Use of Correspondence In T&E

Question

Hi all,
Watz the use of Correspondence in T&E Management.IF it is for Notification for the attendees regarding the Events that are going to take place then how can we do that using Wizard in IMG settings.....
I couldn't understand watz Correspondence so plz gimme a reliable answer.

Answer 1

Correspondence
Use
The Correspondence function lets you output notifications for the various activities and
transactions that arise in Training and Event Management.
Features
_ You can output notifications in Training and Event Management either automatically or
manually.
You must first carry out the step Assign Notification Abbreviations and Activities [Ext.] in
Customizing for Training and Event Management.
Forms that serve as templates for the documents you want to output are assigned to the
notification abbreviations.
_ You can set up automatic output of notifications to a predefined output device or medium for
certain activities in Training and Event Management.
The output media available include printer, e-mail, fax and telex. If you do not specify an
output medium, there is no automatic output.
_ From the recipient list, you can access a print preview of the notification you want to output
(for manual output).
_ You can call the manual output function in the dynamic Attendance Menu under Attendance
_ Correspondence
When you use the manual output function, you have the additional option of downloading
documents into MS Word Form Letter.
_ Each item of correspondence output is recorded in a correspondence history that logs what
notifications are output to whom.
See also:
The documentation for the Customizing activities in Training and Event Management under Dayto-
Day Activities _ Correspondence.
Manual Output of Correspondence
Use
This function lets you manually trigger output of documents to business event attendees and
instructors in Training and Event Management.
This function supplements the automatic output function in that it lets you output documents
manually as required if errors occurred during automatic output or you require additional
documents.
Features
_ Output to any medium, for example, printer or Internet mail.
If you select a medium for manual output, you override the standard settings made in
Customizing for Training and Event Management under Define Attendee Type
Specific Output Control [Ext.].
If there is no medium set in Customizing and you do not specify one for manual
output, documents are output to printer by default.
_ Output using the Microsoft Word Standard Letter function
This function is only available with manual output.
_ Output to screen
_ Display print preview of notification
_ Display log of documents output
_ Display correspondence history for recipients
Activities
1. You access this function on the SAP Easy-Access screen under SAP Standard Menu _
Human Resources _ Training and Events _ Attendance _ Correspondence _ Manual
Output or in the Attendance Menu under Attendance _ Correspondence _ Manual Output.
2. You enter an activity and a notification abbreviation (assigned to a specific notification).
3. You select an output medium as required.
4. You specify the business event and attendees for which you want to output the notification.
5. You use the functions available on the recipient list screen (for example, print preview or
download to MS Word).
6. You trigger output.
Outputting Correspondence Manually
Procedure
1. On the SAP Easy Access screen, in the SAP Standard Menu choose Human Resources _
Training and Events _ Business Events _ Attendance _ Correspondence _ Manual
Output.
2. Enter the required activity and a notification abbreviation.
3. Choose data screen.
4. Enter the business event for which you want to output notifications.
5. Enter an attendee type where relevant.
6. Enter an attendee corresponding to the attendee type specified.
Entries 5 and 6 are optional. If you make no input, all attendees booked are
proposed as recipients.
7. Enter the number of N.N. notifications (for group attendees) you want output.
8. Choose .
List screen:
1. Select the attendees in the recipient list for whom you want to output notifications.
2. If required, change the default output medium (multiple selection possible).
3. Use the functions available on the recipient list screen, where required:
Print preview
MS Word
MS Word Standard Letter
Screen output
Display log
Display booking data
Display correspondence history
4. Choose .
Result
The notification is output to the selected output medium.
Correspondence History
Use
The Correspondence History function records the individual items of correspondence output for
activities in Training and Event Management.
If you set output to automatic, you can use the history function monitor document output.
For example, you can use the history function to report on what documents have been sent to
attendees in a given time period or if and when an attendee received definite confirmation of
registration, a cancellation notification and so on.
Features
You can request reports with the correspondence history functions from four different
perspectives:
_ From the perspective of the event type
If you enter a business event type, all documents that have been output in connection
with the business event type, such as prebooking notifications, are listed.
_ From the perspective of the event
If you enter a business event, all documents that have been output in connection with the
business event, such as confirmations of registration, are listed.
_ From the perspective of the output agent
If you enter an output agent, the report lists all documents that have been output
manually or automatically by the agent in question. For example, if a booking operation
triggered automatic output of notification to the recipients, these notifications are listed.
_ From the perspective of the recipient
If you enter a recipient, the report lists all documents that have been output to the
recipient you enter.
Within the various views, you can select data to narrow down the report's output:
_ Document recipients
_ Booking priority: you can request a report on all of the notifications output to waiting list
attendees, for example.
_ Selection period: you can specify a time period yourself or select a predefined one.
_ Output status: you can select from the following statuses:
_ No output
_ Errors during output
_ Output triggered
_ Output successful
_ Activity (logical function code).
You can start the correspondence history function from the Attendance menu. There,
you can select a business event type, an event date, or an attendee. By doing so,
you select the data for the report.
Activities
1. On the SAP Easy Access screen, in the SAP Standard Menu choose Human Resources _
Training and Events _ Correspondence _ History. The Correspondence History selection
screen appears.
2. You specify the perspective from which you want reporting carried out: event type, event,
output agent, or recipient.
3. You enter a document recipient if required.
4. You can specify the attendee group by selecting a booking priority.
5. You can specify the reporting period for the correspondence history.
6. You can select one or multiple output statuses.
7. You can specify a particular activity by selecting a function code from the list displayed.
8. Choose Execute.
The system outputs a correspondence history based on the selection criteria you specified.
Regards,
Amit
Reward all helpful replies.