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Function documentationManaging Job Documents According to Validity

 

You can use report RAGS_MANAGE_EXPIRED_JOBDOC to send email reminders automatically to the job owner. It serves to remind the job owner that the review date maintained in the job documents is coming up, by sending an email containing a report about the current job document validity status.

Prerequisites

  • You are using job documentation.

  • The function for sending emails has been set up.

Features

The report reviews the validity of the job documents and sends reminder emails automatically to the respective job owners.

You can check whether a job document is still up to date, whether it must be changed, rescheduled or no longer scheduled.

In the settings, you can enter a specific date and define which job types you want to check for validity.

Recommendation Recommendation

To check the validity of all job documents that need reviewing, we recommend using the report on a weekly basis. In this way, you can distribute the workload for changing job documents more evenly than using the report on a monthly or quarterly basis.

End of the recommendation.
Job Log

The details of identified job documents reaching the end of validity are written to the job log. The job log includes the following information:

  • Job Name

  • Job Document Number

  • Version Number

  • End Date of Validity: review date

  • Notification Counter: how many reminders have already been sent

Reminder Emails

Reminder emails are sent automatically to the email addresses of the contact persons or job owners maintained in the respective job documents that have review dates earlier than the date you have entered.

Depending on the email recipient and how often the email reminder has been sent, there are different emails with relevant content for each case:

  • If the email addresses of the job owners are available, reminder emails will be sent to the job owners.

  • If the email address of the job owner is not available, reminder emails will be sent to the escalation recipient.

  • If the job owners have already received three or more reminder emails and have not responded, the matter must be escalated to the escalation recipient. For this reason, reminder emails for escalation cases will be send to the escalation recipient and the job owners.

  • If the email address of the job owner is not available, and the escalation recipient has not responded, the matter must be escalated. Reminder emails for escalation will be sent to the escalation recipient.

Activities

Settings

Scheduler Type: If required, choose the scheduler type depending on the job types that you want to check for validity. If you leave this field empty, all jobs will be included.

Check Date for Job Validity: Here you enter the date by when the job documents should be reviewed to check, for example, whether they are still up to date, need to be changed or no longer scheduled. For example, if you are running the report on a weekly basis, you can enter a date one week later than today's date. In this way, you give the job owners enough time to react before the review date.

Sender Email Address: The address from which the reminder email is sent. The email address can come from the team responsible for the job management, for example, the central job management team, the team that schedules and executes the report.

You can also use a no-reply address for a system-generated email, for example, because the job owner must comply with the job request or change request management process.

Email Recipient Escalation Cases: You need this email address in the following cases:

  • The email address of the contact person or job owner is missing because it is not a mandatory field in the job documentation. In this case, the email should be sent directly to the job management team.

  • An email reminder has been sent to the job owner three times in succession, but the owner has never responded. In this case, a new email reminder will be sent to the job management team and to the job owner at the same time. Either the job owner contacts the job management team directly or if not, the overdue review is escalated to the job management team, which then acts according to defined guided procedures.

Reset the Generic Data Store: This serves as a reminder counter and indicates how often a reminder email has been sent to the job owner. You can reset the data store manually, for example, if you are testing the application for the first time or if the job owner could not respond to the reminder email for some particular reason. In this case, the relevant records in the generic data store will be deleted.

Test Run: When this is selected, no data is written to the database, no changes are made to the generic data store, and no emails are sent. It only records which jobs have been found, which are already overdue, and how often a reminder email has been sent.

Both Reset Generic Data Store and Test Run are generally intended for test purposes.

Email Texts

To define email texts freely, you can use Business Add-In (BAdI) JSM_EAMIL_MESSAGE_BODY. The default templates (in plain text format) are defined in the fallback class implementation of the BAdI.

In the reminder email, the job owner can click a URL to create a job request. A job can be created to update or cancel the job schedule.