SAP Sourcing/CLM Webcast Series: User Defined Objects...•Document Security Template, Types, Templates, Configurable Phases, Scripting and Workflow supported. •Basic List Query

SAP Sourcing / CLM Webcast Series

User-Defined Objects July 2012

© 2012 SAP AG. All rights reserved. 2

SAP Sourcing / CLM 2012 Webcast Series

Goal

• Spread the knowledge about SAP Sourcing • Build and leverage the SAP Sourcing

community

Audience

• SAP Consulting and Field Services • Partner Consulting • SAP Sourcing Customers

Upcoming Webcasts

• Business Process Integration to ERP • SAP Sourcing Security concepts


SAP Sourcing/CLM Upcoming Trainings

Which trainings are being offered? • TSO100: Functional Training • TSO150: Technical Training • TSO180: Integration Training

Where are these classes ? • SAP Americas in Newtown Square, PA

(USA) • SAP Germany in Walldorf (Germany)

When are these classes ? • Newtown Square in September/October • Walldorf in October

How to sign up ? • www.training.sap.com • Search for TSO100/150/180 • Contact: [email protected] (US)

[email protected] (GER)


Agenda

Background • Why are there

UDOs?

Best practices • How are customers

using UDOs?

Configuration • How to enable

UDOs?

Background Why are there UDOs ?


User-Defined Objects Background

• Developed to facilitate the development of custom Business Docs.

• Allows a clean “palette” to design in rather than reconfiguring existing documents.

• Customers can create their own business documents without being bound to a Project, RFx, or Master Agreement.

* UDO in this context are User Defined Business Documents,

no User Defined Master Data or Custom Master Data


Background What comes out-of-the-box ?

• Document Security Template, Types, Templates, Configurable Phases, Scripting and Workflow supported.

• Basic List Query infrastructure exists out of the box, e.g.: • My UserDefinedBiz Doc • Create User Defined Biz Doc

• Extensions are available. • “Create from …” functionality. • Manually add Document links. • Configurable “Tabs” 1-5, i.e., user can define

custom tabs for user-defined business document. • Built-in Dividers to segregate extension fields. • 5 UDOs are available for use. • By default, UDOs are not enabled.


User-Defined Objects Limitations

• There are only 5 UDOs per system. • Not available in every deployment model.

• On-demand Public edition – Not Supported

• On-demand Private edition – Supported

• Hosted / Licensed – Supported

• On-premise – Licensed – Supported

Best Practices How do other customers use UDOs?


Examples

Sourcing Project Request

Project Request:

• Simple project request form

• Can be used for customers where projects are “administered” by a power user.

• End users can create simple request

• Purchasing department can kick off initial sourcing opportunity


Examples

Supplier Request Form

Supplier Request Form

• Before starting business with a new supplier, a risk analysis based on customer needs can be performed.

• Sample data to capture: • Financial Risk • Operational Risk


Examples

Supplier Survey

Surveys: Customers sometimes want to invite suppliers (external) or project team members (internal) to respond to surveys about certain aspects of the Sourcing project (Project setup, RFx, Auction, etc).


Examples

Mass Document Change

Mass Change: You can use UDOs to make mass changes to business documents. This must be enabled through Scripting. • Contract Mass Change allows Contract

Managers to handle all of their impending contract expirations in a single step. It lists all upcoming expirations and allows them to be renewed, allowed to expire, or something else.

• Project Mass Changes are a way to allow a Buyer to see all current projects and provide weekly updates to the Projects en masse. The Buyers are expected to do this at least weekly.

• Mass Collaborator Change is a way to allow the Business User to mass change collaborators in a business document.


Other Examples

Non-Disclosure Agreements • Customer who would like NDA separate from Master

Agreements

Self-Service Work • Customers with business users responsible for simple

contracts • This template enables the user to complete the contract

negotiation outside of Contract Management

Category Strategy • Customer can create a custom form to maintain a

category strategy

Configuration How to enable UDOs?


User-Defined Object Overview Steps

• Enable userdefined.bizdoc document properties as system user.

• Enable user access to all user-defined business document properties.

• Create document security template. • Create configurable phase definition, if required,

and document type. • Adjust default look of UDOs via Localized

Resources.


User-Defined Objects Enabling Step 1

• Login as the system user to enable the appropriate properties, e.g.: • userdefined.enable.buy • userdefined.bizdoc1.enable.buy

• Set the property values to TRUE in Edit mode.


User-Defined Objects Results of Enabling UDO 1

The Enterprise user can see the UDO in the Setup section: • Login as Enterprise. • Click Setup Document Setup User Defined BizDoc 1. • Ensure that System Administrator also has access to Document Setup.


User-Defined Objects Enabling Step 2

• Login as a System Administrator (a regular user with System Administrator rights /security profile).

• Enable access to the UDO by modifying the appropriate Access Rights: • User Defined BizDoc 1 • User Defined Phase Config Defn 1 • User Defined DocType 1


Results of Enabled UDO 1 Normal User View

• Login as normal buyer user. • Security rights: Purchaser. • Go to Document Setup to see UDOs:

• User Defined BizDoc 1 • User Defined Phase Confg Defn 1


Create a Document Security Template for the New Object

Do NOT skip this step. If you do, anything created will not give the document creators access by default.


Step 1: Master Data in Value List Types

• Make sure that the User Defined Phase 1 has values added. • As an example, add the phase values:

• New • Completed • Assigned

• If values can’t be found by the Object Picker, create the values as Localized resources.

Create Configurable Phases (optional) Step 1: Add Master Data to Value List Types


Create Configurable Phases (optional) Step 2: Add VLV Values to Appropriate Type

Step 2: Value List Values added to User Defined Phase 1

• Phases are now available in the created User Defined Phase Master Data.


Create Configurable Phases (optional) Step 3: Configurable Phase Definition

Step 3: Configurable Phase Definition

• Add the Phases created in Master Data to User Defined Phase Config Defn 1. • Add all phases and click OK.


Create a Document Type

This is your chance to enable / disable all the basic footprint and functionality of the UDO.

You can also assign Configurable Phase definitions and numbering tables.


Default Look of UDO 1

Without any changes in the localized resources, this will be the default look.


Localized Resources for UDO Locate with Modified Search

Find the localized resources by searching for “User Defined BizDoc 1”. Export all localized resources into a spreadsheet to modify.


Localized Resources

Modify and Save as CSV

Download the spreadsheet. Change the default values to the required custom values. Save it as .csv for upload. Import the sheet.


User-Defined Objects After Modifying Localized Resources

After modifying all Localized Resources, the labels will show Custom Forms.


User-Defined Objects Request Form

The resulting “Request Form” will include all tabs and fields as configured.


User-Defined Objects ID for Request Form

When searching for the created User Defined Document Type, i.e., Request Form, the ID–Column number seems rather random.

Numbering table needs to be adjusted.


User-Defined Objects Create a Numbering Table for Your Request Form

Numbering tables are highly configurable in terms of ID format. The expected result of this one is UD_RF followed by 10 digits.

Adjust these as needed. Be aware that making the sequence too small will limit the number of unique keys.

Most numbering tables use Date tokens as a prefix to change the sequence annually.


User-Defined Objects New Request Form with Fixed Numbering Table


Summary

UDO Configuration & Setup

Create a Type to establish baseline functionality and footprint.

Create a Numbering Table and assign to your type.

Add Workflow capabilities (as needed).

Determine layout and content.

Create and position extensions as required.

Create Template(s) as needed.

Configure and Create Configurable Phase Definition.

Thank You!

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