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Author's profile photo MOHAN KALIYAMOORTHY

Custom Email Template for Email Integration for Purchase Requisition Approval in SAP S/4HANA


In this blog, the steps outlined for setting up Custom Email Template for Purchase Requisition (PR) Item release with email Integration. This will help us set up an Email Header and Body as per Customer requirements. The SAP S/4HANA system can be configured to notify approvers via email about new work items in their inbox. By default, the approvers are informed by means of notifications in the SAP Fiori Launchpad. Sending emails provides them with an additional notification channel.


  • Configure the PR flexible workflow with approvers, using Fiori App – “Manage workflows for Purchase Requisition.”
  • SCOT configuration should in place to trigger an email to Outlook from SAP S/4HANA

Setup Steps:

Step-1: Invoke the Fiori App – “Maintain Email Templates” and Execute

Step 2:- Search the pre-delivered email template “SWF_CRT_NOTIFY_RECIPIENTS” as shown below and select and then click on ‘Copy’ to create a Custom Email Template

Step 3: Select the standard template and click on Copy to create the custom template

The custom template must follow the following pattern:

Note: Follow the pattern: – <YY1_<Scenario ID without WS>_CRT_<Node_ID>

Scenario ID of the old workflow for the release of regular purchase requisitions on item level: 00800173

Node ID of the activity Release Purchase Requisition: 32

The new custom template = ZZ1_YY1_00800173_32

Step 4:  Add the description and then navigate to the email content as shown below

Step 5:  Add the Email Template content as per the Customer Requirement

Email Subject:

Email Body:

In the Body Text, the Fiori App ‘My Inbox’  link has been provided. The user can click on the link and navigate to the My Inbox Fiori app to act on the respective work item assigned

Step 6: The new custom template for PR item release can be viewed in the Custom tab

Execution Steps:

Step A: Create PR to verify the email integration– 10000251/10000252 and View the approvers

Step B: Verify the Email triggered to the recipient (Approver) in SOST.



Note: Once the Email connectivity is on, the recipient will get an email to his/her outlook. In the email, users can click on the My Inbox Fiori App with credentials and view the My Inbox.


  • After going through the above blog, the user should have learned how to set up Custom Email Template for Purchase Requisition (PR) Item release using Fiori App
  • Please provide your feedback/comments. You can ask Question / Answer for the open Questions in the SAP Community here.

SAP Mail Template documents link:‘F1306’)/S18OP

SAP Connect document Link:

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      Author's profile photo venu gopal
      venu gopal

      Thanks a lot for posting good document.

      Author's profile photo Jonathan Klotz
      Jonathan Klotz

      Hi. Thanks for sharing your use case. Actually we are using mail templates in s4 with sap-GUI SE80. Did you know if a dynamic text (subject for example) is possible without using a CDS View?

      thanks and regards, Jonathan

      Author's profile photo Fanuel Abednego
      Fanuel Abednego

      Hi Mohan,


      how can you generate a link to my inbox?

      could you please advise?


      Thanks and Regards,

      Fanuel Abednego

      Author's profile photo Ralf Klages
      Ralf Klages

      Hi Mohan,

      you wrote "In the Body Text, the Fiori App ‘My Inbox’  link has been provided."

      Is the link in your example a static link?
      I need a dynamic created link, built according to system and work item. How could this be implemented? Is the functionality supported?

      Thanks and Regards,

      Author's profile photo Jun CHEN
      Jun CHEN

      Thx for sharing information.

      Do you know how to delivery/transport these configs from one system to another?

      Author's profile photo Anup Deshmukh
      Anup Deshmukh

      Hello Mohan,

      One quick question  Can we configure only Flexible workflow through this app?  and Not the standard one.

      When I configure this for a standard workflow I can't see the email triggering.

      Wondering why? 

      I can see my top workflow Id in the C_Workflowtask view though which is the source for this application. but in I_WorkflowTask my workflow ID is marked as standard field sww_definition_type

      Author's profile photo Dan Brooks
      Dan Brooks

      Hi Mohan

      How are the moved to through the landscape to production?

      There is no transport and the activity cannot be done in QA/Prod (nor do I want to have to do this).