Sending

Use

The Send function is used to distribute documents internally and externally. When you send documents internally, the documents are sent to SAP users in the same system. When you send documents externally, they are sent to non-SAP users or SAP users in another system. The Business Workplace enables you to:

• Send documents and object folders from your inbox, outbox and private folders

• Send copies of documents from shared folders

• Forward documents from your inbox

• Send documents stored on your PC

• Create and send documents directly.

You can send a document to one or more recipients. You can either enter the recipients individually or in groups using distribution lists or organizational units. The format in which you enter a recipient address (the recipient type) corresponds to the way you want to send the document (the communication method). The following communication methods are supported:

• Sending within an SAP System

• Sending via the Internet

• Fax

• Paging (SMS mail).

• Sending via X.400

• Sending between several SAP Systems of an SAP System network (Remote Mail)

You can copy recipient addresses from the SAP address management In this case, recipients are each entered as an External address, irrespective of the communication method by which the document is to be sent. The document is then automatically sent by the communication method that is selected as the standard communication method for the respective address. Information, such as name and address, is entered automatically on the fax form when documents are sent by fax, for example.

This is not the case, however, when you send documents to addresses that are not stored in the SAP address management. In this case, you have to enter all the recipient-related information yourself.

Integration

When you send a document from your private folder area internally, the storage location of the document in the database does not change. Therefore, the recipient does not receive a copy of the document that is stored in your inbox or in one of your private folders, but rather a link to the same document.

Changeable documents therefore remain changeable after they have been sent. If the document is changed by a user, all the users who still have the document in their private folder area see the changed document after it has been saved. In addition, the person who made the changes can decide whether the document is to be set to Unread in the inbox of all the recipients. In this case, the document is also placed in the inbox again for those users who have moved the document from the inbox to a private folder.

In contrast, only copies can be sent from shared folders. In this case, the recipient receives a new execution of the same document.

When you send a document, a company address and an address for the corresponding communication method must be assigned to you. You can maintain your address in the private office settings.

Activities

To send documents, objects and object folders, proceed as described in Sending Documents. You can reply to documents received, forward the documents to other users or resubmit them to yourself. Transmission information for documents sent is displayed in the recipient list. If an error occurs while a document is being sent, a message is displayed, from which you can access the send log.