Manual Editing of Request-Based Correspondence 

Use

You can halt the process of request-based correspondence if you want to edit a correspondence request by hand. There is no business process for launching manual correspondence. Manual correspondence is triggered by the training administrator. There is no trigger defined for this in the SAP system. Manual correspondence is a purely administrative process started by the training administrator.

Prerequisites

You have made the required settings in Customizing. Choose Training Management ® Day-to-Day Activities ® Correspondence ® Request-Based Correspondence.

You can access manual correspondence from the dynamic participation menu, for example. Choose Participation ® Correspondence ® Manual Output.

Features

When you want to execute manual correspondence from the SAP menu, select a notification group (for example, participation confirmation), a delivery method (for example, classroom training) and one or more courses for which you want to trigger correspondence. The system generates the resulting correspondence reqests for the participants and guides you through the dialog steps:

·        Worklist: Courses/Course Types

The selected courses are placed in the correspondence worklist. You can:

¡        Display information about a course (detailed selection)

¡        Display the output log

The log displays all correspondence requests that were output successfully and that have the corresponding status.

¡        Courses that have been historically recorded have a historical record flag appended.

Choose Continue to go to the Worklist: Activities.

·        Worklist: Activities

Participation records for the selected course are placed in the correspondence worklist. You can:

¡        Add or display notes about participation

¡        Display the output log

¡        Create correspondence requests

To access the temporary worklist for correspondence requests, choose Create Requests.

·        Requests for manual correspondence (requests) - temporary

The system generates one or more correspondence requests for course participation in a temporary worklist, for example, the learner receives a booking confirmation, while the manager receives notification that the employee has booked the course. This temporary list of all correspondence requests contains the following details:

¡        Staus

¡        Name

¡        Correspondence type

¡        Automatic output

This indicator triggers immediate output of a request once it has been created.  You can select the indicator at various points during the correspondence process steps. The SAP system reads the indicator in both the automatic and manual correspondence processes. The effect is as follows:

§         If this indicator is not selected, you can change the request in the correspondence worklist.  For example, you can make the following changes to a request:

                                                  i.       You can make mass changes to multiple requests, for example, you can change the output language.

                                                ii.       You can change the output medium for a request.

§         If this indicator is selected, you cannot change the request in the correspondence worklist.  The correspondence request is automatically converted to an output request.

The SAP system reads the automatic output indicator in both the automatic and manual correspondence processes in the following hierarchical sequence:

...

                                                  i.       IMG activity: Specify Correspondence Control Options per Delivery Method or the Correspondence Control Options infotype (5048)

                                                ii.       BAdI: Specify Correspondence Control Options

                                               iii.       Stopmark manager

¡        Language

¡        Medium

¡        Role

¡        Recipient

The temporary correspondence worklist contains the following functions for correspondence requests:

¡        Delete

¡        Copy

¡        Change

You can change the following details for one or more requests:

§         Language

§         Correspondence type

§         Recipient

§         Output medium

¡        Preview

Displays the document that will be output.

¡        Details about learner/instructor

¡        Details about course

¡        Details about sender

¡        Details about recipient

¡        Messages pertaining to request

¡        Output all

You start correspondence request editing. The following applies:

§         If the automatic output indicator is set, the system outputs all error-free correspondence requests.

§         If the automatic output indicator is not set, the system transfers the requests to be edited to the permanent correspondence worklist.

¡        Worklist

The correspondence worklist appears.

¡        Output log

·        Correspondence worklist (correspondence requests) - permanent

The system generates one or more correspondence requests for each course participation in a permanent worklist. The permanent worklist has the same functions and details (exception: automatic output) as the temporary worklist: Requests for manual correspondence (requests). And in addition:

¡        Stopmark manager

¡        Start output

You send the documents that were generated.

Activities

The system guides you through the individual dialog steps for manual correspondence.

See also:

The documentation for the IMG activities in Training Management under Day-to-Day Activities ® Correspondence.