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Author's profile photo Former Member

Send mail step reduction in SAP Workflow to make the design small and improve Performance

We always use a send mail step to notify users of whether the document is approved or released. I was thinking of a way to not use this send mail step and finally I found a way to use Notification tab of activity step(Ideally a decision task).

notification tab.PNG

Please mention the expression as a container element. I am using Workflow initiator

Now go to the task Decsription.Make sure you change the Completion text. task description.PNG

Now for each decision branch workflow assigns a unique value in the Task Container element WI_RESULT. We took the help of the below values to frame our Task decsription. Also this value is useful in order to make use of same send mail step across different email step

workflow container.PNG

No lets test.


Now lets approve in the below decision

Decision approve.PNG

notification approve.PNG

Now we will reject another task

Decision Reject.PNG

Check the notification.

notification Reject.PNG

This feature was always there and I came to know when I was asked by an enthusiastic Trainee what is the use of this tab and made me think out of the box. On an average you will save atleast 1 step in your workflow design.


Workflow log shows the notification delivered for audit

notification wflog1.PNG

Here is the notification that was sent



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      Author's profile photo Jocelyn Dart
      Jocelyn Dart

      Hi Arghadip, Thanks for highlighting a little known feature. Of course you would need to balance this against the value of showing the mail step in the flow - which in some ways makes it easier to audit trail that the notification happened, and diagnose problems if the user or related email address cannot be found. But notifications are still a valid approach and worth knowing.



      Author's profile photo Former Member
      Former Member
      Blog Post Author

      Hi Jocelyn

      Thanks for your comments. I think for audit purpose you can always check notification from workflow log. Regarding email not being maintained I think you should not fire an email step if email is not maintained. You can put some error handling.

      Let me know your thoughts.



      Author's profile photo Jocelyn Dart
      Jocelyn Dart

      Hi Arghadip, Yes true - but of course if you don't have an email address its easier to skip the email if you have a separate email step.  Always a judgement call.



      Author's profile photo Paul Bakker
      Paul Bakker

      Thanks very much for the interesting blog.

      I have never seen this feature used - but then it would be easy to miss in the workflow definition!



      Author's profile photo Suresh Subramanian
      Suresh Subramanian

      This is very useful document that illustrates the feature to notify the initiator or any agent about the completion of background task.

      This will be useful for document posting, leave posting scenarios etc.,

      Thank you so much for your continuous contribution, Arghadip !