Unexpected email notify to user for random Workitem

[Former Member]

Hi Experts,

In my company, we have configure workflow for Appraisal System. In our situation, we have disable the Extended Notification because we don't want user to receive an email when a workitem is created for them. In contrast, there is an email sending randomly to user when the workitem is created for them.

We have check, there is no send mail task in the workflow.

The sender of the email is the user who trigger the action, and the receiver is the owner of the workitem. The subject of the email is the subject of the workitem itselt. The content is like bellow:

"Work Item in R/3 System: XXX

You have a new work item in the SAP System.
Note the following instructions.

  You have just received the TYR Form for XXXXXXXXXX which needs to be reviewed and approved, in your UWL."

Is there any possibility that the email is sending out without using "Extended Notifications" and "Send Mail Task"?

[pokrakam · Accepted solution]

Hello,

Looking at the message, it's definitely a custom development. Look for background jobs, see if anything with program names SWN* is running, this would be extended notifications. Else look for anything that ran at the time you see in SOST.

Regards,

Mike

[Former Member · Accepted solution]

Hi Mike,

Thanks for your answer. I am sure the extended notification has been disable from our development system, but I have no idea what program or function that send the email out.

Regards,

Punleu

[Former Member]

Hi everyone,

Here is some update.

The Email title is the "Work Item Text" and the Email content is the "Work Item Description" on the custom task that run.

Thanks,

Punleu

[anjan_paul]

Hi,

   Please share screenshot of SWNCONFIG transaction ->  subscription, Delivery , Filter screenshot.

[Former Member]

Thanks Mr. Anjan Paul,

There are 3 scenario in the configuration. The OSP and UWL have empty configuration in Scenario, Filter Setting, and Delivery.

Please kindly find my screen shot bellow.

- Scenario

- Workflow: Subscription

- Workflow: Filter Setting

- Workflow: Delivery

Please let me know if you have any question.

Thanks for your time considering on my issue.

Regards,

Punleu CHOMNAN

[former_member185167]

Hello,

"Is there any possibility that the email is sending out without using "Extended Notifications" and "Send Mail Task"?"

Yes, I have seen many sites where people have made custom programs to do what Extended Notifications does - alert users to the presence of workitems. Check in transaction SM37.

regards

Rick

[Former Member]

Hi Rick,

It could be possible that there is a custom program do what Extended Notifications does, is there anyway that we can trace which program or function that trigger the email?

Regards,

Punleu

[pokrakam]

Hi Punleu,

As both Rick and I have already said, look for background jobs that ran around the time of your email. If SOST says the email was created 14:37, go to SM37 and look for jobs that started between 14:25 and 14:38 on that day. Try with a little longer timespan if no success. Remember to specify user=* as it will default to your ID.

Regards,

Mike

[Former Member]

Hi Mike,

Thanks for you reply. Actually, I have tried the method you have specified, and I found this program "RSARFCSE" run via background job "ARFC:C0A8F0072E4853CF63A001BC". I have search "RSARFCSE" on google and found that this program is used to remove the error log or something else. It's not a custom program to send the email.

Thanks again for your reply.

Thanks

Punleu

[Former Member]

Hi Punleu,

Who is the sender for the email being sent?

If the sender is WF-BATCH then it is some worklfow that is sending it and if it is sapbatch user is then some program is doing this.

Check Report RSWUWFML and the variants it is using in your system.

This report is supposed to send email notifications to user's who have work items directed their way.

If the variant contains your Dialog task that should be sent just as work item then remove it from variant list.

Please let me know if you need more details.

Regards,

Sandip

[former_member185167]

Hello,

You said the emails are sent "randomly". How random? Only for some workitems?

regards

Rick Bakker

[Former Member]

Hi Sandip,

I am sure that the "Extended Notification" has been disable. The send of the message is the person who trigger the action of creating the workflow. I also cannot find the report "RSWUWFML" running the same time the message was sent out.

Thanks Sandip for your reply ,

Regards,

Punleu

[Former Member]

Hi Rick,

It happen with few workitems only, and the notification doesn't send out every time the workitem is created by the same user. It is so strange.

Regards,

Punleu