SAP Exchange Connector - for your e-mail automation

Mailcenter Add-on

Exchange Connector for SAP

Automatic Incoming processing of e-mails.

Email Automation – It’s that easy to load emails directly from Exchange into the SAP system.

  • Automated further processing of incoming e-mails
  • Automatic transaction creation
  • Central, transparent storage
  • Quick ability to provide information to business partners

Free consulting

MailCenter Exchange Connector for SAP

That’s how easy it is to load e-mails directly from Exchange into the SAP system.

The MailCenter Exchange Connector connects Microsoft Exchange to your SAP. MailCenter Exchange Connector loads e-mails for specific mailboxes from Exchange and processes them directly in SAP. Are you looking for automated processes? Do you want to drive digitization in your company? Then automate and optimize your processes by processing incoming e-mails as automatically as possible in SAP and triggering follow-up processes.

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Application Examples – Connecting Exchange to the SAP ERP System

Email archiving and tracking

Emails sent or received via Exchange can be archived and tracked in the ERP system in connection with relevant business transactions, such as customer inquiries or orders.

Automated invoice processing

Automatically capture invoices: Incoming invoices can be received by email and automatically inserted into the ERP system for further processing. This reduces manual input errors and speeds up the invoice processing process.

Automated creation of processes

The incoming e-mail triggers an automatic transaction creation in SAP, such as the creation of a service order.

Etc

FAQ – SAP Exchange Connector

An Exchange Connector is a software component or service that acts as an interface between different systems and Microsoft Exchange Server. It enables the communication and exchange of e-mails (possibly also calendar data and contacts) and other information between Exchange Server and other systems.

Exchange Connectors are often used to establish integration between Exchange Server and external systems such as ERP, CRM (Customer Relationship Management), help desk tools, or workflow systems. They facilitate the flow of data and synchronization between the different systems to enable seamless communication and collaboration.

Depending on your requirements and supported protocols, Exchange connectors can be implemented in different ways. Some connectors use standardized protocols such as Internet Message Access Protocol (IMAP) or Simple Mail Transfer Protocol (SMTP), while others use specific interfaces or APIs provided by their respective systems.

Exchange Connectors play an important role in integrating Exchange Server into an existing IT infrastructure and enabling collaboration between different systems and platforms. They offer flexibility and expanded opportunities for information exchange and collaboration within companies.

Synchronization – Request e-mails from the SAP component of the MailCenter Exchange Connector to Exchange. Sap MailCenter configures which mailboxes the Exchange Connector should access. Access is therefore focused on specific mailboxes, for example service@domain.com. The Exchange Connector can also handle shared mailboxes. Also on the Microsoft Exchange Server you can restrict which mailbox the MailCenter Exchange Connector is allowed to access.

Transfer – The Exchange Connector transmits the e-mails from Exchange to SAP. The application retrieves the e-mails from the respective mailboxes and transfers them to the SAP system. The connector can query any number of mailboxes. The download frequency can be set in SAP up to 1 x per minute. For performance reasons, a good compromise between timeliness and system load should be found.

Processing – Processing of the e-mail in SAP, such as creating a service message. The data from the e-mail is used to determine THE SAP data such as business partner or transaction. The complete e-mail can be stored to any object via ArchivLink. Customer-specific adjustments are possible using Business Add-In (BAdI).

Completion – SAP instructs the Exchange to archive the mail. It sends configuration parameters and the information on how to archive. Adjustable scenarios for completion in Exchange are delete, move to folder (specifying folder), marking as read and marking with user-defined flags (e.B. SAPRead). The archiving types in detail are:

  • MoveToFolder: The FolderName parameter must also be specified. A subdirectory can also be specified (e.g. “MailCenterArchive2022”)
  • Delete: The email is deleted.
  • SetRead: The email is marked as read. When searching for new mails, mails that are marked as read are ignored.
  • SetFlag: The tracking flag is set. When searching for new emails, emails with tracking are ignored.
  • SetCategory: The parameter “Categorie” must also be passed. When searching for new mails, emails with the defined category are ignored.

Effective responses to customer service emails are an important factor in dealing with customer concerns. The aim is to continuously ensure compliance with customer-friendly response times. Because the good customer experience ensures long-term customer loyalty. As the number of customer inquiries received by email continues to increase, so does the challenge of email management. Requests are quickly lost in full mailboxes, and manually distributing and processing emails is error-prone, making it difficult to meet fast response time requirements. This problem can be solved by focusing on intelligent automated email management. The SAP Exchange Connector can make an important contribution to this.

  • The incoming e-mail is immediately stored in the archive for the SAP transaction
  • The automatic business partner recognition and the central storage of e-mails for SAP documents ensure a complete and always transparent communication history
  • Time savings through automatic assignment of e-mails to business partners or processes
  • Save time by eliminating the need to search for emails in Outlook
  • Fast information ability through customer-related e-mail overview when called by the customer
  • No complicated setup of the SMTP configuration and SAP profile parameters (transaction RZ10) necessary.

With the SAP add-on, many companies experience a significant simplification of their processes. This improves and accelerates your business. Convince yourself of the advantages of this SAP Outlook integration as part of a live product demo. Please contact us today.

Scope of the solution

The software is available for multiple versions of Microsoft Office.
The application is also available in German and English.
In addition to the provision of the programs, we take over the initial setup.

In any case, the program is easy and quick to implement.
You don’t need any other hardware or software.

Turn your SAP ERP into a digital post office.

Services

  • Setup & Instruction
  • Installation of SAP component via the Transport Management System
  • Technical implementation of web service reception in SAP ERP
  • Introduction to configuration and functions in Microsoft
  • Accompaniment Test & Production Documentation
  • Service & Support Hotline, Helpdesk and Portal

Implementation – Quick setup of the integration through standardized procedure

The SAP configuration is based on the standardized project roadmap. For this purpose, we determine your requirements at the start of the project with the help of a predefined list of questions. The transports are then imported and the test system and client are configured. In doing so, we adapt the product exactly to your needs. Finally, you will receive the briefing. This standardized approach speeds up implementation and conserve your resources.

You will also receive documentation of the technical settings and one regarding the application. Finally, selected key users check the correct setup of the application. At this stage, our consultants will provide you with advice and assistance. During the production start and operation phase, you will receive support from our support.

In addition, our service support ensures the smooth operation of the SAP expansion in your company. In addition, we provide you with regularly updated program versions via our customer portal. For this purpose, you as a customer will have access to the Download area MailCenter. There you will find all documents and documents as well as updates to the program.

Technology

System requirement

Product versions from:

  • EHP2 FOR SAP ERP 6.0
  • SAP ERP 6.0
  • SAP NETWEAVER 7.4

Software component versions from:

  • MESERP | MailCenter | Release 22-08 (08/2022)
  • Also for SAP S/4HANA – from SAP S/4HANA ON-PREMISE 1511

Technical Data

  • Component SAP server with ABAP and ABAP Objects
  • SAP Web Service Infrastructure
  • For SAP ERP and S/4 (not suitable for CRM and cloud solutions)
  • No settings required for input in the SCOT

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