Wokr Item Delivery Strategy - Outlook

[Soady, Phil]

Don't forget please.
The outlook MAPI connection has the user logged onto the SAP system.
 
For every user you expect to have and Outlook mapi session, you have user logged onto
SAP. Let you system administrator know so he can place the order for RAM(memory)
in due course.
 
Yet another reason to recommend the new RSWUWFML or variants.
 
 
 
Phil Soady
Senior Consultant - Business Technologies
Professional Services
SAP Australia
Level 1, 168 Walker Street, North Sydney 2060, Australia.
M   +61 412 213 079
E   phil.soady at sap.com
 
 
 
-----Original Message-----
From: SAP Workflow [mailto:Owner-SAP-WUG at MITVMA.MIT.EDU] On Behalf Of Trant, David
Sent: Wednesday, December 17, 2003 2:41 AM
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Re: Wokr Item Delivery Strategy - Outlook
 
 
This is an excellent e-mail string, and we are doing exactly what Cristiana describes.  Jocelyn replied, " Of course if you use the new extended email notifications program with SAP shortcuts and single-signon this removes the need for the user to re-enter sign-on details for each work item."
 
Where can I find information on this new extended mail notification program?  Is this at all similar to the RSWUWFMLEC program we are currently using in our EBP system, which does use URLs?  We are on R/3 4.6C and typically use SAPGUI 620 to login.
 
Thanks,
David
 
 -----Original Message-----
From:   SAP Workflow [mailto:Owner-SAP-WUG at MITVMA.MIT.EDU]  On Behalf Of Becker, Stephan
Sent:   Tuesday, December 16, 2003 8:36 AM
To:     SAP-WUG at MITVMA.MIT.EDU
Subject:        Re: Wokr Item Delivery Strategy - Outlook
 
The logon is in the connection from Outlook to SAP, and is established via RFC when the workitems are synchronised or when you first access the SAP inbox in Outlook. The connection has a timeout setting which can be customised in Outlook. Basically, that RFC logon is used as long as the connection is there..
 
-----Mensaje original-----
De: Stonis, Karyn [mailto:kstonis at rsasecurity.com]
Enviado el: 16 December 2003 15:26
Para: SAP-WUG at MITVMA.MIT.EDU
Asunto: Re: Wokr Item Delivery Strategy - Outlook
 
Thank you Jocelyn and Cristiana for your responses. My concern is currently they can execute the work item right from the email in Outlook, logging in only once when they open up Outlook. Is it common to have a direct link in the notification to logon to SAP?
 
Thanks again for all your help!
Karyn
 
 
-----Original Message-----
From: Dart, Jocelyn [mailto:jocelyn.dart at sap.com]
Sent: Monday, December 15, 2003 11:08 PM
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Re: Wokr Item Delivery Strategy - Outlook
 
Hi Karyn,
Note that SO36 is not the only way to set up forwarding.
I generally don't recommend SO36 any more as it is maintenance intensive unless you write your own maintenance programs.
 
An easier option is to use SO16 to send all mails to the user's home address. The home address is the default communication type (e.g. INT for internet
mail) and recipient details (e.g. email address) entered in the user master, i.e. part of the "Communication" section that you see when you look at a user in SU01.
 
This setting means ALL mails (but not work items) are redirected to the user's home address including email notification of work items.  If people are not using the SAP Inbox (SAP Business Workplace) as their inbox this is a better option anyway as if anyone, e.g. whether manually or through a workflow "send mail" step, sends a mail to their SAP userid it is automatically redirected to their home address, e.g. Outlook mail.
 
The downside is that they can't "unsubscribe" as such, however in my experience users tend to forget they have "unsubscribed" and then complain they aren't being notified.  Alternatively if you remove the default communication type from the user then it will still send the mails to the SAP inbox.
 
But Cristiana's advice is sound:
* If you send a collective mail, you are effectively encouraging them to logon ONCE and process all work items in their inbox.
* If you send individual mails, you are effectively asking them to log on separately for each individual work item.
 
Of course if you use the new extended email notifications program with SAP shortcuts and single-signon this removes the need for the user to re-enter sign-on details for each work item.
 
Regards,
        Jocelyn Dart
Consultant (SRM, EBP, Workflow)
and co-author of the book
"Practical Workflow for SAP"
SAP Australia
email: jocelyn.dart at sap.com
phone: +61 412 390 267
fax:   +61 2 9935 4880
 
 
 
 
-----Original Message-----
From: SAP Workflow [mailto:Owner-SAP-WUG at MITVMA.MIT.EDU] On Behalf Of Cristiana D'Agosto
Sent: Tuesday,16 December 2003 2:38 PM
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Re: Wokr Item Delivery Strategy - Outlook
 
 
Karyn,
 
The report RSWUWFML sends notifications about work items to mail recipients by mail (a decision step is a work item). Mails are only sent to those R/3 users for whom automatic forwarding (transaction SO36) has been set up. The send destination is the address maintained for automatic forwarding. This report must be planned as a job to run periodically, synchronized with SAPConnect job that executes program RSCONN01. If you select the option 'Collective Mail', the users will receive only one notification for every time the program RSWUWFML runs, regardless of how many new work items exist. The user then will have to log on into SAP and execute the work item. In order that notification of pending work items may be sent from SAP to Outlook, the following information is required in SAP:
        E-mail addresses of all users that should receive notifications maintained in the SAP Office Automatic Forwarding function for each user. See transaction SO36.
        Schedule the report that sends notifications of pending work items (RSWUWFML).
        Configure the SAP Connect module to be able to send Internet Mail. See transaction SCOT, and the corresponding Implementation Guides. Hope that helps, Regards Cristiana
 
 
 
 
 
 
"Stonis, Karyn" <kstonis at rsasecurity.com>
Sent by: SAP Workflow <Owner-SAP-WUG at MITVMA.MIT.EDU>
16/12/2003 07:38 AM
Please respond to "SAP Workflow Users' Group"
 
 
        To:     SAP-WUG at MITVMA.MIT.EDU
        cc:
        Subject:        Re: Wokr Item Delivery Strategy - Outlook
 
 
 
When does the "login" into SAP occur when using RSWUWFML (prior to enhancements), for example, if it is a decision step that they need to take action on?
 
-----Original Message-----
From: Dart, Jocelyn [mailto:jocelyn.dart at sap.com]
Sent: Sunday, November 16, 2003 11:28 PM
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Re: Wokr Item Delivery Strategy - Outlook
 
Hi Cristiana,
Since "The Book" was published SAP has now announced that SAPMAPI will not be supported in future. Instead the email notifications approach is being extended.
 
Do not implement SAPMAPI - use RSWUWFML for now and wait for further info on the new extended emails notifications approach.
 
Including a hyperlink back to a web-based inbox (UWL or BWSP) is helpful. Or else a SAP short cut to the SAPGUI inbox.
 
I'm sure Alan will notify everyone of the changes as soon as they are officially released, once appropriate pilots have been completed. Regards,
        Jocelyn Dart
Consultant (SRM, EBP, Workflow)
and co-author of the book
"Practical Workflow for SAP"
SAP Australia
email: jocelyn.dart at sap.com
phone: +61 412 390 267
fax:   +61 2 9935 4880
 
 
 
 
-----Original Message-----
From: Cristiana D'Agosto [mailto:cristiana.dagosto at au1.ibm.com]
Sent: Monday,17 November 2003 3:17 PM
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Wokr Item Delivery Strategy - Outlook
 
 
G'day all,
 
In 'The Book' it says that one of the Inboxes supported by SAP's WebFlow engine is the Microsoft Outlook; it also says that 'but the individual tasks may need to be customized ot fit this environment, and this will require additional development work'. What sort of additional development is required and why? Is it Java type of development?
 
How can Microsoft Outlook be implemented as the Inbox? Is it using MAPI (I know that SAP will not be supporting this very soon) ?
 
I am often asked if work items can be executed from the Outlook or Lotus and I am always a bit scared of answering because of my lack of knowldge on the subject. Is there any other way of making the Outlook/Lotus Notes be the Inbox or this solution will always imply the usage of MAPI?
 
Many thanks and regards
 
Cristiana