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E-mail Notification for PR/PO Approver

Approvers may want to be instantly informed about the documents for approval. There are some standard and non-standard ways to do this. Some BADIs can be used for this process. Also, the workflow can be copied and a mail step can be added to the new workflow. But I want to show the standard way for this process. I will try to explain it step by step as much as I can.

Firstly, if the workflows are activated in the system, the workitems on the user’s will fall into the user’s “Business Workplace”.

You can go to the business workplace by clicking the button marked or with the “SBWP” transaction code.

Documents falling into the inbox on the business workplace will look like the following.

The next step is to forward the document in the inbox by e-mail.

 

1. Activating the Business Workplace

Workitems do not fall directly into the inbox. Workflows must be active for this.

1.First of all, there are a few small steps to complete in the “SWU3” transaction code.

2.Then, the workflow belonging to the document(PR/PO) that is requested to drop to the inbox from the “SWDD operation” code must be activated.

3.Then the mail server must be activated.

 

1.1 SWU3 – Automatic Workflow Customizing

BASIS must complete this process. After completing the steps in this process, you should see the lines in the SWU3 transaction code with a green tick as below.

 

1.2 SWDD – Activating Workflow

In this step, the worklow (WS20000077) belonging to the document (for example PR) to be inboxed must be activated.

The relevant workflow should be entered and the header button should be clicked.

Then the marked yellow button must be clicked.

Then the line should be selected and the “attributes” button should be clicked.

Then come back and click on the “Start Event” tab. The BUS **** object must be activated by clicking on the marked icon.

When saved, Workflow activation process is completed. The workitems that fall into the user’s inbox after the workflow is activated will be listed as follows.

 

2. Activating Mail Server

BASIS must complete this process. It can be checked whether the domain is correct in the “SCOT” transaction code.

 

3. Mail Forwarding Process

There are 2 different ways for forwarding mail. One of them is individual forwarding. In this forwarding type, each approver should make settings for the routing process specific to its own user. After the user has made this setting, the workitems falling into the user’s inbox will be forwarded to the desired e-mail address. This individual action required by each approver is described in section 3.1.

The second of these is to activate the mail forward operation for all users in the system. With a simple operation, the mail forwarding process can be activated. It is ensured that the e-mail address defined in the information of the users is used for this process. This process is explained in detail in 3.2.

 

3.1 Mail Forwarding Activation From Inbox (Individual)

First of all, the business workplace must open.

SBWP>Settings>Ofice settings – Automotic forward tab

In the automatic forward tab, “A external address” must be selected and the mail address must be entered.

Mail forward activation has been completed. After this stage, the workitem ids and document numbers are expected to flow into the email entered, but the RSWUWFML program must be run regularly for this flow to occur. For this, a job must be set up.

 

3.2 Mail Forwarding Activation From Inbox (Mass)

With this transaction, mail forwarding from inbox is activated for all users in the system. It is more useful than individual forwarding. You must go to t-code SO16.

SO16>Send tab

“Externel sending only using address management” should be selected.

SO16>Mail Group tab

“Send to home addresses of user” should be selected. When this button is clicked, the workitems are forwarded to the e-mail address in the user information(SU01) for each user.

Mail forward activation has been completed. After this stage, the workitem ids and document numbers are expected to flow into the email entered, but the RSWUWFML program must be run regularly for this flow to occur. For this, a job must be set up.

 

4. RSWUWFML Program

The mails to be forwarded are triggered by this program. This program determines the way the mail is forwarded (collective or per), the text of the mail and the workitems of which task ID you will forward.

The task ids of the document types to be forwarded must be entered into the program. If this restriction is not entered, all workitems falling into the user’s inbox will be forwarded by e-mail. (Task ID: TS20000159-PR, TS20000166-PO, TS20000172-Contract)

“One mail per workitem” must be clicked.

There is a standard dialog text for the content of the mail. You can use this standard dialog text if you want.

Standard dialog text is as follows.

If desired, a new dialog text can be created in the se61 transaction code, thus changing the content of the mail.

new dialog text, example:

This program must be run in order to trigger e-mails falling into the inbox. Therefore, job should be established for the program to work regularly. The program should be saved as above or as a variant as you wish. This variant job should also be used.

When the program runs, the workitems that fall into the inbox are sent to the approver by mail in the format below.

I hope that will be useful.

Regards,

Adem Müminoğlu

6 Comments
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  • Hello Adem,

    you have also to define routing rule in exchange @-mail server.

    In order to route the reply e-mails to the SAP system, a routing rule has to be created in the e-mail server. The rule routes all e-mail sent to a define domain to a SAP server.

    Regards.

    Laurent.

  • Please don’t feel offended, but I really can’t let this blog live here without correcting. This is the way we did things on SAP R/3 version 3.x but is bad advice today.

    Report RSWUWFML is very obsolete, and was replaced by RSWUWFML2.
    RSWUWFML2 has also been obsolete since Netweaver 6.40, a good 10-15 years ago. Extended Notifications should be used instead.

    Do not feel discouraged from blogging, as your general style is clear and understandable. As a general tip though, please research the topic before blogging to avoid recommending obsolete and discouraged techniques or duplicate content.

    There are a couple of blogs on basic WF setup and also on Extended Notifications, such as this one, or this one and a simple search for RSWUWFML2 here will throw up a load of content explaining that it is obsolete.

    • Thanks for your comment. I did not know the RSWUWFML2 program. It would be more correct to use this program. As you said, of course it is better to use extended notification. But what I showed is a very simple method that can be used for mail notification. It’s a work that works for me and I wanted to share it.
      Regards.