Sap Connect Configuration for E Mail Fax SMS

SAP DEVELOPER NETWORK | KM.sap.com BUSINESS PROCESS EXPERT COMMUNITY | bpx.sap.com© 2008 SAP AG 1

SAPconnect Configuration forE-Mail/Fax/SMS

Applies to:As of SAP Web Application Server 6.10, the SAP system's kernel supports SMTP (Simple Mail TransferProtocol) directly and as of SAP Web Application Server 6.20, faxes and text messages (pager/SMS) canalso be exchanged via SMTP.

SummaryUseful to any customer to enable E-Mail/FAX/SMS exchange between the SAP system and each SMTP mailserver, without having to use additional external components.

Author(s): Kishore Kumar Tenkayala

Company: SAP Global Delivery

Created on: 18th November 2009

Author Bio

Kishore Kumar is an SAP® Certified NetWeaver Technology Consultant. He is having 2 years of experiencein overseas customer upgrade consulting, Implementations, Unicode conversions (Complex MDMP toUnicode conversions), and OS/DB migrations.

SAPconnect Configuration for E-Mail/Fax/SMS

SAPGD Knowledge Management | KM.sap.com TECHNOLOGY – NetWeaver KM Assets|© 2008 SAP AG 2

Table of Contents

1. SAPconnect Configuration: ………………………………………………………………………………………..…3

1.1 Introduction: .……………….……..………………………………………………………………………………3

1.2 Prerequisites for EMAIL/ Fax/SMS Setup: ……………...……………………………………………………….4

1.3 E-MAIL/FAX/SMS Configuration: ….……………………………………..……………………………………..4

i. Server Details (Incoming and Outgoing Mail): ……………………………………….………..4

ii. User Maintenance(only for Incoming Mail): ………………………………………….……….4

iii. Altering/Adding Parameters(Incoming and Outgoing Mail): ………….……………………..7

iv. SMTP Activation(Incoming and Outgoing Mail): ………………….……………………..…..10

v. Client Assignment(only for Incoming Mail): ………………..…….......................................11

vi. SCOT Configuration(Incoming and Outgoing Mail): …………………………………...……15

vii. Scheduling Background Job(Incoming and Outgoing Mail): ……………………………..…22

viii. Post Activities(Incoming and Outgoing Mail): ……………………………………………….24

ix. Addressing Mail/Fax/SMS(Incoming and Outgoing Mail): ………………………………….25

x. Testing and Verification(Incoming and Outgoing Mail): …………………………...……….26

xi. Troubleshooting and Error Analysis(Incoming and Outgoing Mail): …..…………………..28

2.Related Content………………………………………………………………………………………………………30

3.Copyright................................................................................................................................................. 31



SAPconnect Configuration

1.1 Introduction:

The SAP Internet Mail Gateway is a component that connects the R/3 mail system to the Internet.Internet Mail Gateway enables R/3 Users or R/3 applications to send electronic messages to Internet addresses orto receive them in the R/3 System. The connection is made using the standard protocol used in the Internet,SMTP (Simple Mail Transport Protocol).

The following diagram is an overview of how IMG integrates SAP mail to the Internet:

The connection is made by Remote Function Call (RFC) to the R/3 communication interfaceSAPconnect. As a result, the SAP Internet Mail Gateway enables message to be sent from theBusiness Workplace and directly from R/3 applications.

SAP Connect configuration is Client Dependent. Therefore, it has to be configured in each clientof the SAP system.

SAPconnect

R/3 System

SAP Internet Mail Gateway

RFC



1.2 Prerequisites for E-mail Setup:

The mail servers involved must be SMTP-compliant.Verify that all the required SAP hostnames and Firewall hostname included in Mail Serverand DNS server.SAP Connect needs to be authorized to use the SMTP server and Fax Server to send mails.

1.3 E-MAIL Configuration:

i. Server Details:

SAP Host Name : <SAP Hostname>

SAP System ID : <system ID>

Clients : <Client Numbers>

E-Mail Host Name : <Mail Server Hostname>

Mail Port : 25

Firewall IP for Saprouter : <Public IP>

ii. User Maintenance:

Create a user (Eg: SMTPUSER) for processing incoming mails in every SAP system client.

Service user

You have to create a service user for processing incoming mails in every SAP system client in whichyou want to receive mails (or status notifications). Call transaction SU01 to create a user with typeService and assign the profile S_A.SCON to this user. User contained in the rolesSAP_BC_SRV_COM_ADMIN and SAP_BC_SRV_GBT_ADMIN.

User addresses

Every user that is to receive e-mails in an SAP system requires an Internet mail address. This is alsoused as a sender address. Enter the Internet mail address for a user in transaction SU01, under E-Mailon the tab page Address.

Step-1: Login into SAP System and use transaction SU01 as below in SAP Screen command bar:



Step-2: After entering the transaction code in command bar then choose enter and You can see abelow screen:

Step-3: Enter Username (SMTPUSER) and choose Create button

Step-4: Enter at least one field in Address tab to move to another tab:



Step-5: Choose User type as “Service” and enter the desired Password (I gave initial123 in all theclients) and confirm the password in Logon data tab:

Step-6: Move directly to Roles tab and enter Role names to the user:



Step-7: Choose profiles tab and enter the profile name to the user:

Step-8: After adding the profile, choose save button in the command bar.

iii. Altering/Adding Parameters:

To be able to use the SMTP functions, you must adjust the profile of the SAP Web ApplicationServer. We recommend that you activate SMTP on all application servers of an SAP system.

For SMTP, you must set the profile parameters listed below. The placeholder <*> stands for anumber with which the parameters that can occur several times are numbered sequentially, startingwith 0.

Profile Parameters to be added:

a) icm/server_port_<*> = PROT=SMTP,PORT=<port>

This opens a TCP/IP port for receiving mails by the SMTP Plug-In. <port> specifies thenumber of the port that you should use. This must not be occupied by any other program on thishost (for example, Sendmail usually uses port 25). If no mails (including status notifications) are tobe received in this SAP system, <port> can be set to 0. You can use the TIMEOUT option to definea maximum wait time for a response from the mail server (in seconds).

b) is/SMTP/virt_host_<*> = <host>:< port>,<port>,...;

This defines a "virtual mail host" for receiving mails. If all incoming mails (including statusnotifications) are to be received and processed in a single client of this SAP system, this parameter isnot required (an entry is/SMTP/virt_host_0 = *:* is then assumed by default).



If you want several clients to be able to receive, you must create a virtual mail host for every client.<host> specifies the name of the host to which incoming mails are addressed. The "*" value can alsobe specified here if the mail distribution is to occur independently of the addressed host.

NOTE: The parameter line must always be ended with a semicolon (even if only one host isinvolved).

Example:

With two clients capable of receiving mail, the profile parameters could read as follows:

icm/server_port_1 = PROT=SMTP,PORT=25000,TIMEOUT=180

icm/server_port_2 = PROT=SMTP,PORT=25001,TIMEOUT=180

is/SMTP/virt_host_0 = *:25000;

is/SMTP/virt_host_1 = *:25001;

Updating SAP Parameters:

Step-1: Use Transaction Rz10 to update the parameters in the profiles. Use F4 key always to selectprofile as it creates new version every time.

Step-2: After selecting the Instance profile, choose Extended Maintenance and select Change button,you can see below screen:



Step-3: To change the parameter which is already available, you can change directly and press thesave button. If you want to add a parameter choose button and enter the parametername and value as below:

Then choose button to save the entries and then go back from the screen and choose savebutton. After saving the entries do restarting SAP Application to effect the changes.



iv. SMTP Activation:

After restarting SAP system, check whether SMTP service is activated or not using SMICMtransaction:

Step-1: Go to transaction SMICM

Step-2: Choose Goto->services to check the services

Step-3: If SMTP service is not active then choose service->Activate



v. Client Assignment:

Each SAP system client in which inbound mails (or status notifications) are to be received andprocessed must have an SMTP server. In transaction SICF, there should be one SMTP server (calledSAPconnect) supplied in every SAP system. You use this one for the first client then create anadditional SMTP server for each additional client.

If you have only one client in SAP System you do not need to perform any clientassignment as there should be one SMTP server supplied in every SAP system. Just mention theclient information in Logon data tab.

Step-1: Use transaction Sicf

Step-2: Choose execute button in the above screen:



Step-3: Choose button to create a Host for another client and enter the Name of theVirtual Host with selecting SMTP server as server type.

Choose to continue to another screen.

Step-4: Enter a Description and provide as below in ‘Host Data’ tab:

Host data

You enter the sequence number of a parameter is/SMTP/virt_host_<*> from the profile. Ifyou only have one client and therefore did not enter a parameter of this kind, you enter 0.



Step-5: Move to ‘Logon Data’ tab:

Logon data

You enter the client to which the mails received via this virtual mail host are to beforwarded, as well as the logon data of the system user created for inbound mails.

Step-6: Move to ‘Handler list’ tab:

Handler list

You enter CL_SMTP_EXT_SAPCONNECT as item 1.



Step-7: Choose Save button and save it as Local object:

Step-8: Go back to the main screen and choose Activate button as below:



Step-8: Then select ‘Yes’ button as below, it will activate all sub-services if any.

Vi. SCOT Configuration (SAP Connect Administration):

You must make the SAPconnect settings in each client that is to be used to send communications.Use transaction SCOT for doing this.

Step-1: Use transaction SCOT to get the below screen:

Step-2: Each client has an SMTP node. This node is created by the SAP system and cannot bedeleted. The following steps need to be carried out to configure the node so that sending Internetmail is possible:

i. Make sure you are in the Node view.

ii. Double-click the node name.

iii. Choose Node in use.



iv. In the Mail Host and Mail Port fields, specify the mail server to which the outboundmails are to be sent.

v. Next to Internet, choose the button ‘Set’, you can see below screen



vi. Enter the address area of the recipient addresses that are to be reached using this node.In general, * is used if all e-mails are to be sent using SMTP.

vii. Enter the output format for SAP documents. We recommend that you use the followingsettings:

SAPscript/Smart Forms PDFABAP list HTMBusiness Object / Link HTMRAW Text TXT

viii. Confirm your selection with button.

For FAX:

The following steps need to be carried out to configure the node so that sending FAX is possible:



v. Next to FAX, choose the button ‘Set’, you can see below screen



vi. Enter the address area of the recipient addresses that are to be reached using thisnode. In general, * is used if all faxes are to be sent using SMTP.



vii. Enter the output format for SAP documents. We recommend that you use the followingsettings:


ix. Confirm your selection with button.

For SMS:

The following steps need to be carried out to configure the node so that sending SMS is possible:





iii. Next to Pager(SMS), choose the button ‘Set’, you can see below screen



v. Enter address areas of recipient addresses that are to be reached using these nodes(usually "*" if all paging or SMS messages are to be sent using SMTP).

For "Conversion into Internet Address", enter the domain of the paging or SMS server or paging orSMS provider. The local part of the Internet address is generated automatically by the system. Theaddress then has the form "SMS=+recipientnumber@domain".

NOTE: To be able to use paging or SMS in the SAP system, names must be defined for themessaging services to be used (e.g. "SMS"). You can do this using transaction SA14.

v. Enter the output format for SAP documents. We recommend that you use the followingsettings:


x. Confirm your selection with button.

Step-3: Define the domain of the SAP system client, This allows for the following to take place:

The SMTP plug-in logs on to the mail server using the domain as ID.The message ID of the outbound e-mails is assembled with this domain.If an SAP user who does not have an Internet mail address sends an e-mail, asender address consisting of the SAP user name and this domain is generated.



Use Settings->Default Domain option in the transaction SCOT to enter the domain name as below:

vii. Scheduling Background Job:

E-mails that are sent from an SAP application are merely put into a queue. Aperiodically running background process, the SAPconnect send job, takes the e-mails from the queueand sends them by Internet. This job can be scheduled from SAPconnect administration as below:

Step-1: Choose View-> Jobs in SCOT transaction. You can see below screen

Step-2: Choose Job->create or create button and specify a job name and choose button.

Step-3: Place the cursor on the "SAP&CONNECTALL" variant, and choose "Schedule Job" as below:



Step-4: Then Choose "Schedule periodically" in next window:

Step-5: Select periodicity as 10 minutes or 5 minutes and choose button:



Note: If you want, you can go to Sm36 and select this job with option immediate as well to startthe job immediately besides periodicity.

Step-6: After this you can see the below screen in SCOT view->job menu displayed as a calendaricon:

Viii. Post Activities:

1. If you do not want to receive any receipt confirmation from internal mail, please change thebelow option in SCOT transaction as below:

Choose Settings-> Confirmation of receipt and in the below screen select “SAP Connect

does not expect receipt confirm for Internal mail. And then choose button.



2. This option is useful for Incoming Mail setup. If you want incoming e-mails that have a particularaddress or come from a particular sender to be automatically forwarded to another recipient oranother distribution list, you can configure this under Settings Inbound Processing in SCOTtransaction.

Choose create button and enter as below with the help of F4 keys:

ix. Addressing Mail:

Internet addresses have the following technical form:

<Username>@<computername>

The <Username> is the local Users where the <computername> is the domain. For example:

[email protected]



Addressing FAX:

Fax addresses have the following technical form:

<Country><Number>, where <Country> is an abbreviation for the international dialingcode,

For example, DE 06227/34-1704

Addressing Pager (SMS):

Pager addresses have the following technical form:

Pager/SMS number <Pager service> :< Number>

For example SMS: +491704456734

Addressing SAP system:

Addressing from one SAP system to another SAP system in the same host.

SAP user in another system

<System name> :< Client> :< User name>,

For example SID: 000: kishore.

To correspond with others you must specify the host systemname.company.com as the mailexchange for the address company.com in the Domain Name System (DNS).

X. Testing and Verification:

You can test the configuration using the SAP Business Workplace. The SAP Transaction to accessyour mailbox is SBWP.

Step-1: Use transaction and SBWP and choose New Message or outbox->Documents->create tosend a mail to any address:

{Or}

Choose directly transaction So00 to create a message.



Step-2: Create a message as below;

Specify the Subject, body and enter the e-mail address in the below.

And choose send button to send the mail.



Verification: Choose Refresh button in SBWP transaction to verify whether mail has been sent ornot:

You can see below screen with status symbol:

Xi. Troubleshooting and Error Analysis:

Before analyzing any email or fax problem please make sure the Users are addressing the email orfax correctly

1. Use transaction SOST to check the error description and status of mails sent.

Select button to get the description of the status.



2. Analyze in SCOT transaction, check the below meanings:

CompletedNumber of successfully completed send orders, that is, the messages were sent to the recipients.

ERROR

Number of send orders that were not successfully completed, that is, the messages could not be sentto the recipients.

In transitNumber of send orders that are currently in process outside of the R/3 System, that is, the messageshas been transferred to the external nodes by the SAPconnect send process but neither a positive nora negative status message has been received.

WaitingNumber of send orders that are currently still within the R/3 System, that is, the messages have notyet been registered by the SAPconnect send process. (Waiting send orders are not yet assigned to anode, therefore only the values for the higher-level scheduled lines 'Address type' and 'System/Client'are displayed.)

The values in the last two columns (Duration in transit, Duration waiting) refer to the averageprocessing times (in hours and minutes) for the respective send orders. The processing time period isdefined by the following events:



Duration in transitTime from the transfer of the message to the external node to the receipt of the first status messagereporting the delivery or non-delivery.

Duration waitingTime from the creation of the send order by an R/3 application to the transfer of the message to theexternal node by the SAPconnect send process.

3. Check that the background job is running correctly in SM37

The job should be called SAP_SEND_MAIL_<Client Number>. Make sure it is periodicallyrunning successfully, usually every 10 or 5 minutes. If not, correct the problem and reschedule.

Related Content

Please find the below information for your reference

Note 455140 - Configuration of e-mail, fax, paging or SMS using SMTP.pdf

Note 607108 - Problem analysis when sending or receiving e-mails.pdf

12753028-Scot-Configuration-Troubleshooting.pdf



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Sap Connect Configuration for E Mail Fax SMS

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