Working with User and Logon Alerts

This section will cover the procedures necessary for activating and controlling alerts; creating messages, distribution lists, and calendar events; displaying alerts; and reviewing and deleting user and logon alerts for the system and the server.

Depending on whether you are creating user alerts or logon alerts, some options in the following procedures may not be available.

Activating User and Logon Alerts for the System

1. Start the transaction using transaction code /n/RWD/ZF0.
2. Click the Alerts etc. tab.
3. Perform one of the following:

   If You Want To	Then
   Activate a user alert for the system	Click the Alert System checkbox to activate user alerts for the entire system.
   Activate a logon alert for the system	Click the Logon Alerts checkbox to activate logon alerts for the entire system.

4. Click System Setup Settings.

   NOTE:

   Ensure auto notification is activated for the designated server(s). This option is displayed on the Basic Info tab for a server and is activated by default when the server is initially created.

5. Click OK.

Controlling the Messages Sent

1. Start the transaction using transaction code /n/RWD/ZF0.
2. Click the Alerts etc. tab.
3. Perform one of the following:

   If You Want To	Then
   Control a message sent for a logon alert	Click Logon Alerts, and go to Step 4.
   Control a message sent for a standard alert	Click Standard Alert, and go to Step 6.

4. As required, complete/review the following fields:
   

   Field	Description
   Number of messages sent to user (default)	Specify the number of times a specific message should be sent to a user Example: 5
   Number of days to send messages (default)	Specify the number of days a specific message should be sent to a user Example: 10
   Logon notes by language	Optionally, click the checkbox to specify that the system should monitor (separate) alerts based on the user's logon language.
   Send 1st available note only!	Optionally, click the checkbox to specify that only the first message per transaction and per server will be sent to a user. Click Multiple Msgs to view available messages.

5. Go to Step 7. 
6. As required, complete/review the following fields:
   

   Field	Description
   Number of messages sent to user (default)	Specify the number of times a specific message should be sent to a user Example: 5
   Number of days to send messages (default)	Specify the number of days a specific message should be sent to a user Example: 10
   Check for messages when leaving transaction	Optionally click the checkbox to specify that the system should check for alert messages when the user exits a transaction.
   Distribution List Max Selection	Specify the maximum amount of distribution lists that will receive the alert.
   Alert Notes by language	Select a radio button to determine if the alert defaults to user or server language. Optionally, click the Alert Notification active checkbox to specify that the system should monitor (separate) alerts based on the user's logon language.
   Allow only 1 message/ transaction	Optionally, click the checkbox to specify that only the first message per transaction and per server will be sent to a user.

7. Click Save Defaults.
8. Click .

Creating, Displaying, and Editing a Message or Note

1. Start the transaction using transaction code /n/RWD/ZF0.
2. Click the Alerts etc. tab.
3. Perform one of the following:

   If You Want To	Then
   Create a message for a user alert	Click Standard Alert.
   Create a message for a logon alert	Click Logon Alert.

4. Click Note Content.
5. Perform one of the following:

   If You Want To	Then
   Create a message	Go to Step 6.
   Display or edit a note	1. Enter an * in the Msg-ID field. Optionally, click Load NOTEPAD to upload a previously stored text message from an external file. The file extension must be a .txt extension. Only the first 360 characters can be displayed. 2. Click . 3. Select the desired note. 4. Click . 5. Click Work with Note. 6. Go to Step 9..

6. Click Select Icon.
7. Select the type of icon to associate with the message:

   Field	Description
   Informational Icon	Select  .
   Warning Icon	Select  .
   Error Icon	Select  .
   Question Icon	Select  .
   Critical Icon	Select  .

8. Click .
9. As required, complete the following fields:

   Field	Description
   Msg-ID	Short identifier of the alert. Example: alert1
   Language	Enter the language for the message. Specify a language only if you are sending messages by language. If you do not specify a language, English is used as the default.
   Title	Description to be displayed in the title bar of the message window. Example: Information
   Line 1	Enter the first line of the message. You can enter up to 60 characters. Example: Remember to add all outstanding invoices
   Line 2	Enter the second line of the message. You can enter up to 60 characters. Example: before the quarter close.
   Lines 3 through 6	Enter information in the third through sixth lines of the message. You can enter up to 60 characters on each line.

10. Optionally, perform the following step:

    If You Want To	Then
    Enable or disable display of the Stop button on the message displayed to the user	Toggle the Add Stop Button checkbox.
    Enable or disable display of the Link button on the message displayed to the user; this button will direct a user to a website address	1. Toggle the Add Link Button checkbox. 2. Click Link. 3. Enter the text to display on the button (for example, Help Website). 4. Enter the website address in the URL field (For example, http://www.ancile.com). 5. Click Save link. Use the Synchronize Links button to synchronize the link table after you delete a message.
    Upload a previously stored text message from an external file	Click Load NOTEPAD.

11. Click Save Note.
12. Click .

Creating a Distribution List for a User or Logon Alert

1. Start the transaction using transaction code /n/RWD/ZF0.
2. Click the Alerts etc. tab.
3. Perform one of the following:

   If You Want To	Then
   Create a distribution list for a user alert	Click Standard Alert.
   Create a distribution list for a logon alert	Click Logon Alert.

4. Click Distribution List.
5. As required, complete/review the following fields:
   

   Field	Description
   Distribution List	Name to identify the individuals in the list. Example: TESTER_LIST
   Client	An independent unit within the SAP instance. Example: 925
   (exclusion type list)	Click the checkbox to indicate that individuals in this list will not receive alerts. Deselect the checkbox to indicate that individuals in this list will receive alerts.
   Max selection	Specify the maximum number of users allowed in the distribution list.

6. Perform one of the following:

   If You Want To	Then
   Extract user information from the SAP USR02 table	1. Click the Logon Data (USR02) tab. 2. Go to Step 7.
   Extract information from the SAP USR03 table	1. Click the User Address Data (USR03) tab. 2. Go to Step 9.
   Extract information from the SAP USR21 table	1. Click the Address Key (USR21) tab. 2. Go to Step 11.
   Extract information from the SAP AGR_USER table	1. Click the Roles (AGR_USERS) tab. 2. Go to Step 13.
   Extract information from the SAP ADCP table	1. Click the Central Addr (ADCP) tab. 2. Go to Step15.
   Extract information from the SAP Alt USR02 table	1. Click the Alt USR02 tab. 2. Go to Step 17.
   Extract information from the Alt AGR_USERS table	1. Click the Alt AGR_USERS tab. 2. Go to Step 19.

7. As required, review the following fields:

   Field	Description
   Account	The SAP account name or number from the SAP accounting system Example: 000022
   Class	The SAP user group Example: TESTER
   Name	The user name in the user master record Example: JDOE
   wildcard	Click the checkbox to conduct a wildcard search in the Account and/or Name field. When you conduct a wildcard search, you have the ability to display a saved search and compare the saved search to a newly-created search.

8. Go to Step 20.
9. As required, complete/review the following fields:
   

   Field	Description
   Department	Department defined in USR03 Example: System Manag
   Cost Center	Cost Center defined in USR03 Example: 10100043
   Building Number	Building number defined in USR03 Example: BVZ
   Room Number	Room number defined in USR03 Example: CE.58
   Location	Town or city defined in USR03 Example: Waldorf
   Region	State, province, or county defined in USR03 Example: New Brunswick
   Country	Country defined in USR03 Example: Canada
   Time Zone	Local time defined in USR03 Example: WDFT

10. Go to Step 20.
11. As required, complete/review the following fields:

    Field	Description
    Name	The user name in the user master record Example: JDOE
    Persnumber	Personnel number as defined in USR21 Example: 0000011227
    Addrnumber	Address number as defined in USR21 Example: 8322

12. Go to Step 20.
13. As required, complete/review the following fields:

    Field	Description
    Role	The role as defined in AGR_USERS Example: Admin
    User	The user as defined in AGR_USERS Example: Private
    From date	Specify a from date.
    To date	Specify a to date.
    Org flag	Specify the organizational flag designated by your HR department. Use transaction code SE16 to browse the AGR_USERS table for this information.
    Col flag	Specify the composite role flag designated by your HR department. Use transaction code SE16 to browse the AGR_USERS table for this information.

14. Go to Step 20.
15. As required, complete/review the following fields:

    Field	Description
    Addrnumber	Address number as defined in ADCP Example: 8322
    Persnumber	Personnel number as defined in ADCP Example: 0000011227
    Nation	The language as defined in ADCP Example: German
    Comp_pers	The person in company defined in ADCP Example: Private
    Department	Department defined in ADCP Example: System Manag
    Function	The function defined in ADCP Example: TESTER
    Building	The building defined in ADCP Example: TECH1
    Floor	The floor defined in ADCP Example: 3

16. Go to Step 20.
17. As required, complete/review the following fields:

    Field	Description
    Account	The SAP account name or number from the accounting system. Example: 000022
    Class	The SAP user group. Example: TESTER
    User	The user as defined in USR02. Example: Private

18. Go to Step 20.
19. As required, complete/review the following fields:

    Field	Description
    AGR_NAME	The role as defined in the system. Example: Admin
    AGRUNAME	The user as defined in the system. Example: Private
    FROM_DAT	Specify a from date.
    TO_DAT	Specify a to date.

20. A list of individuals matching the selected criteria will display.
21. Click the Select button associated with the data table section you completed.
22. Select or deselect the checkbox next to the name of the individual(s) you want to add to or remove from the distribution list.
23. Click .
24. Click Save List.
25. Click .

Creating a User or Logon Alert and Activating Alerts for the Server

1. Start the transaction using transaction code /n/RWD/ZF0.
2. Click the Alerts etc. tab.
3. Perform one of the following:

   If You Want To	Then
   Create or activate user alerts for a server	Click Standard Alert, and go to Step 4.
   Create or activate logon alerts for a server	Click Logon Alerts, and go to Step 13.

4. Click Alert Maintenance.
5. Confirm that alerts are activated for the system by viewing the status in the upper left.
6. As required, complete/review the following fields:
   

   Field	Description
   Msg type	Click Alert to specify a standard alert message that the user will receive upon entering the transaction, or click Exit msg to specify an alert message that the user will receive upon exiting the transaction.
   tcode	Transaction code. You can enter an * to scroll through all alerts. Example: ME25.
   Message #	Number of the message to display Example: alert1
   language (note)	Enter the language for the alert. Specify a language only if you are sending alert messages by language. If you do not specify a language, English is used as the default.
   Start date	First day the alert should be displayed Example: 02/10/2003
   for days	Enter the number of days to display the alert, or use the default entry specified during the procedure Controlling the Messages Sent.
   Number sent	Enter the number of days to display the alert, or use the default entry specified during the procedure Controlling the Messages Sent.
   Calendar	Select a calendar filter created in the previous procedure. Refer to Creating a Calendar Event for a User or Logon Alert for more information.
   Distribution	Select a distribution list filter created in the previous procedure. Refer to Creating a Distribution List for a User or Logon Alert for more information.

7. Perform one of the following:

   If You Want To	Then
   Display the alerts for all users	Click All users. This option will display the alert to all users, regardless of whether they have a server assigned.
   Display the alert in all active servers	Click All servers. This option will display the alert in all servers for which alerts are activated.
   Display the alert in a single server	1. Click Single server. 2. Enter the name in the field to the right.

8. Optionally, perform one or more of the following:

   If You Want To	Then
   Display all alerts	Click Show All.
   Hide all alerts	Click Collapse All.

9. Select Contact records tab.
10. Perform one or more of the following:

    If You Want To	Then
    Reset the limit records for all users for the displayed transaction	Click Users.
    View who received the currently- displayed notification	Click Users.
    Reset the limit records for a specific user for the displayed transaction	Click Reset this user.

    NOTE:

    Limit records are used to track data such as which users have seen an alert and if a user has deactivated the alert from displaying for him/her. An administrator can delete these limit records for all users or a specific user so that the message will appear for users when they enter the specified transaction. The master record must not have been deleted nor reached its expiration point.

11. Click Save.
12. Go to Step 22.
13. Optionally, complete the following fields:

    Field	Description
    Number of messages sent to the user (default)	Specify the number of messages to be sent to the user.
    Number of days to send messages (default)	Specify the number of days to send messages to the user.
    Logon Notes by language	Select the checkbox to enable notes to display based on language.
    Send 1st available note only!	Select the checkbox to send the first available note. Optionally, click Multiple Msgs to view or specify the note to deliver.

14. Click Logon Note Maintenance.
15. As required, complete/review the following fields:
    

    Field	Description
    Msg type	Click Alert to specify a standard alert message that the user will receive upon entering the transaction, or click Exit msg to specify an alert message that the user will receive upon exiting the transaction.
    tcode	Transaction code. You can enter an * to scroll through all alerts. Example: ME25.
    Message #	Number of the message to display Example: alert1
    language (note)	Enter the language for the alert. Specify a language only if you are sending alert messages by language. If you do not specify a language, English is used as the default.
    Start date	First day the alert should be displayed Example: 02/10/2003
    for days	Enter the number of days to display the alert, or use the default entry specified during the procedure Controlling the Messages Sent.
    Number sent	Enter the number of days to display the alert, or use the default entry specified during the procedure Controlling the Messages Sent.
    Calendar	Select a calendar filter created in the previous procedure. Refer to Creating a Calendar Event for a User or Logon Alert for more information.
    Distribution	Select a distribution list filter created in the previous procedure. Refer to Creating a Distribution List for a User or Logon Alert for more information.

16. Perform one of the following:

    If You Want To	Then
    Display the alerts for all users	Click All users. This option will display the alert to all users, regardless of whether they have a server assigned.
    Display the alert in all active servers	Click All servers. This option will display the alert in all servers for which alerts are activated.
    Display the alert in a single server	1. Click Single server. 2. Enter the name in the field to the right.

17. Optionally, perform one or more of the following:

    If You Want To	Then
    Display all alerts	Click Show All.
    Hide all alerts	Click Collapse All.

18. Select Contact records tab.
19. Perform one or more of the following:

    If You Want To	Then
    Reset the limit records for all users for the displayed transaction	Click Users.
    View who received the currently- displayed notification	Click Users.
    Reset the limit records for a specific user for the displayed transaction	Click Reset this user.

    NOTE:

    Limit records are used to track data such as which users have seen an alert and if a user has deactivated the alert from displaying for him/her. An administrator can delete these limit records for all users or a specific user so that the message will appear for users when they enter the specified transaction. The master record must not have been deleted nor reached its expiration point.

20. Click Save.
21. Click .
22. Click .

Displaying a User or Logon Alert

1. Start the transaction using transaction code /n/RWD/ZF0.
2. Click the Alerts etc. tab.
3. Perform one of the following:

   If You Want To	Then
   Display a user (standard) alert	Click Standard Alert.
   Display a logon alert	Click Logon Alerts.

4. Perform one of the following:

   If You Want To	Then
   Display a user (standard) alert	Click Alert Maintenance.
   Display a logon alert	Click Logon Note Maintenance.

5. Perform one of the following:

   If You Want To	Then
   Display a user (standard) alert	Enter an * in the tcode field.
   Display a logon alert	Enter an * in the Message # field.

6. Click Edit.
7. Scroll through all existing messages in the system.
8. Optionally, click Users to view who received the currently-displayed message.

Reviewing and Deleting User and Logon Alert Messages

1. Start the transaction using transaction code /n/RWD/ZF0.
2. Click the Alerts etc. tab.
3. Perform one of the following:

   If You Want To	Then
   Review or delete an unused user alert	Click Standard Alert.
   Review or delete an unused logon alert	Click Logon Alerts.

4. Click Note Content.
5. Click  to the right of Msg-ID.
6. Select the record to delete.

7. Click  .

8. Click Delete Note.

9. Click  .

Backing Up Alerts

1. Start the transaction using transaction code /n/RWD/ZF0.
2. Click the Alerts etc. tab.
3. Click Standard Alert.
4. Click Alert Maintenance.
5. Select the Selective Backup tab.
6. Choose from the following options:
   

   Field	Description
   all available notes	Select this option to display all available notes.
   expired notes	Select this option to display all expired notes.
   tcodes in notes	Select this option to display tcodes in notes.
   notes based on date less than	Enter a date in the notes based on date less than field, and select the option to display notes by date.
   user	Select this option to display notes by user.

7. Click Display Choice(s).
8. Select the message(s) from the list.
9. Click  .

10. Optionally, perform one of the following options:

    If You Want To	Then
    Backup contact records	Select the checkbox next to backup contact records also.
    Remove the backed-up file from the table	Select the checkbox next to remove from table.Enter a save location in the Save data to

11. Enter a save location in the Save data to field.
12. Click Save data to.
13. Click  .