The Create Document and Send Screen

The Create Document and Send screen (Figure 17.2) appears when you click the Mail recipient button (Figure 17.1B) or follow the appropriate menu path on the output screen of a list-display transaction.

This screen contains two subscreens in which you can create a cover letter, attach other documents to the e-mail, define its properties, and enter the names of one or more recipients. The subscreens are overlain by the Title field (Figure 17.2A), in which you can enter a title or description for the message and its contents.

The Upper Subscreen

The display of the upper subscreen of the Create Document and Send screen is controlled by three tabs: Document contents, Attributes, and Attachments (B). The first tab is selected by default when the screen appears.

The Document content subscreen contains a text field in which you can enter a cover letter to its recipient (Figure 17-2C). The use of this text field is optional.

The Attributes subscreen contains seven data fields, in which the e-mail and its attached documents are described (Figure 17.3A). The first two, Document class and Document size, appear in the gray read-only mode. The first describes the attached document as either SAP Editor Document (if it is a line-item report) or PC Document (if it was created by a desktop application such as Excel or Adobe Acrobat). The second field describes the document size in bytes.

Figure 17.3. Setting the attributes of the e-mail and its attachments.

The remaining five fields of the Attributes subscreen contain list icons (B), which you can click to display and select from a drop-down menu of optional entries.

• Change option: by which the sender can set the attached document as Changeable by any user; Changeable by the author only; or Not changeable by any user

• Language: which is usually set by default by the SAP administrator

• Sensitivity: by which the sender can describe the attached document as Standard (not sensitive) or Confidential (readable only by the recipient)

• Expiry date: by which the sender can set a date on which the message is deleted automatically if it has not been read by its recipients

• Priority: which can be defined as Low, Medium, or High

The Attachments subscreen provides a description of the attached document, including its size and type (Figure 17.4A). This subscreen also has its own application toolbar, which contains three especially useful buttons.

Figure 17.4. Working with the attachments to e-mail.

• The Create attachment button (B) enables you to attach other documents from an external storage location, such as the hard drive of your personal computer, to the e-mail. Simply click it to call up the Import file screen of the Windows operating system (Figure 17.5A), locate the document, and double-click its name to attach it.
  
  

  Figure 17.5. Select a new attachment from the Import file screen (A), or store an attachment in an external site using the Export file screen (B).

  
  
  
• The Export attachment button (C) enables you to store a copy of a document in an external location. Simply click the document line to select and highlight it, then click the button to call up the Export file screen of the Windows operating system (Figure 17.5B), on which you can name and store the document.
  
  
• The Delete button (D) enables you to delete an attached document from the e-mail. Simply click the document line to select and highlight it, then click this button.
  
  

The Lower Subscreen

The display of the lower subscreen of the Create Document and Send screen is controlled by two tabs: Recipient and Trans options (Figure 17.4E). The first tab is selected by default when the screen appears.

The Recipient subscreen contains a line-item table for entering data about the recipients of the e-mail. You can enter the names of single recipients and the names of distribution lists of multiple recipients in its Recipient column (F) by following the procedures in the next two sections of this lesson.

Each line of this subscreen also contains three selection boxes (G). From left to right, they are:

• Express mail: Sends a message to a recipient that an e-mail is waiting in the recipient's Business Workplace. This message is flashed on the screen when the recipient logs on to SAP (Figure 17.6). To read the e-mail, the recipient would click the Execute button on this screen (A).

  Figure 17.6. Express mail causes this message to appear on the recipient's monitor when the recipient logs on to SAP.

  
  
  

• Send as copy: Sends a copy of the e-mail to a recipient, and lists the recipient's name in the header of the e-mail for all other recipients to see.

• Send as blind copy: Sends a blind copy of the e-mail to a recipient, so that the blind-copy recipient's name does not appear in the header of the e-mail.

The Trans options subscreen enables you to set the conditions for transmitting the e-mail (Figure 17.7A).

• You can schedule its transmission by entering a date in the Do not send before field.

• You can prevent the recipients from forwarding it to other users by clicking the No forwarding option.

• You can store a copy of the e-mail in your own Business Workplace by selecting the After sending, move to outbox option.

Figure 17.7. Setting the conditions for transmitting the e-mail.

Once you enter messages, attach documents, and select options on these five subscreens, you can send your e-mail by clicking the Send mail button (Figure 17.7B), which can be found in the application toolbar and at the bottom of the Create Document and Send screen.