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Business Scenario: In a company there are thousands of employees and the
administrator creates or changes the info types to maintain the HR Master Data. The client has a specific requirement that the employee should be notified by sending a mail that his details have been changed. The Time and Payroll Administrator must be aware that what data has been updated or created for employees under them.
Solution from SAP HCM Consultant: When an employee is hired, we use
personnel Action PA40 to hire the employee and to maintain the Master Data we use Maintain Master Data PA30. When ever we use any of this Transaction to create or change info type we can initiate a Dynamic Action which would send mail to the employee as well as to the Administrator.
Configuration of Dynamic Action:
Step1. Got to SAP Reference IMG by typing SPRO in the Command field. Then click on the Personnel Management->Personnel Administration->Customizing Procedure ->Dynamic Action.
Check conditions W .Click on the Dynamic Action. To Create a Dynamic Action Click on the tab New Entries.Reference to another step . Here we need to create our own Dynamic Action.Maintain infotype record V . StySub type Selection SIndicator for Step where the following values can be given P . to the employee and a copy will be there in senders outbox. The next page of Change View “Dynamic Action” Overview appears. ITy Info type selection.Set default values when creating a new record I . In both the cases mail will be sent to the Administrator. Select the info type for which mails should be sent. Here we will firstly use info type 0001 and then info type 0007.
In the first Line: Here just a line is written to make it easy to understand where the logic for mail generation is beginning. so that it’s not used for the same info type. It can be any number depending on the system. Field Field of that certain Info type M . Change and/or delete a record) a dynamic action should be carried out.Call routine Other entries in this column mean "comment line". The Function character of step controls which type of processing (Create.F . The line number is given 01 (numbers don’t matters).Send mail FCFunction character of step. they are SAP standard. The Processing type is indicated by two digit numeric value. Example 00 for Independent of the current function carried out 02 for Change 04 for Create 06 for Change and create 08 for Delete 10 for Change and delete 12 for Create and delete Configuring the Dynamic Action : The Dynamic Action for dropping mail is shown below. Here we have to configure the entire logic when and how the mail will be generated. .
it has no sub type hence its blank for example info type 0006(Address) there are many sub types like permanent address or temporary address etc. The written format T001P-MOLGA=’40’is SAP Standard which resemble System will check the Country Grouping. . We are considering all field in 0001 hence the field is also blank for example if we would have used the field Sub Area we then need to use ‘BTRTL’ in the field N box. P stands for Plausibility Check in the S column (Indicator for Step). In the Third Line: In the third line we are checking the Plausibility Check P is for Transaction Class which means the Employee similarly for Applicant Transaction Class will be ‘B’. There we can consider the Sty field. In the Second Line: Here we are checking the Transaction class. The format PSPAR-TCLASS=’A’ is a SAP standard. Country Grouping. The mail will be controlled by a feature M0001. So the system will not take that line into consideration. In Info type we have taken 0001 i. . In the Fourth Line: For any changes irrespective of any field the system will shoot a mail hence in the column S (Indicator for Step) we have given M-Send a Mail. and more of a Syntax. * is given which means comment.In the column S.e Org Assignment.e. Since a mail will be generated for Create and Change of 0001 hence 06 is taken. system will check MOLGA i.
. The feature can be used for all Master Data Info types for both Transactions class A (employees) and B (Applicant).Configuration of Feature M0001: Here the Feature M0001 enables us to control to whom we will send a mail. the text of the mail we will send and the processing type used. Decision field TClass helps us to control the processing.
then the feature specified is read. then the feature specified is read using the old data contained in info type 0001.New data means data contained in an info type record for info type 0001that has been changed after the mail was sent. RECV1: Recipient 1 is the Administrator for HR Master Data from the Organizational Assignment info type (0001). The standard SAP system contains the feature RCOLD. which can be used as example NAME3: If the Info type that Triggers the mail is the Organizational Assignment info type (0001). Here we mention the subtype which is to be used to read the employee’s info type record 0105. which can be used as example .Old data means data prior to changing the info type record that triggered a mail to be sent.The return matrix of the feature has the following form XXXX ZZZZZ. We can define the distribution list and the recipient in this feature. XXXXX is the mail Attributes. NAME1: If the Info type that Triggers the mail is not the Organizational Assignment info type (0001). The mail that will be send to employees for any change in their Info type i. which can be used as example. who is responsible for the employee on today’s date. We can define the distribution list and the recipient in this feature. RECV2: Recipient 2 is the Payroll administrator taken from Organization Assignment info type (0001). SUBTY: Employees whose data is changed should receive the email. The employee will only receive a mail if subtype is filled. The standard SAP system contains the feature RCNEW. OUTBX: The mail should be in sender’s Out Box. RECV3: Recipient 3 is the Time Administrator taken from Organization Assignment info type (0001). who is responsible for employee on today’s date. who is responsible for employee on today’s date. DISTR: Distribution List is stored in general folder in SAP Office SO04. then the feature specified is read using the new data contained in info type 0001. in which subtype stores the employee’s mail id. NAME2: If the Info type that Triggers the mail is the Organizational Assignment info type (0001). 0001. IDTXT: Name of the standard text. We will also configure an distribution list.e. The standard SAP system contains the feature RCIEV. We can define the distribution list and the recipient in this feature.
e.Function Code Feature M0001 specifically Designed.TCODE: Transaction Code that will be executed to change the data in info type record 0001 (Organization Assignment). PASUB: Sub type if any. XXXXX=SUBTY and ZZZZZ=0010(Subtype email address) for info type 0105. 02 and 03 i. . Time and Payroll Administrator. Hence XXXXX=IDTXT and ZZZZZ=MAILSR. XXXXX=RECV1. Here in the first step of the feature we have designed our own mail MAILSR. RECV2 and RECV3 and ZZZZZ= 01. PAINF: Info type which is taken into account. We will later on see how to write a mail in standard form. PAEND: End date. PAFCD. Personnel. PABEG: Begin Date.
XXXXX = PABEG.1995". ZZZZZ=19950630 for "30. P0001-ENDDA. P0002-ENDDA.g. Pnnnn-BEGDA. ZZZZZ='P0001-ENDDA'. ZZZZZ=MOD Change Configuration of Feature RCNEW: . XXXXX=PAINF and ZZZZZ=4 digit number of the info type. ZZZZZ=EDQ Lock/Unlock. ZZZZZ=INS Create. or enter the name of a variable in inverted commas.g.06. The following exist: P0001-BEGDA. ZZZZZ=DIS Display. PB10 or PB20. PA20. e. Pnnnn-ENDDA. e. PAEND: ZZZZZ= either an 8-digit date in the format YYYYMMDD. nnnn is the number of the infotype that triggers the mail to be sent. P0002-BEGDA. XXXXX=PASUB and ZZZZZ=4 digit number of the sub type. ZZZZZ=DEL Delete.XXXXX=OUTBX and ZZZZZ=X the mail is put in sender’s outbox XXXXX=TCODE and ZZZZZ=PA30. XXXXX = PAFCD: ZZZZZ=COP Copy.
Creating Standard Text for Mail Connection . To create a text we need to go to SAP IMG. In the next page we need to mention a Text Name. VVVVVVVV.Indicator ‘M’ for mail or ‘V’ for Distribution List. Path : SPROPersonnel management Personnel administration Setting Up Mail Connection for info type changesCreate standard text for mail connection.Valid mailing name or distribution list. Text Id and the Language.The return matrix of the feature has the following structure X-VVVVVVVV. So we need to create a text now. which is stored in shared folder in SAP office i. to the administrators and the distribution list. Transaction SO04. X. Here we have given V for distribution list and DEMOSANT is a Distribution List created by us (will de discussed later). A mail has to be sent to the employee.e. .
To create it we need to click on the distribution list. Only PAMA must be selected. The Language is English. Creating a Distribution List : The transaction for SAP Business Workplace is SO04.MAILSR is just the name given. . Save it and come out of the screen. So we need to be careful in selecting it. Now click on Create. In the next page Click on Go To in the Task Bar and then Change Editor. In the SAP Business Workplace we need to create a Distribution list. Here we need to write the body of the mail in standard SAP format (ABAP help may be required). The mail is ready for sending. The ID PAMA is the format of mail for employee and master data.
. to which we want to send the mail. Now add the email address. Now to create our own distribution list we need to click on the create button.Click Here In the next page we need to create our own distribution list. We need to select the Type as Shared Distribution and Name our distribution list and give a title to it.
Go Live Experiment: Lets select and employee Chetan Bhagat whose personnel no is 1421. Regular FT and his Employee Subgroup is 13 i. means a Copy to the person means a blind copy. Siliguri. The Personnel Area is 0063 i. So our distribution List is ready.The sign The Sign The Sign means send it to the id as express message.e. Salaried BTO. His Employee Group is 1 i. .e.e.e. IBM India and his Personnel Sub area is 39 i.
In chetan Bhagat Inbox: In the Outbox of Sender: So this is how we can use the dynamic action to send mail when info type records are changed. administrators. A mail will be sent to chetan Bhagat.We Change his Personnel Area from 0039 (Siliguri) to 0038 (Gurgaon). distribution list and a copy in senders outbox. .
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