When I started my new job last year, I inherited the task to set-up the Collaboration Room for the already existing Learning Solution in the Enterprise Portal. And there it began: my search for an instruction or step-by-step guide to implement it. The whole area of Collaboration is a little bit outdated. The state-of-the-art way is Jam. Nevertheless: we wanted the Collaboration Rooms.

I will give you an introduction of how to set-up a simple scenario, so you do not have to go through all the documents and search for resources as I did.

Simple Collaboration Room means:

  • Create a room at a training
  • Up-/Download files
  • Send e-mails to learners

See also the document, where processes are described here:

http://scn.sap.com/docs/DOC-70184

And if you have customized everything as below and want to get rid of the entries in the collaboration Launchpad – check this short and very helpful reference:

http://scn.sap.com/community/enterprise-portal/collaboration-and-content-management/blog/2012/07/23/customizing-the-collaboration-launchpad-services-options

1st Step: Set-up the Basics


Prerequisite: Make sure you have activated SAP Learning Solution!

IMG -> Training and Event Management -> SAP Learning Solution -> Activate/Deactivate SAP Learning Solution (as a hint: Events are called Trainings in SAP Learning Solution)

Use the up-to-date installation guide for setting up the basics together with your SAP basis team:

https://websmp105.sap-ag.de/~sapidb/011000358700000580232009E/CIG_EL_ERP604_v16.pdf (please contact me, if the link is not valid any more).

Maintain table V_LSO_CUSTEPRFC e.g. like this:

table-comm-par.PNG

Hint: the system alias, rfc-destination, password and user for communication should have the same naming in all of your portals and erps, as this table is transported later on.

You have set-up the connection to the Enterprise Portal.

If you have later an error message like this – check if password for your communications user is really correct! It’s always this password.

/wp-content/uploads/2015/12/error_857206.png

2nd Step: Make the Collaboration Room available on your training


IMG -> Training and Event Management -> SAP Learning Solution -> Training Management -> Basic Settings ->Object Type Modeling Enhancement -> Infotype

Infotype 5045 -> Infotypes per Object Type –> Add infotype 5045 to object E

infotype5045.PNG

IMG -> Training and Event Management -> SAP Learning Solution -> Training Management -> Basic Settings ->Dialog Control-> Current Settings -> Maintain Personnel Actions

Action ELSO Create Course –> Add infotype 5045

create-course.PNG

Now you have a Collaboration Room available at your trainings, e.g. in transaction LSO_PSV2.

3rd Step: Add some roles to your Enterprise Portal user

Prerequisite: you have authorizations in the Enterprise Portal to add roles (user management) and do some customizing there. Otherwise ask the team that does user management.

Initially add the content manager and system admin roles:

content-manager-roles.PNG

You may now maintain the Collaboration Content in an extra service.

For testing purposes add these two roles to your user (or any trainings admin):

roles.PNG

For a learner only the 1st role is necessary. For a trainings admin you need both roles. I highly recommend to copy them in your namespace (e.g. ZMYCOMPANY), as we will adjust these roles later.

This is what you should have in the end as services (plus employee and manager self service and whatever you have in your company):

services.PNG

User administration is only necessary for the steps here and was not added, it was a prerequisite. I recommend you get all the other roles, because there are small steps in all of them necessary for the set-up. The service “Collaboration” is necessary for end-users as learners and training admins and for your testing.

4th Step: Check the Settings in the Enterprise Portal

Just check, if everything is there:

Activate the complete grouping of Collaboration Services

http://help.sap.com/saphelp_nw74/helpdata/en/4c/16962d37360da0e10000000a42189e/content.htm

Specifying the Portal URL

http://help.sap.com/saphelp_nw74/helpdata/en/42/9ad2e142255ed1e10000000a114cbd/content.htm?frameset=/en/30/a12ddeea29534eaa33c67fefed3504/frameset.htm&current_toc=/en/b3/72eb4fe26740aeb5d355c6c52e2639/plain.htm&node_id=7

System Admin -> Collaboration -> RoomBackendProperties

Should look like this. If you cannot access your rooms later from the backend, check, if the address here is maintained correctly.

roombackendprops.PNG

Also check, if available: Content Admin -> KM Content -> structure for rooms (should be already there):

rooms.PNG

5th Step: Create a Room Profile



Hint: for all systems that you use, the room profile name should be the same, as the SAP ERP customizing, that is transported, refers to this name.

Content Admin -> Collaboration Content -> Room Template Administration

Use SAP_Team_Room_2 as Template and duplicate

duplicate.PNG

Enter a name and description. Enter room type restricted.

templ.PNG

Remove the TeamLead Role

teamlead.PNG

Save.

Add all member pages to Admin role.

/wp-content/uploads/2015/12/3_898762.png

Save.

6th Step: Adjust Learner Role

As I mentioned before – copy the learner and training admin role into you own name space – as you have probably done it with all your customer-specific content before.

Hint: Go to the context menu of the role, choose copy, go to you customer folder (e.g. ZCOMPANY), click on it and again in the context menu, choose paste. Select create a copy (not delta link) and next and next and finish.

Content Administration -> Portal Content Management -> Portal Content -> Your Customer Folder ZCOMPANY

In this folder you see the two copied roles with the name Collaboration. Go to the context menue and choose properties and all. Search for the ID. As the naming of the roles is the same you need an ID to see the difference.

Choose role with ID Collaboration

3.PNG

Go to role with ID collaboration and eliminate all of the check marks in My Tasks, My Sessions.

check_marks.PNG

No saving necessary. Just check, if settings remain.

Effect: your learners will have only access to the rooms and files and are not confused with tasks and sessions.

I recommend you put the adjusted roles in your namespace into a transport.

Depending on your authorization concept I also suggest you assign the portal roles to some suitable SAP ERP roles (like an employee self-service role for the learner and a trainings admin role for the trainings admin).

7th Step: Check the Settings for E-Mail Exchange and Set-up E-Mail via Microsoft Exchange

First check, if you have the valid system there. Then – and here I am sorry, not my task – ask your basis team to set this up for you. Below are some resources for your basis team.

Nevertheless I would like to mention this step, as in SAP Help the description here is not correct, as SAP Help for SAP Netweaver 7.4 recommends you create a system from PAR-file. This PAR-file is not available any more. But you can use the Exchange System that you find here:

System Admin – System Landscape -> Portal Content -> Content Provided by SAP -> Collaboration

exchange.PNG

You may modify this system (maybe in your own namespace) to your needs.

Here are some hints for your basis team:

Creating an e-mail transport:

https://help.sap.com/saphelp_nw70/helpdata/en/36/eacfb72888e04eaf523f7236c0892f/content.htm

Groupware framework collaboration:

https://help.sap.com/saphelp_nw70/helpdata/en/48/05c93e4af7664ee10000000a114084/frameset.htm

Installing the MSX-A components:

http://help.sap.com/saphelp_nw73/helpdata/en/ff/02b93e724eb300e10000000a114084/content.htm?frameset=/en/eb/e686aaa8b8c74fa73502d2481599df/frameset.htm&current_toc=/en/36/4b6fb2265e4afda9b5f8c3895d9807/plain.htm&node_id=38

How to Integrate Microsoft Exchange Server into SAP Enterprise Portal:

http://www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/08def089-0a01-0010-9c82-ee2040b4eced?overridelayout=true

Work in the Enterprise Portal is done now. Now customize in SAP HR ERP.

8th Step: Do your customizing in IMG

Be very accurate while doing the following steps. A lot of problems in the communication ERP to EP arise from small customizing problems.

You find all customizing steps in IMG here:

img.PNG

In 1st step we have already maintained the following settings:

  • Configure Enterprise Portal
  • Set Up RFC Destination
  • Specify Communication Parameters

Now we maintain the remaining steps:

Edit Room Profiles

Create a new entry.

Hint: The number for Profile is given by default. Unfortunately it starts with zero. So you 1st create an entry, that you do not use, with default number zero. Then a second entry with 1. You will need an entry with number 1 later in customizing. Zero is not recognized. You may delete the zero entry later.

Fill in a title and choose the room profile (template) from 5th step.

room_prof1.PNG

Choose privacy type public.

privacy.PNG

Maintain categories with default_category.

category.PNG

It is not necessary to maintain Parameters.

Edit Role Profiles

Create two role profiles – one for the learner and one for the training admin. Maintain their names and add the room profile.

Attention: do it exactly the other way round as in the screenshots!

Role Prof 1 should be the Learner Profile

Role Prof 2 should be the Trainings Admin Profile

Why? The Profile with the lowest key is the default profile for learners, the profile with the highest key is the default profile for administrators. I did it wrong in the 1st step.

rpofl.PNG

For the training admin role profile choose roles admin and member.

/wp-content/uploads/2015/12/4_898807.png

For the learner role profile choose role member.

2.PNG

Maintain Default Values

Here you set the values that are used by default, when you create a room from e.g. the SAP Trainingmenue LSO_PSV2. Check the F1 help, when choosing your settings. The most important entry is the standard room profile. Choose here your room profile with no. 1. Without this entry, you will not be able to create a room at your training.

default.PNG

Define Categories for Room Search

Also this step is absolutely necessary. Integration ERP to EP will not work w/o it.

Just maintain your default_category.

defcat.PNG

The last steps – BADI implementation – are, of course, not necessary for a simple scenario.

Finished. That was easy – right?

Just some last comments:

I will adjust this documentation, when I have knew knowledge or if I find errors.
As soon as I find the time, I will give you some insights, how the processes for learners and training admins look like, as this should be part of a good description.

There is much more to the collaboration rooms, then I have described here. Really – this is just the most simple scenario, and I am aware of this. I hope you enjoyed this overview and it will speed up your first implementation.

Look for updates.

To report this post you need to login first.

19 Comments

You must be Logged on to comment or reply to a post.

  1. sapera sapera

    Hi,

    Thanks a lot Franziska for this detailed how-to guide. I found it very useful.

    I don’t know If maybe you can help me. I’m currently busy with a collaboration room configuration. My problem is that when I execute RHCOLLABORATION_CHECK_LSO report I’ve these errors:

    Also, on the portal I see this error:

    1. ava.lang.RuntimeException: Bean LSO_COL_GET_TEMPLATE_INFO not found on host ghuywnop, ProgId= ghuywnop_PORTAL_ECD : Object not found in lookup of LSO_COL_GET_TEMPLATE_INFO.

    at com.sap.engine.services.rfcengine.RFCDefaultRequestHandler.handleRequest(RFCDefaultRequestHandler.java:138)

    at com.sap.engine.services.rfcengine.RFCJCOServer$J2EEApplicationRunnable.run(RFCJCOServer.java:214)

    at com.sap.engine.core.thread.impl3.ActionObject.run(ActionObject.java:37)

    at java.security.AccessController.doPrivileged(Native Method)

    at com.sap.engine.core.thread.impl3.SingleThread.execute(SingleThread.java:185)

    at com.sap.engine.core.thread.impl3.SingleThread.run(SingleThread.java:302)

    Caused by: com.sap.engine.services.jndi.persistent.exceptions720.NameNotFoundException: Object not found in lookup of LSO_COL_GET_TEMPLATE_INFO.

    at com.sap.engine.services.jndi.implserver.ServerContextImpl.lookup(ServerContextImpl.java:641)

    at com.sap.engine.services.jndi.implclient.ClientContext.lookup(ClientContext.java:363)

    at com.sap.engine.services.jndi.implclient.OffsetClientContext.lookup(OffsetClientContext.java:224)

    at com.sap.engine.services.jndi.implclient.OffsetClientContext.lookup(OffsetClientContext.java:243)

    at javax.naming.InitialContext.lookup(InitialContext.java:392)

    at javax.naming.InitialContext.lookup(InitialContext.java:392)

    at com.sap.engine.services.rfcengine.RFCDefaultRequestHandler.handleRequest(RFCDefaultRequestHandler.java:117)

    RFC between the backend and the portal is working and also between the portal and the backend. In both cases user used on them have admin rights.

    Do you know what could be happening?

    Thanks a lto, Sapera

    (0) 
    1. Franziska Haenel Post author

      dear sapera,

      it seems there are different things, that may cause problems:

      1. there’s a room profile with number 0. I recommend you delete it.

      2. for the room profile with number 1, check if you have defined category/default category and also defined categories for room search -> default category (8th step).

      3. check also, if there are parameters maintained in ERP and EP room profile/template and delete them all for your room profile with no. 1.

      4. Check if in room template/profile roles are equal (member and admin should exist in both).

      5. admin role in portal might not be sufficient. you should add coll. roles to your user in portal.

      after checking all of this, run report again.

      kind regards,

      franziska

      (0) 
      1. sapera sapera

        Hi,

        Thanks a lot for your reply. I have followed your recommendations:

        1. there’s a room profile with number 0. I recommend you delete it. – I have deleted it

        2. for the room profile with number 1, check if you have defined category/default category and also defined categories for room search -> default category (8th step). – I have removed it but as per my funtional team requirement they want to have categories

        3. check also, if there are parameters maintained in ERP and EP room profile/template and delete them all for your room profile with no. 1. – I have removed the parameters

        4. Check if in room template/profile roles are equal (member and admin should exist in both). – My user have admin rights in both environments

        5. admin role in portal might not be sufficient. you should add coll. roles to your user in portal. – My user have admin rights in both environments

        After removing your recommendations from steps 1,2,3 now I have this:

        I have checked the RFCs and are working fine in both directions. On the default trace I can see this :

        ava.lang.RuntimeException: Bean LSO_COL_GET_TEMPLATE_INFO not found on host shywagip1, ProgId=shywagip1_PORTAL_SDW : Object not found in lookup of LSO_COL_GET_TEMPLATE_INFO.

        at com.sap.engine.services.rfcengine.RFCDefaultRequestHandler.handleRequest(RFCDefaultRequestHandler.java:138)

        at com.sap.engine.services.rfcengine.RFCJCOServer$J2EEApplicationRunnable.run(RFCJCOServer.java:214)

        at com.sap.engine.core.thread.impl3.ActionObject.run(ActionObject.java:37)

        at java.security.AccessController.doPrivileged(Native Method)

        at com.sap.engine.core.thread.impl3.SingleThread.execute(SingleThread.java:185)

        at com.sap.engine.core.thread.impl3.SingleThread.run(SingleThread.java:302)

        Caused by: com.sap.engine.services.jndi.persistent.exceptions720.NameNotFoundException: Object not found in lookup of LSO_COL_GET_TEMPLATE_INFO.

        at com.sap.engine.services.jndi.implserver.ServerContextImpl.lookup(ServerContextImpl.java:641)

        at com.sap.engine.services.jndi.implclient.ClientContext.lookup(ClientContext.java:363)

        at com.sap.engine.services.jndi.implclient.OffsetClientContext.lookup(OffsetClientContext.java:224)

        at com.sap.engine.services.jndi.implclient.OffsetClientContext.lookup(OffsetClientContext.java:243)

        at javax.naming.InitialContext.lookup(InitialContext.java:392)

        at javax.naming.InitialContext.lookup(InitialContext.java:392)

        at com.sap.engine.services.rfcengine.RFCDefaultRequestHandler.handleRequest(RFCDefaultRequestHandler.java:117)

        … 5 more

        Do you have any idea what can be happening?

        Thanks thanks a lot, Sapera

        (0) 
        1. Franziska Haenel Post author

          hi sapera,

          you may maintain categories for room search later, when you room set-up is working properly. You must maintain at least default category @your room profile and @categories for room search in img.

          so the result has changed, when you run test report again. next step, again: admin rights in portal may not be sufficient. please add collaboration room portal roles to your user (see manual), because otherwise the croom service is missing.

          please check also that in erp and ep role definitions are the same (5th step – first you remove the team lead role from the room template, but admin and member role MUST remain). in the erp you create an admin and a member profile. please check these settings.

          make also sure you have entered your default room profile with number 0000…..1 in the default values table. only then you can properly create a room at an event.

          do you have any error messages when you try to create a room?

          kind regards,

          franziska

          (0) 
          1. sapera sapera

            Hi,

            Thanks a lot for your quick response, when I enter on the Edit templates option, system is displaying this message:

            I have checkedn and SSO is working from the portal to the ECC and from the ECC to the portal, also parameters from the message are correct.

            Could be maybe related with that?

            I already assigned to my user the collaboration roles on the portal. I already added the Admin role in the template.

            Do you have any idea what could be happening?

            Thanks a lot, Sapera

            (0) 
            1. Franziska Haenel Post author

              it’s quite tricky to find out, what could be going wrong. if sso is working, check also if the rfc-user password is working properly. sometimes it is just a minor thing. rfc-user password could be at the beginning initial and then, after 1st log-on requests a new password. if this is not entered properly and saved properly, no rfc-connection is established.

              (0) 
              1. sapera sapera

                Hi,

                Thanks we have fixed the problem, it was due we have 2 clients in DEV but portal is only connected to one, so , users had different password in each client after setting up the same password the logon ticket error dissapeared. It’s weird but… It worked.

                Now we have a problem on LSO_PVCT tx that when the select the collaboration template system displays this message:

                User exist on the portal and have the collaboration roles assigned to it .

                Also on the template these roles have been added:

                Do you have any suggestion?

                Thanks a lot, Sapera

                (0) 
                1. Franziska Haenel Post author

                  hi sapera.

                  just to be sure: you want to add the template on the training or on the training type? here I just described the process on the training.

                  nevertheless: if you would like to add a croom, make sure you enter a valid sap-user in the pop-up in this field:

                  2016-04-04 16_06_42-C31(1)_100 Collaboration Room anlegen.png

                  see also process description in my other document.

                  kindest regards,

                  franziska

                  (0) 
  2. sapera sapera

    Hi,

    I want to add it here, Im not sure the difference but it was provide by the functional team that reported the error in transaction LSO_PVCT:

    Thanks thanks a lot, Sapera

    (0) 
    1. Franziska Haenel Post author

      hi sapera.

      two things:

      1. seems like role profiles are not maintained in erp. this needs to be done.

      2. in the field owner enter a user with proper authorizations in erp and ep (like probably your user)

      kind regards,

      franziska

      (0) 
      1. Franziska Haenel Post author

        it seems actually there’s missing quite a lot. all areas marked in red should have some content. please check your customizing settings in erp again./wp-content/uploads/2016/04/123_922043.png

        (0) 
          1. sapera sapera

            Hi,

            Thanks for the link.

            We have created the room as per screenshot below:

            but we continue with the same error.

            Do you have any idea what could be happening?

            The user there is the owner of the template in the portal.

            Thanks a lto, Sapera

            (0) 
              1. sapera sapera

                Hi,

                The problem is that there are not a lot of people with LSO experience and no one replies… i already did for another error I had and no one has replied in 3 months .

                So, I thought that replying here at least you could see it and reply as it seems you have a lot of experience with collaboraiton rooms.

                Thanks a lot of all your help and sorry for the inconveniences.

                Sapera

                (0) 
                1. Franziska Haenel Post author

                  be sure I will keep answering, as good as I can. but there I could earn some reward points and I think this would be just fair. also, it is now quite messy here under the document.

                  (0) 
  3. gugu mahlangu

    Hi Franziska,

    I have a question, we continually get an error “Parameter does not exist in room template” how do we overcome this challenge?

    As once I was able to click exist button and continue to create the room, however by the time I check the portal I get an error message “Portal run time error.. an exception occurred while processing the request.”

    Your guidance would be appreciated.

     

    (0) 

Leave a Reply