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Offline/External Mail Approval Process without using SAP Part-4

Now We open the E-mail to see the details and also to verify if the E-mail opens


The work item will not be re-processed or processed multiple times. The system will receive the E-mail and send a notification back to user that the work item was already processed.

(You can design your own system response and code to handle this case where the approver might click on the links multiple times and send multiple E-mails to the system. The system will always process the first E-mail it receives on a first-come-first-served basis)

Let us see how this works. User clicks on REJECT link on the System Notification e-mail. This process the user does after he has already clicked on ‘APPROVE’ and has sent the auto e-mail to the SAP System. The concerned work item has already been processed as APPROVED so system cannot process it again. Hence system should inform this to the user

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What you need to do is

To Approve the request via Portal, Please Log onto the Business Portal by clicking this link http://<hostname>.<domainname>.<Extension>:port#/irj/portal

To Process directly from E-mail Make your selection here APPROVE  or REJECT

Please note that E-mail Links will send an E-mail via Microsoft Outlook, Please do not change the subject, body or any Information in that E-mail,

Microsoft Outlook must be Installed in your system

On clicking REJECT, we get the below e-mail, notice that the work item ID is same as before of the already approved item.


The E-mail BODY is shown below


Now the Inbound Exit will trigger again and find that this item is already processed, so system will send back the notification E-mail. Notice that the system response is very fast. The system received the E-mail at time 03:15:41 and sends the auto reply at 03:15:41 (see SOIN and SOST screen shot). This is because in this case, it did not need to spend time to process the work item, which has already been processed by the first E-mail


Displaying the body of the E-mail


Checking the E-mail in OUTLOOK


The E-mail is opened to check the contents and validate if it opens correctly


We have successfully processed a work item via E-mail without logging into SAP System. We also managed to get the system respond to the E-mails and do the desired processing and reply back with the correct status. We did not require SAP GUI to do any processing. Also SAP Login ID and Password was not needed to do the Workflow Processing..

Hope u all liked this document as i liked…



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      Author's profile photo Sandeep Kumar
      Sandeep Kumar

      Thank you for detailed explanation. Could you please let us know if we need to create SAP ID for external user