Create E-Mail

Technical Data

Provider / Homepage	SAP
Runtime Technology	Java/Web Dynpro
Technical Name	com.sap.pct.erp.projectss.java_sap_com_ep~pss~creamail_com_sap_pss_creamail_createemailapp_base
Available for Portal (Release)	See Business Package
Data Source	cProjects system
Languages	See Business Package
Support	EP-PCT-PLM-PSS

Features

You use this iView to create an e-mail that refers to one of the tasks in your personal worklist and send it to project members or recipients of your choice. The following overview contains the fundamental steps you carry out in this process.

Step	Procedure
Select Task	The user-defined worklist contains the released tasks to which the user is assigned as the person responsible in the cProjects system. The task list displays important informationabout the individual tasks, such as the project, phase, and finish date. If documentsare assigned to a task, the number of documents is displayed as a link. You can copy documents to the e-mail as an attachment. To do this, click the link. A dialog box appears. Here, you select the documents you want to copy. There are several navigation options in this step. Therefore, you cannot call the next step via the roadmap; you use the quick links or function key instead. If you want to send the e-mail to the project lead or project team only, you can click the appropriate quick link. This enables you to skip the step that follows for determining recipients and therefore shorten the process. If you first want to determine the recipients of the e-mail, choose Find Recipients .
Find Recipients	The system displays the selected tasks and if appropriate the selected documents in the upper screen area. Select recipient In this area, you can search for persons by their function in the task. For more information on finding persons, see “Integration”. You can determine the recipients by role staffing (reference to object), for example, the members of the project team and the task team. You can specify that the persons responsible are transferred to the recipient list (for example, project lead or phase responsible ). If relationships have been entered for the chosen task, you can transfer the persons responsible for the subsequent tasks and previous tasks . You can select a project role and specify that the assigned persons are transferred to the recipient list. You can add e-mail addresses of your choice independently of the project. The system does not check these addresses, so make sure you enter them correctly. Separate the addresses with a semicolon ( ; ). If you created favorites, you can select an entry and specify that the assigned persons are transferred to the recipient list. To transfer the persons to the recipient list, choose Add to List . Edit recipient list Check the recipient list. Add more recipients as required or delete entries. In the steps that follow, the recipients are displayed only. You cannot make any more changes to the recipient list. For persons directly related to the project, the system displays the name and the concrete role. For persons not directly related to the project, the system displays the e-mail address in the Role column. Specify the send type for each recipient, for example, the copy type. You must make an entry for the send type to ; entries for the copy type are optional. Edit favorites If you want to reuse the recipient list, save it to your favorites. You can also choose an existing list whose recipient selection is then updated. You can also delete your personal favorites here. If the recipient list is correct, choose Write and Send E-Mail .
Write and Send E-Mail	The following data is copied to the e-mail: Recipient per send typeIf you want to edit the recipients again, choose Find Recipients . Subject : Task text, person responsible, finish date Copied documents If no data was entered (for example, copy types), the appropriate line is hidden. Enter the text for the e-mail. You can specify that the e-mail should also be sent to you. Once you have finished writing, choose Send E-Mail . If the e-mail was sent successfully, the system issues an information message and you go to the Completed step. If errors occurred, the system issues an error message. As in the first step, you can also use the roadmap here for orientation. You call the following step either using a quick link or a function key. The navigation options depend on the processing step you chose in the Select Task step.If, for example, you selected a quick link and skipped the Find Recipients step, you cannot enter any data for this step.

Step

Procedure

Select Task

The user-defined worklist contains the released tasks to which the user is assigned as the person responsible in the cProjects system.

The task list displays important informationabout the individual tasks, such as the project, phase, and finish date.
If documentsare assigned to a task, the number of documents is displayed as a link. You can copy documents to the e-mail as an attachment. To do this, click the link. A dialog box appears. Here, you select the documents you want to copy.

There are several navigation options in this step. Therefore, you cannot call the next step via the roadmap; you use the quick links or function key instead.
If you want to send the e-mail to the project lead or project team only, you can click the appropriate quick link. This enables you to skip the step that follows for determining recipients and therefore shorten the process.
If you first want to determine the recipients of the e-mail, choose Find Recipients .

Find Recipients

The system displays the selected tasks and if appropriate the selected documents in the upper screen area.

Select recipient

In this area, you can search for persons by their function in the task. For more information on finding persons, see “Integration”.

You can determine the recipients by role staffing (reference to object), for example, the members of the project team and the task team.
You can specify that the persons responsible are transferred to the recipient list (for example, project lead or phase responsible ).
If relationships have been entered for the chosen task, you can transfer the persons responsible for the subsequent tasks and previous tasks .
You can select a project role and specify that the assigned persons are transferred to the recipient list.
You can add e-mail addresses of your choice independently of the project. The system does not check these addresses, so make sure you enter them correctly. Separate the addresses with a semicolon ( ; ).
If you created favorites, you can select an entry and specify that the assigned persons are transferred to the recipient list.

To transfer the persons to the recipient list, choose Add to List .

Edit recipient list

Check the recipient list. Add more recipients as required or delete entries. In the steps that follow, the recipients are displayed only. You cannot make any more changes to the recipient list.
For persons directly related to the project, the system displays the name and the concrete role.
For persons not directly related to the project, the system displays the e-mail address in the Role column.

Specify the send type for each recipient, for example, the copy type. You must make an entry for the send type to ; entries for the copy type are optional.

Edit favorites

If you want to reuse the recipient list, save it to your favorites. You can also choose an existing list whose recipient selection is then updated.

You can also delete your personal favorites here.

If the recipient list is correct, choose Write and Send E-Mail .

Write and Send E-Mail

The following data is copied to the e-mail:

Recipient per send typeIf you want to edit the recipients again, choose Find Recipients .
Subject : Task text, person responsible, finish date
Copied documents

If no data was entered (for example, copy types), the appropriate line is hidden.

Enter the text for the e-mail. You can specify that the e-mail should also be sent to you.

Once you have finished writing, choose Send E-Mail .
If the e-mail was sent successfully, the system issues an information message and you go to the Completed step.
If errors occurred, the system issues an error message.

As in the first step, you can also use the roadmap here for orientation. You call the following step either using a quick link or a function key. The navigation options depend on the processing step you chose in the Select Task step.If, for example, you selected a quick link and skipped the Find Recipients step, you cannot enter any data for this step.

Integration

The favorites for the recipient list are displayed for the user in the cProjects system and saved.

The overview shows how the recipients are determined.

Recipients	How the Recipient is Determined
Project team	Persons who staff the assigned project roles
Task team	Persons who staff the assigned project roles
Project lead	Person who staffs the responsible role of the project definition
Task responsible	Person who staffs the responsible role of the task
Phase responsible	Person who staffs the responsible role of the phase
Project role	Persons who staff the selected project role

Prerequisites

The following requirements must be met for this self-service:

A user was created in the cProjects system for the portal user. You have to add a personalization object for this user, as follows:
- In the SAP menu, choose Tools Administration User Maintenance SU01 – Users.
- Enter the user and choose the Personalization tab page.
- Choose the By Application Components view.
- Expand the EP Components node. Double-click EP-PCT (portal content) to display the personalization object PSS_CREATE_EMAIL_FAV_LIST . Enter the personalization data.
The cProjects user was specified as the task responsible for a task.
The tasks have been released.
An e-mail address exists in the business partner master for the following project members:
- Members of the project team required later on in project resource planning
- Portal users who use this self-service