Using Key-User In-App Extensibility to Customize Output Management Templates

SAP S/4HANA Output Control is the central framework used by business applications in SAP S/4HANA Cloud to manage various output types. When a document is generated, the system uses output parameter determination to automatically identify the correct output channels, recipients, and form templates in the background.

Use the Output Parameter Determination app to modify standard output settings. For example, you can replace a default master form template with a custom version. The app uses decision tables to maintain business rules that determine:

• What content to output
• Who the recipients are
• Which communication channel to use
• The visual appearance of the output

Forms and master forms define the structure and layout of the output. Adobe Document Services then generates the actual documents from these forms. Documents can be distributed through the following channels:

• PRINT
• EMAIL
• EDI (Electronic Data Interchange)

For more information, see Adobe Document Services Configuration in the SAP Help Portal.

Previewing a PDF form in Adobe Reader is considered an "ad-hoc" print. You can also send a previewed document to a local printer within your company network. Since cloud systems cannot connect directly to local network printers, you must set up a communication arrangement to establish this connection.

To define the destination for a document, use the Maintain Print Queues app to create a print queue that represents the local printer. Additional details are available in the SAP Help Portal.

SAP S/4HANA Cloud includes pre-loaded standard templates for business processes that require forms or emails. For example, when a sales representative releases a sales order, the system automatically determines that the document should be emailed to the customer.

The system generates a PDF file based on the form template specified in the output parameter determination settings and sends it as an attachment. If the transmission is successful, the email status changes to Sent in the Display Email Transmissions monitoring app.

One member of the implementation team should manage the end-to-end setup for the Output Management (1LQ) business process. This process provides setup instructions and test scripts for:

• Configuring printers and email services
• Defining output determination parameters and channels
• Applying corporate branding (logos, headers, and footers) to master form templates

While the Output Management (1LQ) process also covers individual form and email templates, these should be managed by the Line of Business (LoB) configuration expert responsible for the specific business process.

To identify which forms are used across different LoBs, refer to the Forms accelerator in SAP Signavio Process Navigator. You can find it under SAP Best Practices for SAP S/4HANA Cloud Public Edition → Accelerators→Reference→Forms.

Standard email templates in the Maintain Email Templates app contain fixed content (such as disclaimers) and variable parts (such as the recipient's name). To customize a template, copy the standard version and edit the copy. This is useful for creating language-specific variants for global rollouts.

After creating or editing a custom email template, you must assign it to the relevant business process. Learn more about assigning custom email templates to a business process.

Use the Monitor Email Transmissions app to track delivery and troubleshoot errors.

You can also use this app to send test emails to verify that outbound communication is working correctly.

Use the Manage Logos app to upload, edit, or delete company logos for your master form templates. The app also shows which master forms are currently using a specific logo.

Use the Manage Texts app to maintain standard texts, such as company headers or footers with address details. The app tracks which master forms reference these texts.

There are three types of form templates:

• Master forms define the general page layout (size, orientation, logo placement). They contain placeholders for logos, sender addresses, and footers that are filled dynamically during output determination. Learn more about editing master form templates.
• Application forms provide the specific business content. They reference a layout variant from a master form and populate it with application data. Learn more about editing application form templates.
• Standalone forms combine layout and content in a single template without using a master page.

Standard templates in the Maintain Form Templates app include translations for relevant countries. To edit a template, copy the standard version and download it in the original language. Templates are available in two formats:

• XDP (XML Data Package): An XML-based format for PDF that preserves all information during transformation. Open these in Adobe Livecycle Designer to change formatting and text. You can download this tool via the Install Additional Software app.
• XSD (XML Schema Description): A plain-text format that can be opened in any text editor. Use this if you only need to make text changes and do not have Adobe Livecycle Designer.

Once a custom form template is ready, assign it to the appropriate business process. Learn more about assigning custom form templates to a business process.