Email Output to Multiple Recipients Functionality in SAP

Introduction: In most of the industries it is common practice to send the copy of Delivery Note along with the Goods and also a Copy to the Customers Mail ID prior the Goods are received. This email copy will help the customer to be prepared in allocating the Warehouse Space for the Goods that are expected and also to arrange for the Funds to make payment, in case of Payment against Delivery terms. We have a possibility in Standard SAP for sending the Delivery Output automatically to the mail ID maintained in the Customer Master. However, this is restricted only to one mail ID and will not allow you to send to more than one mail ID. As now-a-days, it is required to send the communication of any official information like Delivery Output to more than one mail ID in Customer side (TO and CC Address mail Format), as each person may have to follow up different activities of Delivery. Fortunately there was a similar requirement from our client and the same has been achieved using Techno Functional enhancements. Requirement:

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Delivery Output must be sent automatically to multiple recipients in PDF Format when Delivery Document is Created T. Code VL01N. Repeat Delivery Output must be triggered only if there are changes to certain specific fields in the Delivery Document T. Code VL02N. Must fetch email IDs in TO address and CC address format while sending the Email Delivery Output automatically? Standard SAP Functionality for Sending Email Output: Even though we have the possibility of maintaining more than one Mail ID in Customer Master of Sold to Party, Standard SAP will allow you to send the Email Delivery or Order Output automatically only to one Mail ID, for which the Radio Button is enabled as shown in the Screenshot: Transaction Code XD02:

In the above Screenshot, you can see that more than one Mail ID has been maintained for this customer however the Standard SAP functionality is restricted to send auto email output only to the mail ID for which the Radio button is enabled / checked. No mail will be sent to the other 2 Mail IDs maintained in the Customer Master, as the Radio Button is not enabled for these 2 IDs. Hence, if we need to send the Email Delivery Output to viswa@infosys.com in TO address and the other 2 mail IDs in CC address of the email, we need to do appropriate Configuration and technical changes to achieve the above requirements. Let us see the Functional and Technical requirements to achieve this functionality.

Functional Configuration Settings: For this requirement, it is better to create a new Delivery Output Type for sending Email Delivery Output to multiple Recipients (Mail IDs). This new Delivery Output Type can be used exclusively for this particular Functionality with Transmission Medium as External Send. Define Delivery Output Type The new Delivery Output Type can be defined from the below menu path: IMG - Logical Execution - Shipping - Basic Shipping Functions - Output Control - Output Determination - Maintain Output Determination for Outbound Deliveries - Maintain Output Type:

For example, we have maintained New Delivery Output Type ZSPM with appropriate Access Sequence ZSPL with required Fields. Also enabled Multiple Issuing field for this Output Type, as the requirement is to repeat sending the Delivery Output vide email if there is Changes made to the specific fields in the Delivery Documents. However, no need to select this Multiple Issuing field if no such requirement.

Dispatch Time: You can maintain the value of this field depending upon the requirement. In the above screenshot, we have maintained Send Immediately (when saving the application) which will trigger the Output Type immediately upon saving the Delivery Document. Transmission Medium: It is the Message Output Medium specifies how the output has to be produced like Fax, EDI, email, etc.

Assign the appropriate Driver Program and Smart form with the Delivery Output Type as shown in the above screenshot. Then complete the Condition Technique procedure by assigning the New Delivery Output Type with the appropriate Output Determination Procedure and assign the Output Determination Procedure with the Delivery Type. Define Access Sequence: IMG - Logical Execution - Shipping - Basic Shipping Functions - Output Control - Output Determination - Maintain Output Determination for Outbound Deliveries - Maintain Access Sequence

The Access Sequence can be defined through the above shown Menu path and can be assigned with the required Condition Tables. For Ex: Here, We have defined the access sequence ZSPL with Condition Table 721 with Key Combination of Shipping type/Shipping Point/Delivery Type.

Assign Access Sequence with the Delivery Output Type: IMG - Logical Execution - Shipping - Basic Shipping Functions - Output Control - Output Determination - Maintain Output Determination for Outbound Deliveries - Maintain Output Types The Access Sequence ZSPL has been assigned with the Email Delivery Output type ZSPM as shown below.

Define and Assign Output Determination Procedure with the Delivery Output Type: IMG - Logical Execution - Shipping - Basic Shipping Functions - Output Control - Output Determination - Maintain Output Determination for Outbound Deliveries - Maintain Output Determination Procedure

Assign the Email Delivery Output type ZSPM with the Output Determination Procedure Z10000 with the requirement as per business needs. Here we have assigned Requirement as 3 for this output type which will restrict triggering output if there is any Credit Block for the document.

Assign Output Determination Procedure with the Delivery Type: IMG - Logical Execution - Shipping - Basic Shipping Functions - Output Control - Output Determination - Maintain Output Determination for Outbound Deliveries - Assign Output Determination Procedure Assign the output determination procedure with all the Delivery types as per requirement. For instance, we have shown the screenshot of the Assignment of Output Determination Procedure "Z10000" with the Delivery Type "ZLF":

Define New Communication Strategy: IMG - Logical Execution - Shipping - Basic Shipping Functions - Output Control - Determine Communication Strategy

Communication Strategy is used to find the Communication Methods for transmitting the communication data to the customer / partner. This communication strategy will be proposed while creating the condition record for the Output Type with transmission medium as External Send.

For example, we have created a new Communication Strategy ZSBD with communication method INT Email and this Communication Strategy has to be assigned while maintaining Condition Records for the Delivery Output Type ZSPM.

Technical Requirements: In order to send Smart form Output as PDF attachment to more than one Mail ids (TO and CC format) automatically upon saving the Delivery Document, appropriate changes has to be made to Driver Program ZRLE_DELNOTE which is assigned to the Delivery Output Type ZSPM used for this purpose.

Driver Program Modifications: Reason for the Change: Since Standard SAP allows sending mail only to one Mail id for which radio button is enabled in Customer Master; we have to do the following technical changes to pick all the mail IDs from customer master for sending Delivery Output automatically via email. Hence following modifications were made to the Driver Program ZRLE_DELNOTE which is assigned to the Email Delivery Output Type ZSPM:

Technical Overview:

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Get all the Mail Ids present in ADR6 table for KNA1-ADRNR = ADR6-ADDRNUMBER. The Mail ID with field value as X for field FLGDEFAULT in the customer master will reflect in TO address and the remaining Mail ids in CC address of the Delivery Output mail. Call the Smart form with CONTROL_PARAMETERS-GETOTF as X (Remaining other Export Parameters are similar to RLE_DELNOTE programs smart form call) and Import the following structures DOCUMENT_OUPTUT_INFO, JOB_OUTPUT_INFO and JOB_OUPTUT_OPTIONS. Convert internal table JOB_OUTPUT_INFO-OTF[] to PDF by calling FM CONVERT_OTF_2_PDF. After converting to PDF, use SO_NEW_DOCUMENT_ATT_SEND_API1 and send mails in TO and CC Format. Source Code Extract details will be shared upon requests.

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Functional Requirements: Condition Record Maintenance for Delivery Output Type "ZSPM": Go to Transaction Code - VV21 Maintain Condition Record for Delivery Output Type ZSPM as per your key combination requirement. Here, the Record is maintained based on Shipping Type / Shipping Point and Delivery Type.

Select the Communication button to assign the Communication Strategy ZSBD

Now save the Condition Records maintained.

Maintain Email ID in Ztable for Customers: Go to Transaction Code ZES_MAIL_IDS

The above screenshot shows the Ztable, where you can Display / Create / Change / Delete the Customer Mail ID by just enabling the appropriate Radio button. Here, you can see that we have already maintained Email IDs for Customer 7600005:

In the above screenshot, there is a box in the To Address field which is enabled for VISWA@INFOSYS.COM. This To Address has to be enabled for the respective mail IDs which you want to display in TO ADDRESS in the Delivery Output Email.

Functionality Testing: Scenario 1 - During Creation of Delivery Document thro Transaction Code - VL01N: Enter the Sales Order Number for which the Delivery has to be created:

In main Menu, go to Extras Delivery Output Header to ensure that our Email Output type ZSPM is triggered:

The below screenshot ensures that the Email Output type ZSPM is triggered to process sending Delivery Output email to multiple recipients maintained in the Customer Master:

Now save the Delivery to ensure that the Email Output Type ZSPM has sent out the Delivery Output via Email to the recipients maintained in the Customer Master in TO and CC format as explained above:

You can find below the screenshot, where the Delivery Output PDF attachment has been sent to Viswanathan Thirugnanam in TO address and Balaji / Ravikumar in CC address format:

Screenshot of Delivery Output received through Email in PDF Format:

Scenario 2: Triggering Repeat Delivery Output only for Conditional Field Changes in Delivery Document Change Mode: Let us take the Conditional Field as "Change in Ship to Party Address" in the change mode of Delivery Document through Transaction "VL02N". So whenever there is a change in the SHIP TO PARTY address in Delivery Document, then the Delivery Output must be triggered and processes after saving the Delivery Document. This ensures that NO Output will be triggered for any changes in the Delivery Document other than SHIP TO PARTY address changes. Go to Change mode of Delivery Document T. Code VL02N:

Go to Header Details Partners Tab to change the Postal Code from 08204 to 59574. The Postal Code change for SHIP TO PARTY has been shown clearly in the below two successive screenshots:

Now save the Delivery Document to ensure that the Email Delivery Output Type ZSPM is triggered again due to SHIP TO PARTY address changes in the Delivery Document change mode.

Go to T. Code "VL02N" - In main Menu; go to "Extras" Delivery Output Header' to ensure that our Email Output type is triggered again due to the changes made to SHIP TO PARTY address:

The below screenshot ensures that the Email Delivery Output type "ZSPM" is triggered again due to the SHIP TO PARTY address change in Delivery change mode:

You can find below the screenshot, where the Delivery Output PDF attachment has to been sent to Viswanathan Thirugnanam in TO address and Balaji / Ravikumar in CC address format in email:

Delivery Output received through Email in PDF Format:

Advantages of Conditional Repeat Output:

Repeat Delivery Output will be triggered and processed only if there are any changes made to the specific required fields in the Delivery Document. Restricts the Email Output Type trigger and processing for the changes made to the fields other than the specific fields, which are filtered using Technical functionality. Only sends the email with Delivery Output attachment to the customer, if there are any changes to the important fields like Quantity / Ship to Party Address / Deletion of Line Item / Addition of Line Item in the Delivery Document Change Mode. Conditional Fields can be selected as per Business Requirement.