What limitations can a user face when integrating SAP workflows with Microsoft Outlook or Lotus Notes by using the client software on the SAP Presentation CD?
The SAPforms capability which is a part of the client software does no longer support SAP software components based on NetWeaver '04 or the SAP Web Application Server Release 6.40 or above.
Until October 2005, maintenance of earlier releases will be supported.
Upcoming versions of Microsoft Outlook (beyond Outlook 2002) and Lotus Notes (beyond Domino 6.0) will not be supported by using this interface.
Replacement: The proactive email notification of work items will be improved for SAP NetWeaver '04. This will be accessible as advance functionality for SAP software using the basis Release 4.6C of the SAP Web Application Server.
How should I get this issue rectified?
The migration path and the features of the replacement solutions are explained below.
SAPforms implementations will need to be migrated to a different forms solution, such as WebFlow services or simple forms. On the other hand, the WAPI APIs (or a partner solution based on these APIs) can be used for implementing a new launch mechanism.
Enhancements of the E-Mail Notifications for Business Workflow
The RSWUWFML report released in Release R/3 3.1G has been considerably improved. This has been done keeping in with practice and will be made available retrofitted to current installations of SAP.
Two types of this feature are available and one can choose the type basis the Web AS Release that is currently being used.
It is not mandate to migrate from the current RSWUWFML report instantly. To make a phased go-live easier, it can be used with the newer substitutes in cycle. But, customers should consider the new features and reduced Total Cost of Ownership carefully if using Outlook Integration for SAP Business Workflow or Lotus Integration for SAP Business Workflow.
Alternative 1: E-Mail Notifications for Business Workflow 4.6C+
For installations based on a basis or SAP Web AS Release of 4.6C or higher, the latest version of the E-mail Notifications for Business Workflow is currently available (see accompanying Notes in order to understand in what way this can be imported by a transport or hot package).
.E-mails notifications are known to include attachments. Example of these attachments is SAP GUI which is used for Windows shortcuts so that
. The work item can be displayed in the SAP GUI for Windows
. The work item can be executed in the SAP GUI for Windows
. The Business Workplace can be displayed in the SAP GUI for Windows
. In order to receive notifications, it is no more important to specify a forward address in the Business Workplace user settings. User master record (transaction SU01) can be used to determine the e-mail addresses as an alternative.
.Additionally, a prefix text to the e-mail notifications may also be specified along with a suffix text.
. Texts are supported as streams, instead of lines of text if 684798 is applied. This allows
. the formatting to improve
. text definitions SAPscript
. the use of long URLs in the email
. This supports substitutions that are based on task classifications
. The subject line of the e-mail can be freely defined
. In order to allow customers' own e-mail server support (e.g. Domino agents), the proxy-user configuration is supported
. This supports the shortcut sign-on mechanism
. No password/login is required, if single sign-on is enabled
. The password must be entered, if single sign-on is not enabled for the first sign-on. Until the session is closed, this sign-on remains valid.
The client PC installations should have the SAP GUI for Windows installed, to use the optional short-cut mechanism. Though, it doesn’t require the Outlook/Domino integration or SAPforms front-end installation.
. It does not support attachments such as R3F or R3M.
. It does not support R3O attachments as well. In the Business Workplace, these attachments are used by generic object services and the workflow query feature.
. It supports only windows-based work items. The Universal Worklist can be used for other types of work items.
. It does not support Fax and X400 notifications, only email notifications are supported.
. Email notifications are generated for the workflows (e.g. mail-send step) or for other mails that are sent in the SAP component. These E-mail Notifications are not generated for SAP Mails. By using the SAP office home-address configuration, these can be forwarded to the external mail automatically.
. This code is available to all SAP customers freely as the initial restricted release is finished.
Alternative 2: Extended Notifications for Business Workflow (Release 6.40)
The E-Mail Notifications has taken one big step forward by the help of the Extended Notifications for Business Workflow. It is based on Business Workflow notification framework that supports significa and is delivered as part of Net Weaver '04 (including SAP Web AS Release 6.40).
The Extended Notifications for Business Workflow offer features like:
. The content and links are displayed more attractively when the email is generated as HTML mail.
. The email comprises of links to the SAP GUI. This is done for HTML rendering of the
Work items that are displayed in the Browser
Work items that are executed in the Browser
. A list of work items can be found in each email. Similarly, a link to the work item that is being displayed or executed can be found in each description of the work item
. Work items for Windows user interface that are not SAP GUI based can be executed from the e-mail (E.g. WebFlow services, Web Dynpro). For generic decisions that are made directly from the e-mail, single e-mails are generated.
. Other users can receive the forwarded notification in case the new user has the necessary authorization and if this feature has already been activated in the system. From the shortcut or URL, the recipient can directly execute this work item.
. On the basis of individual or group, maximum notifications features can be customized. For instance, Summary mails in html format can be received by one user group while individual notifications in plain text can be received by another group.
. Rather than from the user's master record (transaction SU01), the PD org structure (infotype 1205) can be used for reading e-mail address.
. The user's master record (transaction SU01) is responsible for the language of the e-mail notification.
If the E-mail Notifications for Business Workflow (alternative 1) meets customers' basic requirements, then this willnotbe made available later for SAP Web AS 6.20 installations.