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

SAP S/4HANA Output Control is the framework used by business applications in SAP S/4HANA Cloud to perform different types of output. When a document is generated, the relevant output parameters (output channels, recipients, form templates) are automatically determined in the background with output parameter determination. Use the Output Parameter Determination app if you need to make changes to the standard output settings. For example, removing the default master form template and associating a custom master form template. The app allows you to create and maintain business rules in decision tables that determine what to output, who are the receiver(s), communication channel for the output, and the look of the output.

Forms and master forms are used to structure the content and layout of the output. To create documents out of these forms, Adobe Document Services is used. Documents can be output through the channels: PRINT, EMAIL, and EDI (electronic data interchange). Learn more about Adobe Document Services Configuration in the SAP Help Portal.

For example, previewing a PDF form in Adobe Reader is considered "printing" a document on an ad-hoc basis. A previewed document could also be sent to a local printer in the customer's company network. In a cloud environment, the back-end system does not have a connection to the local printers in the customer's network, so a communication arrangement (integration) needs to be set up to establish this connection. To define the end-point where a document should be sent, a print queue needs to be set up in the Maintain Print Queues app to represent the output channel to a local printer. Additional details are described in the SAP Help Portal.

For business processes that generate form or email templates, there are already standard templates pre-loaded in the SAP S/4HANA Cloud system that are connected to the relevant business processes. For example, if a sales person creates and releases a sales order, the system determines the document should be sent by email to the customer. The system creates a PDF file using the form template defined in the output parameter determination settings, then sends the PDF as an email attachment to the customer. If no error is returned by the e-mail server, the email appears with the status Sent in the monitoring app, Display Email Transmissions.

One person on the implementation team should be identified to handle the end-to-end setup of the business process, Output Management (1LQ). This business process includes set-up instructions and a test script to address the setup of printers and email, defining output determination parameters and communication channels, and customizing master form templates with corporate branding (logo, header/footer.

Customizing individual form and email templates are also covered in the Output Management (1LQ) business process, however individual templates should be handled by the line of business (LoB) configuration expert responsible for configuring the business processes that generate these individual (application) form or email templates. There may be some overlap between forms relevant for different LoBs, so it's helpful to use the Forms accelerator document from SAP Signavio Process Navigator to identify which forms are mapped to different business processes. The Forms accelerator is located in the SAP Best Practices for SAP S/4HANA Cloud Public Edition solution scenario → Accelerators tab → Reference tab → Forms.

The standard email templates in the Maintain Email Templates app consist of fixed content (such as subject or disclaimer) and variable parts (such as the form of address). To make changes to a predelivered template, make a copy of the standard template and edit the custom template. For example, if a company is rolling out multiple countries, there may need to be language-specific variants defined for certain email templates.

If a custom email template is created, either from scratch or by copying the standard template and editing, it needs to be assigned to the relevant business process. Learn more about assigning custom email templates to a business process.

To monitor email transmissions in the event there are errors with sending email notifications to the correct receiver(s), use the Monitor Email Transitions app. Due to data protection reasons, emails in this app are deleted from the table view after 30 days. You can also send a test email to any recipient you choose using this app to verify outbound emails are successfully being sent by the system.

Use the Manage Logos app to upload, download, edit, and delete company logos that can be added to master form templates. The app also provides information about how many and which master forms use a specific logo.

Use the Manage Texts app to create, edit, and delete standard texts that can be added to master form templates. For example, a standard company header or footer with address details. The app also provides information about how many and which master forms use a specific text.

There are three types of form templates:

• Master forms define the overall layout of the pages (for example, page size and orientation, title, or logo), and contain placeholders for the content of logos, sender addresses, and footer blocks that are dynamically filled based on the output parameter determination. Learn more about editing master form templates.
• Application forms provide the business content of the output by referencing one layout variant of a master form template and adding their content to the form. Learn more about editing application form templates.
• Standalone forms do not use a master page and combine content and layout in one form template.

The standard form templates in the Maintain Form Templates app already include translations for the countries they are relevant for. To edit a form template, make a copy of the standard template and download the template in the original language. Templates can be downloaded in XDP (XML Data Package) or XSD (XML Schema Description) format:

• XDP files are intended to be an XML-based companion to PDF that allows a PDF to be transformed into XML and back to PDF without losing information. These files can be opened in Adobe Livecycle Designer to make text and formatting changes. Adobe Livecycle Designer needs to be downloaded as a desktop application through the Install Additional Software app.
• XSD files store content as plain text and therefore can be opened by any text editor program. Use this format if you do not have access to Adobe Livecycle Designer and only need to make text changes.

If a custom form template is created, either from scratch or by copying the standard template and editing, it needs to be assigned to the relevant business process. Learn more about assigning custom form templates to a business process.