Administration of the Appointment Calendar

Use

Neither Customizing nor administration settings are required for users to be able to work with the appointment calendar. However, it is advisable to check whether an appropriate factory calendar or public holiday calendar exists. Only then can users be supported in their appointment planning by the exclusion of non-working days.

In administration, you can maintain substitutes centrally for users and user groups. You can also preset or change the calendar settings for all users.

In Customizing, you can define your own appointment types and assign to the appointment types using a customer exit action (function module). You can also change the settings for appointment priorities.

Certain prerequisites must be fulfilled in your communication infrastructure so that appointment requests for group appointments can also be sent to Internet addresses.

Appointment data maintained outside the SAP system can also be considered in searches for free times (free/busy analysis) in the SAP system. This appointment data has to be published on an HTTP server and the Internet address has to be maintained in the SAP system for the users.

Prerequisites

You require administrator authorization for the appointment calendar. This is contained in the role SAP_BC_SRV_GBT_ADMIN.

Activities

A personal appointment calendar with the standard values is automatically assigned to each user in the SAP system the first time they call the calendar. This calendar is based on the public holiday calendar or factory calendar that is preset for the whole client.

You maintain factory calendars and public holiday calendars in the SAP Customizing Implementation Guide (Tools ® Business Engineer ® Customizing) by choosing General Settings. ® Maintain Calendar For more information, see Maintain Calendar (for Japan: Maintain Calendar for Japan).

You maintainappointment types in the SAP Implementation Guide or in the role menu by choosing Business Communication Administration ® Appointment calendar ® Appointment calendar: Appointment type maintenance. For more information, see Maintaining Appointment Types for Appointment Calendars.

To maintain substitutes centrally for one or more users, choose Business Communication Administration ® Appointment Calendar --> Substitute maintenance in the role menu. Specify a substitute and choose Authorization maintenance. In the subsequent dialog box, specify the users to be substituted and the corresponding access authorizations. Instead of specifying all the users individually, you can use distribution lists.

If SAP users are deleted, the entries they made as substitutes are not automatically deleted as well. You can delete the substitute entries of deleted users using the report RSSCADMPROXYCO.

To change the calendar settings centrally, choose Business Communication Administration ® Appointment calendar ® Maintenance of constant values in the role menu. Specify the new values for the calendar settings. On the right-hand side, select the values that are to be changed and choose . The values are changed for all the calendar users.

To be able to use the appointment calendar, users must be assigned the authorizations for transactions SSC1 and SSC0. These authorizations are contained in the role SAP_BC_SRV_USER. For more information on roles, see the documentation Users and Roles.

The following prerequisites must be fulfilled in order for appointment requests to be sent Internet addresses:

·        A communication system that supports the iCalendar standard must be used for sending (for example, the SMTP plug-in, or current versions of the SAP Exchange Connector or the Lotus Domino Connector for R/3).

·        If you send using the SAP Exchange Connector or the Lotus Domino Connector for R/3, the following limitations exist:

Ў        The title and description of the appointment are lost.

Ў        You have to enter the file type ICS in transaction SOPE and select File type locked for this entry. (You should not create this entry if you are using the current version of the SAP Internet mail gateway.)

·        The recipient's mail system must support the iCalendar standard (for example, Lotus Organizer 6.0 or Microsoft Outlook 2000).

Appointment requests can then be sent to Internet addresses. The recipients can automatically create the appointment in their calendars by confirming the appointment. The recipients' responses (accept or decline appointment) are processed in the SAP system using inbound distribution. The response status for the participant is updated.

·        Activate the workflow for appointment requests

·        Activate inbound processing for appointment requests

For more information, see the system documentation for these IMG activities.

You have to make an HTTP server available for the publication of appointments. The URI for the area in which the appointment data is stored is assigned to users in their user constant values (transaction SU01).