Step by step process for an Email notification to creator of purchase order in Flexible workflow

[lkr]

Hello All,

We are using flexible workflow for setting up the purchase order release. We have a requirement in which an email notification is to be triggered for creator of the purchase order if the purchase order is either approved or rejected by the concerned approvers (with decision notes).

We have gone though a few blogs.

As per the blogs, we set up Maintain Email Template App, Manage Responsibility Rules App, Manage Responsibility Contexts App and Custom Fields and Logic App.

We were able to set up data in the Maintain Email Template App and Manage Responsibility Rules App. However, we are not able to set up the data required in Manage Responsibility Contexts and Custom Fields and Logic Apps.

Could anyone please help us by sharing a step by step process for setting up the email notification process.

Thanks.

[urb · Accepted solution]

Hello,

Setting up email notification in a flexible workflow requires several steps, including:

1. Setting up an email template in the Maintain Email Template App: This template should include the information you want to include in the email, such as the purchase order number, the name of the creator, the decision of the approver, and the decision notes.

2. Defining responsibility rules in the Manage Responsibility Rules App: This step involves defining the rules that determine who should receive the email notification. For example, you may want to send an email to the creator of the purchase order if the purchase order is either approved or rejected.

3. Setting up responsibility contexts in the Manage Responsibility Contexts App: This step involves defining the specific conditions under which the email notification should be triggered. For example, you may want to trigger the email if the status of the purchase order is either "approved" or "rejected".

4. Setting up custom fields and logic in the Custom Fields and Logic App: This step involves creating custom fields that capture the decision notes and decision of the approver. You may also need to create logic that retrieves this information and includes it in the email.

5. Testing the setup: Once you have completed the setup, it is important to test the email notification to ensure that it is working as expected.

These are the general steps required to set up an email notification in a flexible workflow. However, the specific details of each step may vary depending on the system you are using.

Setting up email notifications in SAP S/4HANA can be accomplished through the following steps:

1. Define Email Templates: Go to SPRO > SAP Reference IMG > Cross-Application Components > SAP Business Workflow > Basic Settings > Define Email Templates. Here you can create email templates for various types of notifications.

2. Maintain Event Definitions: Go to SPRO > SAP Reference IMG > Cross-Application Components > SAP Business Workflow > Basic Settings > Maintain Event Definitions. This is where you can create and maintain event definitions for triggering an email notification.

3. Maintain Rule Definitions: Go to SPRO > SAP Reference IMG > Cross-Application Components > SAP Business Workflow > Basic Settings > Maintain Rule Definitions. In this step, you can create rules that determine the recipient of the email.

4. Maintain Notification Types: Go to SPRO > SAP Reference IMG > Cross-Application Components > SAP Business Workflow > Basic Settings > Maintain Notification Types. Here you can assign email templates and rule definitions to a notification type.

5. Assign Notification Types to Business Object Types: Go to SPRO > SAP Reference IMG > Cross-Application Components > SAP Business Workflow > Basic Settings > Assign Notification Types to Business Object Types. This step is where you assign a specific notification type to a business object type, such as purchase order.

6. Create a Workflow: In this step, you can create a workflow to trigger an email notification when the purchase order is approved or rejected. To do this, you can use the SAP Workflow Builder.

7. Test the Workflow: Once the workflow is set up, it is important to test it to ensure that it works as expected. You can do this by triggering the workflow and verifying that the email notification is received.

Let me know if that worked for you. Thanks!