Early Archiving of Incoming Original Documents (SD-CAS)

The following steps describe a typical scenario in which incoming paper documents are archived before a sales activity is created:

  1. A clerk in the central mail room of a company receives a letter from a customer who needs several catalogs for promotional purposes.
  2. The clerk scans the letter into a scanning system.
  3. The system displays the letter in the scan dialog window.

  4. Using the SAP ArchiveLink interface in the R/3 System, the clerk or another designated employee selects the function for early archiving and chooses an appropriate incoming document type for the scanned document, in this case "Customer inquiry - Sales activity", SDIACTINQ.
  5. The clerk confirms the assignment of the incoming document type.
  6. This triggers a workflow in which a mail is sent to the employee who is responsible for creating sales activities, in this case Mr. Frank in Sales Support.

    All employees who are to be notified by SAP Business Workflow must first be listed in the company’s organizational structure (see Customizing for SAP Business Workflow).

  7. Mr. Frank receives the work item in his integrated inbox. When he calls up the work item for processing, a dialog box appears in which Mr. Frank can confirm or overwrite the document type entered by the clerk. Mr. Frank confirms the clerk's entry. The system then automatically calls the following functions:
  8. – The transaction to create a sales letter

    – The SAP ArchiveLink viewer to display the scanned original document

  9. Using the displayed customer inquiry, Mr. Frank enters relevant data into the sales letter. When he saves his document, the system automatically assigns the archived document to it.
  10. When Mr. Frank or another employee calls up the sales letter again, he or she can display the original document in the SAP ArchiveLink viewer by choosing Environment ® Optical archive ® Display facsimile and selecting Archived documents in the sales letter header.