Arbeiten mit dem Business Workplace

Working with the Business Workplace

Use

This Internet Application Component provides standard access to your mailbox, to an enterprise-wide folder and to work items sent to you. The following folders are available:

Folders	Function
Inbox	Contains documents sent to you, work items assigned to you and resubmissions.
Outbox	Contains an overview and further information about documents sent by you, workflows started by you and work items either executed by you yourself or forwarded.
Private folders	A folder structure for managing your documents, messages, distribution lists and work processes.
Shared Folders	A folder structure for publishing and managing information on either an enterprise-wide or a group-specific basis.
Resubmissions	Documents and work items that are to be resubmitted to you in the inbox at a future date are stored here temporarily.
Trash folder	Folders and documents deleted by you are stored here temporarily. The folder enables you to undo the deletion.

The Business Workplace enables you to access not only the R/3 mail and folder system but also the end user functions of SAP Business Workflow. This means that you can create, edit and send documents as well as process work items.

Using the mail and folder functions you can display documents and folders from your mailbox and from your enterprise’s shared folders. The folders enable you to create, send and edit documents or short messages.

Note

Unlike in the R/3 System, you can display and edit documents, including their attachments, of any class but you can only create text documents. Furthermore, it is not the whole folder structure of a folder that is displayed but individual levels that you can navigate through.

The workflow functions enable you to display and, if necessary, execute work items. After you have logged on to the R/3 System via the Internet you can display your worklist. This list of work items is identical to the list that employees who have logged on to the R/3 System directly would see.

Procedure

You have accessed your enterprise's intranet and are in your Workplace. The following steps differ depending on whether you want to use the mail and folder functions for documents and short messages or whether you want to process the work items sent to you.

Creating, Editing and Sending Documents and Short Messages

In the screen area in which the folder is displayed, select the folder that you want to display or edit.

In the screen area in which the contents of the folders selected are listed, you have the following processing options:

To create a short message, document or folder, choose Create short message, document or Create folder.
To display a short message, document or folder, select it in the list by double-clicking.

The functions that you can select differ depending on the folder you are located in.

In the screen area in which the content of the document is displayed, you have the following processing options:

Short message: Enter a recipient and choose Find so that the recipient type is entered automatically. Select Express, if necessary, and enter a title and the text. Choose Send.

The message is sent to the recipient and moved to your outbox.

Document: Enter a title and a text and choose Save. You can process the document using the following functions:

Create attachment: If you want to create a text document as an attachment, enter the title of the document. If you want to create a PC document as an attachment, enter its file path and file name or choose Browse in order to select the PC document from the file hierarchy of your PC.

Send: Enter a recipient and choose Find so that the recipient type is entered automatically. Select Express, if necessary.

Resubmission: Specify a resubmission date and choose Save.

Move or Create a link: The folders in your private folders are displayed. Select the required folder. After the document has been moved it only exists in the folder selected. When you create a link, the same document is displayed in the outbox folder and in the folder selected so that changes to this document can be seen in both of the folders.

Delete: The document is moved to the trash folder. There you can either Retrieve the document or Delete it for good.

Recipient lists and send information: You can display the recipient list for short messages and documents that have been sent by selecting Recipient in the document display. There you can also see whether and when the document was read by the individual recipients.

Processing Work Items

In the screen area in which the folder structure is displayed, choose the folder Workflow.

The worklist is displayed in the screen area Documents.

Select a work item from the worklist.

The description and various attributes of this work item (forwarder, priority, status, creation date and start date of processing, number of existing attachments) are displayed in the screen area Results.

Depending on the status of the work item and on the attributes of the underlying single-step task, the functions that can be executed on the work item are offered via various push buttons.

Execute: The execute function is only offered if the work item was reserved beforehand and if the Flag executable on Internet is set for the underlying single-step task.

Reserve: The work item is no longer visible to its usual recipients, if available.

Replace: The work item is now visible to all recipients again.

Attachments: All the functions that relate to the attachments of the work item (display, add, delete and change attachment) "hide" behind this function.

Forward: The work item now appears in the integrated inbox folder of another processor who, up until now, was not a recipient of this work item.

Reject execution: This function must be defined explicitly in the definition of this step and must be modeled there with subsequent steps.

Set to ‘Done’: This function must be defined explicitly in the definition of the single-step task.

Note

If a function is not possible due to the current constellation, the pushbutton is not displayed. Some functions in particular are not possible until the work item has been reserved.

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