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Author's profile photo K Jogeswara Rao

Automatic Task Determination in Notifications


To automatically populate the list of Tasks upon selecting ‘Priority’ in a Notification.

Different sets of Tasks will be populated automatically according to the selected ‘Priority’ value.


Because this process is based on a ‘Priority type’ which is assigned to a notification, often custom notification types are preferred for this process.

(This is where the standard notifications prefer other priority types.)

Here the custom notification type is ‘AC‘ and a case of Overhauling process of HVAC equipments is demonstrated.

The End result of this document is illustrated here:

Create a notification, select the priority ( Say here ‘PAC O/H’ ) , then in the menu bar go for

Edit –> Tasks  –> Determine .

Set of tasks relevant to ‘PAC O/H’ are populated automatically, as shown in the images1,2,3  below.

Image1 (IW21/IW22)






Now let’s see what is to be done to achieve this:

1.SPRO: Define Priority






In above picture, Rel.end field specifies the number of days the job takes to complete.

(Determines the Required Start and Required end dates of the Notification upon selecting the prioirty)

Note the Priority numbers in the above picture (1,2,3,4,5 etc), which will be referred in the forthcoming steps



2. QS41: Create Task CodeGroup (ACOH)& Codes

(List of all jobs related to all types of HVAC equipments)


3.SPRO: Define Response Monitoring



Create Response Profile ‘00000005’


Specify the Catalog type (2), Code Groups and Codes as under against priority values 1,2,3 etc (Referred above)

(So many number of priority values as many the equipment types)


Define Service Profile.




Specify Service profile and Response Profile against Notification type.


Now your Notification Type ‘AC’ is enabled to determine tasks automatically, different set of tasks with different value of ‘Priority type’ as demonstrated in the beginning of this document.

Application in maintenance plans using Notifications:

See the picture below. When these settings are made during the plan creation, the triggered notifications come alongwith the set of Tasks.


Thank you

-Jogeswara Rao K

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      Author's profile photo Former Member
      Former Member

      Nice article,enough information to configure it quickly.

      Author's profile photo J K
      J K

      Dear Jogeswara Rao,

      I tried to create a response profile but unable to proceed. System is throwing an error message when I enter the value in 'Priority' field by selecting from the dropdown list.

      Message is as follows:

      Initial entry not accepted as value

      Message no. BG083

      What could be the possible reason?

      Thanks and Best Regards.... J K.

      Author's profile photo J K
      J K

      I did that too (i.e. after entering the values in all the fields by using the dropdown list). Now I am getting another error message:

      Specify the key within the work area

      Message no. SV033


      You have attempted to create an entry whose key is not in the range defined
      for this area.

      System Response

      The entry cannot be created.


      Please check your entry.

      Thanks and Best Regards... J K

      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      You have to ensure that the code group and code you are giving are there in the system

      This is the work you are supposed to do through Tcode QS41 (Catalog 2).

      You can try with available task code group and codes. It will accept.

      Jogswara Rao K

      Author's profile photo J K
      J K

      Dear Jogeswara Rao,

      First I created Catalog for Catalog Type 2 (Tasks) with new Code Group (Released) & Codes.

      Then I created a Catalog Profile and assigned the Catalog Type 2 with the New Code Group that I created.

      Then I assigned this Catalog Profile in the Notification Type.

      Then I created New Priority Type with New Priorities

      Then I assigned the Priority Type in Notification Type.

      When I wanted to create a Response Profile I am not able to do that. I am getting an error message.

      For information, I am able assign the codes in the Notification task fields. System is accepting and I saved the notification also without any error, which means my catalog creation and the other configurations are correct. Isn't it?

      Please let me know if any new ideas comes to your mind.

      Thanks. J K 

      Author's profile photo J K
      J K

      My Notification Type is different, not the std. one.

      I have removed the catalog profile assignment to the notification type also. still the same issue.

      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      This discussion concluded in the thread

      with JK deciding to go to OSS for his problem.

      Author's profile photo KOTAGIRI Sunil
      KOTAGIRI Sunil

      Hi Kavala,

      Its nice article,it will be help full for upcoming consultants.



      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      Thanks Srinika

      Author's profile photo Anand Rao
      Anand Rao

      Good and quite helpful document! Thanks!

      Author's profile photo Srinu S
      Srinu S

      Good document. Thanks for sharing, keep sharing. 🙂

      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      Thank you Srinu !

      Author's profile photo Katigiri Linganna
      Katigiri Linganna

      thank you .. good document.

      Linganna Katigiir.

      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      Thank you Katigiri !

      Author's profile photo Mohsin Abbasi
      Mohsin Abbasi

      Dear Rao,

      Great work...........:(

      Best Regards

      Mohsin Abbasi

      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      Thank you Mohsin,

      Best Regards

      Jogeswara Rao K

      Author's profile photo Sorin Camner
      Sorin Camner

      Thank you very much, Jogeswara!

      Author's profile photo Caesar H
      Caesar H

      I was able to create one sucessfully. Is there any way we can transfer the same tasks to the work order operations via IW26? I know these are two different objects..

      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      I do not think there is a standard way.

      Author's profile photo Caesar H
      Caesar H

      Fantastic document. Jogeswar how can i contact you directly. ? there is no link .

      Author's profile photo Arijit Banerjee
      Arijit Banerjee

      Thanks a lot Sir.

      This was helpful for me to work on my open tasks.

      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      My pleasure indeed to be of some help to you Arijit 🙂 .

      Author's profile photo swapnil rajane
      swapnil rajane

      Dear Mr Jogeswara,

      Once again thanks a lot for sharing the documents.Its really useful and important.



      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      Thank you swapnil  for motivating comments. 🙂

      Author's profile photo Gaurav Solanki
      Gaurav Solanki

      Great Rao Sir,

      Again awesome document.Its really very help full.



      Gaurav Solanki

      Author's profile photo Piyush Gupta
      Piyush Gupta

      Nice document Rao Sir....

      Author's profile photo Shoyeb Ahamad
      Shoyeb Ahamad

      Very helpful document. Thanks.

      Author's profile photo Former Member
      Former Member

      Dear Jogeswara Rao,


      Thank you so much, for sharing this document.

      I need some clarification, I'm facing some problem with auto task list determination line item wise.

      We configured Response profile and service profile and it determine task list from response profile.

      But the problem is in QM notification i need this task list determination Item level not in header level.

      After defects and causes this task list determination should done.

      Please help me to get task list determination item level.




      Author's profile photo K Jogeswara Rao
      K Jogeswara Rao
      Blog Post Author

      This feature is not meant for the Item based Tasks . This works only for tab 10\TAB14 .

      Author's profile photo Amit Agrawal
      Amit Agrawal


      Hello Rao Sir,

      Thanks for this useful document. It helped me immensely while configuring response profile for my client. WE used it to generate CAPA tasks.

      One question, I am finding that priority disappears from my notification after saving. Every time I go to QM02, I have to re-enter the same. Can you please advise if this is some config issue?

      Author's profile photo SAP User
      SAP User

      Thanks a lot for such a wonderful post. The only question i have is, is there a way to populate tasks automatically without asking user to click on Task->Determine. That is the requirement i have.

      Author's profile photo Milton Mendoza
      Milton Mendoza

      Hello Jogeswara


      Excellent content, let me i would like a question, this feature in what kind of cases in the maintenance business is more useful, what is the difference with de task that i planning in the work order?


      Thanks so much

      Author's profile photo Talha Khan
      Talha Khan

      Hello Rao ,

      Thanks for sharing good document.

      Same scenario but I want to determine correction task when causes is populated.

      make correction task required when causes is populated.



      Talha Khan

      Author's profile photo Sally Xu
      Sally Xu

      Brilliant Material! Thank you Jogeswara Rao

      Author's profile photo Abhishek Kumar
      Abhishek Kumar

      Thanks for this Great document.

      My question is, how to use determine Task functionality in 'Create/Change Maintenance Notification'  app in Fiori.

      i'm able to use it in GUI, but cant find this option in fiori/wda apps.