Introduction
Emails are one of the common methods of notifying users about various changes performed in the system. But when the user needs to view/process the data he/she needs to manually login to the system through the required transactions to access the data. SAP shortcuts come handy in these situations enabling the users to login to the required transactions directly.
Using SAP shortcuts through email will benefit the users in the following ways,
1. Delivered to a single inbox, hence user does not have to keep checking the UWL/SBWP or other inboxes
2. User does not need to remember the different transactions that he/she needs to work on.
3. Option of parameter handling simplifies the job of user by preloading the screen with required information
Creating SAP shortcut at run time
The following function module can be used to create a shortcut for any SAP transaction. Further, certain values available in the transaction can be defaulted by passing the values as parameters to this FM. This shortcut created can then be attached in a mail and sent to the appropriate recipients.
FUNCTION zfm_create_shortcut.
*"---------------------------------------------------------------------
*"*"Local Interface:
*" IMPORTING
*" REFERENCE(RECIPIENT_USER_ID) TYPE SYUNAME
*" REFERENCE(TRANSACTION) TYPE TCODE
*" EXPORTING
*" REFERENCE(CONTENT) TYPE STRING
*" TABLES
*" SHORTCUT_PARAM STRUCTURE ZST_SHORTCUT_PAR OPTIONAL
*"---------------------------------------------------------------------
*** Declaration for shortcut content
DATA : parameter TYPE text255,
v_pernr(12) TYPE c.
DATA : v_tcode TYPE tcode.
* Check if transaction code is available
CLEAR v_tcode.
SELECT SINGLE tcode FROM tstc
INTO v_tcode
WHERE tcode EQ transaction.
IF v_tcode IS INITIAL.
MESSAGE 'Enter a valid transaction' TYPE 'E' DISPLAY LIKE 'A'.
EXIT.
ENDIF.
* Populate the parameters to be passed to the shortcut
IF NOT shortcut_param[] IS INITIAL.
CLEAR parameter.
LOOP AT shortcut_param.
CONCATENATE parameter shortcut_param-fieldname '='
shortcut_param-fieldvalue ';'
INTO parameter.
ENDLOOP.
ENDIF.
*** create the shortcut content for the required transaction
CALL FUNCTION 'SWN_CREATE_SHORTCUT'
EXPORTING
i_transaction = transaction
i_parameter = parameter
i_sysid = sy-sysid
i_client = sy-mandt
i_user = recipient_user_id
i_language = sy-langu
i_windowsize = 'Normal window'
IMPORTING
shortcut_string = content
EXCEPTIONS
inconsistent_parameters = 1
OTHERS = 2.
IF sy-subrc <> 0.
* MESSAGE ID SY-MSGID TYPE SY-MSGTY NUMBER SY-MSGNO
* WITH SY-MSGV1 SY-MSGV2 SY-MSGV3 SY-MSGV4.
ENDIF.
ENDFUNCTION.
This FM receives RECIPIENT_USER_ID and TRANSACTION as import parameters. The value of parameters if any can be passed through table parameter SHORCTCUT_PARAM. On execution the shortcut content is created and returned through the export parameter "CONTENT". The table SHORTCUT_PARAM refers to a custom structure described in Appendix 1.
Example scenario
Consider a scenario where the employee has requested for a change in address. Now once the change in address is completed a notification email is sent to the employee indicating the successful change in address. In a normal scenario the employee needs to log into the system manually and enter the required transaction. Then the required details (employee number, infotype and subtype) need to be entered before displaying the updated information.
This process can be simplified by sending a shortcut which will navigate the user to the required transaction with all required data pre-loaded. The sample code for this process is given below,
*&---------------------------------------------------------------------*
*& Report ZRP_MAIL_SHORTCUT
*&
*&---------------------------------------------------------------------*
*&
*&
*&---------------------------------------------------------------------*
REPORT zrp_mail_shortcut.
************************************************************************
*** Report to send mail to employee to display temp address ***
************************************************************************
*** Declarations for attachment creation
DATA: doc_chng LIKE sodocchgi1.
DATA: tab_lines LIKE sy-tabix,
body_start LIKE sy-tabix.
DATA: it_objtxt LIKE solisti1 OCCURS 0 WITH HEADER LINE.
DATA: it_objpack LIKE sopcklsti1 OCCURS 2 WITH HEADER LINE.
DATA: it_objbin LIKE solisti1 OCCURS 10 WITH HEADER LINE.
DATA: it_reclist LIKE somlreci1 OCCURS 5 WITH HEADER LINE.
DATA: it_shortcut_param LIKE zst_shortcut_par OCCURS 0 WITH HEADER LINE.
DATA: content TYPE string.
*** Pass the required parameters and create the shortcut
CLEAR it_shortcut_param.
REFRESH it_shortcut_param.
it_shortcut_param-fieldname = 'RP50G-PERNR'.
it_shortcut_param-fieldvalue = '1001'. "Employee number
APPEND it_shortcut_param.
it_shortcut_param-fieldname = 'RP50G-CHOIC'.
it_shortcut_param-fieldvalue = '0006'. " Address Infotype
APPEND it_shortcut_param.
it_shortcut_param-fieldname = 'RP50G-TIMR1'.
it_shortcut_param-fieldvalue = 'X'. "Period selected as "Today"
APPEND it_shortcut_param.
it_shortcut_param-fieldname = 'RP50G-SUBTY'.
it_shortcut_param-fieldvalue = '2'. "Temporary address subtype
APPEND it_shortcut_param.
CALL FUNCTION 'ZFM_CREATE_SHORTCUT'
EXPORTING
recipient_user_id = 'DEVHYD'
transaction = 'PA20'
IMPORTING
content = content
TABLES
shortcut_param = it_shortcut_param.
*** Mail Subject
doc_chng-obj_descr = 'Employee address changed'.
*** Mail Contents
CONCATENATE ' The requested change has been made to your temporary address.'
' Please double click on the attachment and choose display to view the updated address'
INTO it_objtxt.
APPEND it_objtxt.
*** Creation of the entry for the document
DESCRIBE TABLE it_objtxt LINES tab_lines.
CLEAR it_objpack-transf_bin.
it_objpack-head_start = 1.
it_objpack-head_num = 0.
it_objpack-body_start = 1.
it_objpack-body_num = tab_lines.
it_objpack-doc_type = 'RAW'.
APPEND it_objpack.
*** Populate attachment content
CLEAR : tab_lines, it_objbin.
CONCATENATE content it_objbin-line INTO it_objbin-line.
APPEND it_objbin.
DESCRIBE TABLE it_objbin LINES tab_lines.
*** Creation of the entry for the compressed attachment
it_objpack-transf_bin = 'X'. "Will get content from content_bin
it_objpack-head_start = 1.
it_objpack-head_num = 1.
it_objpack-body_start = 1.
it_objpack-body_num = tab_lines.
it_objpack-doc_type = 'EXT'.
it_objpack-obj_name = 'SAPSHORTCUTMAIL'.
it_objpack-obj_descr = 'DisplayAddress.SAP'.
it_objpack-doc_size = tab_lines * 255.
APPEND it_objpack.
*** target recipent(s)
CLEAR it_reclist.
it_reclist-receiver = 'employeemailid@employeecompany.com'.
it_reclist-rec_type = 'U'.
APPEND it_reclist.
*** Sending the document to recipients with the shortcut attachment
CALL FUNCTION 'SO_NEW_DOCUMENT_ATT_SEND_API1'
EXPORTING
document_data = doc_chng
put_in_outbox = 'X'
commit_work = 'X'
TABLES
packing_list = it_objpack
contents_bin = it_objbin
contents_txt = it_objtxt
receivers = it_reclist
EXCEPTIONS
too_many_receivers = 1
document_not_sent = 2
operation_no_authorization = 4
OTHERS = 99.
The above code uses the function module ZFM_CREATE_SHORTCUT to create the required SAP shortcut and then sends it as attachment by email. The user can now double click on the shortcut from his email and reach the transaction directly with required information preloaded.
When the user double clicks on the attachment the pop up window for entering the password is opened.
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