SAP CRM 7.0 EHP1
December 2011
EnglishEnglish
CRM External List Management (C1D)
SAP AG
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SAP Best PracticesCRM External List Management (C1D): Configuration Guide

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© SAP AGPage 1 of 14

SAP Best PracticesCRM External List Management (C1D): Configuration Guide

Contents

1Purpose

2Preparation

2.1Prerequisites

3Configuration

3.1External List Management

3.1.1Defining Workflow for External List Management

3.1.2Defining List Type

3.1.3Defining List Origin

3.1.4Defining Upload File

3.1.5Maintaining Mapping Format for External Lists

© SAP AGPage 1 of 14

SAP Best PracticesCRM External List Management (C1D): Configuration Guide

CRM External List Management:Configuration Guide

1Purpose

This configuration guide provides the information you need to set up the configuration of this building block manually.

2Preparation

2.1Prerequisites

Before starting with the installation of this building block, please see the document Quick Guide to Installing SAP Best Practices for CRM.

3Configuration

3.1External List Management

Use

The business scenario External List Management provides you with a comprehensive solution to manage your external address lists to acquire new customers, increase market share, and to increase brand awareness. It encompasses the complete process of procuring external addresses, checking and preparing this data to create business partners and target groups from these address records.

3.1.1Defining Workflow for External List Management

Use

In our business scenario, the only customizing step that needs to be performed is the Implement Workflow Customizing activity.

In this activity, you perform classification, processor assignment, and event linkage for the following workflow templates.

WS14000029

This workflow template is assigned to application component CRM-MKT-EAL.

You must classify this workflow template as a General task. Processor assignment and event linkage are not necessary.

The workflow template is needed for processing the work steps in an address list. It is started directly via a start date.

This workflow template must not be changed; otherwise address list processing cannot be guaranteed.

WS14000129

This workflow template is assigned to application component CRM-MKT-EAL.

You must classify task TS14008000 of this workflow template as a General task. A processor assignment is not necessary, as the processor is specified when the work item is created. The event linkage must be activated for both events ProcessWithError and ProcessWithoutError.

This workflow template is needed in order to inform the user after the workflow for template WS14000029 has been completed. You can copy this workflow template and change the copy.

If you do not wish to be informed of this, do not perform classification and event linkage.

WS14000111

This workflow template is assigned to application component CRM-MKT-ML.

If you want to be informed of incorrect sending of mails you need to make a processor assignment for task TS14007986 of this workflow template.
This processor assignment is not needed for External List Management functionality.

The event linkage needs to be activated for event Mail Object Error (object CRM_DOCU - ERRORSENDSTATUSREACHED).
The event linkage also needs to be activated for event Call StatusErrorSetMarket (object BUS2005001 - STATUSERRORSETMARKETING), This event is created if a planned call cannot be made in IC.

In External List Management, this workflow template is needed to correct the counters for outbound contacts if an outbound contact cannot be performed.

If you do not want to correct the contact counter, do not perform the event linkage.

Procedure

  1. Access the activity using the following navigation options:

Transaction code / OOCU
SAP CRM IMG menu / Customer Relationship ManagementBasic FunctionsSAP Business WorkflowPerform Task-Specific Customizing
  1. In the Task Customizing Overview screenfor application component CRM-MKT-EAL - External List Managementclick on Assign Agents.
  2. Highlight the first workflow task CRM: Maintain Business Partner Package (WS14000029), choose Attributes(F8), select General Task and then choose Transfer (Enter).

(Alternatively, you can also assign the appropriate processor(s) directly here, but in this scenario no restrictions are needed.)

  1. Repeat these settings for workflow task CRM: Show Business Partner Package (WS14000129) (which is also a task contained in application component CRM-MKT-EAL).
  2. Choose Back (F3)and choose Activate event linking for application componentCRM-MKT-EAL - External List Management.
  3. Expand task WS 14000129.
    For event BUS20410 – ProcessWithError choose Detail view.
  4. Select a customizing request if necessary.
  5. In the dialog box select the property Event linkage activated and choose Continue (Enter).
  6. Repeat these activation steps foreventBUS20410 – ProcessWithoutError,
    then choose Back (F3).
  7. In the Task Customizing Overview screen for application component CRM-MKT-ML – Direct Mailing click on Assign Agents.
  8. Highlight the workflow task Processing incorrect contact attempts (WS14000111), choose Attributes(F8), select General Task and then choose Transfer (Enter).
  9. Choose Back (F3)and choose Activate event linkingfor application component CRM-MKT-ML – Direct Mailing.
  10. Expand task WS 14000111.
    Activate the event linkage for the following events (as described above for the events of task WS 14000129):
  • Call StatusErrorSetMarket
    (object BUS2005001 - STATUSERRORSETMARKETING)
  • Mail Object Error
    (object CRM_DOCU - ERRORSENDSTATUSREACHED)
3.1.2Defining List Type

Use

In this activity you define the possible types of your lists.

If the data in an address list is rented, the indicator is set to Rented.

Rented business partners have to be treated in a specific way in the system after upload (for example, restricted use may have to be applied).

Procedure

  1. Access the activity using the following navigation options:

Transaction code / SPRO
SAP CRM IMG menu / Customer Relationship ManagementMarketing  External List Management Define List Type
  1. Choose New Entries and maintain the following values:

Field name / User action and values
Type / Y1
Description / Customer Contacts
Rented
  1. Save your entries.
3.1.3DefiningList Origin

Use

In this activity you define the possible origins of your lists.

The values that you define here are available in the input help for the field Origin.

For each origin defined you can set the consumer indicator to determine whether general business partners or consumers are created when you generate business partners.

You can assign the origin of an identification type for the business partner.

The origin consists of a technical key and a short description. An identification type can also be assigned to the business partner.

Identification numbers (for example, social security numbers, duns numbers, etc.) can be defined in the business partner master record. Identification numbers always require an identification type.

If the provider of external address data delivers a unique identification number for each data record, it is often required that this number is filed when generating the business partners in the master data. When the origin of the business partner list is defined, the identification type for the identification number is also defined.

If no identification type is defined with the origin of the business partner list, this means that no identification number can be assigned when the business partner is generated.

Identification numbers must be mapped to the fields ORG_ID_NUMBER or PERS_ID_NUMBER in ELM's mapping tool.

Procedure

  1. Access the activity using the following navigation options:

Transaction code / SPRO
SAP CRM IMG menu / Customer Relationship ManagementMarketing  External List ManagementDefine List Origin
  1. Choose New Entries and maintain the following values:

Field name / User action and values
Origin / Y00001
Description / Trade Show
IDType
Consumer
Prio
  1. Save your entries.
3.1.4Defining Upload File

Use

In order to create business partners from external address lists, you have to create an address list with a specific file format (*.csv).

Procedure

  1. You can use the pre-defined SAP Best Practicesfile Y_External_List.csv for an exemplary business partner data upload to your CRM system, which includes some exemplary external addresses.
    You can find it viaone of the following delivery channels:
  • SAP Business All-in-One for CRM solution:
    In the language-specific sub-directories of the Misc directory of the SAP Best Practices for CRMDocumentation DVD, you can find a language specific version of the file, which you can use for your relevant language (e.g., Y_External_List_ES.csvstored in Sub-directory ESfor the Spanish version).
  • SAP CRM Rapid-Deployment Solution:
    Beingpart of a Sample Files.zipbeing attached to the central SAP note of the relevant CRM solution package (e.g., for SAP Best Practices for CRM rapid-deployment solution).
  1. If necessary, you can adapt the data according to your specific needs and save the file in .csv format.


Please take note that leading zeros are important for the input parameter value of some fields.
For example, for field Title(PERS_TITLE_KEY) a four-digit value (for example, ‘0001’ instead of ‘1’) is necessary as input parameter when uploading the business partner data to a CRM system. For field Region (PERS_REGION) a two-digit value (for example, ‘08’ instead of ‘8’) is needed.

  • When editing the .CSV file with Notepad, all leading zeros are visible and still existing after saving the file.
  • Be careful when editing the .CSV file with Excel:
    You do not see existing leading zeros for the values. After saving the file all existing leading zeros get lost.
    One possibility to prevent this behavior is to define number format “Text” for the corresponding cells.
3.1.5Maintaining Mapping Format for External Lists

Use

External List Management involves procuring external addresses, checking and preparing this data, creating business partners from these address records, using these business partners in marketing campaigns, and analyzing (reporting) the methods used. You can use the acquired data from the external address lists for various business scenarios.

In order to be able to upload an external address list directly in the CRM system and to create the business partners, you need to define the format of your mapping data first.

You use the mapping tool to maintain the mapping formats in the External List Management (ELM). You need to maintain a mapping format to map data while maintaining address lists. The address list may either be mapped directly to the SAP Business Partner structure or converted to suit this structure.

Using the mapping tool (with the SAP CRM WebClient user interface)you can:

  • Maintain the mapping format name and description.
  • Preview a row from the address list file, specify the path of the address file, specify the separator type (delimiter) from a predefined list.
  • Map the source fields to the target structure fields by choosing the Map option.
  • Maintain advance mapping rules. To do this, you can use the Add Mapping Rule option.

Procedure

  1. Enter the CRM WebClient UI with user POWER_USER and password welcome.
  2. Access the activity using one of the following navigation options:

SAP CRMWebClient menu / Marketing Create: Mapping Format
  1. On the Mapping Format: New screen enter the following values.

Optional:To maintain a mapping format description in other languages you have to logon to the CRM WebClient in the target language:

Field name / User action and values
General Data
ID / YBPELM
Mapping Format (EN) / ELM for Customer Address Data Upload
Mapping Format (DE) / ELM für Upload von Kundenadressdaten
Mapping Format (ES) / ELM para Carga de Datos de Clientes
Mapping Format (FR) / ELM pour chargement d’adresses client
Mapping Format (PT) / ELM para upload de dados de endereços de clientes
Mapping Format (RU) / ELM для загрузки адресов клиентов
Mapping Format (ZH) / 用于上载客户地址数据的ELM
Mapping Format (TR) / ELM – Müşteri Adreslerinin Yukarı Yüklemesi
Mapping Format (NL) / ELM voor uploaden adresgegevens klanten
Mapping Format (CS) / ELM pro nahrání adres zákazníků
Mapping Format (IT) / ELM per upload dei dati degli indirizzi dei clienti
Mapping Format (PL) / ELM dla załadowania danych adresowych klientów
Mapping Format (DA) / ELM for indlæsning af kundeadressedata
Mapping Format (FI) / ELM Asiakkaan perustietojen lataamiseen
Mapping Format (JA) / 得意先住所データアップロード用ELM
Mapping Format (NO) / ELM for opplast av kundeadressedata
Mapping Format (SV) / ELM för inläsning av kundadressdata
Mapping Format (HE) / עבור טעינת נתוני כתובת לקוח ELM
Mapping Format (KO) / 고객 주소 데이터 업로드를 위한 ELM
Mapping Format (HU) / ELM ügyfélcímadatbázis feltöltés
Mapping Format (RO) / ELM pentru import adrese client
Category / Addresses
  1. In area Preview, choose Select a File.
  2. In the file selection dialog select file e.g. for German:Y_External_List_DE.csv(from the directory Misc of the SAP Best Practices for CRM Documentation DVD) and choose Upload.
  3. Maintain the following data and choose Refresh:

Field name / User action and values
Preview
File Location / e.g., from the Miscdirectory of the SAP Best Practices for CRM Documentation DVD
Delimiter / Semicolon
Record Number / 1
Target Field Filter
Filter Criterion / Organization
  1. Choose Refresh.
    A preview of the first line of your uploading data is displayed in the Field Mappingtable.
  2. In table Field Mapping highlight the first position (e.g. Customer21 )
    In tableAvailable Target Fieldshighlight the correspondingtarget field Name 1 (ORG_NAME1) from the available CRM standard business partner fields.
  3. In order to assign those fieldstoeach other choose Map.
  4. Continue with the remaining fields and make the following assignments:

File Preview / Target Field (ID)
Customer21 / Name 2 (ORG_NAME1)
DE / ISO Code (ORG_COUNTRYISO)
Wiesenweg / Street (ORG_STREET)
22 / House Number (ORG_HOUSE_NO)
70173 / Postal Code (ORG_POSTL_COD1)
Stuttgart / City (ORG_CITY)
08 / Region (ORG_REGION)
071167961000 / Telephone (ORG_TELEPHONE)
07116796101 / Fax (ORG_FAX)
  1. ChooseBack.
  2. Choose Save to save your entries.
  3. Choose Edit
  4. Choose Refresh
  5. To map the Person data change the filter criterion to ‘Person’ and follow the steps 8 through 10 to map target fields for person. Below are the recommended target fields for Person.

File Preview / Target Field (ID)
Herr / Title (PERS_TITLE_KEY)
Gerd / First Name (PERS_FIRSTNAME)
Schwarz / Last Name (PERS_LASTNAME)
Wiesenweg / Street (PERS_STREET)
22 / House Number (PERS_HOUSE_NO)
70173 / Postal Code (PERS_POSTL_COD1)
Stuttgart / City (PERS_CITY)
08 / Region (PERS_REGION)
DE / ISO code (PERS_COUNTRYISO)
07116796078 / Telephone (PERS_TELEPHONE)
/ E-Mail Address (PERS_E_MAIL)

Please note, that the Title abbreviations below are only examples for languages EN and DE. Please maintain the abbreviation according to your language in which you are logged on