PO approval 2 or 3 step Work flow based on values

[Former Member]

Hi  Experts ,

I am working on  PO Approval using workflow.

1. I have scenario such that when PO creates based on amount it triggers workflow mail to outlook for approval PO 1st level.

2. First level approves it should go 2nd level which is last step if amount less than 100K, If total amount greater than 100K add another step 3rd for next level approval and send mail to outlook for approval.

Every time for approval need to send mail to outlook for approving PO.

when I try to us WS20000075 but getting not trigger outlook mail. can you please update how to achieve.

Can you please suggest.. step by step workflow activation and outlook email in workflow possible please.

Thanks and Regards,

Hari

[Former Member]

Hi Vijay,

My WF triggering and getting mail notification to first level approver, but after first level approver approved , it is not triggering mail notification to second level approver.

I have configured extended WF but it is not triggering mail notification to outlook, only getting mail in SAP INBOX.

Can you please suggest any way I can do it.

Thanks and Regards,

Harikiran.

[former_member185167]

Hello,

Extended Notifications figures out the email address for you. If t is sending it to SBWP instead (something I've never seen) then I assume the user doesn't have an email address associated with their user. Look in SU01D.

regards

Rick Bakker

[SandySingh]

Hi Hari,

As I have mentioned in my 1st post, extended notification is the SAP recommended way to send the emails for pending workitems.

If your business requirement is just to notify the user and not trigger any workflow/action items to users then you can use the Userexit/BADI to trigger the email programatically. But if the users have pending action items then extended notifications is the best way to send reminder emails.You can use userexits/custom reports to send emails for pending items but it is an overkill.

Regards

Sandy

[Former Member]

Hi All,

Thanks for your replies,

As Rick Advised I have tested SWi1 and found WF working fine no errors found. But problem

1. it is not triggering when ever PO creates should go to first approval immediately by right but I did not see it triggers . I have assigned event to trigger the WF also. Anything I want to change event.

2. Each time trigger to approval need to trigger outlook so that approver login SAP and Release the PO .

Hi Vijay ,

your sent link is not working , nothing open ....

Hi Sandy,

Your correct but we have some time line to finish the requirement , if option is not working then need to check another option to proceed further.

Thanks and Regards,

Harikiran.

[SandySingh]

Hello Hari,

So your timelines dont permit you to get a business approval for extended notification configuration. Ok make sure you put this as your recommendations for future in your technical specification or Development strategy and guide lines document.

You can try following option for mail sending in absence of extended notification:

- If you dont have an option to copy the standard WF to custom WF then

• Create a custom workflow with same trigger as standard workflow WS20000075 :  BUS2012 and event RELEASESTEPCREATED. Activate the linkages in SWE2
• Just create a mail sending step in this workflow with agents as Rule 20000027. Now you have 2 workflows that are triggered on same event: one for approval(sap standard ) and other one for email notification.

- You can copy the standard WF WS20000075 to custom WF(if this is an option for you) and add the email step just before task TS20000166. This is much better approach.

Regards

sandy

[former_member185167]

Hello,

" I have tested SWi1 and found WF working fine no errors found. But problem

1. it is not triggering when ever PO creates should go to first approval immediately by right but I did not see it triggers . I have assigned event to trigger the WF also. Anything I want to change event.'

I don't understand. First you say the workflow is working fine, then you say it's not triggering? The rest of the statement is a complete mystery to me.

As for timelines, it takes 30 mins to set up Extended Notifications and it will then work for all workflows. That's a lot quicker than creating SendMail steps everywhere. You can't approve from SendMail steps but you can include a link to allow users to approve from Extended Notifications.

regards

Rick Bakker

[Former Member]

Hi Ricky,

1. yes, I key in PO number in the workflow for test , it is fine triggering first level and getting mail in SAP inbox of first approver .  once first level approved, it is not triggering sap mail to second approver but it is saying PO approved successfully but I go and see PO still second level not completes.

I do not want key in PO number , WF has to pick when ever creates PO right, when event already there to trigger.
.

If you have any step by step document for Extended Notification , Please send me the link.

Thanks and Regards,

Harikiran.

[Former Member]

This message was moderated.

[former_member185167]

Hello,

"when I try to us WS20000075 but getting not trigger outlook mail."

Do you mean mail or workitem? Does the workflow even start? Check in SWI1.

regards

Rick Bakker

[Former Member]

Hi Rick,

I have activated as below,  We have 3 levels of approval. 1st and 2nd for below 100k and 3rd level above 100k.

Here I want to add send mail option in the workflow when ever it changes the status means each level , I have to sent mail respective approver to their outlook telling please approve.

How I can do it in the workflow. I tried by searching sites but I did not found any blog or any discussion on outlook email notification in workflow . even it is tough if provide step by step document it is good .

For PO approval also I have searched but I did not get step by step approach of single document, I have configured all release strategies in SPRO. maintained Matrix correctly.

can you please help to advice any suggestion. If workflow not works to send mail outlook,  then I have to do in PO SAVE user exit based on release strategy.

like When creates PO send email for first approver , and when ever first approver go and release the PO and SAVE

                              send mail to 2nd approver , when ever 2nd approver release and SAVE send mail if required 3rd approver.

If Workflow not works I am planning to do in USER- EXit. Please advise.

Thanks and Regards,

Harikiran.

[Former Member]

Hi Hari,

If you want to send an emails from workflow , you have to copy the standard workflow into custom workflow and have to add send mail step.

Instead of doing this, you can achieve your requirements using extended notifications. If you use extended notifications when ever the work item is triggered for approver, immediately an email will be send to outlook with purchase order details.

All you have to do is, Just check the below link and do the configuration. Once the configuration is done trigger new workflow and check SOST transaction. The approver email will be there.

Check Below :

http://www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/50322608-af62-2e10-4eb8-acea876f0...

Thanks,

Vijay,

[former_member185167]

Hello,

See point 2:

You want to send *workitems*, not *emails*, if you want something approved.  Workitems cannot be sent to Outlook because Outlook only takes emails and workitems are not emails.

What you have to do is send a workitem and then leave it to SAP to send an email about that workitem to Outlook. You do this by setting up Extended Notifications, as detailed in the previous post.

regards

Rick Bakker

[SandySingh]

Hello Hari

You will have to configure extended notifications for reminder emails for pending approval work items. This is system configuration and is applicable for all workflows. Refer to detailed knowledge base article below

https://service.sap.com/sap/support/notes/1646056

For configuring the WS20000075, ensure that this WF is active in SWE2 ( BOR BUS2012 EVENT RELEASESTEPCREATED  Receiver WS20000075) and all the dailog tasks are set to "general task" and release strategies are configured properly. Reach out to MM consultant to ensure that SPRO configuration is maintained correctly. Activate WF template WS20000075 in SWDD.

Few links for your reference

Regards

sandy