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save email from ms outlook into sap dms

Former Member
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we have requirment in which we have to fetch mail from user mail box (ms outlook) read the subject line which will have a set format. From the subject line we need to determine the folder in which we need to save the email and the attachments in the mail. Is is possible using dms . Do i need any addins or plug ins. We also have edms can we write some code or script in outlook to achive this. Is their ways to achive this requirment

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Answers (2)

MangeshP
Active Contributor
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Dear Soumit,

What is the business process that you are looking for to use such functionality.

Based that we can suggest some alternate solution.

Offcourse we can save mails and their attachment into SAP DMS using SAP EASYDMS.

But to achive the desired behavior, we need to check more details.

With Regards

Mangesh Pande

Former Member
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Hi Mangesh,

Sorry for the delay. we want to transfer the mail in specific folder in the outlook mail box to SAP eDMS or SAP DMS. Also we need to route the mail to a specific folder in DMS based on the subject of the mail.

MangeshP
Active Contributor
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Dear Soumit,

Here is my answer.

we want to transfer the mail in specific folder in the outlook mail box to SAP eDMS or SAP DMS.

We can achive it using SAP EasyDMS. We can transfer all Mail content Including attachments into SAP DMS. Means the user can create a DIR from SAP EDMS. The Email and its attachments are converted in a file in *.msg format and attached as original to created DIR.

But the prerequisite is user has to select the amil manually and create DIR manually from Outlook. There is no automatic transfer from Outlook. If you want automatic creation of DIR as soon as Mail arrives in a folder in out look then you will have to go for developement of integration between Ms Outlook and SAP DMS.

Also we need to route the mail to a specific folder in DMS based on the subject of the mail.

you will have to go for developement of integration between Ms Outlook and SAP DMS.

Apart from this solution my suggestion would be a user should not be provided the such automation facility. There will not be any check on the system. Sometimes Junk data will also go into SAP System.

With Regards

Mangesh Pande

Former Member
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thanks for all the help and response to the query

Here is how we finally managed to transfer mail along with attachment to SAP DMS.

1. Convert .Msg mail to .eml format using VBA macro in Outlook

2. VBA Macro will read the .eml file and pass the data to a SAP BAPI which in turn will create document in SAP DMS.

We also pass the subject of the mail which is used to create or to find  the appropriate folder in the SAP DMS

Since our requirment  was to move the mail to matched and unnatched folder on the outlook depending on the appropriate folder is found or not  we found the BAPI solution more sutiable.

Another solution can be to use the mail adaptor in SAP PI to fetch the mail for the Mail box . Once the mail is read transfer the mail detail to the SAP R/3 using ABAP proxy. Please note using this method  the email will get divided into Mail body as seperate and attachments as seperate.

The  mail body will get transferred to the ABAP proxy as the main  payload and the attachment will get transfered as attachments to the payload.

You can write a code in the Proxy call method to fetch the attachment from the main payload

Regards

Soumit.

Former Member
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Hi Can you please provide the VB script. We also have same requirement and I am not good in VB scripting.

former_member188883
Active Contributor
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Hi,

we have requirment in which we have to fetch mail from user mail box (ms outlook) read the subject line which will have a set format. From the subject line we need to determine the folder in which we need to save the email and the attachments in the mail. Is is possible using dms

Above requirement cannot be met in Standard DMS. What you can do is convert the email extract into a PDF. Then based on the content you need to create a DMS document with appropriate document type. Attach the pdf to DMS document number created.

Alternatively, If you have an excellent programmer you may automate the entire process after you generate the email into PDF.

Using .Net programming with SAP Easy DMS would be an easier option.

Regards,

Deepak Kori