ByDesign - Sales Order "Sent Back for Revision" notification workflow

[former_member402814]

Hello Experts,

We want to use email notification on the event of approval / rejection / revision of a Sales Order.

I do not find "Approval Status" parameter while configuring this scenario in Workflow Rules.

Under workflow rule for Business Object; I get an option of Livecycle status which has only four options (In Preparation, In Process, Open & Completed) which are not supporting my requirements.

Please suggest.

[former_member499185 · Accepted solution]

Hi Vishal,

I understand the requirement - after every approval is processed by the reporting line manager (or responsible person), you want to send an email to all possible processors of the sales order in order to avoid downtime in processing the order.

Unfortunately we do not have the approval status currently as a selection option for workflow rules. During the approval process the release status is not changed, but much rather frozen until the approval is processed, which will then set the release status to released or keep it as not released in case of revisions/rejections.

For the first case of released orders the work flow rule should be no problem, as you can check for the release code change from not released to released and trigger the email then.

For the rejection and revision case I do not see an option as of right now from standard application side how to create the workflow rule. This would either require the approval status indicator to be checked (would be a new feature request and can be requested on out influence site) or you would need to create an extension field with calculation rule on the approval status (available in sales orders for KUT). This field will copy the status code.

Now that field you should be able to use for the work flow rule.

Status code 3 is in approval (1 is not started, 2 is not relevant, 4 is approved, 5 is rejected and 6 is revision). So based on that new KUT field you can set up a rule that is triggered if the field value is changed from 3 to any other value. You can set up rule as object before change equal to value 3, as during approvals the order cannot be saved either way as everything is read only.

This should fulfill the requirement. Note that the approval status is not available as a calculation rule for all business objects (e.g. Customer Contracts). It should work for sales orders and quotes, as I tested on those two business objects.

Kind Regards,

Arthur

[sandeepyr]

Dear Vishal,

Ideally Once Sales Order is approved or rejected or sent back for revision, the notification is sent to the Employee Responsible of the document and not the creator.

I hope this info helps you.

Regards,

Sandeep

[former_member402814]

Hi Sandeep,

I want this notification email to be sent to other employees responsible for timely delivery of order (except Emp. Responsible)

Thanks for input.