Mapping the CRM Enterprise Calendar with Groupware Calendars 

Use

In order to synchronize your CRM calendar with groupware calendars, you need to map the following activity data from the CRM system to groupware applications:

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       1.      Status of business activity and task

       2.      Text Type

       3.      Business partners

 

Mapping these fields to groupware enables the two systems to communicate with each other. The values maintained in the CRM system are then transferred to groupware and converted to the corresponding values in the required applications.

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       1.      Since different groupware applications use different statuses, the statuses available for selection in the mapping table are converted by the SAP Groupware Adapter to the corresponding groupware application statuses, for example, busy; free; tentative; out of office under Show time as in the MS Outlook calendar.

To map the CRM statuses to groupware statuses, go to the implementation guide and choose Customer Relationship Management -> Transactions -> Settings for Activities -> Mapping of CRM with Groupware -> Map Activity Statuses to Groupware.The standard configuration contains mapping for specific transaction types. If, however, you wish to carry out mapping for other transaction types, make your entries in this table. Further information on how to use the mapping table is available in the IMG documentation for this activity.

       2.      The text type entered in the mapping table defines which text type appears in the long text area of an appointment or task in MS Outlook or Lotus notes. For example, if you enter “note” in the table, the contents of the note created for the required activity appears in the long text area in MS Outlook.

       3.      The following business partners are mapped to groupware applications:

i.         Summary partner

ii.       Organizer

 

Summary partner

The summary partner refers to the main partner for the activity, for example, the activity partner or the employee responsible. The name of the business partner specified in this table appears in the Subject line in MS Outlook or Lotus notes.

To specify which text type and business partners appear in groupware calendars, go the implementation guide and choose Customer Relationship Management -> Transactions -> Settings for Activities -> Mapping of CRM with Groupware -> Map Activity Text Types and Business Partners to Groupware. The standard configuration contains mapping for specific transaction types, but if you wish to map other transaction types, make a new entry in the table. Further information on how to use the mapping table is available in the IMG documentation for this activity.

 

 

Note that the summary partner does not only refer to the business partner; it combines the following:

·         category text (for example, e-mail; letter; sales call)

·         main business partner (for example, activity partner; employee responsible)

·         description (for example, visit customer; prepare customer presentation)

The above three attributes are displayed in the Subject line in the MS Outlook or Lotus notes appointment calendar.

The category text and description linked to the required business partner (main partner) are automatically displayed along with the main partner in groupware.

To view an example of how an appointment created in the CRM system could look in a groupware application, see Mapping the CRM Calendar with Groupware Calendars: Example.

 

Organizer

The business partner specified in the Organizer field automatically appears in the corresponding Organizer field in MS Outlook. This business partner may or may not be the same business partner as that in the Summary field.

 

Prerequisites

Before you can map the activity data from CRM Activity Management to groupware applications, you need to carry out specific customizing settings in the Middleware. For further information on what you need to set up in the Middleware, see the necessary steps listed in the Groupware Installation Setup and Load Guide.

You also need to have selected the “Calendar Maint.” check box under the Partner tab page, in order that the activities are entered in the calendars of the business partners involved.

 

Procedure

To map CRM statuses to groupware, go to the implementation guide (IMG) and choose Customer Relationship Management -> Transactions -> Settings for Activities -> Mapping of CRM with Groupware -> Map Activity Statuses to Groupware.

To map text types and business partners to groupware, go to the IMG and choose Customer Relationship Management -> Transactions -> Settings for Activities -> Mapping of CRM with Groupware -> Map Text Types and Business Partners to Groupware.