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Managing E-Mails in SAP Sourcing

Table of Contents

1 Introduction

     1.1. About this Document

     1.1.1 Purpose

     1.1.2 Constraints

2 Basic E-Mail Configurations

     2.1 Activating/De-Activating E-Mail Daemon

     2.1.1 Steps to Activate E-Mail Daemon

     2.1.1 Steps to De-activate E-Mail Daemon

     2.2 Setting Messaging Properties

     2.2.1 Creating SMTP Properties

3 E-mail Messages status in SAP Sourcing

     3.1 Common E-mail status and meaning

     3.2 Checking E-mail status in SAP Sourcing

     3.3 Checking background task for any issues in E-mail

4 Advanced E-mail configurations

     4.1 Creating New Mail Configuration for your company

5 Reference

     5.1 SAP Sourcing.
 

1 Introduction

This configuration guide describes different methods to manage E-Mails in SAP Sourcing System.

There have been always requirement like Client wants to delete/hold/postpone mails from SAP Sourcing system. In this guide I have tried to cover methods to manage E-mails in SAP sourcing according to Client requirements.

1.1. About this Document

1.1.1 Purpose

Purpose of this document is to explain in detail methods to manage E-Mails in SAP Sourcing system.

This document also contain required configuration for E-mail setup according to client requirement.

1.1.2 Constraints

This document assumes the necessary software components are already installed and therefore does not contain any software installation instructions. 
 

2 Basic E-Mail Configurations

This section describes minimum configuration required for E-mails communication from SAP Sourcing system.

2.1 Activating/De-Activating E-Mail Daemon

By default E-Mail Daemon is not activated in the SAP Sourcing system. In Order to make SMTP work we need to first enable E-mail Daemon in the system. Follow the steps to activate E-Mail Daemon.

2.1.1 Steps to Activate E-Mail Daemon

  1. Login with “enterprise” or any administrator User
  2. Go to Setup à System Administration à System Administration
  3. Select “System Information” from drop down and Click “OK”
  4. Go to Daemon Tab
  5. Click “Edit”
  6. Check “E-Mail Daemon” from the list
  7. Save

2.1.2 Steps to De-activate E-Mail Daemon

  1. Login with “enterprise” or any administrator User
  2. Go to Setup à System Administration à System Administration
  3. Select “System Information” from drop down and Click “OK”
  4. Go to Daemon Tab
  5. Click “Edit”
  6. Un-check “E-Mail Daemon” from the list
  7. Save

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2.2 Setting Messaging Properties

For E-mail communication SAP Sourcing system require a SMTP server. Below are the steps to configure SAP Sourcing properties for communicating with SMTP server

2.2.1 Creating SMTP Properties

  1. Login with “enterprise” or any administrator User
  2. Go to Setup à System Setup à Configuration
  3. Select “System Properties” from drop down and Click “OK”
  4. Click “Create”
  5. Select “messaging” from first drop down
  6. Select Property from second drop down to create
  7. In Value section provide appropriate values (e.g. messaging.smtp.mailhost = smtphost.domain.com)
  8. Save

Repeat step 1-8 for other messaging properties. Below are some important properties for SMTP to work.

3 E-mail Messages status in SAP Sourcing

This section show different status of E-mail messages in SAP Sourcing System

3.1 Common E-mail status and meaning

Status

Meaning

Sent 

E-mail is successfully sent from SAP Sourcing system

Delete

E-mail is deleted from the system

Failed 

System could not send the message

Awaiting Retry

System will re-try to send E-mail after back off interval

Queued

E-mails are in queue for transit

Postpone

E-mail are postpone for next cycle

Hold

E-mails are kept on hold

3.2 Checking E-mail status in SAP Sourcing

Follow the steps below to check the status of mails in SAP Sourcing system

  1. Login with basis system administrator user or “enterprise”
  2. Click Setup
  3. Navigate to System Administration à Administrative Reports
  4. Select Queued or Processed messages and click “OK”
  5. Check the status (i.e. Result as in below screenshot)

/wp-content/uploads/2012/06/1_115065.png

3.3 Checking background task for any issues in E-mail

If any messages get failed SAP sourcing system creates a log in background task status report. To troubleshoot issues in E-mail processing follow below steps

  1. Navigate to System Administration à Administrative Reports
  2. Select Background task status report and click “OK”
  3. Look for message with errors
  4. Rectify the issue and re-try to send mails
  5. Alternately you can refer to system logs also for errors in message transit.

 

4 Advanced E-mail configurations

This section is for advance users who have deep knowledge about sap sourcing and want to configure E-mail functionality as per need of their clients.

4.1 Creating New Mail Configuration for your company

Follow the below steps to create new mail configuration for your company. There can be only one mail configuration active for one particular company

  1. Login with “enterprise” or basis admin Id
  2. Navigate to Setup à System Setup à Configuration
  3. Select Mail configurations and Click “OK”
  4. Click on “Create”
  5. Fill in “General” Details as give in screenshot below/wp-content/uploads/2012/06/2_115101.png
  6. Check “Use Global Rulesif all the mail templates will follow same rule of transit
  7. Uncheck above if rule to be set as per mail template
  8. Select “Buy-Side Action:” and “Sell-Side Action:” are per your requirement.
  9. Custom Rule: this section is for if you customize your mail transit
    1. Example: @acme.com=send;@abc.com=delete;@all=redirect to admin@acme.co/wp-content/uploads/2012/06/3_115100.png
  10. Select “Mail template” in “Mail Type Map:” section for each entry
  11. If “Use Global rule” is “uncheck” you can select the transit type of this Mail template
  12. Save once everything is completed
  13. You need to inactivate any other active mail configuration.
  14. Also you can try to duplicate “System Default Mail Configuration” for new mail configuration

5 Reference

5.1 SAP Sourcing

The following references can be found at http://service.sap.com/srm-inst under SAP Sourcing/SAP CLM:

  • Master Guide for SAP Sourcing/SAP CLM
  • Installation and Configuration Guide for SAP Sourcing and SAP Contract Lifecycle Management
  • Configuration Guide SAP Sourcing 7.0
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