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Procedure documentation Defining Alert Categories Locate the document in its SAP Library structure


You can perform the logical administration of alerts by defining alert categories. During alert category definition, you specify the alert text, expiry time, escalation, and all other conditions related to the sending of this kind of alert.



You must be familiar with the business aspects of the critical situation for which the alert category is to be defined. In addition, the authorization activities should be assigned to your SAP user as described in the Authorization Concept section.




       1.      Ensure that you are in change mode in the alert category definition environment (transaction ALRTCATDEF).

       2.      Choose Create Alert Category.

       3.      In the Alert Category column, enter a technical key. Choose a key that describes the situation that triggers the alert, such as CUSTCANC for a category responding to a customer cancellation. This key is language-independent and identifies the alert category. The standard namespace convention applies to the key, this means keys Z* und Y* belong to the customer namespace.

       4.      In the Description of Alert column, enter a description of the alert category.

       5.      On the Properties tab page:


                            a.      In the Description field, enter a description for the alert category. Choose a description that outlines the content of the alert category. The description is language-dependent.

                            b.      If required, you can select a classification in the Classification field. If you do not choose a specific classification, the category is stored in the classification folder Unclassified. For more information on classifications, see Alert Classification.

                            c.      In the Max. No. of Dels field, specify a maximum number of times that an alert of this category is to be delivered if it is not confirmed. This refers to delivery using a communication channel other than to the recipient’s display program (UWL, application-specific program, or alert inbox).

                            d.      Select Dynamic Text if the texts of the alert category cannot be defined at this stage. This refers to situations in which the texts are not known until runtime, for example when CCMS Alerts are forwarded to ALM.


No translation can be performed for alerts with dynamic text. System messages can be entered manually in several languages.

                            e.      In the Expiry Time in Min. field, you can enter a life span for alerts of this category if the alerts will no longer be relevant after a specific period of time. If the expiry time elapses, the alert is removed from the alert inbox and is no longer delivered using any other channel.

Expiry times can be derived from various sources. Priority is given first to the data provided by the triggering application, second to the BAdI ALERT_EXP_DATE, and third to this field in the alert category definition. If none is found in any of these sources, the default expiry of 31.12.2099 applies.

                              f.      In the Rule-Based Recipients field, enter the eight-digit number of the rule to be applied. Select Process Data Flow and find a list of the corresponding alert and rule containers. For information on binding containers, see Structure linkRule-Based Proposal for Binding Definitions.

Assign an element of the rule to each element of the rule container in the second part of the window. Select the binding instructions and confirm your input. For information on rule-based maintenance, see Maintaining a Rule.

                            g.      If you wish to specify an escalation recipient, select Escalation Active and enter the escalation recipient. Also specify a tolerance time in minutes. When escalation is active for an alert category, an alert is escalated if none of the alert recipients has confirmed the alert after this tolerance time. The escalation recipient is also informed that he or she has received the alert because of an escalation.


The escalation function is based on the administrator report RSALERTPROC. This report has to be scheduled as a regular job. For information on this report, see Administration Reports.

       6.      On the Container tab page, define any variables that you may want to use in the short text or long text. You can also define other application-specific variables, such as company code or material number. These variables are then replaced at runtime with values from the application. For more information, see Alert Container.

       7.      On the Long and Short Text tab page, enter texts for the alert category. You can include text variables referring to elements of the alert container or system symbols. In the case of a container element, the variable must be defined in the alert container. The entry in the text must be in the form &<ElementName>&.


The title is used as mail title, fax subject, and alert title in the inbox. The long text is used as mail/fax body text and the long text view in the inbox. The short text is used for pager and SMS messages.

       8.      On the Optional Subsequent Activities tab page, you can enter URLs for subsequent activities. If you trigger your alerts by calling a function module, you can also specify dynamic subsequent activities. For more information, see Triggering by Calling a Function Module Directly in Triggering Alerts.

       9.      Save your entries.



The alert category has been defined. You can now implement the recipient determination for this category.


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