In GRC Access control as part of Workflow approvals and reviews Managers, Role Owners, FF ID Owners and Controllers, Function/Risk/Mitigation Approvers, Monitors, Users, Requestors etc. receive various Email notifications. Based on the client’s requirements these Email notifications are enhanced and maintained. This blog is to discuss about various customizing options available for GRC notifications as well as notification variables and their limitations and scope 🙂
For beginners below document gives details on how to customize email notifications templates in GRC
Email Notification Templates – HTML Tags
1. HREF (For Email ID and URLs)
Notification variables which gets converted to URLs in the notification emails will have a very big URL with Path ID, Stage ID etc. Basically when the URL is not maintained as HREF using HTML tags, in most of the cases Emails get routed to JUNK folder in mailbox because of various special characters in the URL. Hence it is suggested to use HREF tag and make these GRC URLs as links which will avoid routing to JUNK folder issue as well as avoids end users directly seeing all technical details of the URL. Below are some of the variables which gets converted to URLs in notification Emails.
LINK_APPROVE_REJECT Link to Approve/Reject by Email
LINK_GET_APPROVERS Link to get Approvers
LINK_GET_REQ_STATUS Link to get Request Status
Example: How the above variables look in notification emails with and without HTML tags
b. Click <A HREF = %LINK_APPROVE_REJECT% > here </A> to approve/reject the request
2. To Include GRC Help-desk Email
When end users receive email notifications for GRC related requests then most of the times we observed that users will have queries with the Emails or about their GRC requests and wanted to contact concerned GRC Admin/Help-desk for clarifications. In order to make it easy for end users to contact HELP-DESK, we can include Email ID in notification emails.
Example: How to include Email link in notifications
Please contact GRC Admin at <A href=”mailto:Test@test.com“> GRC Helpdesk </A>
3. BOLD, UNDERLINE and ITALICIZE
Reason behind sharing details about BOLD, UNDERLINE and ITALICIZE tags is because these doesn’t work with traditional HTML tags like <B> <U> and <I> in notification templates.
Example: <strong> <span style=”text-decoration: underline;”> Quick Reference for approvers: </span> </strong>
<span style=”font-style: italic;”>
Select the approval status as “REJECT” beside the role that you wish to reject.
How to insert Company Logo in Email Notification Templates
First you need to store the Logo which you want to use in Email notifications in GRC MIME repository
Go to SE80 Tcode and click on MIME REPOSITORY. Import the Logo which you wanted to use into MIME objects repository as shown below:
Once the above activities are completed, the next step is to use the LOGO in Email notification Templates.
Note: URL for logo is no transportable and need to be individually changed in each system when notification template is transported.
Use the image source tag as shown below:
<img src = “http://my_server.my_domain/sap/public/bc/ur/MyLogo.png“>
Example: <img src = “http://myserver_mydomain/sap/public/bc/ur/MyLogo.png“>
How to create New Message Class for Notification Templates
How to create new Message Class for any workflow in GRC ?
Very common requirement is customers request to have specific Email notifications at each stage individually and for such scenarios it might require creation of Custom message classes to be used at various stages in workflow and you can follow below process for creating new message classes 🙂
Example: For EAM Log Review Workflow there are no FORWARD and RETURN Message Class available.
Execute Tcode SM30
Open table GRFNVNOTIFYMSG and click on Maintain button and then click on “NEW ENTRIES” and maintain as below and once done click on SAVE button
Execute Tcode SM30
Open table GRFNVNOTIFYMSGC and click on Maintain button and then click on “NEW ENTRIES” and maintain as below and once done click on SAVE button
Once the above mentioned activities are completed, now the newly created Message Class can be added to your MSMP Variables & Templates Notification Templates section as shown below
Notification Variables in GRC
Each workflow process comes with a number of notification variables that are available to all notification templates that belong to it. They are displayed on the bottom of the screen in step 4, ”Variables & Templates”, in the customizing activity Maintain MSMP Workflows.
Few queries regarding Notification Variables customization especially %PROVISIONING% and %PROVISIONING_WITHOUT_PASSWORD%
For ARQ provisioning there are 2 variables which are sent along with END OF REQUEST notification( with Roles and Password details) PROVISIONING and PROVISIONING_WITHOUT_PASSWORD
These variables are standard variables which are calculated run-time.. if you are not happy with the formatting, please raise a CSS message and let SAP developer fix that for you.. there is no customizing available for it..
Other option can be to have your own custom variable created, but again that require development 🙂
How to create custom notification variables in GRC
In the MSMP configuration, Select the process ID and goto Step 4 Variables & Templates kindly add a Z variable.
Now in the backend GRC system goto transaction SE37 and enter the function module GRAC_NOTIF_VAR_RULE_AR. and copy this function module and
create a custom Z Function Module and add the logic for the Z variable in the function module.
Once done activate the Function Module
Open the MSMP configuration and goto Step 2. Maintain Rules. Add this newly create Z function module as a Notification Variables Rule. Also maintain this Z Function Module in the Notification Rule under Global Rules in Step 2.
Save and Activate the MSMP workflow configuration.
Now you can use the custom Z variable in the document objects.
How to modify URL shown in GRC notification variables to enable SSO
First setup Single Sing On (SSO) between Enterprise Portal and GRC system.
Once done, create a Portal iView in Content Adminstration -> Portal Content Management using standard GRC Access Control iView Template.
In the template, Application Name, Configuration Name, System, Location etc fields are maintained and once the template is maintained then PERMISSIONS need to be maintained for iView.
Once the above steps for creation of portal iview are completed, modify the URL used in the notification variables by creating a Custom Notification Variable Function module and replace the URL with Portal iView which you can work with ABAPer and Portal guys to get the details.
Once all above steps are done even the approvers can access all Approval Links in Email notifications via SSO without entering UserID and Password 🙂
Note:Deactivate password for all users in GRC System including approvers UserIDs 🙂
Looking forward for all your inputs in improving this blog with all other additional details 🙂
Thanks for reading.
Madhu Babu Sai