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Author's profile photo Hema Suryapalam

How to take advantage of the standard in-built functionalities for your custom status Part 3

General Information:

In the last two blogs we have discussed on how checklists could be configured and set-up as custom status in the action menu in the charm workflow. In this blog we will show an example of how an automated email notification can be sent to the change manager indicating that all the checklist items have been verified and signed off. The change manager can then  approve the basis to move the transports to production. All transports which has achieved the status “checklist verified” in the CRM UI will move to production via the status driven import feature of charm flex.

Technical Details:

There is a standard functionality available in SAP CRM, by which E-mail Notifications can be configured for business transactions. We can  configure standard actions  by assigning appropriate actions to action profile and conditions for certain statuses which in turn can be assigned to CRM Transaction Types.

The below configuration is valid as of SAP Solution Manager 7.1 SP 10.

Step 1:

Go to transaction — SPRO — Change Request Management — Change Actions and Conditions — Define Action Profiles


Select the transaction type that needs to be configured. In our example we will use the urgent change type (ZMHF). Create the action profile as indicated below. Indicate the partner function, rule type and processing type.



You can enter several processing types for one action definition. During the method call, processing is carried out via Business-Add-Ins (BAdIs).  All maximal allowed actions are defined for a transaction type. You can also specify general conditions in the action profile for the actions contained in the profile. You can create a smart form using transaction “smartforms” and define the email output accordingly. The method call can then be the smart form that has been defined. With SAP Solution Manager 7.1 SP 10 we now have mail forms in the standard delivery that can be used as another option.

Step 2:

Define conditions as indicated below for the action profile created. Define the planning condition and start condition for each action
definition using transportable conditions. The action is triggered automatically when the condition initiates. Schedule and start condition can be set-up based on the business workflow. If you want to use time-dependent conditions, you need to define date  profiles with dates, durations and date rules under Date Management, and  assign them to the date profile.


Email will be triggered to the business partner with change manager role as soon as the status “checklist verified” is set in the CRM UI workflow.

Step 3:

Status Driven Import can help define on when imports can happen for transports. If Change documents  are not in a valid status, no imports will happen, even if the corresponding transport requests are already waiting in the buffer.

Go to transaction SM34 View cluster: /TMWFLOW/VC_IMPS


Create entries in Import Strategy to specify the project and system that  you want to have status-driven import


Select the entry created, and double click on “Import Status dependent” on the left navigation panel, and create entries to specify the transaction type, status profile and status that are allowed to be imported into corresponding systems. In this case, only the TR whose corresponding Urgent Change comes to status E0011 and E0015 respectively (Verify Checklist Completion in the Urgent Change and Normal Change respectively)  could be imported into Production system ED2:200.


Transport will be imported only when checklist is verified in ZMHF and ZMMJ.

This concludes the topic of checklist configuration and additional enhancements that can be done in the CRM UI workflow to meet the business workflow needs of the customer.  Part 1 and Part 2 of this blog can be available in the link below.

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      Author's profile photo Former Member
      Former Member

      Thanks Hema for the information. I remember these steps quite vividly but haven't it so well drafted should be an advantage to admin(s) trying to configure this functionality.


      Author's profile photo Hema Suryapalam
      Hema Suryapalam
      Blog Post Author

      Thanks Mike.

      Author's profile photo Former Member
      Former Member

      Thank you for the good explanation Hema, i am wondering that is it possible to assign checklist to the item, i mean i am using checklist for the service maintanance but seperate from the item.

      Kind regards