Define Custom Email Template Names for Approved/Rejected Workflow Scenarios in Preliminary Billing

[Vishal41]

Hello SAP Community,

We are working with Preliminary Billing Document Workflows in SAP S/4HANA Cloud and would like to configure custom email templates for the approval and rejection scenarios.

Business Requirement:

We want to send different email notifications (with custom templates) to users based on:

• Approval of a preliminary billing document

• Rejection of a preliminary billing document

Issue:

• We are unable to identify the correct email template names or IDs to customize the content for each status (approved/rejected).

• Workflow is triggering but with default email text, and it’s not clear how to assign different templates based on the decision.

Request:

• What are the standard email template keys/names used for Approved and Rejected statuses in the Preliminary Billing Document workflow?

Regards,

Vishal

[DequanXu]

Hello,

To customize email notifications for the approval and rejection of Preliminary Billing Documents in SAP S/4HANA Cloud, you need to follow these steps:

Email Templates

1. Predelivered Email Templates How to Set Up Approval Workflows for Preliminary Billing Documents
   • Approval: You can use the pre-delivered template for approval notification. Copy the template to create a custom one.
   • Rejection: Similarly, a predelivered template for rejection exists and can be copied to create a custom version.

Steps to Configure Templates

1. Access Maintain Email Templates app

   • Locate the pre-delivered templates relevant to your workflow.
   • Copy the templates to create custom versions.

2. Template Customization

   • Customize the email body and subject as required. Configuring Email Notification Templates
   • Ensure the IDs of custom templates are correctly configured to replace the default IDs.

Template IDs for Preliminary Billing Documents

• Approval Notification: The template ID for approval notifications can typically be something along the lines of YY1_APPROVED_EMAIL.
• Rejection Notification: The template ID for rejection notifications is usually structured similarly, such as YY1_REJECTED_EMAIL.

Please check these IDs in the provided system documentation or by inspecting existing templates in your application. More details on the exact naming conventions can be found in the respective SAP documentation for preliminary billing documents workflows.

Best regards, Dequan Xu 

[Vishal41]

Hello Dequan Xu,

Thanks for replying.

Now I am using pre-delivered custom email template - "SWF_CRT_NOTIFY_RECIPIENTS" for Preliminary Billing documents.

It is working for Following workflow scenario

Preliminary Billing Document Approval Request - YY1_WS02000042_45

Preliminary Billing Document Rework Request - YY1_WS02000042_ALL

but now I have tried the custom template for

Reject - YY1_02000042_COMPLETE_NEGATIVE

Approved - YY1_02000042_COMPLETE_POSITIVE

It is not working in Scenario like Document Rejected and Document Approve.

my kind request to you that please help me find the correct Pre-delivered Email template for Preliminary Billing document and Correct Custom email Template name for Reject and Approved scenario.

Regards, Vishal