The Complete Guide To SAP cFolders

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SAP Collaboration Folders (cFolders) is a web based platform that brings together all business partners who are participating in a collaboration – internal users, engineering and design partners, suppliers, manufacturers and customers. cFolders enables all collaboration participants to work together in virtual teams in both cooperative and competitive situations.

This presentation is intended to serve as a comprehensive guide to SAP cFolders and covers the following topics:
- SAP cFolders Overview
- Navigation
- Creating Collaborations
- Exporting and importing data to and from SAP cFolders
- Working with data within cFolders (creating, changing etc)
- cFolders Authorization
- cFolders Status Management
- Notifications

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The Complete Guide To SAP cFolders

  1. 1. Assisting Companies Leverage Investments in SAP Solutions The Complete Guide to SAP cFolders Shobhit Singhal November, 2010
  2. 2. Assisting Companies Leverage Investments in SAP Solutions Agenda  Introduction to SAP cFolders  Navigation  Creating a Collaboration  Exporting objects from SAP backend  Importing objects to SAP backend  Creating new objects in a collaboration  Changing existing objects in a collaboration  Authorizations  Status Management  Notifications Page 2© 2010 Shobhit Singhal
  3. 3. Assisting Companies Leverage Investments in SAP Solutions INTRODUCTION TO SAP COLLABORATION FOLDERS © 2010 Shobhit Singhal Page 3
  4. 4. Assisting Companies Leverage Investments in SAP Solutions What is a Collaboration?  In SAP cFolders, a collaboration is a web based cooperation platform which enable all collaboration participants (owner, internal engineering and design partners, external suppliers, manufacturers, customers etc.) to work together in virtual teams  Supports both cooperative and competitive scenarios  Composed of work areas (public/private), hierarchy of folders and required objects (Materials, BOMs etc)  Systematic exchange of information and communication flow between participants Page 4© 2010 Shobhit Singhal
  5. 5. Assisting Companies Leverage Investments in SAP Solutions Key Definitions  Collaborative Scenario  Where team members and partners work together in one collaboration area  The folder structure within a collaboration project can be hierarchically structured by subfolders that can contain different kind of objects: documents, discussions, data sheets, bookmarks, or texts  Competitive Scenario  For example, in a bidding scenario for publishing project specifications on the World Wide Web, as well as requesting and evaluating the bids received from various suppliers  Standards  Standards are a type of collaboration where you can store objects that need to be linked to multiple collaborations. For e.g., • General Terms and Conditions document • Manufacturing standards Page 5© 2010 Shobhit Singhal
  6. 6. Assisting Companies Leverage Investments in SAP Solutions NAVIGATION © 2010 Shobhit Singhal Page 6
  7. 7. Assisting Companies Leverage Investments in SAP Solutions Screen Layout  Basic layout on every screen is the same  Return to the home screen from wherever you are by clicking on the ‘Home’ button or the logo in the top left-hand corner of the screen  When on home page, left hand section shows overview tree  When inside collaboration, left hand section shows collaboration structure  Top right section contains links to favorites, user settings, help etc  Middle section is main interaction area  Bread crumb trail is provided when inside a collaboration under ‘Current Path’ Page 7© 2010 Shobhit Singhal
  8. 8. Assisting Companies Leverage Investments in SAP Solutions Screen Layout (cont.)  When looking at any collaboration, folder, or object you will always find the following common sections:  Breadcrumb trail  Header name  User authorization  Header status (if assigned)  Settings Page 8© 2010 Shobhit Singhal
  9. 9. Assisting Companies Leverage Investments in SAP Solutions User Settings  Accessible from top right hand menu from any screen  Tab: General  Select the scenarios with which the user wants to work  Select a language or your own terminology  Activate Standards  Specify home page  Accessibility Page 9© 2010 Shobhit Singhal
  10. 10. Assisting Companies Leverage Investments in SAP Solutions User Settings (cont.)  Tab: Layout  Tweak appearance of cFolders  Tab: Meetings  Enter the data required to log onto the WebEx Meeting Service here  Tab: Notifications  Define whether notifications are sent as e-mails, and if so, how often Page 10© 2010 Shobhit Singhal
  11. 11. Assisting Companies Leverage Investments in SAP Solutions User Settings (cont.)  Tab: User  Enter user details  Specify time zone, date and decimal formats etc.  Tab: Roles  Shows the roles assigned to the user  Administrators have change access to the list of roles Page 11© 2010 Shobhit Singhal
  12. 12. Assisting Companies Leverage Investments in SAP Solutions Favorites  Accessible from top right hand menu from any screen  Shows the list of collaborations, folders and/or objects marked as favorite by the user Page 12© 2010 Shobhit Singhal
  13. 13. Assisting Companies Leverage Investments in SAP Solutions Page 13 Search  Create a new search or select an existing one from the list  Simple Search: Search across all folders, subfolders and objects in all collaborations  Advanced Search: More specific search, for e.g., search for a particular document in a folder  Attribute Based Search: Search using object-specific attributes, for e.g., search for ECNs based on a certain change category value  Search results are saved automatically in the list of search results.  You can edit the search results. For e.g., you can delete search results that you no longer require © 2010 Shobhit Singhal
  14. 14. Assisting Companies Leverage Investments in SAP Solutions Administration  User administration  The user administrator makes all settings for managing users here, for example, for creating, changing, and copying users  Network Administration  The network administrator makes system settings here for the key cFolders functions (such as meetings, notifications, and status management)  cFolders Administration  The cFolders administrator makes the system settings here for the scenarios and object types you want to make available in cFolders and for the cFolders layout Page 14© 2010 Shobhit Singhal
  15. 15. Assisting Companies Leverage Investments in SAP Solutions CREATING A COLLABORATION © 2010 Shobhit Singhal Page 15
  16. 16. Assisting Companies Leverage Investments in SAP Solutions Types of collaborations There are two types of collaborations –  Collaborative  Only one working environment – Public Area  No private area  Used for non-competitive business scenarios  Example uses – engineering and design collaboration with internal/external users  Competitive  Multiple work areas – one Public Area and one or more Work Areas  Used for competitive business scenarios  Example uses – creating bid invitations, evaluating received bids Page 16© 2010 Shobhit Singhal
  17. 17. Assisting Companies Leverage Investments in SAP Solutions Standards  Standards are a type of collaboration where you can store objects that need to be linked to multiple collaborations  For e.g., a ‘General Terms and Conditions’ document  Standards show up under ‘linked documents’ section of the object  The following objects can be linked to other objects:  Materials  Bills of materials  Items  Categorized documents  Generic objects Page 17© 2010 Shobhit Singhal
  18. 18. Assisting Companies Leverage Investments in SAP Solutions Collaboration Templates Page 18  Any collaboration can be set as a template to be used to create other similar collaborations  Templates can be setup for both collaborative and competitive scenarios  Only the Public Area is copied to the new collaboration  Need to have at least read access for the public area of a collaboration to use it as a template  Authorizations and work areas are not copied to the new collaboration © 2010 Shobhit Singhal
  19. 19. Assisting Companies Leverage Investments in SAP Solutions Create a new collaboration - Collaborative  Go to Collaborative Scenarios and click on Create  Use template or create from scratch  Enter name and description for collaboration Page 19© 2010 Shobhit Singhal
  20. 20. Assisting Companies Leverage Investments in SAP Solutions Create a new collaboration - Collaborative System automatically creates a top-level folder called ‘Folder’ Update folder name as needed All other objects and folders will be created under this top-level folder Page 20© 2010 Shobhit Singhal
  21. 21. Assisting Companies Leverage Investments in SAP Solutions Create a new collaboration - Collaborative Collaboration Header overview Page 21© 2010 Shobhit Singhal
  22. 22. Assisting Companies Leverage Investments in SAP Solutions Create a new collaboration - Competitive  Go to Competitive Scenarios and click on Create  Use template or create from scratch  Enter name and description for collaboration Page 22© 2010 Shobhit Singhal
  23. 23. Assisting Companies Leverage Investments in SAP Solutions Create a new collaboration - Competitive  System automatically creates a top-level folder called ‘Folder’ in the Public Area  Any Work Areas need to be manually created  Next steps can be:  Create more objects in Public Area  Assign users and authorizations to collaboration  Create Work Areas  Note: Order of steps taken does not matter. All steps will have to be completed before being able to effectively collaborate  Select required option to continue and click ‘Next’ Page 23© 2010 Shobhit Singhal
  24. 24. Assisting Companies Leverage Investments in SAP Solutions Create a new collaboration - Competitive  To create Work Areas  Select third option on previous screen OR  Click on create in Work Areas section of collaboration header - Enter Name and description - After saving, work area shows up in dropdown - Create as many work areas as there are suppliers Page 24© 2010 Shobhit Singhal
  25. 25. Assisting Companies Leverage Investments in SAP Solutions Create a folder structure within the collaboration  A top-level folder is always created by the system on creation of the collaboration  To create a new folder within a collaboration go to the top-level folder and click on ‘Create’ Page 25© 2010 Shobhit Singhal
  26. 26. Assisting Companies Leverage Investments in SAP Solutions Create a folder structure within the collaboration From the list of objects, select ‘Folder’ Add name and description Create sub-folders as required The entire folder structure will be displayed in the left column Page 26© 2010 Shobhit Singhal
  27. 27. Assisting Companies Leverage Investments in SAP Solutions Folder Overview  You can display an overview of all objects in a folder and all the folders below it by choosing Overview in the menu of the screen for the relevant folder  You can either display the objects by folder, or altogether in one list  You can filter the objects in the overview by status profile, status, object type, user or user group Page 27© 2010 Shobhit Singhal
  28. 28. Assisting Companies Leverage Investments in SAP Solutions Objects used in collaboration For each collaboration, you can specify which objects types can be created The following types of objects are supported by cFolders:  Documents  Can be any type of file that needs to be shared  e.g. word, pdf, excel documents, software etc.  Can be exported/imported from/to ERP backend  Data sheets  Structured documents containing specifications and classification information Page 28© 2010 Shobhit Singhal
  29. 29. Assisting Companies Leverage Investments in SAP Solutions Objects used in collaboration  Materials  An item (product, goods and so on) that is the object of a business activity  Can be exported/imported from/to ERP backend  Bills of material  List of components belonging that make up a material  Can be exported/imported from/to ERP backend  Discussions  An object used for communicating about a collaboration, folder, or folder object  Bookmarks  Quick link to folders, objects and other collaborations Page 29© 2010 Shobhit Singhal
  30. 30. Assisting Companies Leverage Investments in SAP Solutions Objects used in collaboration  Engineering Change Numbers  Change object containing all the information required for managing a change  Can be exported/imported from/to ERP backend  Texts  A short, descriptive comment about an object  Generic Objects  Non-standard objects created by system administrators Page 30© 2010 Shobhit Singhal
  31. 31. Assisting Companies Leverage Investments in SAP Solutions EXPORTING OBJECTS FROM SAP BACKEND © 2010 Shobhit Singhal Page 31
  32. 32. Assisting Companies Leverage Investments in SAP Solutions Exporting objects from SAP backend to cFolders  The following objects can be exported from the SAP backend to a cFolders collaboration:  Documents  Materials  Bills of Material  Engineering Change Numbers  Log on to SAP backend system  Single transaction code – CFE02  Option to create new collaboration directly from backend  Multiple object types can be exported at once Page 32© 2010 Shobhit Singhal
  33. 33. Assisting Companies Leverage Investments in SAP Solutions Exporting Documents Run transaction CFE02 Enter DIR number directly or use product structure browser to look up DIRs linked to materials and BOMs Use DMS search if required Page 33© 2010 Shobhit Singhal
  34. 34. Assisting Companies Leverage Investments in SAP Solutions Exporting Documents Depending on search method used, next screen displays list of DIRs Page 34© 2010 Shobhit Singhal
  35. 35. Assisting Companies Leverage Investments in SAP Solutions Exporting Documents  Drag and drop required DIRs into ‘selected objects’ and click on ‘copy objects’  In the next screen, all original application files are displayed. To add more documents, click ‘Find’  Select the files that need to be exported  Select cFolders application  Select target folder for each file Page 35© 2010 Shobhit Singhal
  36. 36. Assisting Companies Leverage Investments in SAP Solutions Exporting Documents  Update file names as required  Set read-only flag if required  Check the entries using ‘Check’  Click on ‘copy objects’ to export all selected docs Page 36© 2010 Shobhit Singhal
  37. 37. Assisting Companies Leverage Investments in SAP Solutions Exporting Materials  Transaction code CFE02  Select materials using product structure browser and drag and drop to right hand side Page 37© 2010 Shobhit Singhal
  38. 38. Assisting Companies Leverage Investments in SAP Solutions Exporting Materials Select materials and select target folder Click on ‘Linked Documents’ to include documents linked to the materials. They will appear in the ‘Documents’ tab Set read-only indicator if required Check and export when ready Page 38© 2010 Shobhit Singhal
  39. 39. Assisting Companies Leverage Investments in SAP Solutions Exporting BOMs  Transaction code CFE02  Select the required BOMs using product structure browser drag and drop to right hand side Page 39© 2010 Shobhit Singhal
  40. 40. Assisting Companies Leverage Investments in SAP Solutions Exporting BOMs  If needed, choose a default setting for the plant, the BOM usage, and the valid-from date. If you want to use a multilevel explosion, you first have to select a BOM usage, then click on ‘Explode BOM’  Select multilevel explosion, linked documents and/or linked manufacturer part numbers, as needed  The BOM header material and all items will be displayed in the Materials tab  Select target cFolders system and folder  Set read-only indicator if required  Check and export when ready Page 40© 2010 Shobhit Singhal
  41. 41. Assisting Companies Leverage Investments in SAP Solutions Exporting Engineering Change Numbers To export objects reserved on Engineering Change Numbers, lookup the ECN using CFE02 Select required objects to export Use procedures explained earlier to export all the objects Page 41© 2010 Shobhit Singhal
  42. 42. Assisting Companies Leverage Investments in SAP Solutions IMPORTING OBJECTS TO SAP BACKEND © 2010 Shobhit Singhal Page 42
  43. 43. Assisting Companies Leverage Investments in SAP Solutions Importing Objects to ERP Backend Objects can only be imported by the backend, never pushed to it from outside Log on to SAP backend system Single transaction code – CFI02 Page 43© 2010 Shobhit Singhal
  44. 44. Assisting Companies Leverage Investments in SAP Solutions Importing Objects to ERP Backend In the cFolders Application field, choose the cFolders system Choose the objects that you want to import using Select cFolders Objects Checkboxes for multi-level explosion of the bill of material and linked documents Option to import linked MPNs You have the option of entering a change number under which all changes are posted in the system Page 44© 2010 Shobhit Singhal
  45. 45. Assisting Companies Leverage Investments in SAP Solutions Importing Objects to ERP Backend Page 45© 2010 Shobhit Singhal
  46. 46. Assisting Companies Leverage Investments in SAP Solutions Importing Objects to ERP Backend  After the import, the object is automatically exported back to cFolders as a new version  To define for each object whether an object can be changed in cFolders after the re-export, use the ‘Read only in cFolders’ indicator  You can decide to copy documents as new versions or overwrite existing versions  For materials, number assignments will be based on existing customizing (automatic/manual)  Use the ‘Check’ button to ensure the data to be imported matches system requirements Page 46© 2010 Shobhit Singhal
  47. 47. Assisting Companies Leverage Investments in SAP Solutions CREATING NEW OBJECTS IN A COLLABORATION © 2010 Shobhit Singhal Page 47
  48. 48. Assisting Companies Leverage Investments in SAP Solutions Creating new objects in cFolders  In addition to exporting objects from the SAP ERP backend to a collaboration, you can also create new objects directly in cFolders  You can create standard objects which are used in the SAP ERP backend like:  Documents  Materials  Bills of Materials  In addition, you can also create cFolders specific objects which aid in the collaboration process like:  Discussions  Bookmarks  Text  Generic Objects as defined by system administrator Page 48© 2010 Shobhit Singhal
  49. 49. Assisting Companies Leverage Investments in SAP Solutions Creating standard SAP objects – Documents To create a new document go to a folder within a collaboration and click on ‘Create’ Select ‘Document’ from the list of options Choose to upload a file immediately or later Page 49© 2010 Shobhit Singhal
  50. 50. Assisting Companies Leverage Investments in SAP Solutions Creating standard SAP objects – Documents  Select document to be uploaded from local hard drive or network  Save the document  Additionally, you can mass upload documents  For new files, the system always creates a new document  Multiple options for conflict mgmt Page 50© 2010 Shobhit Singhal
  51. 51. Assisting Companies Leverage Investments in SAP Solutions Creating standard SAP objects – Materials  To create a new material go to a folder within a collaboration and click on ‘Create’  Select ‘Material’ from the list of options  Fill out required information and save  You can now add documents and mfg part numbers Page 51© 2010 Shobhit Singhal
  52. 52. Assisting Companies Leverage Investments in SAP Solutions Creating standard SAP objects – Bill of Materials  To create a new BOM go to a folder within a collaboration and click on ‘Create’  Select ‘Bill of Material’ from the list of options  The system shows all the available materials in the collaboration. You can also use search Page 52© 2010 Shobhit Singhal
  53. 53. Assisting Companies Leverage Investments in SAP Solutions Creating standard SAP objects – Bill of Materials  Enter required details like plant, usage, base quantity etc. and save  You can now add documents and items to the BOM  To add items, you can click on  Create – to add existing materials in the collaboration  Create with material – to create new materials and add to BOM Page 53© 2010 Shobhit Singhal
  54. 54. Assisting Companies Leverage Investments in SAP Solutions Creating standard SAP objects – Engineering Change Number To create a new ECN go to a folder within a collaboration and click on ‘Engineering Change Number’ Page 54© 2010 Shobhit Singhal
  55. 55. Assisting Companies Leverage Investments in SAP Solutions Creating standard SAP objects – Engineering Change Number Enter required information Assign change owner and save Enter objects to the ECN. You can only add objects that are assigned to the current collaboration Page 55© 2010 Shobhit Singhal
  56. 56. Assisting Companies Leverage Investments in SAP Solutions Creating Discussions  Discussions are objects used for bi-directional communication about a collaboration and its objects  To create a new discussion, go to a folder within a collaboration, click on ‘Create’ and select ‘Discussion’  Enter required information  Anyone who has authorization to the object can post to the discussion  All posts show up in the Summary section at the bottom Page 56© 2010 Shobhit Singhal
  57. 57. Assisting Companies Leverage Investments in SAP Solutions Creating Bookmarks Bookmarks are quick links to collaborations, folders, objects or internet pages To create a new bookmark, go to a folder within a collaboration, click on ‘Create’ and select ‘Bookmark’ Page 57© 2010 Shobhit Singhal
  58. 58. Assisting Companies Leverage Investments in SAP Solutions Creating Bookmarks  To find the link to an object (e.g. material), go to that material, right click -> copy shortcut (see image)  Paste this shortcut in the bookmark object to create a shortcut to this object  A user will only be able to access the shortcuts if they have at least display authorization to the linked object Page 58© 2010 Shobhit Singhal
  59. 59. Assisting Companies Leverage Investments in SAP Solutions CHANGING EXISTING OBJECTS IN A COLLABORATION © 2010 Shobhit Singhal Page 59
  60. 60. Assisting Companies Leverage Investments in SAP Solutions Changing Objects in a Collaboration  You need at least write authorization to the objects you wish to change  You can make changes to the existing versions of objects, or create new versions  Once a new version is created, the old version is saved and is not available for further changes  Change history is captured for each object Page 60© 2010 Shobhit Singhal
  61. 61. Assisting Companies Leverage Investments in SAP Solutions Changing Materials  To change a material, click on the latest version of the material, make required changes and save  Alternatively, create a new version of the material Page 61© 2010 Shobhit Singhal
  62. 62. Assisting Companies Leverage Investments in SAP Solutions Changing Documents  Changes to documents can be of two types:  Metadata Changes  Original Application File Changes  Metadata changes include document name, description etc.  You can download the original file or check it out  On checkout, the document is added to the user’s favorites automatically. Also, the ‘Checked Out’ indicator is set on the document  File can be checked back in as same or new version  You can also directly upload a new file using the ‘Upload’ button Page 62© 2010 Shobhit Singhal
  63. 63. Assisting Companies Leverage Investments in SAP Solutions Changing Documents Page 63© 2010 Shobhit Singhal
  64. 64. Assisting Companies Leverage Investments in SAP Solutions Changing Bills of Materials  When BOMs are exported from the backend, by default two versions are created, unless marked otherwise:  Version 1 is display only  Version 2 is available for change  Various options to download BOM information  Can link documents to BOM  Document has to be in same collaboration (collaborative) or same work area (competitive)  Change BOM items  Compare two BOM versions  Single Level  Multi Level Page 64© 2010 Shobhit Singhal
  65. 65. Assisting Companies Leverage Investments in SAP Solutions Changing Bills of Materials Page 65© 2010 Shobhit Singhal
  66. 66. Assisting Companies Leverage Investments in SAP Solutions Object History History provides an overview of everything that has happened to a folder, folder object, or a user group (including granting authorizations), when it happened, and who carried out each activity Additional Functions  History You can also display the history of deleted folders or folder objects Page 66© 2010 Shobhit Singhal
  67. 67. Assisting Companies Leverage Investments in SAP Solutions AUTHORIZATIONS © 2010 Shobhit Singhal Page 67
  68. 68. Assisting Companies Leverage Investments in SAP Solutions cFolders Authorization Concept Authorizations control which user has what kind of access to which collaboration objects Authorizations always contain an object, an activity, and a user A user gets authorization in two ways:  Explicitly: By direct assignment to the object  Implicitly: By inheriting authorization through the assigned roles or user groups Authorizations can be assigned at collaboration, folder, sub-folder and object level Page 68© 2010 Shobhit Singhal
  69. 69. Assisting Companies Leverage Investments in SAP Solutions Authorization Types  Authorizations can be assigned at three levels, called authorization types – user, user group and role  User  Assign authorizations to one or more individual users  User Group  User groups are group of users and/or user groups  You can assign the following authorizations for user groups:  Administration • Users with administration authorization for a user group can maintain user group members and maintain authorizations for accessing the user group  Write • Users with write authorization for a user group can maintain user group members  Read • Users with read authorization for a user group can view user group members  To create and delete user groups, you must be assigned to the roles SAP_CFX_USRGRP_CREATOR and SAP_CFX_USRGRP_DELETOR respectively Page 69© 2010 Shobhit Singhal
  70. 70. Assisting Companies Leverage Investments in SAP Solutions Authorization Types Role  When authorizations are assigned at role level, each user to which the selected role has been assigned has the corresponding authorizations Page 70© 2010 Shobhit Singhal
  71. 71. Assisting Companies Leverage Investments in SAP Solutions Authorized Activities  Read  A user with read authorization can only display the object to read the content  Write  This activity includes read authorization. The user has the additional authorization to change the object. This authorization can be restricted using the Write Lock indicator or using status management  Create  This gives the user authorization to create folders, folder objects, collaborations, status profiles, and user groups. To delete an object in a folder, the user also needs write authorization for the folder  Administration  Administration authorization includes write authorization. In addition, the user can assign authorizations to the object  Delete  Delete authorization allows users to delete objects. To delete an object, the user also needs write authorization for the folder to which the object belongs  None  A user with this activity cannot access objects. The user cannot see either the content of the object or the metadata of the object, such as name and description.  This is useful when a user needs to be blocked from accessing objects to which they have inherited authorizations from higher level objects, user groups or roles. Page 71© 2010 Shobhit Singhal
  72. 72. Assisting Companies Leverage Investments in SAP Solutions Authorization Rules  Rule 1: Authorizations are inherited through a hierarchy  Example: Folder A has subordinate folder A.1. Steve has write authorization for folder A. This means that he automatically has write authorization for folder A.1, too Page 72© 2010 Shobhit Singhal
  73. 73. Assisting Companies Leverage Investments in SAP Solutions Authorization Rules  Rule 2: User authorizations override authorizations from user groups or roles; user group authorizations override authorizations from roles. If a user is assigned to two user groups and the user groups have different authorization for an object, the higher authorization has priority  Example: In folder A, user Steve has read authorization. In addition, user group Product Managers has write authorization. Steve belongs to this user group. Steve will have read authorization for folder A  In addition, even if Steve had a role assigned to him that granted him administrator access, he would only have read access to folder A  Note: Status authorizations override all other authorizations for the object Page 73© 2010 Shobhit Singhal
  74. 74. Assisting Companies Leverage Investments in SAP Solutions Authorization Rules  Rule 3: Local object authorizations override inherited authorizations if the local and the inherited authorizations are of the same authorization user type (user, user group, or role)  Example: Steve has write authorization for folder A. This means that he automatically has write authorization for folder A.1, too. Bill, an administrator for folder A.1, sets read authorization for Steve Gates in folder A.1. This restricts Steve’s authorization because the local authorization (folder A.1) overrides the inherited authorization (folder A) Page 74© 2010 Shobhit Singhal
  75. 75. Assisting Companies Leverage Investments in SAP Solutions Authorization Rules  Rule 4: If a user has an inherited authorization that is of a different type to the local authorization, for example, one is an authorization from a user group and the other is a user authorization, then rule 2 applies. The local authorization cannot override the inherited authorization in this case  Example: Steve has read authorization for folder B and for subfolder B1, which has inherited this authorization. User group Product Managers, which Steve belongs to has write authorization for subfolder B1. In this case, the valid authorization for Steve Gates is read authorization because this is a user authorization. Although local object authorizations generally override inherited authorizations, user authorizations always override authorizations from user groups  Exception: An object can also have authorizations that are defined by the status of the object. These authorizations override all other possible authorizations Page 75© 2010 Shobhit Singhal
  76. 76. Assisting Companies Leverage Investments in SAP Solutions Authorization Rules  Rule 5: When objects are copied, the authorizations are not copied with them. The copied object inherits the authorizations from higher-level objects at the next level of the hierarchy Page 76© 2010 Shobhit Singhal
  77. 77. Assisting Companies Leverage Investments in SAP Solutions Use  You can use authorizations effectively in two ways:  If you want a user to have access to one specific object only, you can assign the user the appropriate authorization (read or write) and send a notification. The collaboration containing the object is not displayed in the collaboration overview; the user can only access the object via the link in a notification  If you want the user to see the collaboration requiring his or her participation in the collaboration overview, you must assign at least read authorization at collaboration level and then adjust the authorization for individual objects if necessary Source: help.sap.com Page 77© 2010 Shobhit Singhal
  78. 78. Assisting Companies Leverage Investments in SAP Solutions Authorizations per Status  To use status management authorizations,  Specify object authorizations to each status in a status profile  Assign status profile to an object  When the object achieves a particular status, only those users, user groups, and roles assigned to the status in the status profile can work on the object  You can set write protection for an object for a status by selecting the Protected indicator in the status detail screen ! Note: Object authorizations are optional. You do not need to create them to use status management. However, as soon as you create object authorizations in a status profile, they are valid for any object using this status profile and override all other authorizations Page 78© 2010 Shobhit Singhal
  79. 79. Assisting Companies Leverage Investments in SAP Solutions Authorizations in the Competitive Scenario  In competitive scenarios, a collaboration includes a Public Area and several Work Areas for vendors or partners  The users that you assign to the work areas automatically have read authorization for the Public Area, so that they can see the bid invitations for which they want to enter bids, for example  The users in one work area do not have read authorization for other work areas, unless you specifically assign this to them  It is also possible to create guest authorizations for the Public Area. This allows partners or suppliers to view the Public Area only, without having their own separate work areas. If they decide that they are interested in the bid invitations, you can then create a work area for them  When a document is created in or copied from a Public Area, another area, or another folder, all users who have read authorization for the document can access the latest version of the file at its origin. This enables them to always see the latest version of a document. They cannot, however, directly access the Public Area, Work Area, or folder Source: help.sap.com Page 79© 2010 Shobhit Singhal
  80. 80. Assisting Companies Leverage Investments in SAP Solutions Setting Authorizations in cFolders Authorizations can be set explicitly in six different places in cFolders Where? Who by? Which activity? What for? Note In the Settings menu on the Authorizations tab page System administrators Create Delete Collaborations Status profiles User groups — On the object detail screen (Authorizations pushbutton) Users with administration authorization for the object Administration Write Read Create Document Create Folder Delete None Objects in folders (for example, document, data sheet, subfolder) Can be overridden by status object authorizations On the user group detail screen (Authorizations pushbutton) Users with administration authorization for the object Administration Read Write None User groups — Page 80© 2010 Shobhit Singhal
  81. 81. Assisting Companies Leverage Investments in SAP Solutions Where? Who by? Which activity? What for? Note In status profiles (Authorizations pushbutton on the status profile detail screen) Users with administration authorization for status profiles Administration Write Read Status profile — On the status detail screen in status profiles (Object Authorizations pushbutton on the status detail screen in the status profile) Users with write authorization for status profiles Administration Write Read Create Document Create Folder Delete None For objects in a particular status Overrides all other authorizations. For example, if you have write authorization for a document but according to the status profile, you only have read authorization for the document in the status "New", you cannot change the document when it has this status. The object authorization in the status profile has priority. On the status transition detail screen Users with write authorization for status profiles Authorization to carry out a status transition Status transitions — Setting Authorizations in cFolders Source: help.sap.com Page 81© 2010 Shobhit Singhal
  82. 82. Assisting Companies Leverage Investments in SAP Solutions STATUS MANAGEMENT © 2010 Shobhit Singhal Page 82
  83. 83. Assisting Companies Leverage Investments in SAP Solutions Status Management Concept  Statuses are used to help process objects according to specific workflows  Create a status profile to define the workflow sequence  For each processing step in the status profile, enter a status  E.g. Draft, Reviewed etc.  Define status transitions  E.g. Reviewed, which allows status change from In Review to Reviewed  Define actions for the following:  For a status transition, to notify users of the status changes  For a status, to remind the users of impending deadlines or processing times  Assign transition authorizations (optional) Source: help.sap.com Page 83© 2010 Shobhit Singhal
  84. 84. Assisting Companies Leverage Investments in SAP Solutions Status Profile  Consists of statuses and status transitions that can be assigned to an object  Possible to leave the profile open to all objects, or restrict to one object type  Note that if the use of a status profile is restricted to the object type "folder", then the status profile is only inherited by other folders lower down in the hierarchy. Objects contained in the folders do not automatically inherit this status profile  Assign authorizations to users be able to manage profiles Page 84© 2010 Shobhit Singhal
  85. 85. Assisting Companies Leverage Investments in SAP Solutions Status Profile Assignment  Status profiles can be assigned to individual objects, or to a folder from where there are inherited down to the individual folder objects  Once a status profile is assigned to a folder, the folder objects retain the inherited profile even if it the assignment is removed from the folder  If you move folders, the folders and the objects they contain also remain assigned to their status profiles, assuming that you assigned one in the first place  While copying objects to a folder, the status profile is not copied if the folder has one assigned already  It is also possible to revoke status profile assignments Page 85© 2010 Shobhit Singhal
  86. 86. Assisting Companies Leverage Investments in SAP Solutions Status Actions  The following actions can be defined for each status:  Deadline  The system sends this notification when the deadline that you specify for reaching the specific status has passed  Processing Time  This reminder notification is sent if the responsible user has not converted the status of the object within the set processing period to the subsequent status  Notification  The system sends a notification when an object obtains the specific status.  In all cases, you have the option of sending an automatic or a manual notification Page 86© 2010 Shobhit Singhal
  87. 87. Assisting Companies Leverage Investments in SAP Solutions Status Transition  You need status transition authorization to be able to execute any status transition  Transition authorization can be of two types:  You have transition authorization if you have write authorization for the object  Transition authorizations can also be defined explicitly in the status profile  Similar to status actions, you can define status transition actions to send out notifications as soon as a status transition takes place  By default, notifications are sent to users that have 'write' authorization for the object  If status transition authorizations are assigned,  The system sends notifications to the users who have authorization for the next status transition  The system sends notifications relating to deadlines and processing times to the users who have authorization to leave the current status Page 87© 2010 Shobhit Singhal
  88. 88. Assisting Companies Leverage Investments in SAP Solutions Status Log  The status log displays all statuses that the cFolders object has had, when they were set, and by whom  You can display the status log for all cFolders objects that are relevant for status management (collaborations, areas, folders, documents, data sheets, materials, bills of materials, generic objects)  There is also a comment text field that contains the text from a status transition, if one was sent for a status transition and provided the text was entered manually  You can also branch directly from the status log to the detail screen of an individual status Source: help.sap.com Page 88© 2010 Shobhit Singhal
  89. 89. Assisting Companies Leverage Investments in SAP Solutions NOTIFICATIONS © 2010 Shobhit Singhal Page 89
  90. 90. Assisting Companies Leverage Investments in SAP Solutions Notifications Notifications are object-specific Can be manual or automatic Manual notifications can be created with or without a template Automatic notifications can be triggered based on object status or status transition Page 90© 2010 Shobhit Singhal
  91. 91. Assisting Companies Leverage Investments in SAP Solutions Notifications Notifications can be displayed using the ‘Received Notifications’ menu item Page 91© 2010 Shobhit Singhal
  92. 92. Assisting Companies Leverage Investments in SAP Solutions Notification Templates  Notification templates can be created to send out predefined text that you can reuse for objects, status actions, and status transition actions  To create templates, click on ‘Notification Templates’ in the overview tree  You can assign authorizations to templates to define who can use or administer them  You can restrict templates to manual notifications, status actions and status transition actions Page 92© 2010 Shobhit Singhal

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