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Function documentation Printing Using E-Mail  Locate the document in its SAP Library structure

Use

You can use printing using e-mail to send data as an attachment to an e-mail. The recipient can then display and/or print the data.

All device types can be used to print the e-mail. However, you must ensure that the relevant display program or printer is available for the device type. We recommend that you use device type pdf1, as with pdf1, a PDF file is generated from the document, and sent as an e-mail attachment. You can then display this with a PDF display program, such as Adobe Acrobat Reader, and print it as required.

Prerequisites

        As of SAP Web AS 6.10, you must have activated and configured the interface to send e-mails from the SAP system, SMTP, in SAPconnect (transaction SCOT). For more information, see the Guidelines for SMTP Configuration. These guidelines explain, among other things, how to create an SMTP node in transaction SCOT, which can be used without special additional settings for e-mail printing.

Up to SAP Basis 4.6D, communication is performed using an additional external communication system and, accordingly, a SAPconnect node with the corresponding RFC connection must be set up until SAP Basis 4.6D (inclusive).

        So that the recipient not only receives the mail, but can also reply using the REPLY button, you must maintain the e-mail addresses for all users in the user maintenance transaction SU01.

Note

If you are using a default domain in transaction SCOT, the mail is sent, but the relevant user cannot reply using the reply button, as the generic sender address does not really exist.

        You must have created a device definition for printing using e-mail in the SAP system.

        To print using e-mail, the sender must, in addition to the usual authorization for the output device, also have authorization for the (pseudo) output device %MAI.

With this authorization, you can easily remove the right to use devices with access method M from individual users.

Activities

The figure below shows the process of printing using e-mail:

This graphic is explained in the accompanying text

        You are printing a document using an output device that was specially defined for printing using e-mail.

        The SAP spool system determines the recipient of the mail in three steps:

         ...

         ...

                            a.      The system first checks whether the user has already entered an e-mail address in the print window that appears after the user triggers the print function. If this is the case, the system sends the e-mail to this address.

If the user in the print window selects an output device with access method M for printing using e-mail (and for releases up to SAP Web AS 620, then chooses enter), a field appears, in which the user can enter an e-mail address if required. The length of this mail address is restricted to 50 characters.

                            b.      If no e-mail address is specified, the e-mail is sent to the address that is specified in the device definition.

The length of this e-mail address is also restricted to 50 characters.

                            c.      If there is neither an e-mail address specified in the print window, nor in the device definition, the mail is sent to the mail address from the user profile (transaction SU01). By default, the creator of the mail is entered here.

This function was originally developed to replace the frontend printing function that was missing up to SAP Basis 4.6 for the SAP GUI for HTML. The user should be able to send the print file to himself or herself by e-mail and to print it.

 

Note

For printing using e-mail, it is a prerequisite that SAP users that send e-mail using printers with the access method M have a valid e-mail address in their user master record. This address is used as the sender address. The recipient can send a reply to this e-mail address using the reply function of his or her e-mail program.

        SAPconnect sends the data to the target host. You must configure this interface appropriately in transaction SCOT.

 

Result

The recipient receives an e-mail with the print document as an attachment. The recipient can display and print this document with an appropriate viewer. If the print document is, for example, contained in the mail attachment as a PDF file, you can read and print this document with the Adobe Acrobat Reader.

The message text of the e-mail is defined by default, however, you can change it, as described at the send of SAP Note 311037.

For more information about printing using e-mail, see SAP Note 513352 in the SAP Service Marketplace.

 

See also:

Print Architecture

This graphic is explained in the accompanying text SAP Printing Guide Start Page

 

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