Short Message 

Short messages simplify the task of creating and sending documents. When you call up this function, the system displays a window where you can enter the text and recipient(s). When you have sent the document, the window is closed automatically. Short messages are appropriate, for example, if you only want to send a note to a recipient.

Procedure

1. Select System ® Short message

The system displays the Create and Send Document screen.

2. Enter the title of the document and another name, if required, as well as specifying the sensitivity (standard, functional, or confidential).

By selecting Goto ® General header, you can enter more header details and assign the change options available after sending and additional features, e.g. the expiration date and priority.

3. Move the document to a private folder or to the outbox. If you have selected a private folder, enter the name of the folder or display all your private folders via the possible entries function and select one.

If you select a folder other than the outbox, you can specify whether the document should also be copied to the outbox via a checkbox.

4. Enter the text of the short message. If you want to enter more text, choose Editor.

5. Specify the recipient(s).

It is possible to automatically display the names of recipients to whom documents have already been sent on the send screen. See also: Sending to Known Recipients.

The following entries are permitted in the Recipient field:

– Address name (first and last name)

– SAP name

– Address from address management

– Private and shared distribution lists

– Internet address

An Internet address can be entered as follows: wilson@our.company.com

– X.400 address

Enter the elements of the X.400 address separated by a semicolon (;), for example:
g=anna;s=wilson;o=c11;ou1=m000;p=company;a=dbp;c=usa

– Remote SAP name (SAP users in another R/3 System)

Enter the system ID, client and SAP names separated by a colon, for example, c11:000:wilson.

– Fax number

Enter the fax number as follows: <country><number>, where <country> is a key of up to three letters for the international dialing code, e.g. de06227/34-1704.

– X.500 address

Enter the address as follows: c=<country>/o=<..>/ou=<..>/cn=<..>.

– Telex number

Enter the telex number as follows: <country><number>, where <country> is a key of up to three letters for the international dialing code, e.g. usa123/456-7890. Identify the telex number in the adjacent field with an L.

Choose Goto to obtain dialog boxes for entering fax numbers, Internet and X.400 addresses as well as remote SAP names in another system.

Various search functions are available via the Edit menu.

6. If you do not enter an address name in the Recipient field, you must enter the recipient type.

It is not absolutely necessary to enter a type. If you do not enter a type, the system searches for possible recipient types (in the following sequence: address name, external address, distribution list, fax number, Internet address, X.400 address, X.500 address, SAP name in another system). The search is complete when the system has found one or more matches for a recipient type. If several matches are found, these are proposed in a list for selection. If an external address is identical to an internal address name, only the internal address is used. Telex numbers are ignored in the search.

7. If required, you can assign send attributes.

8. If you want to have the document sent on a date later than the preset date, enter the required date.

9. Specify whether the document should be sent asynchronously, i.e. as a batch job. In this case, you do not need to wait for the send operation to be completed. This is a good idea if, for example, you are sending a document to a distribution list with a large number of entries.

10. Select Document ® Send

All send functions are available on the short message send screen. You can find more information about this topic in: Sending a Document.