Maintaining Disclosures for External Communication

Use

Depending on the legal situation, a company can be required to integrated specific disclosures into written business communication. For example, an EU directive in force since the start of 2007 means that all business communication, including e-mails and faxes, must contain certain disclosures.

In the context of these disclosures, a new maintenance transaction for generating and administering disclosures for external communication has been developed for customers who use the SAP system for sending e-mails and fax documents and who want to make sure that the disclosures are displayed in their business communications in accordance with the applicable law.

Prerequisites

  • Your company has checked whether and which disclosures are required.

  • You are using SAPconnect and the SMTP Plug-In to connect your mail server or fax server and want to insert disclosures into outgoing e-mails and fax documents.

  • Depending on which SAP Basis or SAP NetWeaver release you are using, you need to have installed the appropriate Support Package:

    • SAPKB70014

    • SAPKB64021

    • SAPKB62063

Procedure

To administer disclosures in the SAP system, proceed as follows:

  1. Step 1: Define Disclosures for Enterprise Areas

    You can create different disclosures for different enterprise areas and assign these documents to users, company addresses, e-mail domains, or fax numbers.

    If you do not want to divide your disclosures for different areas, skip this step and continue with step 2.

  2. Step 2: Create Standard Disclosures

    You create a document as the standard disclosure. This standard text is then always used if the system cannot determine another assignment.

  3. Optional Step 3: Defining Exceptions for Disclosures

    If necessary, you define exceptions for which no disclosures are to be inserted.

    An exception of this type could be a technical user (such s DDIC), which has no relationship to business correspondence and is intended for internal communication.

  4. Optional Step 4: Testing Required Disclosure Assignment

    You can test the disclosure assignment based on the user, the e-mail address, or the fax number.

  5. Step 5: Activating Required Disclosure Assignment

    Finally, you activate the disclosure administration.

    During activation, you decide whether the disclosures are to be inserted in an application-controlled way, or choose the safe mode and always have the disclosures inserted:

    • If you choose application-controlled disclosures, the applications determine whether the disclosures are inserted. The disclosures are selected using the sender of the message.

    • In safe mode, the disclosures are always inserted, except when the application at the sending interface has detected that disclosures are already contained in the document.

Result

Once you have successfully performed all of the specified steps, the disclosures are automatically integrated into the relevant business correspondence.

The advantages of this procedure are:

  • Depending on the business situations, you can choose inactive, application-controlled, or safe mode for the activation of disclosures.

  • You can take account of the different areas in your enterprise when assigning the disclosures.

  • You can ensure that at least a standard text is used if there is a missing assignment.

  • You can define exceptions for which no disclosures are required, such as technical users.

  • You can test the disclosure assignment.