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Workflow - Send Mail to PO Validator


I want the validators of purchase orders to receive email notifications to validate the PO according to the classemnt of the validator in the validation circuit.

So, I found that I have to activate the workflow and add sending by email in the transaction 'SWDD'. (Workflow : WF_PO_REL)

My problem is that I did not find the variable that I have to put in 'expression' for the validator who receives the mail.

Currently the creator of the order that receives the email because the variable put in the field is '_WF_INITIATOR'.


swdd.jpg (40.5 kB)
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  • Hi Laurent Burtaire,

    1) I'm sorry, you're right, I'm in ECC system.

    2) I modified the standard because I am in a test environment (SANDBOX) to test my developments and settings. otherwise for the realization which will be transmitted in production will not affect the standard.

    3) I will see.

    4) I want to do this only for purchase orders. and I think I am on the right track, since I was able to generate emails following the creation and after each validation. my only concern is the recipient, instead of creator I must put the validator (put the correct variable in the expression field - see the image attached in the post -) .


  • Hello Zakaria,

    for you tag, i advise you to put SAP Business Workflow



  • Laurent Burtaire ,

    - For the tag, it's done.

    - For the 3rd point, could you (or someone who see this post and has an idea) please help me find the place i can check data binding between Workflow and the container of standard Task TS20000166 if approver's data are available. Because I tested several parameters from the matchcode without succeeding.

    Thank you for your precious help.

    swdd2.jpg (66.4 kB)

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4 Answers

  • Posted on Apr 30 at 06:48 AM


    (Bonjour Laurent Burtaire it has been a long time I hope you are fine)

    If I have understood correctly you would like to send a dialog workitem to alert the validators that they have to process something in SAP.

    If I have understood correctly this is done by a standard functionnality called Extended Notification.

    Here are some links that could help you for the set up First and second

    Official help

    Best regards

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  • Posted on Apr 30 at 02:19 PM

    Are you trying offline approval (using email)?

    If yes - you will have to send email and do configuration in SCOT and when email comes in you will have to perform custom validation.

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    • Ashutosh Anand , I don't know what you mean by 'offline approval'.

      But I can tell you that the current situation is that the approvers receive in Business Workplace (tcode : SBWP) notifications to validate an order, and the creator receives an email (because there is as expression in the task email the value '_WF_INITIATOR' that I want the change so that the approver who receives the email instead of the creator).


  • Posted on May 01 at 08:00 AM


    Off line approval allows user to receive an email with button that will allow the "action" directly from the mail the approver receives.

    this button will generate an email that will be received by the SAP system and process (generally via an exit maintained in SO50)

    However, you would have to set up workflow exit to build your mail and provide the necessary information within the mail for the users to take their decision.

    ,maintain your system to receive and email from the outside create the exit to process the incoming mail. (you would have also to make the decision in the name of the user who sent the mail within SAP and make sure he was one the guy that is supposed to process it)

    I think here from your question that for the moment you'd better stick to the standard and this could be an evolution or when you'll move to a Fiori My inbox application people will be able to approve from their mobile without an email.

    Best regards

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    • Stéphane Bailleul , Thank you for your explanations, it's clear now. (c'est très gentil de votre part ;) )

      About FIORI,If I understood correctly, if we want to set up FIORI for the approvers, we will not need to send mail.

      And I would be very grateful if you offer me a good tutorial on how to use the offline approval (the parameters and the changes I have to make on the system)


  • Posted on May 04 at 09:15 AM

    Follow the tutorial for offline approval - Offline Approval - Detailed Steps

    If further help needed, feel free to reach me.



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    • HI zakaria bi,It could be because of Standard Task. All my workflows are custom using custom task, rest be assured it works perfectly fine. :) If it is feasible - Can you try it in a custom workflow, in a custom task. Also, the task is to release PO, which will need some more tweaking as compared to the tutorial which we have shared. -Ashutosh

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