SAP Business One How To: Live Collaboration Chat Feature

Published on 2nd October, 2017 in SAP Business One by Andrea Vermurlen

With the release of SAP Business One version 9.2 PL 06, the Live Collaboration feature was introduced. This new feature allows users in SAP B1 to communicate with each other in real time via a built-in messaging system. Live Collaboration enhances the user experience and even allows a user to send links to documents within SAP B1.

Activating Live Collaboration in SAP Business One 9.2 PL 06

The prerequisites to using the Live Collaboration feature are listed below:
1. Be sure to install Job Service during your organization’s upgrade to Patch Level 06.
2. Navigate to Administration>System Initialization>General Settings and click on the Services tab.

SAP B1 Live Collaboration Display full image

Using Live Collaboration: A Business Scenario

Why would someone use Live Collaboration? Imagine your organization requires a user in the Purchasing department to gain approval of purchase requests greater than $250 before the document can be added to the system. James has an urgent need to add a purchase request and needs Jayson’s approval.

James adds a purchase request which is saved in draft mode until Jayson approves it.

SAP Business One Live Collaboration Example Display full image

He adds a note in the “Remarks” field of the Request for Document Generation screen to state the urgency of the request.

SAP Business One chat feature Display full image

James clicks on the Live Collaboration icon in the toolbar to open the chat feature.

SAP Business One Live Collaboration icon Display full image

James finds Jayson in the User List screen and clicks Jayson’s name to begin a conversation.

SAP Business One Live Collaboration User List Display full image

James wants to send Jayson a link to the Purchase Request document to speed up the approval so he clicks “Share Data” and chooses the Purchase Request draft that is awaiting Jayson’s approval.

SAP Business One Live Collaboration Conversation Window Display full image

If he wanted to, James can even add an additional SAP user to the conversation with Jayson by clicking the "+"  button in the upper right corner of the conversation window.  But for now, the message was sent just to Jayson.

Meanwhile, at Jayson's computer....An incoming chat message is indicated by a flashing message icon in the Live Collaboration users list. Jayson sees the chat icon blinking in his conversation window and clicks on it to receive the incoming chat from James.

SAP B1 Live Collaboration Incoming Chat Notice Display full image

Jayson clicks on the link to open the document, reviews the purchase request, and right-clicks in the header area of the purchase request to access the “Approval Status Report”. From here, Jayson can approve the purchase request and reply in the Live Collaboration window to James to him know the request has been approved. James then adds the purchase request.

SAP Business One Purchase Request Approval Example Display full image

For more information about SAP Business One Live Collaboration Feature

Thanks Kristin Berch, certified SAP Business One Implementation Consultant at Aether for this article.  This is a quick example of a business scenario using the Live Collaboration feature in SAP Business One 9.2 PL 06.  If you need help upgrading to version 9.2, or making use of the features within SAP Business One contact us at sales@aetherconsulting.com.

Andrea Vermurlen, Marketing & Sales, Aether Consulting

Andrea handles marketing and sales for Aether Consulting.