Topic overview

You can transfer workflow activities to your e-mail client, e.g. to Microsoft Outlook. The activities can be transferred as calendar entries and as tasks. This means that this data is also available outside the ERP system, e.g. for communication with business partners.

Definitions of terms

Activities – An activity describes an activity that can be processed by one or more users. The activity is processed by the users on the basis of one or more tasks in which the corresponding activity is described for each user. An activity therefore forms a bracket around the resulting tasks and contains the necessary information about the tasks. Activities are created as part of Workflow management or Relationship management and are part of the workflow.

Application description

With the Activity synchronization settings application, you use features to define which workflow activities are transferred to the email client as calendar entries or tasks. The settings are made per user or per database.

Activities can be stored in OLTP databases or in the repository database. Select the database type in the standard toolbar. This determines whether you want to make the settings for the activities of the selected OLTP database or the repository database.

The Activity synchronization settings application consists of an identification pane and a work pane.

Identification pane

In the identification pane of the application, you define the user or database for which you want to enter new settings or edit existing ones.

The fields in detail:

• Level – Select the level at which you want to make the settings. The following options are available:
  • User – If you select this level, you can edit the settings for your own user. Users with administrative authorizations can also edit the settings of other users. If settings are available at user level, these are used instead of the database-related settings.
  • Database – To be able to edit the settings at database level, you must have administrative authorizations for the application. Otherwise, the settings will only be displayed and cannot be edited.
• User – Enter the user for whom you want to create or edit the settings.
  Note

  Only users with administrative authorizations may edit the settings of other users. The field is only displayed if you enter the value Configuration level in the User is selected in the Configuration level field.

• Database – The identification and name of the currently selected database are displayed.
  Note

  The field is only displayed if the value User is selected in the Database is selected in the Configuration level field.

Work pane

In the work pane, you use selection features to specify which activities are to be synchronized with the email client. You can define the settings for calendar entries and tasks separately.

The fields for the two tabs Calendar entries and Tasks are described together below. The activities selected on the Calendar entries tab are transferred to the email client calendar as appointments. The activities selected on the Tasks tab are transferred to the email client calendar as tasks.

The fields in detail:

• Start date – If you want to transfer the activities that are to be processed from a certain date, enter this date.
• End date – If you want to transfer the activities to be processed up to a certain date, enter this date. An activity should be processed within a certain period of time. This period is defined by the start and end date. If the activity reaches the end of the time period without being processed, the activity is escalated.
• Kind – Select which categories of activities are to be transferred. Only appointments can be transferred as calendar entries. The following options are available for tasks:
  • Task
  • Batch processing
  • E-mail
  • Fax
  • Letter
  • Telephone
• Priority – Select the priority of the activity as a selection feature.
• Origin – Select the origin of the activities to be transferred. The following options are available:
  • Other applications – The activity was created in another application.
  • Manually created – The activity was created ad hoc by the user, e.g. for resubmission.
  • Relationship management – The activity was created in Relationship management.
  • Activity definition – The activity was created on the basis of an activity definition, e.g. when an event occurs.
  • Batch processing – The activity was created during background processing.
• Status – Select the status of the activities to be transferred. An activity has one of the following statuses:
  • Planned
  • To be processed
  • In progress
  • Delayed
  • Delayed in progress
  • Completed
  • Completed unprocessed
• Confirmation of completion – Select whether a confirmation is required to complete the activities that are to be transferred.
• Initiative – Select whether the initiative for activities that are to be transferred comes from external or internal sources. External means that the activity was created due to an event outside the company. Activities that are created via an activity definition are assigned the internal initiative.
• Classification 1-5 – Enter one or more activity classifications as selection characteristics.

Customizing

No settings need to be defined for the Activity synchronization settings application in the Customizing application.

Business entities

The following business entity is relevant for the Activity synchronization settings application, which you use, for example, to

• assign authorizations,
• set up activity definitions or
• import or export data.

Settings for synchronization with the email client: com.sem.ext.app.emailint.obj.EmailClientSynchronizationConfiguratio n

Authorizations

Permissions can be assigned both using the permission roles and by assigning an organization. The authorization concept can be found in the technical documentation Authorizations.

Special capabilities

There are no special capabilities for the Activity synchronization settings application.

Organizational assignments

For a person to be able to use the Activity synchronization settings application, they must be assigned to the client.

Special features

There are no special features for the Activity synchronization settings application.

Authorizations for business partners

The Activity synchronization settings application is not released for business partners.