recipient, click Add Employee. Repeat this selection until allrecipients of the notification are defined.

b. To define employees of a particular responsibility category as the recipients, click AddDetermination. Then select from the available list and repeat this selection as necessary.

All business partner roles are available for selection in the list. The complete selection list isdynamically added using code list and hence the values in the selection list can be modified.You can use the fields Top Level Account Owner and Top Level Account Team as filters toinclude only the parent company in a notification.

8. Click Next to review and activate the workflow rule.

SAP Business ByDesign February 2017Workflow Rules Quick Guide P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 285

4. Review and Activate the Workflow Rule1. Review the basic data, conditions and recipients that you have defined for the workflow rule.2. If you are satisfied with the rule, choose Activate .

You can also activate or deactivate workflow rules directly from the worklist.

3. Choose Finish .4. In the Confirmation step, choose Close .

Activating the RulesYou can activate or deactivate the rules, to do so:

1. Click Actions.2. Click Activate or Deactivate.

Deleting the RulesYou can delete the rules by selecting the rule to be deleted and clicking Delete.


Workflow Rules Quick Guide

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