Maintenance with Interactive Forms by Adobe is an extension of our SAP maintenance solution. With this, it is now possible for you to create maintenance notifications and enter confirmations via PDF. These are generated and integrated directly in SAP! This means that complicated SAP transactions and notifications by telephone or mail are no longer necessary, but an intuitive PDF with a high degree of automation is sufficient to participate in the SAP maintenance process. The following scenarios can be covered by the extension in the maintenance process:

Scenario 1: Create maintenance notification without SAP access

Employees can create a new notification using an Adobe interactive PDF form in SAP, which is created and designed according to your ideas in LifeCycle Designer. Within this form, the employees enter different data that are relevant for the SAP maintenance process. This includes, for example, contact details of the relevant person, information about the position of the machine in the factory and information about the problem. In addition, pictures can be uploaded in the form to make it easier to identify the problem.

After the Interactive form by Adobe has been filled out, it is sent directly to the SAP system by email and a new maintenance notification is created. The recipient and subject are already predefined to make the process easier for the notifier and to avoid errors. If the notification is successfully created in SAP, the employee receives a confirmation with his notification number by e-mail. An integrated error management also ensures that possible errors in the system are reported to the responsible team, who can then manually revise the notification accordingly.


The PDF is created with the LifeCycle Designer and can be equipped with any data


For the message system, the generated PDF can be edited by your employees


The contents of the PDF document are reported to the SAP system by the automatic mail dispatch.


The successful message can be seen in the message overview.

Scenario 2: Capture feedback via PDF

From now on, your employees can also use Adobe Form PDF documents in the course of order confirmation. At the beginning of the working day, the worklist for the day can be downloaded as a PDF from SAP. These orders can then be processed offline during the course of the day and information on working time, work equipment and a solution description can be noted directly in the PDF document. At the end of the working day, a synchronisation in SAP is sufficient for a successful confirmation. Afterwards, you have two options:

Either the documents are uploaded manually into your SAP system or, as already described in scenario 1, they are sent by mail to the SAP system and a confirmation is automatically created. In this way, confirmations can now also be created without an SAP user. The consideration of individual confirmations is also provided for in our extension and can be realised.

Are you interested in a maintenance solution or do you already use our Flexus solution and would like to expand it with the new function? Feel free to contact us – our colleagues will answer your questions.

 We look forward to the exchange together.

Digression: What is Adobe Interactive Forms in SAP?

Adobe Interactive Forms in SAP enables the creation of interactive forms in PDF format. The user can fill in the data directly in the form. Via upload or direct dispatch to a central SAP email address, the data is automatically processed and corresponding bookings are triggered in the SAP system.

The advantages are as follows:

  • Simple design creation of forms
  • SAP values and data can be fixed or directly stored for selection
  • Data can be recorded offline (online connection then only necessary for sending mail)
  • Existing hardware can be used
  • Central SAP user for upload


Mailmonitor as PDF download

In addition, we offer you our specially developed mail monitor. This enables you to find out about incoming mails, their processing status and their booking. This means you can see at any time which messages have been received via PDF and what processing status they are in. With a simple click, you can open the order associated with the mail as well as the corresponding PDF.

Profit from the benefits of the Mailmonitor with Adobe Forms for your SAP yard management

Filter your mail according to corresponding mail types such as the system and feedback within SAP maintenance. You are also guaranteed a status insight into relevant key figures. This status can be updated with a click. For example, you can change the status of a processed order from “in trouble” to “corrected”. . Furthermore, you can also manually load documents into the system and thus, for example, avoid upload errors in the mail dispatch.