Skip to Content
The frequent question that comes to my mind once I start with workflows is :  Can I configure my workitem such that it comes to my inbox? Can I execute it without logging onto my backend system? Can I send mails via email or SMS? These are the common things which keep me  puzzling? But what is the procedure to do the configuration? How can we achieve it?  And here is the answer for all your questions:  1.     This way of configuration is available with ECC 5.0 and above. 2.     Through this configuration , Workflow enables the user to be informed by e-mail or SMS about work items that require processing. 3.     Before going to the procedure, lets find out what is the need for such configuration? Where it can be used ?  What is the advantage over the earlier versions ?  A simple definition for Notification:      a)A simple text that informs the user about work items that require processing.       b)A descriptive text that includes links that enable the user to either display or execute a work item directly, or to display the workflow inbox in the Web browser.      c)A descriptive text that includes executable attachments for displaying or executing a work item directly, or for displaying the workflow inbox. Purpose : Usually, Processors (or agents) of a process step receive the corresponding work items in their universal work list (UWL) within the Portal. As an alternative to this, the system can send e-mail with link to the work item.  The recipients can then execute the work item from the e-mails. This makes sense, for example, for users for whom no universal work list has been configured in the Portal or for users who seldom call up their UWL. Configuration : 1.     Use Transaction SWNCONFIG.  Note : Maintain the corresponding views of the view cluster with appropriate entries before you proceed with configuration  View cluster  : SWN_CONFIG .Click on the first tab Business Scenario.   1. Select  Workflow as the category. Here   each category is linked to a handler. This handler is a class which is used for workflow notifications (usually, cl_swn_scenario_workflow) image 2.     Maintain the entries for handlers like user handler, notification handler and message handler. You can as well set the priority for notifications.  These options are available for configuring the user address (like default user or basic user), for handling the notifications etc depending on the category. image 3.     Then the message template can be defined as plain text or html and email or sms. The message can also configured such that it is one per notification etc. image  4.     Under subscription data, enter the delivery type,recipient type and the handler etc as shown in the screen shot below  : image      Enter * for the recipient address for the Subscription Basic Data and enter Internal SAP User for the recipient type. Under the associated Subscription Settings for the parameter SHOW_ACTION_EXECUTE_AS, enter the value LINK1 or LINK2 to enable the recipient of the e-mail to execute the work item from the e-mail.  5.     Then define the Filter Basic Data, include the workflow tasks that basically all persons involved in the process can receive, regardless of their role. Specify these tasks in the Filter Settings for the parameter TASK.   6.     When configuring the entries under Schedule Selection, include the filters that you set up.  7. Under general settings ,for the parameter :WD_HOST,  for example : enter the link inorder to open the workitem using a webdynpro application  image The link can be built in the following way   http://message server of the system: port number of the portal/webdynpro/dispatcher.  the portnumber of the portal can also be found using the function module : ‘ TH_GET_VIRT_HOST_DATA ‘,  protocol = 0 virt_idx = 0 IMPORTING hostname = ls_hostname port = ls_port.   8.You can define the sender address for notifications in the General Settings view (parameter SENDER_ADRESS_INT). If you do not enter the sender address in the general settings, you must define a sender address for the user who executes the report SWN_SELSEN.   9. The actual selection of work items or delivery of notifications is performed by the report SWN_SELSEN. To execute the report you need to schedule a corresponding job. To send notifications you must schedule a send job (transaction SCOT). Note : The user who executes the job must have authorization to send e-mails. 10.Schedule a send job (transaction SCOT).  Advantage : Compared to the administration web page, this function has additional options concerning in particular the configuration of programmed enhancements, for example.  Finally the way of customizing is really easy and offers various options to configure .Just try this out.
To report this post you need to login first.

72 Comments

You must be Logged on to comment or reply to a post.

  1. Consultant SAP Support
    Hi Saujanya – Thanks for this blog. This is exactly what we needed to be configured for our client requirements. One quick question – Can subsequent actions on work items be carried out from Outlook after the work item execution through Outlook? I felt the Extended Notifications application should only be used for basic notification of work-items purpose only. Your thoughts?
    (0) 
    1. Saujanya GN Post author
      hi Shireesh,

      yes,this is effective in case of basic notifications,but it depends on the way you configure, since there is alot to explore and try out here..

      (0) 
      1. Anonymous
        Hi  Saujanya Gutala ,
        I need small clarification regarding Extended Email notification.
        In our system Extended Email integration is working fine, showing EXECUTE WORKITEM(link to traverse Portal where workitem is there ) at the end of outlook Mail. But user is asking this EXECUTE WORKITEM in middle .

        Is it Possible, Can you show me a light regarding this requirement.

        Balaji

        (0) 
    2. Saujanya GN Post author
      hi Shireesh,

      yes,this is effective in case of basic notifications,but it depends on the way you configure, since there is alot to explore and try out here..

      (0) 
  2. Alan Rickayzen
    Hi Saujanyi,

    As you pointed out there is a simple web UI for administration but what you gain in simplicity you lose in capability so I’m glad you’ve shown this hidden (but legitimate) option.

    Best regards,
    Alan

    (0) 
    1. Saujanya GN Post author
      hi,
      thanks for your encouragement
      The customization is similar to what you do in the backend .The only difference is,instead o backend, a mail comes to your inbox with a link embedded in it.i guess this should work..but i didnt try this, but there’s an option of display of your attachments..please try and let me know
      🙂

      Regards,
      saujanya

      (0) 
  3. saurabh parikh
    Hi Saujanya,

    This is a nice blog to start with. Do you know why should i use SWN_CONFIG to receive email notifications when i can do the same things using work-item forward (RSWUWLFML2) program? what are the advantages of using this over scheduling the program RSWUWFML2?

    Thanks,
    Saurabh

    (0) 
  4. Saujanya GN Post author
    hello Saurabh,

    Swnconfig is enhanced version of RSWUWFML2.and this is available in ECC 6.0 and above.and definitely it gives more options to experiment with and easy to use.

    Regards,
    Saujanya

    (0) 
    1. Venugopal Jogi
      Saujanya,
      I am new to this Extended notification and hence am not able to follow fully what you explained in this blog. Though I understood most of it, i couldn’t figure out some of the things like Subscr.Basic Data, Subscr. Settings etc. I tried to set them as ASR_Sub** as you gave in the example, but I am getting an error

      “Entry ASR_DELIVERY_SCHEDULE   does not exist in SWN_DELSCHED – check your entry”

      So, could you tell me if there is any other material to give more explanation on these.
      This is really needed for me immediately.

      Thanks in advance
      venu

      (0) 
      1. Saujanya GN Post author
        hi Venugopal,
        asr_delivery_schedule is an example which i mentioned in the blog.And it will not exist in your system, until and unless you create one .

        for more details, you can search on help.sap.com.I would suggest instead of trying to just understand the implementation, please get to know more abt the functionality and purpose of it.That will definitely help you to understand and implement it effectively.

        Thanks for going thru my blog,

        Best Regards,
        Saujanya

        (0) 
  5. Kir Chern Loh
    Dear Saujanya,

    I read your blog with interest. In the RSWUWFML2, I am not able to add the name of the agent to the body of the message (without amending the standard code). Is SWNCONFIG able to customize the body of the message to include the agent or user name of the receipient of the notification ? If so, can you give me some pointers how to do so ? Many thanks.

    Regards
    Kir Chern

    (0) 
    1. Saujanya GN Post author
      Hello,

      I didnt try this, but i would suggest under the tab : general settings, there are various options inorder to manipulate the message text of the mail.It is also possible to add logo to the mail.
      Since there are various options in the general settings.

      Please try this…and let me know if it works.

      Best Regards,
      Saujanya

      (0) 
  6. kamal raja Elango
    hai
       can u pls explain me how to make entries in table SWN_DELSCHED. in my system this table is empty. pls help me out how to make entries in it.
    regards
    rose
    (0) 
    1. Saujanya GN Post author
      Hello,

      Goto Delivery schedule, push the button “New entries”, give any unique name inorder to identify and mention the week days and the time zone and save the entry.In this way, entries can be created in the table using the view.

      hope this helps.

      Best Regards,
      Saujanya

      (0) 
  7. Jennifer Tran
    I am new to the SAP environment.  I have been looking into how to get workitem in outlook inbox without having to logging into my backend.  Could you give me a brief explanation how does it know what login/password to use?  Thank you.
    (0) 
    1. Saujanya GN Post author
      Hello,

      Whenever you click on the webdynpro appl link, it automatically pops up and asks for user id and p/w for the backend which is configured.Or you can also configure such that it takes the SSO.

      Hope this helps.

      Best Regards,
      Saujanya

      (0) 
  8. Shahid Yaqoob
    Hi,

    Great work, I read this blog. just require little more guidance about tasks in uwl on portal.

    Would these settings work for the tasks as well – meaning as soon as the tasks arrive in uwl there will be a notification in outlook.

    Really really appreciate your quick reply!
    Thanks
    Shahid

    (0) 
      1. Shahid Yaqoob
        Thanks Saujanya,

        UWL is in portal and the configurations are done in R3. I am still not able to see any connection.
        I am little confused. Your bolg talks abour workflow in R3. We are trying to create a notification from UWL. Could you please provide more guidanece.

        Also I have comeacross a following post on sdn:
        In GP how to get work items in outlook inbox

        Thanks much
        Shahid

        (0) 
      2. Rupert Singson
        Hi Saujanya,

        Is it possible to filter the messages that will be forwarded to outlook? ex. there are 5 categories and I only need to get 1 category to my outlook inbox.

        thanks

        (0) 
        1. Saujanya GN Post author
          Hello,

          A subscription is created using a specific category.
          If your requirement is something like dynamically you wanted to pick up a specific category and filter messages accordingly, then go to subscriptions,in the recipient type maintain “Receiver Determination through handler”, here maintain the handler class : “CL_SWN_SUBSCRIPTION” (say). Add your application specific logic to filter the messages here.

          Hope this helps.

          Best Regards,
          Saujanya

          (0) 
  9. Bridget Reilly
    We currently use RSWUWFML2 to send email notifications to Outlook.  This is working fine, however there is a requirement to send items that are still in a new status and have already been sent once with RSWUWFML2.  It does not seem to pick up any items since the last time it was ran.  Does SWNCONFIG do this?
    (0) 
  10. Jennifer Tran
    Hi,

    I noticed that you created your own handler CL_HRASR00_WF_NOTIFICATION_EX in this example.  Could you tell me what TCODE you use to create a new handler.

    Thanks.

    (0) 
      1. ysr ysr
        Hi friends,

        Even though your questions are solved by yourself plz post the answers so that it will help who is facing same problem.

        ysr

        (0) 
  11. Rahul Bhasin
    Hi Saujanya,

    I have gone through your blog but still not able to clear :
    1. is it possible to send Workflow mail (containing approve and rejected tab as shown in SAP inbox) into outlook or not.

    2. is it possible to reply on the mail that comes through workflow or not , so that user can approve / reject from his outlook with out accessing SAP.

    as i have already configured my sap inbox (sbwp)
    with autoforwarding option but it is not forwarding only workflow mails , rest all mails are coming to my outloook.

    i m working on 4.7 version.

    please reply for the above two questions.

    regard,
    rahul

    (0) 
    1. Saujanya GN Post author
      Hello,
      Thanks for going through my blog.

      The blog mainly refers to the configuration which can be done incase of ECC6.0 and it is not relevant for 4.7 version.

      Coming to the questions, you cannot directly the execute the workitems from the inbox.Its possible to embed a link to the corresponding application.
      The answer to your question : Duet application.

      Hope this helps.
      Best Regards,
      Saujanya

      (0) 
  12. Jiri Juranek
    Hi,
    thank you for this blog, this is what i was looking for – finally I understand that there are two ways of sending notification – this one and older way using the report …blabla(i dont remember that name:)

    I tried to send some notification using this method but i have one error (i think that it would be some stupid thing :), the error which is in the log is “E-mail address xxx@xxx.com could not be added” – do you have some idea what is missing in the configuration?

    thx,
    Regards,
    JJ

    (0) 
  13. prasanna neelam
    Hi saujanya,

    In the first step you have asked to select workflow as the category.
    “1. Select Workflow as the category. Here each category is linked to a handler. This handler is a class which is used for workflow notifications (usually, cl_swn_scenario_workflow)”

    Whether this workflow category will be present by default or we have to create it.

    If so can you please suggest how to create it.

    Regards,
    Lakshmi.

    (0) 
  14. debabrata mohanty
    Hi Soujanya,

    Thanks for the great blog. I had never came across such requirement in past, and so when I was suddenly bomabarded with such requirement, your blog was the biggest help I could avail.

    One Question :

    My understanding is that the we can send the workitem to the user’s external mailbox and he can execute the same from.

    But, what if the User is not a SAP User ??

    If I need to elaborate bit more on my question, please let me know.

    Debabrata

    (0) 
  15. vamshi krishna
    I have configured extended notifications as u suggested. But when i try to execute the report swn_selsen, no workitem are selected but getting abap dump CX_OS_INTERNAL_ERROR.

    I have checked and exception is about

    An internal error occurred in the Object Services Framework.
    Can you suggest what to do on this to make extended notification work

    (0) 
    1. Saujanya GN Post author
      Hi Vamshi,

      First of all, i thank you for going through my blog and trying it out :-).

      Why the dump, that can occur due to various reasons :set up, configuration etc. Hence i suggest to open a thread in the BPM and Workflow forum with more details, so that you can get zero in on the issue.

      Best Regards,
      Saujanya

      (0) 
  16. GURPRIT BHATIA
    Hi Sujata,

    I read your blog. It help me lot.
    But i need something more . For r/3 notifications it works but what about km notifications.

    Regards,
    Gurprit Bhatia

    (0) 
  17. Ronen Ravansari
    Hi Sujata,

    Thank you for a wonderful document, its helping me a lot.
    After I configured SWNCONFIG, I got to a stage that I receive this Email:

    “The following work item requires processing in your SAP Workflow inbox in system DEV client 400:
    Requisition release 1771484 00010   
    Log on to this system and process the work item.
    If you have problems logging on to the system, contact your system administrator.”

    the problem is that i cant creat the shortcut to the work item (all the required services are activated).

    please respond as soon as you can.

    best regards,
    Ronen Ravansari

    (0) 
    1. Saujanya GN Post author
      Hi ,

      Thanks alot.
      I m “Saujanya”..not sujata :-).

      here shortcut u mean the application which you wanted to launch? or something else?

      If it is webdynpro application, i have the mentioned the procedure how to get the application launched.

      Else, let me know what it is , so that i can get back to you on this.

      Best Regards,
      Saujanya

      (0) 
  18. Fritz Walter
    Saujanya,

    thank you for this blog entry. I’m currently working in a ECC 5.0 environment with no Java-Stack, so no WebDynpro, installed. Is it nevertheless possible to use Extended Notifications? What would I have to change?

    I’m currently stuck at an issue that the notifications/workitems are selected but while being sent SWN_SELSEN raises an exception in SWN_CALL_BSP at the point li_http_client->receive( ) , thats where I think the WebDynpro would pop in?

    Kind regards

    (0) 
    1. Saujanya GN Post author
      hi,

      Even without webdynpro, the corresponding applications can be launched using this Extended mail notification.

      I have not worked on BSP ‘s, but to answer your question, the in receive method, the web dynpro doesnt pop in .

      Once the mail is received in your outlook, the link which is embedded in the mail leads further to the corresponding application which is maintained in the general settings tab.

      I hope this resolves your query.

      Best Regards,
      Saujanya

      (0) 
  19. Yogeshwaran K S
    Hi Soujanya,
        Thanks for your Blog.
    I have configured all the steps and its working fine. Even i am getting the workitem in the UWL list. if the person is accepts the workitem in the UWL and after that if he go and click the Link its throwing a dump.
    What to do for this case.
    This workitem contains the Adobe form as the attachment.
    Thanks
    Yogesh
    (0) 
  20. Yogeshwaran K S
    Hi Soujanya,
        Thanks for your Blog.
    I have configured all the steps and its working fine. Even i am getting the workitem in the UWL list. if the person is accepts the workitem in the UWL and after that if he go and click the Link its throwing a dump.
    What to do for this case.
    This workitem contains the Adobe form as the attachment.
    Thanks
    Yogesh
    (0) 
    1. Saujanya GN Post author
      Hello,

      Thanks alot for your encouragement.

      The basic purpose of using this workitems in Outlook to have alternative inbox other than connecting to SAP R/3.

      From the question you posted, what I could make out is the following.

      You are trying to execute the workitem from UWL. Perform some action, and once it is done.Later you try to access the workitem again through the link in the mail or vice-versa.

      But clearly there is no time to time synchronization of workitems in Outlook .And in UWL it gets refreshed on a periodic basis.

      Hence the kind of above attempts either lead to dump or some error if it is given from the application.

      Hope this helps.

      Best Regards,
      Saujanya

      (0) 
  21. Catherine Xinos
    Saujanya,

      Excellent Blog.  Going to read it over and try to work my way through.  Question for you though.

    We have users that will receive the workflow notification on their Blackberrys and will not be logged into the network.  You mention this question in the beginning of your blog “Can I execute it without logging onto my backend system?”  I really am not sure of what the answer is?  Can you?  Can you execute without being logged on to the network at all.  Or is there some way in workflow, to be able to receive just an approval or not approved button response without being logged in?

    Thank You,
    Catherine

    (0) 
    1. Saujanya GN Post author
      Hi Catherine,

      Thanks alot for going through my blog.

      Coming to your question, whenever you get a mail with the link to workitem in your outlook/black berry, no login.

      But with out a valid SAP user, you cannot execute a workitem whether its from R/3 or from portal.
      Without the network, I do not think if you will be able to connect to your application or systems.

      But there are stand alone applications which can be used for this purpose in Blackberry.This might work, not sure really reg this. Please contact SAP in this regard for further assistance.

      Hope this helps.

      Best Regards,
      Saujanya.

      (0) 
  22. Padmakar Tadepalli
    Hi Saujanya,
    First and foremost, excellent blog, very helpful. Now I have a very quick question for you, my customer wants to attach a form in the UWL when creating a task. The user wants to see the form both in his UWL and also in his email box (oulook). The customer is on SAP 4.7 and SAP EP 6.0.
    Thanks in advance.
    Regards
    Padmakar
    (0) 
    1. Saujanya GN Post author
      Hi,

      Thanks alot !!!.

      As I mentioned above : This way of configuration is available with ECC 5.0 and above.”

      So this is not possible.

      Best Regards,
      Saujanya

      (0) 
      1. Tatenda Humphrey Itai Chaibva
        HI Saujanya

        This Blog brings alot to light! Tell me  something i’ve been reading alot about view clusters when are they neccessary when all i want to do is to send a work item with a user decision on it?

        I have tried to complete the config but when i start the workflow it completes without senging the user descision to the external user!

        (0) 
      2. Sathish Kumar Murugesh
        Hi,

        I have followed all the steps as decribed in the above blog.. If I run the report SWN_SELSEN, the display is as below..

        Selection of Notifications

        00000000 notifications selected
        00000000 notifications deleted (logically)
        00000000 new notifications saved
        00000000 notifications saved

        Sending Messages

        00000000 notifications selected
        00000000 messages sent
        Unable to send 00000000 notifications due to errors

        (0) 
  23. Saket Tiwari
    Hi Saujanya,
                 Thanks for the wonderful blog.
    But i have a doubt here.I am stuck in an issue where I have to send a workitem to a non SAP user.
    Do you have any suggestions for this?

    Waiting for your inputs.

    Thanks in Advance,
    Saket.

    (0) 
  24. Pathanjali Reddy
    Hi Saujanya,

    Thanks for the blog.

    The link which is embedded in the mail leads further to the corresponding application which is maintained in the general settings tab.

    I want to maintain 5 different tasks in the Filters and a separate link(webdynpro applications link is placed in wd_host field) has to be opened for each task.

    How do i achieve this ?  Is this possible ?

    Regards,
    PR.

    (0) 
  25. surjith kumar
    this blog is nice.

    Can you please tell me where to maintain view cluster

    Note : Maintain the corresponding views of the view cluster with appropriate
    entries before you proceed with configuration

    (0) 
  26. DINESH SALVE
    Hi,
    I want to see outlook email preview before sending email from SAP so that sender can
    view the details he is sending and can made necessary corrections or add
    other recepient if required. In my case, we are having an “Send” button on
    user screen (configure through exit). when user clicks on this button, an
    outlook email preview should appear for confirmation. How will i do this?
    Please reply ASAP.
    (0) 
    1. Tatenda Humphrey Itai Chaibva
      Hi Dinesh

      Please help me with extended notification, i need to get someone to approve a work items from Outlook without logging on to the system how do i do the config for this? please help its urgent!

      Regards
      Tatenda

      (0) 
  27. Srinivasulu Reddy Settipalli
    this is very nice realy it is usefull please clarify this

    here in the tab  Subscription Basic Data : 

    what is the Subscription  and Delivery Schedule ?

    please explain….

    Regards,
    S.Srinivasulu Reddy.

    (0) 
  28. Alhad Deshpande
    Indeed good blog. I have one doubt I was configuring the same for my workflow but I was getting an error of special character.
    I guess for naming Delivery schedule, filters, subscription etc the use of UNDERSCORE (_) id not permitted.

    ~ Aalhad

    (0) 
  29. Sylvain Ayotte
    Hi guys,

    Really interesting information about the usage of program RSWUWFML2.

    I would like to know if one of you could explain the procedure to configure the “Before Work Item Description” and the “After Work Item Description” parameters?

    Where (Transaction code) do I create them and how they can be linked to the “Message Class for Subject” parameter?

    Thank you in advance for your answers.

    Regards,

    Sylvain

    (0) 
  30. Mac Mohan
    Hi saujanya,

    I have a requirement where I have to send a mail to outlook when a PO is raised in SAP and having price limit to get it approved.

    The the thin is the approval manager doesn’t want to login into SAP. He wants mail to be sent to the outlook and there he wants to approve or reject it.

    That action needs to be captured and sent back to sap where in the next level of approval happens.

    Is it possible to get the action captured from the outlook?

    If yes, then please throw some light on it.

    Regards
    MAC

    (0) 
  31. ysr ysr
    Hi saujanya,

    I would like to appreciate you for this great effort from you.

    Actually my requirement was, need to send the hyper link to user outlook. I have achieved it partially by sending the work item as attachment.

    I have seen this blog and inspired, to do the same mentioned above configuration steps. However, I have not succeeded in configuration. Although I have followed all the steps; I don’t, where I have mistaken.

    I want clear one thing that; to send hyper link, do we need web-based services! Or do we need to design screen by using webdynpro?

    Can you please suggest me?

    (0) 
  32. Kok Meng Ng

    Hi Saujanya,

    Excellent blog and information you have here. However, I am still stuck somewhere where, I can still receive notification and click on the link to access the workitem. However, upon login into HR Portal, it is not directing me to the workitem in the UWL inbox.

    Any help?

    (0) 

Leave a Reply