Incoming Post

Use

Using this process, you can enter incoming documents (e-mail, faxes, scanned documents) electronically in the incoming post book and forward them to the responsible processor.

Prerequisites

The settings have been made for incoming post items in Customizing.

You can find more information on Customizing for incoming post items in the implementation guide for Records and Case Management under Incoming Start of the navigation pathPost Item Next navigation step Activities for Configuring Incoming PostEnd of the navigation path. This document describes which activities you have to execute in addition to the IMG activities for Records and Case Management, for example the settings required for the SAP ArchiveLink or SAP Business Workflow.

In SAP Business Workflow in the standard system (described in the section " Process Flow"), a four-level-process route is defined for incoming documents: Post-Room -> Department Headquarters -> Registry -> Processor. It is possible to adjust the process route at all levels by including more employees or changing the processing flow.

Process

  1. The process starts once a document (e-mail or fax) is received, or a paper document is scanned. In accordance with the settings in SAP Business Workflow, the employee for incoming post receives a Work Item in the folder New Incoming Post Items of their worklist. This data is automatically copied by the system, provided that the sender data already exists. Some attributes such as entry dates are also copied automatically.

  2. The employees for incoming post have the following tasks:

    1. They check whether sender data already exists. If no data exists, they enter the personnel data of the sender using Start of the navigation pathSender Next navigation step CreateEnd of the navigation path.

    2. They enter additional attributes for the document.

    3. If the incoming post item is an e-mail with attachments (such as a graphic or document), they can either put all attachments in one incoming post item, or create a separate item for each attachment.

    4. They forward the incoming post item to the department headquarters by executing Finish Entry under Activities.

  3. The heads of department automatically receive the incoming post item as a work item in the folder New Incoming Items. They have the task of examining the document and forwarding it to the registry. The heads of department also have to check the process route ( ) and enhance it if necessary. They forward the incoming post item to parties involved by executing Forward under Activities.

  4. The recorders receive the incoming post item as a work item in the folder New Incoming Items of their worklist. Their task is to assign the document to a record. If necessary, they can create a new record and assign the document to this record. They forward the document by executing Assign Record or Create and Assign Record under Activities.

  5. Once the record has been assigned, the processors automatically receive the incoming post item as a work item in the folder New Incoming Items. Their task is to assign the document to a case. If necessary, they can create a new case and assign the document to this case. They execute either the activity Assign Case, or Create and Assign Case under Activities.

  6. Once the incoming post item is assigned to a case, it appears in the case component Contents in the folder Unsorted Elements. To store the incoming post item in the case in the order required, the processor can drag and drop the document from this folder into the folder desired.

Result

The incoming post item is stored in the case and can be viewed by authorized employees.