Leverage Dynamic Actions

to Streamline HR Data
Entry and Improve
Information Flow
Julie DeLaTorre
Symphony Management Consulting
2009 Wellesley Information Services. All rights reserved.

In This Session ...

What dynamic actions are and how they can improve data entry
accuracy, drive workflow, and streamline infotype and personnel
action maintenance in SAP ERP HCM
How to cut through the complexity of the configuration to get an
overview of how dynamic actions work and see examples of their
most common uses in SAP
S ERP HCM
C

What Well Cover

What are dynamic actions and how are they created?

Plausibility checks and how they are used
A t
Automatic
ti mailil functionality
f ti lit
Troubleshooting tips and common mistakes
Demo
Wrap-up

What Are Dynamic Actions?

Dynamic actions are functions that allow you to manipulate

infotypes, or fields within infotypes, within an action

For each action, you can determine whether it is always carried

out when you change an infotype or subtype, or whether it is only
carried out when a certain field is changed

You can also

Y
l ddetermine
t
i whether
h th th
the iinfotype
f t
in
i question
ti is
i tto b
be
created, changed, deleted, or created in the background

What Are Dynamic Actions? (cont.)

You can specify default values for an infotype that is to be created

This is frequently used with Infotype 0041 Date Specifications
and Infotype 0019 Monitoring of Dates

Finally, once certain conditions are met, you can have an email
sent either to an SAP mail address or an external address
This is a sort of workflow without having to have SAP Workflow
i l
implemented
t d

How a Dynamic Action Is Created: Infotype (IType)

Menu Path:
IMG Personnel Management Personnel Administration Customizing
Procedures Dynamic Actions

IType This
IT
Thi iis the
th iinfotype
f t
where
h you wantt th
the ddynamic
i action
ti tto ttake
k place;
l
after the infotype is saved, the dynamic action will be activated
Example: If you want Infotype 0207 (residence tax area) to be created and
i
inserted
t d after
ft IInfotype
f t
0006
0006, th
then you would
ld enter
t 0006 iin thi
this fifield
ld
If you want to insert a default value into an infotype, that same infotype
would go in this field as well

How a Dynamic Action Is Created: Subtype (STy.)

STy. If you want to further specify a subtype of an infotype, you

would enter that subtype in this field. In this example, a 1 has
b
been
entered
t d ffor Subtype
S bt
1 ((permanentt residence).
id
)

How a Dynamic Action Is Created: Field N

Field N This field is used when you want something to happen

when a change is made to a particular field. You would enter that
fi ld name iin thi
field
this column.
l
If, for example, when the state changes on someones address
yp , yyou then want the residence tax infotype
yp to be created
infotype,
7

How a Dynamic Action Is Created: Function Code (FC)

FC This field is the function code field and it signifies when a dynamic action should
be carried out. Available values:

00 Independent of current function carried out 08 Delete

02 Change
Ch
10 Change
Ch
and
d Delete
D l t
04 Create
12 Create and Delete
06 Create and Change
f

So for example, if you entered an 06 in this field, anytime the specified infotype
is created or changed, the actions will be carried out
8

How a Dynamic Action Is Created: Number (No)

No This is just a sequential number of the actions

f

When numbering
g yyour dynamic
y
actions, make sure to skip
p at
least a couple of numbers between each sequential number
so as to allow for additional lines to be added later

How a Dynamic Action Is Created: Step Indicator (S)

S Step indicator field. It tells the system what action you are going to take.
The following actions are available:

P
I
W
V
F
M

Checkk conditions
Ch
diti
Maintain infotype record
Set default values
R f
References
another
th step
t
Call routine
Send mail

Any other entry besides the above will create a comment line
10

How a Dynamic Action Is Created: Variable Function Part

Variable function part The variable function part is where you

enter your pseudo-code (logical expressions) to tell the system
what you want to happen with this dynamic action. What you enter
here largely depends on what function you are trying to perform
(e g plausibility check
(e.g.,
check, call program
program, default data
data, etc.).
etc )

11

What Well Cover

What are dynamic actions and how are they created?

Plausibility checks and how they are used
A t
Automatic
ti mailil functionality
f ti lit
Troubleshooting tips and common mistakes
Demo
Wrap-up

12

Plausibility Checks: Overview

Plausibility checks allow you to check for certain conditions when

performing a dynamic action
The following comparison operators are supported:

=
equal to

<
less than

<= less than or equal to

>
greater than

>= greater than or equal to

<> not equal to

13

Using a Plausibility Checks

To use a plausibility check, enter P in the Step Indicator field (S)

SAP will read the first p

plausibilityy check,, if untrue,, it will skip
p the
following commands until it comes to the next plausibility check

14

Plausibility Checks: Entering the Conditions

Conditions are entered in the variable function area

Enter the full technical field name of the field you are checking,
and then one of the comparison operators
Make sure the value is enclosed in single quotes
Multiple checks to be ORd are indicated by using /X at the
end
d off the
th statement
t t
t
f If no /X is used, the system will assume it is an AND
condition

15

Plausibility Checks: Examples

Some examples using AND or OR plausibility checks

Create an Infotype 0041 for the US, only during a hiring action

Create an Infotype
yp 0041 for the US or Mexico onlyy during
ga
hiring action

16

Plausibility Checks: Examples (cont.)

Notice that at the end of the second line including the OR

statement, you still need to include the OR operator; otherwise,
the system will read that line as an AND statement and your
operation will not work properly

17

What Well Cover

What are dynamic actions and how are they created?

Plausibility checks and how they are used
A t
Automatic
ti mailil functionality
f ti lit
Troubleshooting tips and common mistakes
Demo
Wrap-up

18

Developing Automatic Mail Functionality: IType

The automatic mail functionality is developed using a

combination of features and dynamic actions
The first thing to do is create the dynamic action:

SPRO Personnel Management Personnel Administration

Customizing Procedures Dynamic Actions

IType: Enter the infotype where you want the dynamic action to
t k place
take
l
(for
(f thi
this example
l we are using
i IInfotype
f t
0002)

19

Developing Automatic Mail Functionality: STy. and Field N

STy. Enter the subtype, if necessary, to further define

where you want the dynamic action to take place

Field N Enter a Field Name,

Name if necessary,
necessary where you want to
further define the dynamic action

For this example, we are using FATXT (marital status)

because whenever the marital status field is changed, we
want the dynamic action to be activated

20

Developing Automatic Mail Functionality: FC and No

FC This is where you determine under what conditions

the dynamic action will be created (when the infotype is
created, changed, deleted, etc.). In this case, we are
using created and changed.

No This is a sequential number of the line

21

Developing Automatic Mail Functionality: Step and Function

S Step indicator field; for the mail function, it will always

be M (for mail)

Variable function p
part This is where yyou enter yyour
logical expression. In the case of Mail, you enter the
feature to be called, which is M0001. (We will explain
features in more detail on the next slide.)
22

Automatic Mail Functionality: Feature Maintenance

Features are decision trees that allow you to assign default values
for a field
Transaction PE03
Menu SAP Easy Access Human Resources Time
Management Administration Tools Maintain Features
The first feature to maintain is M0001 Parameter settings for
mail on change to infotype record (which is the one we called in
the dynamic action)
This feature enables you to control who is sent a mail, the text
sent, and the p
processing
g type
yp used

23

Automatic Mail Functionality: Feature Maintenance (cont.)

When you first go into the feature, youll see that you have to first
make a decision on whether this is going to be used on
Employees (Master Data), which are TCLAS A, or Applicants,
which are TCLAS B
For this demonstration, we will be using only employees, but
applicant data would be configured in the same way

24

Automatic Mail Functionality: Feature Maintenance (cont.)

The second decision is on infotype. You can send mail for any
infotype that is created or changed.
You will, however, have to put in a complete set of decisions for
each infotype
f
for
f which you want to send mail

25

Automatic Mail Functionality: Attributes

The return matrix of the feature has the following form: XXXXX
ZZZZZ
XXXXX being the mail attribute being used
ZZZZZ being the value

26

Automatic Mail Functionality: Available Attributes

IDTXT This is the name of the standard text that you have
created to be sent to the recipient
The next three attributes are only used if you want mail to be sent
to one of the administrators listed on Infotype 0001 (PersAdmin,
Time, PayrAdmin)
RECV1 PersAdmin
RECV2 Time
RECV3 PayrAdmin
P Ad i
The value would be the user name contained in the Administrator
table (T526)

27

Automatic Mail Functionality: Available Attributes (cont.)

SUBTY This attribute is used if you want the employee whose

data is changed to receive an email. The return value is the
subtype from Infotype 0105 that stores the employees
employee s email
address.
OUTBX This attribute is used if you want a copy of the mail to be
in the senders SAP
S outbox. The return value is X to have mail
sent.
DISTR This attribute is used if you want to access a distribution
list that is stored in the general folders in SAP Office (transaction
SO04) this is necessary if you want to send the mail to an email
outside
t id off SAP.
SAP The
Th return
t
value
l is
i X to
t use th
the distribution
di t ib ti list.
li t

28

Automatic Mail Functionality: Available Attributes (cont.)

NAME1 The return value for this attribute is RCIEV, which is

another feature. You can only use this attribute if the infotype
triggering the mail is not Infotype 0001. Feature RCIEV will allow
you to define distribution lists and recipients.
If the infotype that is triggering the mail is Infotype 0001, then you
can specify
f which feature
f
will be read using the new data
contained in Infotype 0001 (meaning the data contained in IT0001
has been changed
g after the mail was sent)) in this case,, use
attribute NAME2, return value RCNEW.

29

Automatic Mail Functionality: Available Attributes (cont.)

And you can specify which feature will be read using the old data
contained in Infotype 0001 (meaning the data prior to changing
the infotype record that triggered the mail will be read) use
attribute NAME3, return value RCOLD
Remember, if you are using one of the three attributes discussed
(S
(SUBTY,
OUTBX,
O
and DISTR),
S ) you will also need to maintain the
corresponding feature

30

Defining a Distribution List or Mail Address

Features RCIEV, RCNEW, and RCOLD

The return matrices of the above features are all the same and
have the following form: X-VVVVVVVV
X VVVVVVVV
f X = either M for mail or V for distribution list
f VVVVVVVV = eight
eight-digit
digit valid mailing name or distribution list
which is stored in a shared folder in SAP Office (transaction
SO04)
Remember: The decision of which feature to use depends
p what infotype
yp will be triggering
gg
g the mail if
upon
Infotype 0001, then it will be RCNEW or RCOLD,
otherwise, it will be RCIEV

31

Creating a Distribution List

SAP Office Workplace

Transaction SBWP
Cli k on the
Click
th Distribution
Di t ib ti Li
Listt bbutton
tt or follow
f ll menu path
th
Environment Distribution Lists

Make sure shared

shared distribution list
list is selected in the type

A private distribution list will only be available under your ID

32

Creating a Distribution List (cont.)

Click CREATE

Enter the short name (eight digits) and the long text for
the distribution list title
You will also need to select a folder that should hold this
distribution list

You may have to create one

33

Creating a Distribution List (cont.)

Click SAVE

You will now see yyour distribution list listed at the

bottom of the screen
Click on it to select it, then click the CHANGE button to
open it and enter the email addresses

34

Creating a Distribution List (cont.)

You can now add as many email addresses as you want

to have in this distribution list
Make sure in the Recip.type
p yp field yyou select internet
address if you are entering an outside email address
Click the SAVE button when through
g
35

What Well Cover

What are dynamic actions and how are they created?

Plausibility checks and how they are used
A t
Automatic
ti mailil functionality
f ti lit
Troubleshooting tips and common mistakes
Demo
Wrap-up

36

Troubleshooting Tips and Common Mistakes

When working with dynamic actions you must be sure you have
no typos; your spelling must be exact as well as your field names
Use dates in the form YYYYMMDD
YYYYMMDD
Enter letters in all upper case
Make sure to always enter leading zeroes or spaces
You also want to make sure you have the correct syntax
There should be no spaces between field names or variables
within your statement. For example:
f T001P-MOLGA=10
correct
f T001P-MOLGA
T001P MOLGA =10
10 incorrect
i
t
f T001P-MOLGA = 10
incorrect

37

Troubleshooting Tips and Common Mistakes (cont.)

In I (Maintain Infotype) actions, enter a comma between each of

the selection criteria
The formula for entering commas is this:
f Operation,infotype,subtype,object ID,start date,end date
f Therefore, regardless of whether you enter all these
components or not, you still need to enter the commas
For example (a common entry):
INS,41,,,(P0000-BEGDA),(P0000-ENDDA)
If you do
d nott add
dd one off the
th commas, your statement
t t
t will
ill nott
be correct!

38

Troubleshooting Tips and Common Mistakes (cont.)

Also notice that you need to have single quotes around constants,
such as 10, except when using subtypes or wage types
For example,
example if you wanted to insert Infotype 19 Subtype 01
01,
you would enter: INS,19,01 (no spaces after each comma)

39

Troubleshooting Tips and Common Mistakes (cont.)

When creating an I (Maintain Infotype) statement, you need to put

brackets around the field names
A great table reference comes from an article by Rehan Zaidi in
the HR Expert Volume 1 Issue 4 edition. It shows when to use
brackets, and when to use single quotes around constants.

40

Troubleshooting Tips and Common Mistakes:

ANDs and ORs

Common error:
When creating consecutive OR statements, you must follow
each statement by adding /X
/X at the end
end, EVEN on the very
last statement that is not going to be followed by an OR
statement
For example:

T001P-MOLGA=10/X
T001P-MOLGA=04/X
T001P-MOLGA=
04 /X
INS,0019,01

CORRECT

T001P-MOLGA=10/X
T001P
MOLGA 10/X
T001P-MOLGA=04
INS,0019,01

INCORRECT

41

Troubleshooting Tips and Common Mistakes

Something useful for me when I am going to create a detailed

dynamic action is to first create it within Microsoft Excel, look it
over for typos and correct syntax before transferring it to SAP
Also keep in mind, if you have multiple dynamic actions going to
diff
different
t distribution
di t ib ti lists,
li t you will
ill needd to
t copy the
th M0001 feature
f t
and create a new one for each new distribution list that you want
to use

42

What Well Cover

What are dynamic actions and how are they created?

Plausibility checks and how they are used
A t
Automatic
ti mailil functionality
f ti lit
Troubleshooting tips and common mistakes
Demo
Wrap-up

43

Demo: Dynamic Actions

44

Process Feature M0001

45

SAP Easy Access Add Technical Names

46

SAP Easy Access Add Technical Names

47

Maintain Master Data

48

Change Actions Look Up Action Type Field

49

Change Actions Look up Action Type Field Name

50

View Help Screen for Field

51

View Technical Information

52

Execute Dynamic Actions

53

Change View Dynamic Actions

54

New Entries Screen for Dynamic Actions

55

New Entries Screen for Dynamic Actions (cont.)

56

Feature: M0001

57

Feature: M0001 (cont.)

(Transaction - S010)

58

Access to SAP Workplace

59

Business Workplace

60

Create Distribution List

61

Create Distribution List (cont.)

62

Create Distribution List (cont.)

63

Create Distribution List (cont.)

64

Feature: RCNEW

65

Feature: RCNEW (cont.)

66

IMG: Define Administrator

67

Administrators

68

Feature: M0001

(Transaction - S010)

69

SAP Easy Access: Execute Actions

70

Personnel Actions

71

Actions Infotype

72

Org Assignment Infotype

73

Personnel Actions

74

Execute SAP Workplace

75

Business Workplace

76

Business Workplace (cont.)

77

SAP Easy Access

78

Maintain Tables

79

Dynamic Action Table

80

SAP Easy Access Screen

81

Maintain Master Data

82

List Actions View

83

Maintain Master Data

84

Maintain Master Data (cont.)

85

Maintain Master Data (cont.)

86

Personnel Actions

87

Copy Actions

88

Change Organizational Assignment

89

Change Personal Data

90

Create Addresses

91

Personnel Actions

92

Maintain Master Data

93

Change Date Specifications

94

What Well Cover

What are dynamic actions and how are they created?

Plausibility checks and how they are used
A t
Automatic
ti mailil functionality
f ti lit
Troubleshooting tips and common mistakes
Demo
Wrap-up

95

Resources

SAPNet Note with general information about dynamic actions

https://service.sap.com/~form/handler?_APP=011001079000000
00342& EVENT=REDIR& NNUM=386027 *
00342&_EVENT=REDIR&_NNUM=386027
Clay Molinari, Quick Tip: Refine Your Plausibility Checks for
Better Control of Dynamic Actions (HR Expert, November 2004).
www.hrexpertonline.com/archive//Volume_02_(2004)/Issue_09_(
November)/V2I9A6.cfm?session=d75abd0e-994b-4354-8d3b424d91cd6d2f **

* Requires login credentials to the SAP Service Marketplace

** Requires HR Expert electronic license to access full article text online
96

Resources (cont.)

Rehan Zaidi, Unleash the Power of Dynamic Actions: Tips and

Tricks to Get the Best Results (HR Expert, July 2003).
www.hrexpertonline.com/archive//Volume_01_(2003)/Issue_04_
www hrexpertonline com/archive//Volume 01 (2003)/Issue 04
(July)/V1I4A1.cfm?session=d75abd0e-994b-4354-8d3b424d91cd6d2f *

* Requires HR Expert electronic license to access full article text online

97

7 Key Points to Take Home

Map out on paper what you want the dynamic action to

accomplish before creating it
Enter it in Excel before putting into SAP to run spell check and
check for other errors
Watch out for typos and syntax errors
Be sure all features have been generated before testing mail
functionality

98

7 Key Points to Take Home (cont.)

If sending mail to a user, make sure his/her email address is set

up in Infotype 0105 Subtype 0010
Remember to include all necessary commas in your
I statements
Make sure to add comment lines within your dynamic actions to
clearly document what was done

99

Your Turn!

How to contact me:

Julie DeLaTorre
jdelatorre@symphony-consulting.com
100

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