Actions

Actions in CRM use the Post Processing Framework (PPF). The Post Processing Framework is a Basis
component which generates actions (for example sales call or work!ow) from the "ata for an
application accor"ing to an action "e#nition (for example a follow$up sales acti%it&). The actions are
processe" at a speci#c time. The PPF pro%i"es the tools for planning starting an" monitoring the
actions.
Acti%ities
'. (ou create an action pro#le an" "e#ne action t&pes (for example su)se*uent "ocuments
messages etc.) for this pro#le.
+. ,f necessar& &ou "e#ne con"itions for the action t&pes in the pro#le.
-. (ou assign the action pro#le to the transaction t&pe or the item categor&.
.ote that the actions for actions an" su)se*uent "ocuments or new items must )e create" in an
action pro#le for each transaction t&pe or item categor&.
Create Actions with Wizard
This wi/ar" helps &ou create a new action. ,t ena)les &ou to enter the action "e#nition in an existing
action pro#le or create a new action pro#le.
The "ocumentation for this wi/ar" is a%aila)le in the "escription for the in"i%i"ual steps.
0efault 1ettings
Please note the action "e#nitions &ou create with this wi/ar" ha%e the following pre$set
characteristics2
0etermination techni*ue2 "etermination using transporta)le con"itions
This means that &ou "e#ne con"itions with the help of the con"ition e"itor (un"er Change
Actions an" Con"itions $3 0e#ne Con"itions)
Actions aggregation2 max. ' action per action "e#nition
,f &ou want to change these settings &ou can post process action "e#nitions un"er Change Actions
an" 0e#nitions $3 0e#ne Action Pro#le an" Actions.
1T4P$ '
1T4P$ +
1electing F5 options
4lse &ou can also create new action pro#le
1T4P$ -
1T4P$ 5
Set action
Perform the re*uire" settings for the action.
,n the #el" processing time &ou can set when an action whose start con"ition has )een met is
starte".
,f necessar& also select the following #el"s2
1che"ule automaticall& $ the action is automaticall& "ispla&e" on the Actions ta) page after the
sche"ule con"ition is met.
0ispla& in tool)ar $ the action is "ispla&e" as a s&m)ol in the "ocument tool)ar an" the user can
sche"ule it from there.
Changea)le in "ialog $ the user can change the con"ition parameters an" processing parameters of
the action.
4xecuta)le in "ialog $ the user can manuall& trigger the action on the Actions ta) page.
Processing Time
Use
A sche"ule" action can )e processe" at "i6erent times.
Therefore processing can )e starte" imme"iatel& with the sche"uling of an action. Alternati%el&
processing can )e starte" after "ocument posting.
,t is also possi)le that the actions are #rst onl& sche"ule" an" processing is not starte" until later
using a selection report or )& a user in the "ocument.
Schedule Actions Automatically
,n"icator that shows whether actions of this action "e#nition are also automaticall& acti%ate" for
processing after "etermination.
Use
,f the in"icator is set the actions are automaticall& acti%ate" for processing as soon as the sche"ule
con"itions are met. ,f it is not set the person responsi)le must manuall& acti%ate the actions foun" in
the application "ocument for processing.
Action Manually Modifable
Use
,f the in"icator is not set actions of this action "e#nition can no longer )e manuall& change" after
automatic "etermination.
Display Actions in the Toolbar
The in"icator controls whether actions of this action "e#nition can )e calle" an" execute" in the
tool)ar.
Action Defnition for Manually Executable Actions
,n"icator for showing whether actions of this action "e#nition can )e manuall& execute".
Use
,f the in"icator is not set actions of this action "e#nition can onl& )e execute" automaticall& either
imme"iatel& after sche"uling or later using a selection report.
Partner Dependent- Action an !nly "e Scheduled #ith Partner
Use
Partner "etermination is performe" for partner "epen"ent actions. The partner function entere" is
compare" to the function of the "ocument partner an" an action is onl& generate" if the partner
functions agree.
4xample2
The partner function A$ (sol"$to part&) is entere" in the action "e#nition the "ocument partners are
A$ %%%&'(() an" *+ %%%,)(,)(. The functions (sol"$to part&) agree so an action is generate" for
the "ocument partner A$ %%%&'(() (for example an e$mail is sent).
Dependencies
,f &ou ha%e selecte" partner dependent &ou ha%e to enter a partner function.
Select action processing
Processing "etermines what the action shoul" "o. There are the following possi)ilities2
') 1en" smart forms using print fax or e$mail
+) Call an& metho"
-) 1tart a work!ow
5) 1elect a processing t&pe with the input help.
Set processing method
Make the necessar& settings for the processing selecte".
Metho" (Business A""$,n that is calle")
0escription ("escri)ing text of the Business A""$,n)
0etermine processing parameter (parameters that are transferre" to the processing metho")
hange Actions and onditions
Defne Action Profles and Actions
All maximal allowe" actions are "e#ne" for a transaction t&pe. (ou also specif& general con"itions in
the action pro#le for the actions containe" in the pro#le for example2
The time perio" at which the s&stem starts the action (for example when sa%ing the
"ocument)
The wa& in which the s&stem executes the action (work!ow metho" call or 1mart Forms).
7hen creating an action pro#le note for which )usiness transaction t&pe &ou can use this action
pro#le. (ou must assign the rele%ant )usiness o)8ect t&pe to the action pro#le. The assignment of the
)usiness o)8ect t&pe makes sure that the attri)utes for the rele%ant )usiness transaction t&pe (for
example sales contract) can )e use" for "e#ning an" processing the con"itions. ,f for example &ou
wish to make the action "epen" on the net %alue of the transaction the pro#le must )e assigne" to a
)usiness o)8ect t&pe which contains the attri)ute net value. 9nl& one )usiness o)8ect can )e
assigne" for each action pro#le. (ou can #n" out the )usiness o)8ect t&pe for the transaction t&pe or
the item categor& in Customi/ing for transactions un"er Defne transaction types or Defne item
categories.
Acti-ities
,n or"er to create an action pro#le with action templates &ou procee" as follows2
'. Choose New entries in the Change action profle %iew an" enter a name an" a "escription for
the action pro#le.
Assign the context class C:;09C;C9.T4<T;CRM;9R04R in CRM 1ales an" 1er%ice in the #el"
context class .
,f necessar& assign a "ate pro#le an" a )usiness transaction t&pe ()usiness o)8ect t&pe) to the
action pro#le. ,n or"er to assign a )usiness transaction t&pe choose the rele%ant )usiness
transaction t&pe with input help in the category BO - BOR object type an" object type #el"s.
+. =o into the action "e#nition screen an" choose Ne entries.
The screen for the "e#nition of actions appears.
-. 4nter a name an" a "escription for the action.
5. 1pecif& the "efault %alues for the action in the action "e#nition screen. Consi"er the following
notes for these input possi)ilities2
!rocessing time period2
o "mmediate processing $ the action is starte" as soon as the start con"ition is ful#lle".
o !rocessing hen saving document $ the action is starte" "irectl& after the up"ate.
o !rocessing using selection report $ the action is starte" )& a report after expiration an"
e%aluation. After selection using the report the s&stem #rst checks whether a start
con"ition is a%aila)le. ,f no start con"ition is a%aila)le or the con"ition is correct the
action is starte".
,f &ou select the partner-dependent #el" &ou can "e#ne a partner #unction or partner #unction
category for which the action is %ali". For example &ou can use partner function categories if &ou
want a remin"er e$mail to )e sent to all )usiness partners who are in%ol%e" in the transaction an"
assigne" to the speci#c partner function categor&. (ou can use partner functions to trigger an action
for a speci#c partner function for example to sen" a remin"er e$mail to the emplo&ee responsi)le
for the transaction. (ou can howe%er also "e#ne the action partner$"epen"entl& %ia the con"itions.
1elect the #el" changeable in dialog if &ou want the user to )e a)le to change the con"ition an"
processing parameter for the action in the "ocument.
1elect the #el" executable in dialog if &ou want the user to )e a)le to trigger the action manuall& on
the $ctions ta) page.
1elect the display in toolbar #el" if &ou want the action to )e "ispla&e" as a s&m)ol in the tool)ar for
the "ocument an" the user to )e a)le to plan it from here.
,n the determination technology #el" choose Determination via transportable conditions.
,n the #el" action aggregation % choose&
o a maximum o# one action #or each action defnition if the action is to )e execute"
exactl& once
o a maximum o# one unprocessed action #or each action defnition if &ou want to )e a)le
to call up the action se%eral times.
>. =o to the !rocessing screen in or"er to set how (with which techni*ue) the action is execute".
?. Choose Ne entries an" in the list choose !rocessing Processing t&pes (work!ow metho" call or
1mart Forms). ,n the case of se%eral processing t&pes select the stan"ar" processing t&pe with the
de#ault in"icator.
@. 1elect the processing t&pe an" choose 'et processing..
o For processing %ia metho" call2
1elect a metho" (Business$A""$,n) in the (ilter value #el" %ia the input help.
,f &ou wish to )e a)le to print an acti%it& use the processing metho"
CRM;ACT,A,T(;4<4C;1MART;F9RM. This processing metho" is "eli%ere" with the stan"ar"
con#guration.
Bsing the s&m)ol #or B$d" implementation C &ou can "ispla& the co"ing for the selecte" metho".
Bsing the s&m)ol D Ne B$d" implementation &ou can "e#ne &our own metho"s (BA",).
E. For processing %ia 1mart Forms2
Choose print fax or e$mail an" enter a form name a processing class an" a processing metho".
,f &ou want the responsi)le emplo&ee to )e sent a remin"er e$mail if a contract is o%er"ue use smart
form CRM;R4M,.04R;MA,:;F'. This smart form is "eli%ere" with the stan"ar" con#guration.
G. Repeat the steps as of + for each action template &ou wish to "e#ne.
.ame of Action Profle
The action pro#le "ispla&s the interface )etween the application an" the Post Processing Framework
(PPF). ,t gi%es a %iew of the application o)8ect t&pe that onl& shows the settings that are of interest to
the PPF. Bsing the settings pro%i"e" in the action pro#le the con"itions are e%aluate" which lea"s to
the sche"uling of actions.
(ou can enter the context class at the le%el of the application an" the action "e#nitions. The context
class assigne" to the application applies to all action "e#nitions except action "e#nitions which are
explicitl& assigne" their own context class.
Action Defnition
S!/T !/DE/ -- Sort 0ield for Action Defnitions
An& num)er can )e entere" in this #el" which can )e use" for sorting action "e#nitions in the
su)se*uent "ispla&.
,f &ou want to use the sort function #rst enter the re*ueste" ranking or"er in this #el". (ou can then
"e#ne sorting in this #el" using the la&out functions in the action "ispla& in &our "ocument.
+.AT+1E -- +nacti-e Action Defnition
,nacti%e action "e#nitions are ignore" in "etermination therefore no actions are generate".
Click on 0etails )utton
Processing Time
A sche"ule" action can )e processe" at "i6erent times.
Therefore processing can )e starte" imme"iatel& with the sche"uling of an action. Alternati%el&
processing can )e starte" after "ocument posting.
,t is also possi)le that the actions are #rst onl& sche"ule" an" processing is not starte" until later
using a selection report or )& a user in the "ocument.
, 2 Processing using selection report
( 2 +mmediate Processing
' 2 Processing #hen sa-ing document
+n-alid Processing Time
A sche"ule" action can )e processe" at "i6erent times.
Therefore processing can )e starte" imme"iatel& with the sche"uling of an action. Alternati%el&
processing can )e starte" after "ocument posting.
,t is also possi)le that the actions are #rst onl& sche"ule" an" processing is not starte" until later
using a selection report or )& a user in the "ocument.
%%%3% 2 Selection report and immediate processing
%%3%% 2 Selection report and Processing #hen sa-ing
%%33% 2 Selection report
3%%%% 2 +mmediate Processing and Processing #hen sa-ing
3%%3% 2 +mmediate Processing
33%%% 2 Processing #hen sa-ing
33333 2 .o /estrictions
Sort !rder for Display
Sort 0ield for Action Defnitions
An& num)er can )e entere" in this #el" which can )e use" for sorting action "e#nitions in the
su)se*uent "ispla&.
,f &ou want to use the sort function #rst enter the re*ueste" ranking or"er in this #el". (ou can then
"e#ne sorting in this #el" using the la&out functions in the action "ispla& in &our "ocument.
7hen &ou choose H1a%e 0ocumentI the actions are processe" in the se*uence in which the& were
"ispla&e" pre%iousl& in the "ispla& list. (ou can use the sort se*uence to process actions in a certain
se*uence.
The Resultant screen woul" )e as follows
0!/M .AME - - 1mart Forms2 Form .ame
P/!ESS+.$ *ASS -- !b4ect Type .ame
.ame of an o)8ect t&pe (that is a class or interface). The name ma& consist of alphanumeric
characters plus the special characters un"erscore (;) an" forwar" slash (J). The forwar" slash
(J) is use" as a "elimiter for the namespace pre#x. The name ma& not )egin with a "igit.
The name ma& onl& contain uppercase letters. The Class Buil"er automaticall& con%erts all entries
into uppercase. ,f &ou use the Class :i)rar& AP, to insert a new name there is no automatica
con%ersion. ,f &ou use lowercase letters an error occurs.
P/!ESS+.$ MET5!D -- omponent name
.ame of a component of an o)8ect t&pe that is an attri)ute a metho" or an e%ent. The name can
consist of alphanumeric characters an" the special characters un"erscore (;) an" forwar"
slash (J).
The name ma& onl& contain uppercase letters. The Class Buil"er automaticall& con%erts all lowercase
input into uppercase. Kowe%er if &ou a"" a name using the Class :i)rar& AP, there is no
automatic con%ersion an" an error occurs
Defne onditions
,n this step &ou process the action templates &ou ha%e create" in the acti%it& Defne actions. 0e#ne
the following characteristics in particular2
(ou "e#ne the planning con"ition an" start con"ition for each action "e#nition using
transporta)le con"itions.
(ou enter whether the action is planne" automaticall& when the planning con"ition appears.
Example
Planning con"ition2
all contracts as of '.?.+FFG
all transactions for customers 'FFF to +GGG
1tart con"ition2
+ weeks )efore the contract en" "ate
/e6uirements
(ou ha%e create" an action pro#le with action templates. (ou ha%e selecte" 0etermination using
transporta)le con"itions in the Determination )echni*ue #el".
,f &ou want to use time$"epen"ent con"itions &ou nee" to "e#ne "ate pro#les with "ates "urations
an" "ate rules un"er 0ate Management an" assign them to the "ate pro#le.
Acti-ities
'. ,n the left screen area "ou)le$click to choose the action pro#le &ou wish to process.
,n the right upper screen area the action templates assigne" to the pro#le appear. Bsing
Create &ou can select action templates from the action pro#le which are alrea"& "e#ne" an"
a"" them to the list. (ou can a"" an action template se%eral times.
(ou can process these templates further in this acti%it&.
+. Choose the re*uire" template )& "ou)le$clicking an" choose the s&m)ol Change action
template.
The ta) pages for setting up processing an" "e#ning the sche"ule con"ition an" start
con"ition appear in the lower screen area.
o 9n the Overvie ta) page the settings which were ma"e for the action in the action
pro#le are automaticall& propose" if the De#ault settings #rom action defnition #el" is
selecte". ,f &ou "eselect the #el" &ou can change the "efault %alues.
,f &ou want the s&stem to automaticall& plan the action for a ful#lle" planning con"ition
select the schedule automatically #el".
This ta) page also "ispla&s whether sche"ule con"itions or start con"itions are
assigne".
o (ou can "ispla& "etails for the assigne" processing on the Action "etails ta) page. (ou
can change the processing parameters for the processing parameter metho" call.
o (ou can create con"itions for each action "e#nition on the 1che"ule con"ition an" 1tart
con"ition ta) pages.
4nter a "escription for the con"ition an" "ou)le$click to go into the con"ition e"itor. (ou
can create &our own con"itions with the help of the con"ition e"itor. (ou can #n" further
information a)out working with the con"ition e"itor in the 1AP :i)rar& un"er Basis $3
Business Management $3 1AP Business 7ork!ow $3 Reference 0ocumentation $3 1AP
Business 7ork!ow $ .a%igation $3 7ork!ow Buil"er $3 Functions in the 7ork!ow Buil"er
$3 Con"ition 4"itor
Schedule ondition 2 --- Schedule Actions Automatically
,n"icator that shows whether actions of this action "e#nition are also automaticall& acti%ate" for
processing after "etermination
,f the in"icator is set the actions are automaticall& acti%ate" for processing as soon as the sche"ule
con"itions are met. ,f it is not set the person responsi)le must manuall& acti%ate the actions
foun" in the application "ocument for processing.
Schedule ondition - --- Schedule Actions Automatically
,n"icator that shows whether actions of this action "e#nition are also automaticall& acti%ate" for
processing after "etermination
,f the in"icator is set the actions are automaticall& acti%ate" for processing as soon as the sche"ule
con"itions are met. ,f it is not set the person responsi)le must manuall& acti%ate the actions
foun" in the application "ocument for processing.
Default Settings from Action Defnition - Transfer Default Settings from Action
Defnition
,f &ou set this in"icator the "efault settings that &ou ma"e in the Customi/ing of the action "e#nition
are transferre". ,f &ou change the action "e#nition the changes will also take e6ect here.
,f &ou "o not set this in"icator changes to the action "e#nition "o not a6ect the settings that &ou
perform here.
!ptimi7ation /ule
9ptimi/ation rule for e%aluating start con"itions
1tart con"itions are perio"icall& e%aluate" )& wa& of a 8o) that is regularl& sche"ule". 7hen using
"ate rules in the start con"itions it ma& happen that an action onl& )ecomes rele%ant at a
much later time (for example at the en" of the *uarter or + weeks )efore the contract en"
"ate). ,n such cases the perio"ical processing 8o) woul" e%aluate the start con"ition "ail& for
no reason. B& using the optimi/ation rule a "ate rule use" in the start con"ition can )e use"
for optimi/ation.
4xample
The "ate rule Len" of *uarterL is entere". ,n this case the en" of *uarter is calculate" an" the start
con"ition of the action is not e%aluate" again until the "ate arri%es.
Action 0e#nitions )utton for creation of new Action "e#nitions M a separate session will )e opene"
automaticall& for this.
1che"ule Con"itions )utton is for creation of new 1che"ule Con"itions M a separate session will )e
opene" automaticall& for this.
1tart Con"itions are for creation of new 1tart Con"itions M a separate session will )e opene"
automaticall& for this.