Adjusting Notification Texts
Use
You adjust the texts delivered by SAP that are used for the notification system in the Status and Tracking System, to the requirements which apply to your company. The system automatically sends the texts to the responsible person by e-mail when the status in the planning process changes. You can change the texts (or replace the delivered texts with your own text objects) in order to convey additional information. Such changes or information could be, for example:
· A brief overview of the planning process in your company so that the employees can assess how their respective subtask reacts to the whole subplan.
· Overview of the employees responsible for planning, possibly with entries on their availability (telephone extension, core working time).
· Contact person at IT helpdesk in case of technical problems
· Stylistic adjustment of texts to the usual forms of address in your company.
The system automatically determines how many e-mails are to be sent to which recipient on the basis of the type of status change and the entries on the hierarchy which is assigned to the subplan. Every individual e-mail is individualized at runtime with the help of text symbols, which are contained in the text. The Status and Tracking System supports the following text symbols:
Symbol |
Meaning |
&version& |
current planning session |
&subplan& |
current subplan |
&duedate& |
current due date for email recipient’s area of responsibility |
&stsurl& |
link (URL) to the Status and Tracking System |
&plaurl& |
link to the planning layout for the email recipient’s area of responsibility |
&layout& |
link to the BW report for the email recipient’s area of responsibility |
&sender& |
name of the sender |
&receiver& |
name of the recipient |
&nodetext_receiver& |
description of the email recipient’s area of responsibility (nodes) |
&nodetext_sender& |
description of the area of responsibility (nodes) of the person sending the email |
If the texts delivered by SAP already fulfill your requirements then you do not need to carry out the steps described below.
Prerequisites
The texts which the notification system uses for e-mails, are SAPscript texts with the document class “general text”. In order to edit or create new texts, you need the corresponding authorizations for the transaction SE61. Depending on which type of adjustments you want to make, you require additional authorizations:
· If you want to use your own texts instead of the texts delivered by SAP, then you must enter this in the assignment table UPS_CUSTTEXT (package UPS). To do this you need the authorization to create and change table entries.
· If you do not want to create your own texts, but want to change the texts delivered by SAP, you require the authorization to execute modifications.
The notification system uses the following delivered texts:
Technical Name |
Reason |
Use |
Upon Status Switch to ... |
UPS_SEND_APPROVAL |
03 |
Request for approval of completed planning |
For approval |
UPS_SEND_RECALL |
06 |
Further processing of a task, which was already ready for approval |
In process |
UPS_SEND_APPROVED |
04 |
Confirmation of approval to planner |
Approved |
UPS_SEND_CLOSED_TD |
09 |
Request for approval of a closed planning in a top-down planning session |
Completed and released |
UPS_SEND_REJECTED |
05 |
Rejection of a desired approval |
Back to revision |
UPS_SEND_REMINDER |
07 |
Request to complete open planning tasks |
(manual) |
UPS_START_RUNDE |
01 |
Notification about the start of a new planning session to all persons responsible |
New |
UPS_START_RUNDE_TOPDOWN |
08 |
New start of a top-down planning session |
New |
Procedure
Adjusting Texts
...
1. From the SAP Easy Access screen choose Tools → ABAP Workbench→Utilities →Documentation.
The system shows the initial document maintenance screen.
2. Set "General Text" as the Document Class with the desired language.
3. Decide whether you want to modify a delivered text, or create your own text:
¡ To create your own text, enter a technical identifier from the customer namespace (Z*) as the Name, and choose Create.
You can make the work easier by using the texts delivered by SAP as a template for your own texts. First enter one of the names mentioned in the section Prerequisites above as the Name and choose Document → Copy. Subsequently enter the name of the new text to be created. In this way, the new text contains all the relevant text symbols for the respective usage. The Status and Tracking System replaces these with current values at runtime.
¡ In order to modify a delivered text, enter one of the names mentioned in the section Prerequisites above, and choose Change.
The system starts the editor for text processing.
4. 4. Make the desired changes, save and activate the text.
5. Note that, in notification texts with the technical names UPS_SEND_REMINDER, UPS_START_RUNDE and UPS_START_RUNDE_TOPDOWN, and in notification texts that you have created with the same semantic content, the following text symbols cannot be used:
5. &nodetext_sender&
6. &sender&
7. &layout&
Including Your Own Texts in the Status and Tracking System
Normally the Status and Tracking System uses the texts mentioned in the table above in the section Prerequisites. If you want to use texts you have created yourself, you must make these known to the system. To assign your own texts to the different statuses of the Status and Tracking System, proceed as follows:
...
1. From the SAP Easy Access screen, choose Tools → ABAP Workbench→Overview →Data Browser.
2. Enter UPS_CUSTTEXT as the Table Name.
3. Choose Table → Create entries.
The system displays the list of available assignments.
4. Choose Edit → New Entries.
5. Enter a reason. As a guideline, you can use the assignments listed above under “prerequisites”.
6. In the Docu-Obj. column, enter the name of the text you created that you want to assign to the reason.
7. Save your changes.
The system uses the notification texts in the language version that is maintained in the user data of the recipient at the time of execution. If the language entry is missing in the user data, or if a language is entered for which no suitable language version of the notification texts is available, then the system uses the English language version. The English language version should be created without fail in order to guarantee optimal system performance. If you execute changes, you should therefore make sure that the changed text is translated for all languages relevant in your company. Here you use the SAP System translation function (from the SAP Easy Access screen Tools →ABAP Workbench → Utilities → Translation → Short and Long Texts).
The standard texts made available by SAP are delivered in all the languages in which SAP BW is available.
Result
The Status and Tracking System will use the texts you created or changed for the automatic notification for future changes of status within a planning session.
Example
The following text shows how you can adjust the delivered text UPS_START_RUNDE to the requirements in your company. The changed passages are highlighted in red and underlined; The IDs enclosed in "&" are text symbols which are replaced by current values at runtime:
Dear &receiver&,
A new planning session was started. Start your
planning for
We ask you to complete planning by &duedate&. Do not forget to transfer your completed planning to your superior for approval. For questions on the planning process, contact Dr. Smith (extension: -398) For technical questions, contact Mr. Adams from the IT Helpdesk (extensions: -653)
You find the
link to your layouts under:
You find the Status and
Tracking System under: |
See also:
Documentation
Maintenance Transaction