SAP S/4HANA Email and Fiori launchpad Notification...

RupeshKumar_04 · ‎2024 Sep 02

Email Notifications in Purchase Order Flexible Workflow

While processing the purchase order workflow, email notifications are triggered at different stages. Certain configurations are required to receive these email notifications. SAP provides standard templates for different stages that need to be copied to configure email notifications.

Email Notification to the Workflow Approver

When a purchase order is created, and the workflow is triggered then it will go to the approver based on the workflow configuration in the application "Manage Workflow for Purchase Orders”. During this process,

email notifications can be configured to be sent to the approver.

Prerequisites: The Flexible workflow for purchase orders has already been configured.

Standard Email Template: SWF_CRT_NOTIFY_RECIPIENTS

Pattern for naming Convention: <YY1>_<SCENARIO_ID>_CRT_<ACTIVITY_NODEID> or <YY1>_< SCENARIO_ID>_CRT_ALL

Purchase order workflow scenario and activity node id list:

Scenario Id	Activity id	Description
WS00800238	19	Release of Purchase Order
	51	Release of Reworkable Purchase Order
	41	Rework of Purchase Order

Steps to be followed: -

Open standard email template in “Maintain email templates” application.

2. Select standard email template and click on the Copy button to create custom email template.

Name of the Email Template should be given as per the pattern.

Example 1: If you want to create template for specific activity such as “Release of Purchase Order” then in this case custom email template name will be YY1_00800238_CRT_19.

Example 2: If you want to create template for complete workflow scenario then in this case custom template name will be YY1_00800238_CRT_ALL.

For more details, refer to How to Set up the Email Notification for the Flexible Workflow

Email Notification after Workflow Approval or Rejection

When a purchase order workflow is approved or rejected by the workflow approver, you can configure email notifications to send emails to notify about the status.

There are two ways to configure email notification to be sent after approval or rejection.

Using email template SWF_WORKFLOW_COMPLETE_NOTIFY: -Using this template, email will be triggered to purchase order creator on the approval/rejection.

Prerequisites: The flexible workflow has already been configured.

Steps to be followed: -

Open standard email template SWF_WORKFLOW_COMPLETE_NOTIFY in “Maintain email templates” application.

b. Select standard email template and click on Copy button to create custom email template by given name as per the pattern:

YY1_<SCENARIO_ID>_COMPLETE_POSITIVE - When workflow approved

YY1_<SCENARIO_ID>_COMPLETE_NEGATIVE - When workflow rejected.

Purchase order workflow approved scenario: YY1_00800238_COMPLETE_POSITIVE

Purchase order workflow rejection scenario: YY1_00800238_COMPLETE_NEGATIVE

Notes:

If you use the email template SWF_WORKFLOW_COMPLETE_NOTIFY to send email after approval or rejection mentioned above, then email will always go to purchase order creator.
This is a generic way of configuring emails, so while creating a custom email template, the available data fields will not be specific to the purchase order.

For more details, refer to How to Set up the Email Notification for the Flexible Workflow

2. Configure email notification in “Manage workflow for purchase orders” application: -

Using this approach, you will have option to maintain recipient to whom you wanted to send email notification after purchase order workflow approval or rejection and while creating custom email template, available data fields will be more specific to purchase order.

Below standard email templates will be used to create custom email template.

MMPUR_PO_WFL_APPROVAL_EMAIL - Email template for approval

MMPUR_PO_WFL_REJECTION_EMAIL - Email template for rejection

Steps to be followed for creating email templates: -

Open standard email template in “Maintain email templates” application.

For approval: MMPUR_PO_WFL_APPROVAL_EMAIL

For rejection: MMPUR_PO_WFL_REJECTION_EMAIL

b. Select standard email template and click on the Copy button to create custom email. You can take any name for custom form template which does not exist.

For approval:

For rejection:

c. Provide name, description and click on Copy button.

For approval:

For Rejection:

Configure notification while creating workflow: -

a. Open “Manage workflow for purchase orders” application to create workflow.

b. To create workflow, click on “Create” button.

c. Go to the Notification tab and click on the create button.

d. Fill in the required details and click on the create button.

Workflow Result: To enable notifications after approval or rejection, select the appropriate option from the dropdown menu.

E-Mail Template: For all the workflow result action, all the configured email template for the purchase order approval and rejection will be displayed, which are created by copying pre-delivered email templates: -MMPUR_PO_WFL_APPROVAL_EMAIL and MMPUR_PO_WFL_REJECTION_EMAIL.

Please select proper email template for each action.

Recipients: Under recipients section you can maintain user to whom you want to send email notification after approval/rejection using fields Assignment By and Role.

For example, if you want to send email notification to workflow initiator then you can select value for “Assignment By” as “Role” and value for Role as “Workflow initiator”.

Configured details for approval: Fill below details and Click on Create button.

After clicking on Create button you will be able to see email notification configured under notification tab.

To configure email notification in same workflow for rejection email click on “Create” button again under notification tab.

Fill required details and click on “Create” button.

Email notification will show for both approval and rejection under “Notification” tab.

For more details, refer to How to enable email notifications for purchase order approvals and rejections

Notes:

Any of above two email templates should be maintain in “Maintain Email template” application to enable Notification tab in workflow definition.
Enablement of Notification tab will not have any dependency on maintenance of email template SWF_WORKFLOW_COMPLETE_NOTIFY.
If notification is configured using “Manage workflow for purchase order” application and using email template SWF_WORKFLOW_COMPLETE_NOTIFY both, then in this case there will be two email notification.

Deadline Email Notification

The "Manage Workflows for Purchase Orders" Fiori application allows you to configure deadline monitoring and set up custom email notifications to keep approvers informed about pending approvals and new work items, ensuring timely approvals and efficient workflow management.

For detailed instructions, please refer to the blog: Deadline Monitoring in Purchase Order Flexible Workflow.

For additional help, check the SAP documentation: How to enable email notifications for purchase order approvals and rejections

FAQ:

1. What configurations need to be checked if a workflow notification is sent to the wrong user? Or the anonymous email was triggered for the purchase order workflow?

Ans: There could be several reasons for such occurrences:

Check if email notification is configured in the system.
If email notification is not configured, investigate if the email is from an old purchase order that has since been approved, and during its creation, an email was sent.
It may be generated from some other connected system.

2. What will be the language of the email notification?

Ans: - Refer to KBA 3079732 for details on email notification language.

3. What are the different email notification triggers after Purchase order approval completion?

Ans: Based on the configuration, once the purchase order is approved, the following emails may be triggered:

Purchase order workflow approval email (if the workflow email is configured to send an email after approval).
Purchase order output email to the supplier (based on the output parameter determination configuration).

4. Can repetitive email notifications be set up for purchase order approvals?

Ans: Deadline email is way to send recursive email to approver.

5. How do I send a reminder email to the purchase order workflow approver?

Ans: The deadline email option is available to send reminders.

6. Is it possible to use custom attributes provided by SAP in the email template?

Ans: No

7. How do I add a custom field in the email template?

Ans: Extensibility feature is not supported for purchase order workflow email template.

8. How do I configure the recipient for email notifications in the purchase order workflow?

Ans: If custom email templates are created based on below email templates, there is no option to manually set the recipient:

SWF_WORKFLOW_COMPLETE_NOTIFY

SWF_CRT_NOTIFY_RECIPIENTS

However, if custom email templates are created based on below email templates there is an option to configure recipients for email notifications.

MMPUR_PO_WFL_APPROVAL_EMAIL

MMPUR_PO_WFL_REJECTION_EMAIL

MMPUR_PO_WFL_DEADLINE_EMAIL

9. Why is email notification tab missing in “Manage workflow for purchase orders” application?

Ans: Due to missing configuration for custom email template. For more details, refer to KBA 3304179

10. If “Manage workflow for Purchase Order” Application is configured with email templates to notify, will the substitute user receive email notifications?

Ans: Yes

11. Why is not notification for rejected POs sent to the requestor?

Ans: Under notification tab in “Manage workflow for purchase order”, configuration should be there for rejection and Action result for 'Rejected' outcome is set to be 'Cancel workflow'. For more details, refer to KBA 3192323

Fiori launchpad Notification in Purchase Order Flexible Workflow

The default Fiori notifications provided in the Purchase Order workflow scenario in SAP S/4HANA Cloud are displayed in the Fiori Launchpad. We will explore some of the Fiori notifications that can be triggered during Purchase Order workflow processing.

Prerequisites:

The Flexible workflow has already been configured.

Approval Request:

Once purchase order workflow is triggered then all user who is responsible for approval at current step will get notification.

After clicking on notification, it will redirect to the My Inbox application for processing of workflow.

Rejection Notification:

If processor of the workflow rejects the purchase order by clicking on “Reject” button in My Inbox application, then purchase order creator will get rejection notification.

Notification body contain two fields and value of these fields will get from processor: -

Decision Reason: Configuration for decision reason can be done in SSCUI - Edit Decision Reasons (104740). If configuration will be not maintained, then it will show default value as “Decision reason not configured”.

Decision Note: This filed will contain comments enter during rejection and if it will not enter then default value will be “Decision note not entered by the approver”

Decision reason and note will be display in the logon language of the approver.
After clicking on notification, purchase order will open in “Manage Purchase Orders” application in display mode.

Approval Notification:

If final approver approves purchase order by clicking on “Approve” button in My Inbox application, then in this case Fiori notification will not be triggered.

Rework Requested Notification:

If approver of purchase order workflow, request for rework by clicking on “Rework” button in My Inbox application, then purchase order creator will get notification.

After clicking on notification, it will redirect to the My Inbox application for processing of workflow.

Workflow Error Notification:

Pre-requisite:

User who is supposed to receive workflow error notification should be configured as the member of team as function WF_ADMIN (Workflow Administration) in the “Manage Teams and Responsibilities” application as below: -

Open Team in “Manage Teams and Responsibilities” application.

Check if team member is maintained as “Workflow Administrator” function.

Refer to Responsibility Management in Flexible Workflow blog to configure user in “Manage Teams and Responsibilities” application.

2. The user should have an administrator role to navigate to the application after clicking on the notification.

When purchase order is created and workflow triggered, if workflow went into error due to approver not determined for step, then in this case notification will raise to all the ADMISTRATOR users configured as mentioned in pre-requisite.
After clicking on notification, it will redirect to the application mentioned in the notification body.