Triggering a workflow from E-Mail?

[Former Member]

Hi Experts,

Can we trigger a workflow from a mail? Is it possible? My scenario is very simple-Whenever a mail is send for approval to the approver,two workitems-Approve or Reject should be created in the Appover's inbox.On clicking on any one workitem, corresponding mail for approval/reject should be sent.Any pointers will be highly appreciated..

Thanks and Regards,

Rohit

[Former Member]

No responses!

[Former Member]

Hi Rohith,

What is the difference between sending a mail to a recipient list compared to sending individual mails via a dynamic loop?

Performance. Sending 1 mail to 20 recipients will cost considerably less performance than sending 20 individual mails. If the mail is sent as a SAP Office mail (as opposed to e-mail, fax...) disk space will also be a factor because the SAP office mail will only exist once in the database, with references being created for each of the recipients.

The only time you need to consider individual mails with a dynamic loop is when the text of the mail varies from one recipient to another.

How do I send a standard text as an e-mail from workflow?

It is very easy sending standard text , which may include data from the workflow. You simply create a background step which sends the work item description. This may include variables which will be substituted when mail is sent.

In early releases you have to create your own task based on the method SELFITEM SendTaskDescription. In later releases a wizard is available for creating the step and in release 4.6 there is even a step type which does this all for you automatically.

Whichever path you take, there is very good online documentation describing exactly what has to be done.

see this link

http://saptechnical.com/Tutorials/Workflow/WorkflowTutorialOne/WorkFlowTutorial1.htm

thanks

karthik

[Former Member]

Hi Experts,

Maybe I am not able to express myself clearly.What I am looking for here is:-

a) The definition of E-mail creation event, which can trigger my workflow.

b) This definition has to be specific. I mean workflow should trigger only when a mail is send to admin.It should not trigger everytime a new mail is created in the system.

c) I thought that the business object for E-mail is activity-BUS2000110.But again activity can be anything-E-mail,task,telephonic conversation.Which business object should be used here?

Please give me some pointers on this.

Thanks and Regards,

Rohit

[Former Member]

Hi Experts,

Any more inputs before I close the message.

Thanks and Regards,

Rohit

[Former Member]

Hi Rohit,

You can customize the system to call a BOR method when an external mail (fax, e-mail...) arrives in the system. You BOR method should either trigger the e-meil directly or trigger an event. To customize this user exit use the transaction SCOT.

Best regards,

raam

[Former Member]

Hi Raam,

Will this work for internal mails also? I mean mails sent from SAP Business Workplace(SBWP trx).

Also can you provide some more details on SCOT?

Where exactly to implement such an exit?

Thanks and Regards,

Rohit

[Former Member]

Hi rohit,

Actually your question is not complete.By e-mail do u mean SAP inbox/outlook.

With SAP inbox it is possible,.but if the e-mail is in the outlook,it is not possible.

Best of luck,

[Former Member]

Hi Bhumika,

You are absolutely right.I want to trigger it from SAP Inbox(SBWP transaction).Actually I am using CRM 2007 and this SAP inbox is transformed into Agent Inbox, but functionality is same.

My only doubt is how to trigger an event which will start the workflow. Also it should be triggered only when the mail is sent to a particular person-say admin and not to every individual.

Can you please guide me on this since I am new to workflows?

Thanks and Regards,

Rohit

[Former Member]

Hi,

Your problem can completely be solved.

go to saptechnical.com> tutorial> Business Workflow

in the 1st tutorial 'Building a simple Workflow application using the steps "User Decision" and "Mail". (More details) '

Regards,

Anirban

[Former Member]

Hi Anirban,

I have gone through 4-5 tutorials in SAPTechnical.My only doubt is how to start the workflow.Triggering of which event will start the workflow? Or do we need to trigger it manually in the background alongwith sending the mail?

Thanks and Regards,

Rohit

[Former Member]

Hi Rohit,

The workflow is triggered using the start event.

You can trigger the workflow from any transaction by making use of the Business object. Generally we dont trigger the workflow manually.

we trigger when ever a transaction occur or any event occur.

Please check this example

Trigger a workflow to send an email whenever a material is created

http://www.saptechnical.com/Tutorials/Workflow/MaterialCreate/Page1.htm

Best regards,

raam