How to setup email notification for blocked documents in GTS

About the document

This document provides step by step configuration required to setup email notification if a business partner or document is blocked in GTS

Table of Contents

• Business Scenario
• Solution Overview
• Steps to configure email notification
• Configuration Steps
• Master Data Setup
• Basis Settings
• Additional Information
• Dependencies
• Conclusion

Business Scenario

Business wants an email notification to be triggered from SAP to Compliance Manager to take appropriate action as needed whenever there is a GTS block. Business wants a simple email notification solution to be configured instead of any workflow or expensive solution

Solution Overview

SAP GTS comes with a standard solution to trigger email notification in various scenarios. This can be achieved by simple configuration. We will see the required configuration and master data setup required to use this standard SAP functionality to meet business requirement

Steps to configure email notification from GTS

There are a set of configuration steps to be completed in SPRO and master data required to be maintained to configure email trigger functionality. Email notification can be triggered in following three scenarios:

• Notification control for Incomplete Documents – Triggers email notification in case of technically incomplete documents
• Notification control for Blocked Documents – Triggers email notification in case of blocked documents
• Notification control for Blocked Partners – Triggers email notification in case of blocked partners

SAP GTS provides flexibility to configure email trigger functionality at individual service level i.e. if you want to trigger email only for SPL blocks and Embargo blocks but not for license blocks then the same can also be configured.

Let’s take a look at this simple email trigger functionality in GTS

Configuration Steps in SPRO

• Global Trade Services-> General Settings-> Document Structure-> Define Document Types

    Activate check box “Mail Dispatch in case of Technical Incompleteness” under notification control section of the relevant document type in your case

• Global Trade Services-> Compliance Management-> Embargo Check Service-> Control settings for Embargo Check service

     Activate “Mail for Doc. Block” check box for your applicable legal regulation

• Global Trade Services-> Compliance Management-> Sanction Party List Screening Service-> Control Settings for Sanction Partly List Screening Service

     Activate check box “Send Mail When Doc. Blocked” and “Send Mail when Business Partner Blocked” for your applicable legal regulation

• Global Trade Services-> Compliance Management-> Legal Control Service-> Control Settings for Legal Control Service

     Activate “Send Mail” check box for your applicable legal regulation

These were the configuration settings required to setup email trigger functionality . Not let’s look at master data setup required.

Master Data settings in Global Trade Services Menu or Cockpit

In addition to configuration settings, master data settings are also required to be maintained before you can make use of email trigger functionality. In this master data setup, you need to create a user group which will consist of all the users to whom you want to send the email notification.

It is possible to create different groups for each Foreign Trade Organization and Document Type combination for Incomplete document notification, different user groups for a combination of Foreign Trade Organization and Legal Regulation for Blocked documents and Blocked business partner notification.

GTS Menu-> System Administration->System Communication/Workflow-> Workflow

• Maintain User Group

     Create or change a user group and assign user ids to the user group.

• Display User Group

     You can display the user group created in above step

• Notification Control for Incomplete Documents

     Maintain user group for a combination of Foreign Trade Organization and Document Type

• Notification Control for Blocked Documents

     Maintain user group for a combination of Foreign Trade Organization and Legal Regulation

• Notification Control for Blocked Partners

     Maintain user group for a combination of Foreign Trade Organization and Legal Regulation

Basis Settings

In addition to this, you can schedule a batch job to trigger email. The batch job will pick up any such request in queue and will trigger email from the system. The frequency of the batch job can be set up as per the business requirement. For instance every 2 or 3 mins. Sample screenshot from SCOT:

Additional Information

The system generates messages in a predefined format as shown below. It contains all the necessary details like ECC document reference number, GTS customs document number, Business Object, FTO, Legal Regulation, Service etc.

In case you want to change the mail format, you can activate BADI. BADI also allows you to edit recipients for specific scenarios as per business requirement. The BADI can be found under “Business Add-Ins for SAP Compliance Management” in SPRO.

Dependencies

All users assigned to user group should have valid email address assigned in their user profile in SU01

If you are using RFC user for connection between Feeder system and GTS system, it should also have a valid email address assigned in user profile.

Conclusion

This concludes our discussion on email trigger functionality in SAP GTS for blocked documents notification to users. This is a very simple and useful functionality. It can be configured with few configuration steps. We have seen what are the various configuration steps in SPRO followed by master data setup required. Once we have completed SCOT settings, we are ready to use this standard SAP functionality to trigger email notifications.

Please do leave your suggestions or comments regarding this document and this standard SAP functionality.

regards,

Kul Vaibhav