Email Notification in BPA

FabioDagostin1 · ‎2025 Jun 18

Hi everyone.

I have a question and would like your help.

We are currently testing BPA with the goal of automating processes (workflow).

This process was created in BPA and is made available to users through Workzone.

However, email notifications are not sent to users, informing them that new tasks are available for execution.

The only way I know to send an email is by creating a specific task to send it. But I would have to create many tasks for this. Example: I have 10 tasks in a given process, I will have to create 10 more just to send the email. Not to mention that I will not be able to include the link to access the task in the body of the email.

I would like to know if BPA has any automatic way of sending emails to the responsible users without having to create specific tasks for sending emails ("email task").

Thank you

Ndubuisi_PALMER · ‎2025 Jun 18

Hello Fabio

By default, SAP BPA does not automatically send email notifications for user tasks unless certain configurations are in place. Here’s how to handle this without creating one email task per process step:

1. Enable Email Notifications in SAP BTP Subaccount Settings

You need to configure and enable workflow email notifications in your BTP subaccount where SAP Build Process Automation is running.

Steps:

Go to BTP Cockpit
Navigate to your Subaccount > Service Instances > Find the Workflow or Process Automation instance
Under Destinations, ensure that mail notification settings are active
Make sure a destination named SAP_NOTIFICATION_CENTER exists and is correctly configured
You must also configure the Workflow Mail Destination pointing to your email service provider or SMTP endpoint

2. Activate Email Notifications per User via My Inbox Settings

Users need to go to SAP Work Zone or My Inbox
In the Settings, activate "Email Notifications"
This allows the system to automatically send emails when a task is assigned

This step is user-specific, and must be enabled by each end-user or enforced via role-based setup.

3. Use Business Rules or Automation to Trigger Email Once

If you want more control, you can use a central automation or business rule to:

Detect when a task is created
Read the context and assigned user
Send one email per user per task using one reusable automation

This avoids one email task per user task.

4. Use SAP Alert Notification Service (optional)

If you need structured notifications:

Subscribe to SAP Alert Notification service
Configure it to trigger alerts on specific BPA events (like task assignment)
Send email or push alerts via defined templates

5. Include Task Link in Email Body (Optional)

SAP BPA doesn't include direct task links automatically. To include the task link in a custom email:

Use the following format: https:///inbox?instanceId=
You can retrieve the instance ID and task ID via automation or workflow context
Use that in your email content dynamically via scripting

Email Notification in BPA

Know the answer?

Need more details?