Mail to SAP upload (MS Outlook Add-In)

From Microsoft Outlook ® directly into the SAP archive

As a SAP-User you certainly are familiar with the following case: One of your customer sends you an e-mail with important information e.g. about an order. Now it would of course extremely comfortable, to be able to store this information directly from MS Outlook under the relevant order in the SAP archive. The SAP standard solution, where you must save the files locally first in order to then upload into the SAP GUI using the "Services for Object" in the relevant order to the archive is dated, awkward and time-consuming.

In order to facilitate your daily work, S&N with Mail has developed a SAP uploading plug-in for Microsoft Outlook, which enables you to store e-mails and their attachments directly from MS Outlook using drag & drop to the relevant object (e.g.: Order) filed in the SAP archive!

mailSUp  mailSUp

Technical Details

SAP offers the opportunity to take on so-called business objects, such as equipment or orders, and archives documents in SAP. It is defined in the SAP Customizing which types of documents for the business object are permitted for achive storage (e.g. MSG, PDF, DOCX), or on which this archive is to be stored. This technology is specified via the SAP ArchiveLink interface and used for years by S&N in the electronic file insTRA and fleet format.

With Mail to SAP uploading S&N has created an interface between MS Outlook and SAP, in which all SAP standards regarding permissions and ArchiveLink technology are met.

Mail to SAP uploading in use

After installing Mail to SAP Upload you must uniquely define your SAP user data via the plug-in. If you open an email in Outlook, you will see the plug-in below the open e-mail.

The e-mail is displayed by Mail to SAP Upload in the the area "files" as an MSG file. The proposed file name becomes the subject of the e-mail, but can be renamed. All attachments in the email will also be listed.

Now that you have set which business object you want to store the files in the "Assignment" (in the example above for orders), you can select these objects by object-specific search criteria. Thus, it is possible to look up the order according to the order number or the supplier and in SAP Equipment e.g. according to the license plate.

By selecting the business object the specific folder structure where you can assign the documents via drag and drop will be displayed.

Of course, multiple selection is supported. So you can store, for example, a supplier's changed T&Cs at the touch of a button on all orders for that supplier. With insTRA and fleet objects, you can also choose the target folder in the electronic record.

As already mentioned, in SAP Customizing document types approved by you for each business object for the archive system are stored. Should an e-mail contain a document with an unaccepted document type, this will recognized by Mail to SAP Upload and and the row will be highlighted in gray. The Upload Checkbox cannot be clicked on, the file cannot be saved because of the Archive Settings.

For all types of documents approved by you, you can determine the "Upload" whether the document should be stored or not by setting or removing the check from the box. If you click on the button "Add Files" you also have the option of adding documents already stored on your computer to the desired object. By clicking on the "Send" button the files are saved to the selected objects in the SAP archive.

Direct access to the documents in SAP archive

Of course you can directly access the stored documents using the "Services for Object" in the SAP GUI.

The plug-in Mail to SAP Upload supports the SAP Standard Business Objects "MM-Orders" and "SAP Equipment". It can also be integrated with every other SAP Business Object in Mail to SAP Upload.

Connection to insTRA and fleet

In the S&N products insTRA and fleet, the storage of e-mails with their attachments will of course support various subject-specific business objects.

In the insurance management system insTRA mails and attachments can be stored to the following objects in the electronic record : Management policies, registration, claims management, property management, insTRA policy holders.

In terms of fleet management solutions fleet SAP equipment, fuel cards, leases, fleet-vehicles and drivers are supported.

The plug-in Mail to SAP uploading is available for both Microsoft Outlook ® 2007 and Microsoft Outlook ® 2010.

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