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. Documents can be sent externally by the following methods of communication:

• Fax

• Internet mail

• Remote mail (SAP-SAP connection)

• X.400

• Paging (SMS mail).

Integration

The Business Workplace transfers the document to be sent to the send interface of the SAP system, the Business Communication Services (BCS). This controls internal sending and places the document for an external recipient in a queue. The document is then transferred to the external communication system (for example, a fax server) by SAPconnect. For more information on sending documents externally, see SAPconnect.

The address management is used for sending documents internally and for sending documents to external addresses. When documents are sent to external addresses, the communication method that is marked as the standard for this address in address management is used. When documents are sent to an external address by the standard communication method fax, for example, the address data is automatically copied to the recipient field of the fax form. A fax number can also be entered directly, but in this case the recipient data must be entered in the fax form by the sender himself. An input help is available for this in the Business Workplace.

If a document is sent to several recipients, the BCS expand the recipient list of the document so that a send process is started for each individual recipient and the send status can be returned for each one. The sender can actively monitor the send status and can also be informed of it passively, depending on the type of confirmation (for example, in the case of send errors). The document sent to several recipients is not duplicated when it is sent internally. Instead, each recipient receives a link to the same document. The document therefore still only exists once in the database of the SAP system after it has been sent.

This does not mean that the original of the document is stored in any particular folder (for example, the folder of the owner or of the creator) and can be deleted from this. All users only have a link to the document. The document is not deleted from the database (in the next reorganization) until the link has been deleted by all users.

Prerequisites

The settings that are required to send documents externally and to receive documents in the Business Workplace are summarized in Sending Documents in the SAP system.

Features

In the Business Workplace, documents can be sent to individual recipients as well as to distribution lists or organizational units that contain several recipients, possibly with different communication methods. For more information, see Recipient Type.

You can specify in the shared office settings that documents sent by users in the Business Workplace, as well as documents sent from the applications under the users own name, are collected in the outbox and/or in a private folder. You can also specify that documents can be sent to business objects and organizational units. Furthermore, you can activate the access to LDAP services.