This is a follow-up blog to a previous blog about E-mail notifications for pending tasks. Judging by the amount of comments replying to that blog I could see there was a need for additional information.
Different Types of Email Notifications from Workflows
First a summary of the different types of email notifications typically requested when automating a process.
|Pending tasks||An email is sent to the recipients of a task, so that they are aware of the need to visit their Fiori Launchpad and complete the task – typically, but not always, a decision such as an approval.||Output Management.
Activation on a per-scenario basis.
An email is sent to interested parties once a process completes, with the results of the process. Typically this is the initiator. E.g. “Your vacation request for 5 days from the 4th of April has been approved”
But it is often used for other interested parties, such as the stakeholders when an engineering change request completes.
|Output Management. Recipients selected using the Manage Workflows app.||1905|
This is an email sent when part of the process has been completed, such as after the first approval in a 4-eyes process, but before the process completes. In general, you should think twice before implementing this. In my experience it is often requested but the email recipients are annoyed by the “spamming” and if implemented it is often switched off soon after a project goes live.
That said, there are some cases where a particular phase of a process is significant enough to warrant email notifications to stakeholders. Be they rare.
|This can be implemented using call-back methods in the workflow scenario.||None so far.|
|Deadline Reminders||This gives an extra nudge to tardy workflow recipients. For example an email reminder could be sent shortly before the process is endangered to lack of activity.||—||Watch this space.|
In addition to these generic mechanisms some workflow scenarios may generate emails of their own independently to the workflow framework, such as those workflow scenarios related to marketing campaigns.
The rest of this blog only covers pending tasks, the first row in the table above.
Workflow Scenarios for Pending Tasks
Here is the current list (Release 1908) of workflow scenario IDs in case you cannot locate the relevant online documentation. You need these IDs when configuring SAP S/4HANA Output Management to activate the mechanism and generate the emails.
|General Journal Entry Verification||WS02800046|
|Overall Release of Purchase Requisition||WS00800157|
|Workflow for Purchase Contract||WS00800304|
|Release of Purchase Requisition Item||WS00800173|
|Workflow for Supplier Quotation||WS00800193|
|Workflow for Central Contract||WS00800346|
|Release Credit Memo Request||WS00800286|
|Workflow for Sales Quotations||WS02000447|
|Workflow for Sales Orders||WS02000006|
|Workflow for Parked Invoice as Complete||WS00800303|
|Workflow for RFQ||WS00800302|
|Workflow for Scheduling Agreement||WS00800305|
|Change Record Discrete Industry||WS00800208|
|LCM Legal Transaction WF Scenario||WS00800233|
|Workflow for Purchase Order||WS00800238|
|Workflow for Service Entry Sheet||WS00800321|
|Workflow for Blocked Invoice||WS00800251|
|Workflow for Bank Account Requests||WS78500050|
|Payment Items Approval||WS78500057|
|Review Purchase Order Accrual||WS78500077|
|Release Condition Contract||WS02000435|
|Settlement Release of Condition Contract||WS02000436|
|Inform Quality Task Processor||WS02000446|
|Release of Settlement Document||WS02000445|
|Approve Personnel Settlement Document||WS02000021|
♥ Tip: If your workflow scenario is already in use you can use the pick-list of the Workflow Administration app to see the list of workflow scenarios active, with their ID.
Sometimes, perhaps due to a typo, the configuration has not been successful end-to-end and emails are not sent to the intended recipients. You can download a debugging guide showing a step-by-step approach based on what I described in the previous blog.
Follow this guide if you are not successful when configuring pending notifications. If, having followed the steps, you are still unsuccessful, you can upload the screenshots suggested in the guide to a problem ticket to get a faster response.
I have attached the guide to note 2838665.
♥ Tip: If you read through this document you will see that I have artificially used the forward capability in the Workflow Administration app to display run-time details of the task, such as the work item log or the users that are assigned to this task.
I hope you won’t need resort to this, but should your emails not be sent as intended it should prove a useful resource.