GU_SAP S4 HANA CLOUD_How to Set Up the Email Notification for Flexible Workflow in SAP S4HANA Cloud.docx
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GU_SAP S4 HANA CLOUD_How to Set Up the Email Notification for Flexible Workflow in SAP S4HANA Cloud.docx
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GU_SAP S4 HANA CLOUD_How to Set Up the Email Notification for Flexible Workflow in SAP S4HANA Cloud.docx
- 1. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 1 | P a g e How to Set Up the Email Notification for Flexible Workflow in SAP S/4HANA public Cloud Background 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. Introduction The default notification in SAP S/4HANA public 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 doc the steps to set up the email notification for the Release of Purchase order will be shown. Pre-requisites The Flexible workflow has been already configured.
- 2. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 2 | P a g e 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:
- 3. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 3 | P a g e From the pre-delivered tab, search for the ‘SWF_CRT_NOTIFIY_RECIPIENTS’ email template :
- 4. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 4 | P a g e Create a copy of the template following the pattern specified in the standard email description <YY1>_<Scenario_id>_CRT_ALL or <YY1>_<Scenario_id>_ For the notification about the approval or rejection we will use the pre-delivered template SWF_WORKFLOW_COMPLETE_NOTIFY with the following pattern:
- 5. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 5 | P a g e <YY1>_<Scenario_id>_
- 6. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 6 | P a g e
- 7. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 7 | P a g e The scenario ID is the WS number linked to the flexible workflow. It can be found in the app “Manage Workflow Scenario”:
- 8. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 8 | P a g e
- 9. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 9 | P a g e Alternatively, we can access to the ‘Support Information” option of a selected work item in the ‘My Inbox” app:
- 10. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 10 | P a g e The copy of the email template for the PO will look like the following.
- 11. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 11 | P a g e The following are the available fields that can be used to pass the values in the email subject and body:
- 12. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 12 | P a g e 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
- 13. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 13 | P a g e <!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Strict//EN" "http://www.w3.org/TR/xhtml1/DTD/xhtml1-strict.dtd"> <html xmlns="http://www.w3.org/1999/xhtml"> <head> <meta content="HTML Tidy for SAP R/3 (vers 25 March 2009), see www.w3.org" name="generator" /> <title></title> </head> <body data-bodyexists="true">
- 14. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 14 | P a g e <p>L’instance de tâche ayant l’ID interne « {{WorkflowTaskInternalID}} » et le nom « {{TaskName}} » a été créée pour vous. Veuillez vérifier votre boîte de réception e-mail.</p> </body> </html> 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.
- 15. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 15 | P a g e 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.
- 16. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 16 | P a g e Via Manager your Solution -> Application Platform and Infrastructure -> Output Management -> System Administration -> Define Default Email Sender Address
- 17. Mickaël QUESNOT https://www.linkedin.com/in/mickaelquesnot/ Twitter @mistersharesap 17 | P a g e In CBC, go to “Define Default Email Sender Address’: