Question Re: class based workflow - trigger mail to multiple recipients in Technology Q&A

class based workflow - trigger mail to multiple recipients

kjyothiraditya — Sat, 28 Dec 2019 08:32:41 GMT

Hi Experts,

I have basic knowledge on workflow, so please correct me if I say anything wrong.

I have to send a mail to a list of approvers whenever a PO is created. The challenge here is a mail should be sent to a list of approvers notifying them of PO and the user would then open PO and do the needful upon notification. Here i have to send mail to a list of users which need to be retrieved from a table. Also in SEND_EMAIL step in workflow, how to configure to send in a loop.

Also, can i add any custom step in workflow like call FM/class to trigger email passing PO details ?

Please guide.

Regards,

Aditya

Re: class based workflow - trigger mail to multiple recipients

Sandra_Rossi — Sat, 28 Dec 2019 09:17:19 GMT

There are too many topics to discuss here. Let's talk about the "mail".

The requirement currently doesn't look like a classic workflow: if it's an approval step, that should be a "decision step", which can be automatically displayed in the inbox of users like "Fiori My Inbox" or the classic "Business Workplace", or eventually use the "Extended notifications" to convert the decision and dialog steps into emails.

Currently, what system does your company use for other workflows?

Re: class based workflow - trigger mail to multiple recipients

kjyothiraditya — Sat, 28 Dec 2019 10:05:38 GMT

Hi Sandra,

We are on S/4HANA 1809 with Fiori and OData. Hmm i do not exactly want to approve from Email and Email here is not the SBWP, but rather the Email the user uses like Outlook, Gmail etc. The email functionality is just to notify the user to take some action, not directly from mail, but rather he has to login and do the necessary steps.

Regards,

Aditya

Re: class based workflow - trigger mail to multiple recipients

Sandra_Rossi — Sun, 29 Dec 2019 17:03:46 GMT

I will just answer the question how to send an email to multiple recipients:

In the workflow container, define a "table" container element ZUSERS (or the name you want) with line type SO_NAME, check "multiline" so that it's a table. This element will be used to pass all email addresses to the activity step/task "send mail".
Insert a workflow activity to initialize the element with the list of all SAP user IDs: make it call a custom standard task which calls a method from a custom business object type (SWO1) or a custom workflow-enabled class (SE24, class implementing IF_WORKFLOW), which will return one SAP user ID by line, each ID being prefixed with "US") - in the binding, pass the element &ZUSER&.
Insert a send mail step, in the binding pass the element, select the receiver type "Organizational Object" and select the receiver "Expression" &ZUSERS&.

PS: no need of a loop to send the same email to multiple recipients.

Re: class based workflow - trigger mail to multiple recipients

Former Member — Mon, 30 Dec 2019 15:41:51 GMT

Hi,

If you want to inform users that they need to approve their workitems, or if you want the option to approve their workitems directly from their mail box, then you should use extended notifications (SWN_SELSEN) to make this possible.

There are many blogs on this subject and there is also a document on SAP KBA about this.

Kind regards, Rob Dielemans