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E-mail Notification for PR/PO Approver in SAP ECC

Release Procedure for PR/PO




Approvers may want to be instantly informed about the documents for approval. There are some standard and non-standard ways to do this. Some BADIs can be used for this process. Also, the workflow can be copied and a mail step can be added to the new workflow. But I want to show the standard way for this process. I will try to explain it step by step as much as I can.



Define Release Procedure for Purchase Orders

In this step, you set up the release procedure for purchase orders (POs) and can link it to workflow. (Note that in this context "releasing" means "approving", or giving the "green light" to a document.)


  • In the case of a release procedure linked to workflow, you must have previously created the user names, positions, jobs, etc. that you here assign to the release code in the organizational plan and must have linked them to the relevant standard tasks in task-specific Customizing (Basis -> Business Management -> Business Workflow -> Perform Task-Specific Customizing).

  • You must assign the authorization M_EINK_FRG to the persons who are to be involved in the release procedure (Authorization Management -> Create Authorization Profiles and Assign to Users).


Here you define the following:

  • Release group

  • Release codes

  • Release indicator

  • Release strategy

  • Workflow

Release group

Create a release group for your release procedure and assign it to a class. In the process, you assign release conditions to the release procedure.

Release codes

Here you create the release codes you need for your release strategy and assign the codes to your release group. If a release code is to be used in workflow, indicate this accordingly in the Workflow field

The Workflow indicator is also used to control role resolution:

  • "1 - Role Resolution with Group, Code and Plant (T16FW)"

Here you use a role resolution that is supplied in the standard system. To do so, you must assign the release point in the section Workflow (see below).

  • "9 - Role Resolution via User Exit"

Here you use the customer exit M06E0005 to define a role resolution of your own.

Release indicators

release indicator shows the release status of a PO.

Via the following settings, you can define the release indicators you need for your release procedure:

  • The Released indicator is used to specify whether messages (PO documents in output format) may be transmitted for a purchase order with this indicator.

  • The Changeability indicator shows the effect of changes to the PO (a change to a PO may require a new release strategy to be determined, for instance).

  • By means of the Value change indicator, you can specify that the release strategy is to be re-started if a PO is changed and the value of a PO item thereby increases by a certain percentage (e.g. 10%). Set the Changeability indicator to "4 - Changeable, new release in case of new strategy or value change" or "6 - Changeable, new release in case of new strategy or value change/outputted" and enter a percentage in the Value change field.

The following release indicators are necessary for every release procedure:

    • Release indicator for initial status
      If the PO is subject to a release strategy, it must normally be released before it can be transmitted to the vendor. Therefore, when a PO is created, it is assigned a release indicator that blocks it from being outputted in message form.
      The Released indicator must not be selected for this indicator.

    • Release indicator for released status
      This indicator is assigned to the PO when it is released.
      The Released indicator must be selected for this indicator.

Release strategies

Create a release strategy for your release group and assign your release codes accordingly.

  • Release prerequisites

With the release prerequisites, you specify the order in which the individual release points (individuals or departments) represented by the release codes may release the document.


The following table shows release prerequisites for a strategy with four release codes.

Code/Release prerequisite

01 02 03 04
01 - [ ] [ ] [ ]
02 [x] - [ ] [ ]
03 [x] [x] - [ ]
04 [x] [x] [x] -

In this release strategy, the codes 01, 02, 03, and 04 must successively release the purchase order.

Read the table from left to right. For instance, the third line for release code 03: For code 03, release via code 01 and code 02 is a prerequisite. That is to say, the PO must be released via codes 01 and 02 before it can be released via code 03.

  • Release statuses

Here you specify the status a PO has after certain release points have effected release.

Specify which release indicator/status a PO is to have after having been released via a certain release code.

  • Classification

In classification, you maintain the values assigned to the characteristics. Via the characteristics and their values, you specify the POs to which your release strategy is assigned.

Maintain values (individual values or intervals) for your characteristics.


Two characteristics and their values have been maintained in classification for release strategy 'EA':

- Document type - 'NB - standard purchase order'

- Total value - above $10,000

All POs with the document type 'NB' and a total value in excess of $10,000 are thus subject to a release procedure with the release strategy 'EA'.

  • Release simulation

The release simulation function enables you to check which status a PO will achieve with your release strategy if release is effected by a certain release point.

Choose "Simulate release" and release the document with the desired release code by double-clicking. The system shows you which status the PO now has as a result of this release.


Assign a processor ID to your workflow-relevant release codes. The processor (member of staff responsible for processing the document) will then receive a work item when he or she is required to effect release.

You can assign a processor ID either directly or indirectly:

    • Direct processor assignment:

Enter a user name.

    • Indirect processor assignment:

Enter a job, for example, or a position. At runtime, the system will then determine the member(s) of staff responsible for processing the document.

Customer exit

Customer exit M06E0005 enables you to define your own role resolution which determines the person responsible for releasing purchasing documents in workflow.

Further notes

Further information on how to set up a release procedure linked to workflow is available via the menu options Help -> Application Help.
















Firstly, if the workflows are activated in the system, the workitems on the user’s will fall into the user’s “Business Workplace”.

You can go to the business workplace by clicking the button marked or with the “SBWP” transaction code.




Documents falling into the inbox on the business workplace will look like the following.





The next step is to forward the document in the inbox by e-mail.


1. Activating the Business Workplace

Workitems do not fall directly into the inbox. Workflows must be active for this.

1.First of all, there are a few small steps to complete in the “SWU3” transaction code.

2.Then, the workflow belonging to the document(PR/PO) that is requested to drop to the inbox from the “SWDD operation” code must be activated.

3.Then the mail server must be activated.


1.1 SWU3 – Automatic Workflow Customizing

BASIS must complete this process. After completing the steps in this process, you should see the lines in the SWU3 transaction code with a green tick as below.

1.2 SWDD – Activating Workflow

In this step, the worklow (WS20000077) belonging to the document (for example PR) to be inboxed must be activated.

The relevant workflow should be entered and the header button should be clicked.







Then the marked yellow button must be clicked.

Then the line should be selected and the “attributes” button should be clicked.

Then come back and click on the “Start Event” tab. The BUS **** object must be activated by clicking on the marked icon.






When saved, Workflow activation process is completed. The workitems that fall into the user’s inbox after the workflow is activated will be listed as follows.


2. Activating Mail Server

BASIS must complete this process. It can be checked whether the domain is correct in the “SCOT” transaction code.








3. Mail Forwarding Process

There are 2 different ways for forwarding mail. One of them is individual forwarding. In this forwarding type, each approver should make settings for the routing process specific to its own user. After the user has made this setting, the workitems falling into the user’s inbox will be forwarded to the desired e-mail address. This individual action required by each approver is described in section 3.1.

The second of these is to activate the mail forward operation for all users in the system. With a simple operation, the mail forwarding process can be activated. It is ensured that the e-mail address defined in the information of the users is used for this process. This process is explained in detail in 3.2.


3.1 Mail Forwarding Activation From Inbox (Individual)







First, the business workplace must open.

SBWP>Settings>Office settings – Automatic forward tab


In the automatic forward tab, “A external address” must be selected and the mail address must be entered.











Mail forward activation has been completed. After this stage, the workitem ids and document numbers are expected to flow into the email entered, but the RSWUWFML program must be run regularly for this flow to occur. For this, a job must be set up.




3.2 Mail Forwarding Activation From Inbox (Mass)

With this transaction, mail forwarding from inbox is activated for all users in the system. It is more useful than individual forwarding. You must go to t-code SO16.

SO16>Send tab

“External sending only using address management” should be selected.





SO16>Mail Group tab

“Send to home addresses of user” should be selected. When this button is clicked, the workitems are forwarded to the e-mail address in the user information(SU01) for each user.






Mail forward activation has been completed. After this stage, the workitem ids and document numbers are expected to flow into the email entered, but the RSWUWFML program must be run regularly for this flow to occur. For this, a job must be set up.


4. RSWUWFML Program

The mails to be forwarded are triggered by this program. This program determines the way the mail is forwarded (collective or per), the text of the mail and the workitems of which task ID you will forward.

The task ids of the document types to be forwarded must be entered into the program. If this restriction is not entered, all workitems falling into the user’s inbox will be forwarded by e-mail. (Task ID: TS20000159-PR, TS20000166-PO, TS20000172-Contract)

“One mail per workitem” must be clicked.

There is a standard dialog text for the content of the mail. You can use this standard dialog text if you want.


Standard dialog text is as follows.


You have new work items in the SAP System. Log on to the corresponding system. Start the Business Workplace and process your work items.


If you have problems logging on, contact your system administrator.












If desired, a new dialog text can be created in the se61 transaction code, thus changing the content of the mail.

new dialog text, example:






This program must be run to trigger e-mails falling into the inbox. Therefore, job should be established for the program to work regularly. The program should be saved as above or as a variant as you wish. This variant job should also be used.

When the program runs, the work items that fall into the inbox are sent to the approver by mail in the format below.


I hope that will be useful.

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