SAP Note 19302 - Configuring R/3 for Telefax with SAPcomm

Symptom:

Which settings must you make in R/3 to be able to dispatch fax or telex messages via the SAPcomm communications server?

Cause and prerequisites

In some places the documentation delivered is incomplete or out-of-date.

Solution

When a fax/telex is dispatched from R/3, the message is printed on special output devices. The output requests in the spool file are then collected by SAPcomm.
The necessary configuration in R/3 is carried out in the following steps:

1. For SAPcomm to log on to R/3, you must create a CPIC user with the necessary authorizations.

2. Set up output devices for telefax or telex using SAP Spool Administration.

3. Unlike normal printing to paper, the application does not directly specify the output device required for fax/telex dispatch; It only determines the device type i.e. TELEFAX or TELEX.
A suitable output device is then automatically determined via special tables. Additional tables are required to define the responsibility of SAPcomm servers for output devices and the adjustment of the fax/telex number to the local conditions of the SAPcomm locations (country code, area code etc.)

4. SAP applications (MM,SD,..) and SAPoffice print via SAPscript. For this, they use SAPscript layout sets, which may have to be adapted to the requirements of fax/telex dispatch.

5. Check the configuration with the relevant test programs, and create a message.

1. Create a SAPcomm user
==========================

Transaction SU01:
(Tools -> Administration, Maintain users -> User)

Users -> Create/change

• User name: Any. This value must be specified in the SAPcomm configuration file in PROGRAM SAP for the DESTINATION parameter 'USER'.
  

• Initial password: Any. This value must be specified in the SAPcomm
  configuration file in PROGRAM SAP for the DESTINATION parameter
  'PASSWORD'.
  

• User type: 'CPIC'
  

• Authorization profiles: 'S_SKOM_SRV' and 'S_A.USER'.
  

2. Create a SAP spool output device
=====================================

Transaction SPAD :
( Tools -> Administration, Spool -> Spool administration )

Output devices -> Change
Output device -> Create

• Output device: Any name (e.g. 'TF01')

• Device type: Defines the output format of the messages.

Fax: a) Up to R/3 Release 2.2:
Faxes can only be output in a "pure ASCII text" format (page breaks only, no formatting information such as font, font size for example).
Enter the device type 'TOPCALL' or 'GAMMAFAX'.
Check table TSP09: For entry Driver='TELE',
ABAP/4 = 'X' (must be marked with a cross)

a) From R/3 Release 3.0:

• Faxes can still be output in "pure ASCII text" format. For this, enter the device type 'SAPCOMMF' or 'TOPCALL' or 'GAMMAFAX'. Check table TSP09: For entry Driver='TELE', ABAP/4 = 'X' (must be marked with a cross)

• Faxes can also be ouptut in any printer language for which a device type is created in spool administration (e.g. postscript). The fax system connected to SAPcomm must of course be able to process this format. Furthermore, a particularversion of the SAPcomm communications component responsible for the fax system may be required (e.g. you require the 'scmiapp' SAPcomm component
  (from version 3.0E) for fax systems used via the
  APPLI/COM interface).
  Enter the appropriate device type here, for example
  'POSTSCPT'.

Telex:

• Enter the device type 'TOPCALLX'
  Check table TSP09: For entry Driver='TELE', ABAP/4='X' (must be marked with a cross).
  

• Spool server: Do NOT enter the name of an SAP server on which a spool work process is running. It may be better to make up a name (e.g. 'SAPCOMM') to ensure that requests for this output device are not processed by a spool work process. (After Enter, the warning 'Server... is not active' must appear.)
  

• Host printer: Any, not analyzed. Here you can note the fax system used or the SAPcomm component, for example.
  

• Device class: 'F' for telefax, 'T' for telex.
  

• Access method of print demon: 'X' (=SAPcomm)
  If your Release level does not allow this value, use any permissible value, e.g. 'N'.
  

• LPQ format: Any, not analyzed, e.g. 'B'.

• Conversion flag (if available): Do not select

• Location and message: Any entries.

• SAP title page, lock printer in R/3 System: Do not select.

• Do not request output status from host system: Do not select. (Can be found on the second screen via 'Next screen'.)
  
  When you press enter, another field appears:
  

• Destination host: Any, not analyzed. Here you can enter the host on which SAPcomm is running, for example.
  

3. Maintaining telecommunications tables
========================================

Transaction SCOM:
( Tools -> Communication -> Configuration)

a) SAPcomm server locations (table T1640)

• Up to Releaes 2.2: Configuration -> Server location

• From Release 3.0: Destination -> Location

Here you must enter each fax/telex output device under 'Dest' (=output device). The entry in the 'Country' field is used to automatically determine a required country code.

E.g. Dest Country Description
TF01 DE SAPcomm in Hamburg (Fax)
TF02 DE SAPcomm in Munich (Fax)
TF11 US SAPcomm in New York (Fax)
TF90 DE SAPcomm of the marketing department
TX01 DE SAPcomm in Hamburg (Telex)

b) Selection of the output device (table T164P)

• Up to Release 2.2: Configuration -> Server selection

• From Release 3.0: Destination -> Selection

Here you define which output device (i.e. which server) is to be used to dispatch a message. The decision is based on the communications service ('TELEFAX' or 'TELEX'), the recipient address ('Country' field and 'Area' field (2.2) or 'Responsibility area' (3.0)) as well as - from 3.0 - the sender ('Device group' or 'Group' field, can be defined for each user in the user master through the 'CDG' parameter). By making an entry in the 'Key' field, you can determine the order of the entries (the table is processed from top to bottom to find the relevant output device). Comparison of the message type with the specifications in the 'Type' field is not yet implemented; The field should remain empty.

E.g. Service Sort Type Country Area Group Dest
TELEFAX A Marketing TF90
TELEFAX C US TF11
TELEFAX D DE 08 TF02
TELEFAX D DE 09 TF02
TELEFAX Z TF01
TELEX Z TX01

The entries in the 'Area' field are generic. In the above example, the first entry means: "All faxes from senders in the marketing department (parameter CDG = 'MARKETING', user master) via server TF90". The second entry defines: "All faxes to USA via TF11". The third and fourth entries mean that all faxes to Germany with numbers beginning with '08' or '09' are directed via TF02. The fifth entry shows a default value: "All other faxes via TF01". It must be sorted after the first four entries using the'Sort' field.

c) Exceptions for number adjustment (Table T164U)

• Up to Release 2.2: Configuration -> Server exceptions

• From Release 3.0: Destination -> Exceptions

Here you can define special rules for number adjustment and amend particular numbers: For example, removal of own area code, abbreviated numbers, redirection of individual numbers etc. You can specify the rules separately for each communication service and each server. By making an entry in the 'Sort' field, you can determine the order of the entries (the table is processed from top to bottom to find a rule that applies). If there are no special rules for the application, this table remains empty.

E.g. Dest Service Sort Pattern Replacement
TF02 TELEFAX 089
TF11 TELEFAX 408.745 1.745
TF01 TELEFAX 110 06227/34-1282

If an entry in the 'Pattern' field is found at the beginning of a number, these digits are removed from the number and replaced by the entry in the 'Replacement' field (special characters are not taken into account here). In the above example, the first entry removes the server's own area code in Munich. The second entry replaces the area code 408 with a 1 for some numbers in the USA. The last entry stops you from sending a fax to an emergency number by redirecting it to another fax number.

d) Assignment of output devices to SAPcomm servers (table T164C)

• Up to Release 2.2: SM31 (System -> Services -> Table maint.)

• From Release 3.0: Destination -> Server assignment

This table is used to assign spool output devices (destinations) to SAPcomm servers. In a SAPcomm configuration file, you can enter:

• A server ID (PROGRAM SAP, parameter IDSAPCOMM)

• An SAP R/3 spool output device selection (PROGRAM SAP, SELECTION ..., SELECT-OPTIONS ..., FIELD DEST, Parameter LOW)

The following output devices are now assigned to a SAPcomm server:

• If the selection of an output device is entered, the SAPcomm server only gets messages for this destination.

• If no selection is entered, SAPcomm gets messages for all output devices entered in table T164C for its ID (IDSAPCOMM).

• If this server ID is not listed in T164C, SAPcomm gets messages for all output devices beginning with 'T'.

NOTE: All output devices assigned to a SAPcomm server must also be created as CHANNEL in the PROGRAM of a fax/telex component in the configuration file of this server.

E.g.: Server Sort Dest Description
SCMHH A TF01 SAPcomm in Hamburg
SCMHH B TX01 SAPcomm in Hamburg
SCMMA TF90 SAPcomm of marketing department
SCMMU TF02 SAPcomm in Munich
SCMNY TF11 SAPcomm in New York

e) System parameters (Tables T164A+B)

• Up to Release 2.2: Configuration -> System parameters

• From Release 3.0: Other settings -> System parameters

You can make various basic settings here:

• 'Postmaster': Name of a SAP user, to whom incoming telexes that cannot be assigned are forwarded.
  

• 'Debugging': Activates a trace of the CPI-C connection between SAPcomm and the SAP System. The trace details are in table TEDCT and are overwritten for each new connection setup.
  

• 'Status in Spool': Determines whether transmission reports for outgoing messages are written in the spool. If so, they are visible with transaction SP01 (System -> Services -> Print requests). In the output request display, choose 'Display log'.
  

• 'Status in Mail': Determines whether transmission reports for outgoing messsages are sent to the sender via SAPmail. These mail messages can be processed: You branch to transaction SP01, where you can display the log and resend the message - if need be, with a corrected number.
  

The following fields only apply to incoming telex message processing:

• 'Search from line': Start line of search range

• 'Number of lines': Length of search range
  These two fields define a range within which incoming telex messages are searched to find terms that can be specified in the menu item 'Distribution list' (see below). The message is then forwarded to the user/printer specified.
  
  All other system parameters are not implemented.
  

CAUTION : You must perform the 'Save' function for the changes to system parameters to remain permanent.

f) Country code

• Up to Release 2.2: Configuration -> Country code
  (Table TMLVW)

• From Release 3.0: Other settings -> Country code ...
  (Tables T005K, T005I, T005J)

Here you define the country code to be used to call from one country (where the SAPcomm server is located) to another (country of the fax/telex recipient). This is dependent on the communications service.
With fax, you can also specify (in the field 'Delete 1st' or 'Delete digits') whether the first digit of the area code must be removed (this is often a '0', as in the case of Germany for example).

g) Distribution of incoming telexes (table T164Y)

• Up to Release 2.2: Configuration -> Distribution list

• From Release 3.0: Other settings -> Telex distribution

Only applies to incoming telex message processing:
Here you can specify terms you wish to search for within a particular message range (see system parameters). If a term is found, you can determine the following actions by
making entries in the following fields:

• 'Dest': Printer on which the telex is to be output.

• Up to Release 2.2:
  Recipient: Name of user to whom the telex is delivered
  by SAPmail.
  

• From Release 3.0:
  User: Name of the recipient of the telex message
  Type: Type of receiver (single user, distribution list)
  

• Expr.mssg.: You can specify whether the message is to be sent
  express.
  
  By making an entry in the '+' or 'Sort' field, you can determine the order of the entries (the table is processed from top to bottom to find a term contained in the message).
  
  E.g. Sort Search term Dest User Type Expr.mssg
  D ORG-F7 LT24
  E ORG-EDV RZORGDV C X
  U MAIER LT03 PMAIER O
  U SCHMIDT KSCHMIDT O X
  Z LT01
  
  
  

4. Maintaining SAPscript layout sets
====================================

SAP applications and SAPoffice use SAPscript layout sets to define the layout of their print and/or fax/telex output.
These layout sets must take into account the capabilities (and
limitations) of the communications systems, and sometimes have
to be adapted accordingly.
Up to R/3 Release 2.2, only pure ASCII texts can be transferred to SAPcomm (see 2: Device type), which means that only a fixed font of the fax system connected to SAPcomm can be used. As the SAPscript layout sets for printing to paper generally use more extensive formatting, different SAPscript layout sets must be defined for printing and faxing. This can be avoided from R/3 Release 3.0 (when using device types such as POSTSCRPT for fax, for example): The same SAPscript layout sets can be used for printing and faxing.

If you must use different SAPscript layout sets for printing and faxing, proceed as follows:

a) SAP application layout sets (MM,SD,..)
Most SAP applications allow SAPscript layout sets to be set for the respective document type via SAP message control.
This is defined in table TNAPR:
The print program and the SAPscript layout set can be specified for a message type and application, dependent on the transmission medium (printing, faxing..). It is standard here for the same layout set to be entered for printing and faxing. In this case, we recommend the following procedure.

• For transmission medium 2=Fax, enter a new layout set name.

a) Copy the existing print layout set to a new layout set with this name and change it: Use only one font and font size (the default font of your fax system) and add control statements for the fax system if necessary (e.g. display of graphics, see also note 18580).
(Transaction for maintaining SAPscript layout sets: SE71)

b) Layout sets in SAPoffice
Call the following menu item, and edit the layout sets that you find accordingly:
Tools -> Administration, Administration -> Process technology,
Office -> Layout sets -> Telefax -> ...

5. Testing the telecommunications configuration
===============================================

a) Check all entries in the telecommunications table

• From Release 2.1H or 2.2B: Start program RSKCHECK

• From Release 3.0: Tools -> Communication -> Configuration
  (Transaction SCOM), Check

You will receive a list of implausible or incomplete table entries.

b) Test device assignment and number adjustment
Tools -> Communication -> Configuration (Transaction SCOM)

• Up to Release 2.2: Configuration -> Test (Transaction SKRT)

• From Release 3.0: Routing test (Transaction SKRT)

Enter a country ID, a recipient number and a service (e.g. TELEFAX). The message type is currently not taken into account; The 'Type' field should remain empty. From Release 3.0, you can also specify the communication device group (see 3.b).
After pressing 'Enter' (up to Release 2.2) or 'Execute'/'Explain' (from 3.0), you must find an output device (destination) and adjust the number to be dialed if necessary.

c) Create a test message
(Office -> Outbox, Document -> Create)
Create and save an 'SCR' or 'RAW' type document. Choose 'Send' and enter a fax recipient:

• Up to Release 2.2: Document -> Send externally -> Fax...

• From Release 3.0: Goto -> Fax entry

Enter the target country and recipient number and send the document.
There should now be a new entry in the spool.
(System -> Services -> Output controller, transaction SP01 )
The output status of the entry is 'Waiting'. The status of the
associated output request is 'Waiting for output formatting
program'.