How to Set Up the Email Notification for Flexible Workflow in SAP S/4HANA Cloud
SAP has provided a Standard Solution to notify the users about new work items generated by flexible workflow and displayed in the ‘My Inbox’ app.
The default notification in SAP S/4HANA Cloud is through alerts that are displayed in the SAP Fiori Launchpad, but it is also possible to configure the system to notify users via email about new work items in their inbox.
Moreover, it is possible to configure the system to send notification for approval or rejection of requests.
In this blog the steps to set up the email notification for the Release of credit memo request will be shown.
- The Flexible workflow has been already configured (not covered in this blog)
- Sender email address must be setup in the system.
How to set up the email notification
For the setup of the email notification and customising of the email workflow messages, we will use the “Maintain Email Templates” app:
From the pre-delivered tab, search for the ‘SWF_CRT_NOTIFIY_RECIPIENTS’ email template (Fig. 2):
Create a copy of the template following the pattern specified in the standard email description <YY1>_<Scenario_id>_CRT_ALL or <YY1>_<Scenario_id>_CRT_<ACTIVITY_NODEID>.
For the notification about the approval or rejection we will use the pre-delivered template SWF_WORKFLOW_COMPLETE_NOTIFY with the following pattern:
This info is provided also by the standard cds view I_WorkflowScenarioDefText:
Alternatively, we can access to the ‘Support Information” option of a selected work item in the ‘My Inbox” app:
- For the overall release of regular purchase requisitions, the scenario ID is 02000458 and the activity node ID is 19, so we will use YY1_02000458_CRT_19.
- For the item-level release of regular purchase requisitions, the scenario ID is 02000471 and the activity node ID is 20, so we will use YY1_02000471_CRT_20.
- For the Credit Memo the scenario ID is 02000029, so we will use YY1_02000029_CRT_ALL.
The copy of the email template for the Credit Memo Request will look like the following (Fig.5).
The following are the available fields that can be used to pass the values in the email subject and body:
We can customise the email subject and the body. In our case, we also added the URL to navigate to the work item. The receiver will click on the link that will open the related work item directly in the ‘My Inbox’ app (Fig. 6 ):
Configure the default system email address
As prerequisite to be able to send email notifications, the sender email address must be setup in the system.
Via Manager your Solution -> Application Platform and Infrastructure -> Output Management -> System Administration -> Define Default Email Sender Address
In CBC, go to “Define Default Email Sender Address’:
This blog demonstrates how to setup the system sender address via ‘Manage your Solution’ and CBC and how to setup Email Notification for Flexible Workflow in SAP S/4HANA Cloud.
We created custom email templates as copy of the pre-delivered ‘SWF_CRT_NOTIFIY_RECIPIENTS’ email template and found the scenario ID info needed to adhere to the specific pattern as suggested in the email template description.
If you’d like to ask questions, share feedback and thoughts, please use the comment section and/or post questions in the SAP S/4HANA Cloud community and follow me for further blogs.
thanks a lot for this blog.
Do you know if there exists an overview of the activity node IDs? Or where did you get them from?
Thank you very much in advance.
Hi Ole Floegel
you can find some of the activities node IDs at the following link in section "Mandatory: Define step names and decision options in My Inbox"
Thanks so much, this was extremely helpful. I have a question - how to link the template with the specific flexible workflow we are using? Is it only the naming convention that provides the link, or is there anything else needed?
the Template to inform task recipients is SWF_CRT_NOTIFY_RECIPIENTS.
It can be used to send notification mail to the recipients of the work item. The custom templates has to follow the pattern: <YY1>_<ScenarioId>_<CRT>_<ACTIVITY_NODEID> or <YY1>_<ScenarioId>_CRT_ALL.
The scenario ID is the "link" between the template and the flexible workflow. In Fig.3 and Fig.4 above you can find how to retrieve the correct scenario ID.
I have developed one custom flexi workflow but facing challenges. I have followed steps mentioned in the blog and can send email to approvers. But there is a requirement to send email to CC and BCC who are not approvers. So I cannot use a USER decision activity step in Flexi.
Could you please guide how it can be achieved?
We already crossed the dead line and planning to redevelop all in classic WF.
Your blog is very much Informative and helpful.
I was successfully able to setup flexible email for PBD approvals. However we have a requirement where we need to attach PBD output PDF in flexible workflow, also the approver should have the option to approve/reject via email. Is this possible, if so how can we achieve this ??
If you can suggest , it will help us a lot.
Sender id is showing DDIC in sost. How I can change to another id .
Thanks for the clear explanation.
Is there a possibility to make the URL to navigate to the work item dynamic? So having different url's for test and productive systems?
Thanks in advance,
the URL must be set to point to the correct system as the work item is specific for the system.
Thanks for the clear explanation.
I didn't understand if the notification is active by default or if this configuration is needed to send by e-mail?
I configured the flexible workflow but it is not in the SBWP. Is there any configuration needed to activate?
Thanks for the clear explanation.
I'm in S/4HANA (not cloud), i want to change the default user or email sender, can you please help me.
I have the same question
Hi Sterling Wu
Thank you for the detailed blog.
We implemented the email notification for Condition Contract flexible workflow using the above steps in our OP version, but it is not showing up in SOST.
Do we need to do any separate configuration for OP systems apart from the steps suggested above?
You may have not planned the following Programm as a job: RSWF_OUTPUT_MANAGEMENT
Hi Everyone ,
I have created an Email template for PR release approval process and its working fine. The Problem is email template is also triggering for Auto Approval for PR release . This should not be trigger .Anyone have idea how to restrict the mail process for that.
In my case, SLG1 log says template created by us has been used and mail has been processed for PO flexible workflow task WS00800238. SBWP has the correct email content as configured in template and same with SWIA. However, mail generating in SOST is having totally different content from the SBWP.
SBWP has "Approval of Purchase Order XXXXXXXX" ,however SOST is getting " Task 'Workflow for Article Outbound' has been created'". I am not sure why it is happening.
Thanks in advance