Administration of the Send, Folder, and Office Functions

Use

The send, folder, and office functions of the Business Workplace are ready for use as soon as the SAP system has been installed. SAP users are automatically assigned a Business Workplace when they are created. To send externally, the external communication systems must be connected to the SAP system using SAPconnect, and several settings in the SAP system have to be configured. You should also adapt the Business Workplace settings to suit the requirements of your company. You can change the settings when the system is in operation.

Prerequisites

The authorizations for the administration of the send, folder, and office functions are contained in role SAP_BC_SRV_GBT_ADMIN.

Features

You can adapt the following settings to suit the requirements of your company:

• The permitted document classes

• The document templates

• The fax forms

• The structure of the shared folders.

• The shared office settings, in which you can configure system-wide settings for the document, send, mail system and folder functions

In order to reduce the work for individual users, you can maintain the private office settings centrally.

You can maintain addresses for Business Address Services in Business Workplace administration. You can create and change internal addresses as well as addresses for companies and contact persons. If an address is deleted, you can remove this from all distribution lists centrally.

Reorganization programs that delete all the documents deleted in the Business Workplace from the database, must run regularly during production operation. You should also empty the shared trash at regular intervals. If distribution lists are specified in the access authorization lists for shared folders and these distribution lists subsequently change, the authorization lists must be updated accordingly. This is not carried out automatically, but has to be initiated by an administrator using a report for updating folder authorizations. If users are unexpectedly absent, you can set automatic forwarding centrally. Furthermore, some functions for collecting and evaluating data for the mail and folder environment are available.

If problems occur with users, you can check the consistency of the user tables and the address tables or assign a Business Workplace to an SAP user manually. To reduce the load on the database, you can encourage the users to use a cleanup report. A report is also available that you can use to reorganize the entries of a user centrally.

If you use the mail system of a third party manufacturer (Microsoft or Lotus), you can set up a mail system group. Messages sent internally in the SAP system are then automatically sent to the external mail system. For information on the settings required for this, see Mail System Group Between SAP Systems and an External Mail System.

If you want to use the Internet Application Component of the Business Workplace, see Business Workplace Using the Internet.

Activities

The functions for administering the send, folder, and office functions of the Business Workplace can be found in the role menu under menu path Business Communication Administration  Office.