Name: How to Set Up the E-mail Notification for Flexible Workflow - SAP S/4HANA Cloud
Uploaded: 2021-2-3
Duration: 589 s
Description: In this microlearning you will learn how to set up e-mail notification for flexible workflow in SAP S/4HANA Cloud. James will walk you through the topic starting explaining what you need to do and where. How to work with templates delivered by SAP and how to transport them between the system landscape.Enjoy!

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<div><div><div><div><div><div><div><div><div><div>In this microlearning you will learn how to set up e-mail notification for flexible workflow  in SAP S/4HANA Cloud. James will walk you through the topic starting explaining what you need to do and where. How to work with templates delivered by SAP and how to transport them between the system landscape.<br><br>Enjoy!</div></div></div></div></div></div></div></div><br></div></div>

How to Set Up the E-mail Notification for Flexible Workflow - SAP S/4HANA Cloud

Hello and welcome to today's micro learning. We're going to look at how to set up email notifications for flexible workflow. So this is an SAP S4HANA Cloud system and we're going to look at this from a procurement perspective. So warm welcome from my side. I'm James Denning. I'm an S-Farmer Cloud Architect and I sit in the Intelligent Delivery Group in S-Farmer Cloud. Again, Zool is to quickly look at how to set up email notifications for flexible workflow and how we can do this without any coding skills. And the target audience is typically aimed at experts or administrators, super users of the like. So how to set up email notifications for flexible work? What we'll do is how notifications are available in the cloud, where to do it in terms of apps and the roles required. How we can work with the templates, so how we can modify and create new templates. briefly touch on how we can move templates between the systems, what to do. So you can configure the system to notify approvers via email about new work items in their inbox. By default, the S4HANA Cloud system comes with alerts for approvers by means of notifications in the SAP Fiori Launchpad. So sending emails provides them with an additional notification channel. and it's something that a lot of business users want to use. You can also configure this so that requesters also receive email notifications when, for example, purchase requisition gets approved or rejected. Where to do it? The Maintain Email Templates app is predominantly what we'll be looking at and where we can maintain and use this logic. With this app you can create your own custom templates by way of a copy of the pre-delivered templates by SAP. We can create language specific variants, we can define subject and body text and we can adjust the custom templates and delete templates which are no longer needed. At the bottom here we've just highlighted the app ID, so F1306 is the app which you can search on the SAP app library where you can see the roles, the catalogs used and the component hierarchy and amongst other good features. So just a note here that it's the administrator business role required to use and maintain this app. So customizing email workflow messages. The salient point here is that we work with templates. There's a specific logic to how these templates need to be defined. And you can see it here. The yy1 represents the custom namespace. The scenario ID for the workflow needs to be maintained here. So this is unique to each business document you're using. And then this underscore CRT underscore all is the function required. You can also go a little bit deeper into a node ID which can actually then specify specific business objects. As you can see here for the overall release of purchase requisitions, we've got the ID ending 458 and the Node ID 19, which is specific to the overall release of purchase requisitions. Whereas the item release of regular purchase requisitions, you can see this is the ending in 471. This is the Scenario ID and the Node 20, which clearly defines that uniquely the purchase requisition item level. So the objective is here to copy this pre-delivered email template, which we can find within the app and we'll have a look at the system very quickly. And then we can copy it into our Z namespace and add some additional responses. For example, here we've got the complete positive, complete negative is a logic to send notifications to the requester when a workflow has been approved or rejected so that additional email can go to the requester of the business object. So customizing email messages and moving templates between the system. So using this app, you can define the email template really quickly. There's no coding needed. We can pull up a screen like to the right. We can define the HTML body and we can embed fixed fields from the CDS view, which is exposed for the workflow object. So the templates consist of some fixed content and also some variable parts and the variable parts is what we can pull into the email notification and build the email to a customized form to how a specific customer needs it and all that's with a no code, low code process. So let's jump into the system and we'll take a look at this really quickly running the app and how we can quickly copy. Okay, so we're in a SRHANA cloud system. We're under the Output Management apps and we can see the Maintain Email Templates. And we have a number around 104 in the current release of pre-delivered mail templates. If we have a quick look in the About Information for the app, again, we can see here the app ID and the application component hierarchy that we mentioned earlier. If we do a quick search on workflow here, we can see a number of the pre-delivered scripts which are available. It's really simple to copy these into the custom namespace. We select the copy. We need to give the prefix yy1 and a suitable name and simply copy. And what happens is we can see in the custom view, there's a number of then custom templates. Again, in the workflow here, you can see this one, which is mentioned here. We have the yy1, the scenario ID and the complete negative. If we drill into here, what we can see is some more details on the template when it was created, a number of available languages. And when we drill into the template itself, we can see the metadata around the body and the email subject. We can show the data fields which are available for selection here. So there's a number of system CDS view item data levels that we can bring in to develop and customize this email notification to individual business users. We can easily see this in the preview of what it would look like in the mail, HTML and the body text, and we can also use an HTML tidy just to generate that a little bit more nicely on screen. And it's as simple as that to create a custom workflow notification, just to ensure that you use the correct notation and the correct scenario ID. OK, so where can I efficiently find the workflow scenario IDs? So there's a number of places we're going to look within the system here. This is under Workflow Administration and you can see the app Manage Workflow Scenarios. We drill into here and you just take a look at the app for this app again. So this is the app ID F3067 Application Component Hierarchy. So you can find this on the SAP app library and you can see we have a number of the workflow scenarios listed here. We can drill into an individual one and we can clearly see this scenario ID here at the top. And finally, when you're happy with the workflow templates you've created, how do we move them into the production system? Well, we use the export software collection app, and here we'd move the manually like we would with any other output related components. Okay, so how to set up the email notifications is a key learning. So what notifications are available with Flexible Workflow, where to configure them, how to amend the message templates and how to move them through the cloud landscape. Key takeaways. So workflow scenario IDs must be used to configure Flexible Workflow email notifications. We must remember as well sending email notifications to workflow initiatives when a document has been approved or rejected is not available for every business objecting source and procurement. And to transportation email templates to the productive system, we need to use the Export Software Collection app. Some further learning. So within the SAP Help Portal, I flagged three root nodes here. One under the Maintain Email Templates. We have another one which is a really good interactive guide for flexible workflow which gives you detailed instructions and help on how to set up and guide you through the process end to end and also one specific for the flexible workflow for purchase requisitions. some additional learning. If you check out the OpenSAP course offering on open.sap.com and search or filter for your area of interest and there's also a number of learning journeys and search for your learning path of interest here.