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Former Member

Mail notification at value placed at approver field in Additional tab

Hi SAP Gurus,

in the business based on the document (DIR ) we are creating there will be specific person responsible for approving the document.

so we have created a characteristic values in additional tab field, having the list of names / values of approvers,

so while creating the DIR the user will select the relevant approver who is suppose to approve the document, here the requirement is based on the characteristic field value in DIR,

that particular person should get a Mail asking him to approve the document.

how to go about this, can standard work flow solve this requirement, or should we have to go for development in Workflow to meet this requirement, will the value at additional tab act as a triggering point for Mail generation to specific user? i have not worked with Work flow.

please explain in detail the steps to meet this requirement.

Points awaiting,

Thanks and regards,

Priya S

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4 Answers

  • Best Answer
    author's profile photo Former Member
    Former Member
    Posted on May 13, 2009 at 09:45 AM

    Hi Priya,

    Yes! There will be the standard work flow is available with little modification you can work with.Just discuss with your workflow consultant brief your requirement.

    There is the Step as flows:

    1) As soon as you create the mail it will trigger mail to concerned person

    2) Person will work on particular DIR, will do the related work (attaching original). Hence mail will trigger for approval, further process.

    3) The concern person will receive the mail and hence approval process will take place

    (approval/reject ) this process with one person or many depending on requirement.

    This will be through workflow only here you specify the approval list(user ID). No need to create characteristic values in additional tab field seperately.


    Seema P.

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  • Posted on May 13, 2009 at 01:15 PM

    Hi Priya

    You can achive your requirement By using Workflow.

    So whenever you are sending document to a approver, Tell workflow consultant to fetch agent from the Characteristics that you have assigned to that DIR.

    Discuss with you ABAP Consultant he will solve your problem definetly.

    With Regards

    Mangesh Pande

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    • Former Member


      thanks for your inputs,

      The complete requirement is the client needs to check the values in Characteristics (the users) with there credentials, just like the funtionality provided in field USER in document Data Tab,

      and he will place the relevant Users (one or many) and the mail has to be triggred to each of the reviewers and the document approvers based on the value placed.

      (here not placing any values in Characteristics and only ging by Work FLow, it will not give any record in the DIR who are the Approvers or reviewers of that particular Document, so it is required for reporting purpose also)

      so it is two requirement,

      1) search criteria in the values of Characteristics just like that is available in the field USER in document Data Tab (just exactly the same no compromise)

      2) Mails to the users placed in the Characteristics automatically to review, ( which could other wise be done through Document distribution)

      there is still more to share with you all in the class and classification requirements.

      need your help

      Thanks and regards

      Priya S

  • author's profile photo Former Member
    Former Member
    Posted on Jul 31, 2009 at 05:51 AM


    This is very common requirement in SAP DMS.

    1. You need to under stand statuse network of the DIR.

    2. DC10 DMS provides work flow enhancements. for that u have to create Task, object ID[users]

    3. After assighining workflow for respective stause of DIR, the DIR will trigeers the person who responsible to next stause like

    [ Approve or check]

    4. Alternative u could us Document distribution method to achive.

    Note: I think u making ur work very complex by bringing class aclssification.

    The functionality in DMS class and classification is mainly for SEARCH documents which helps in indexing of documents.

    Really i don't under stand hoe u corelate with workflow.[trigeering].

    One more thing everiy one can see characterictics in the SAME DIR. ur task is just choose [user id] and save DIR.

    This no way trigggers document to respective person.

    U should construct status network is the only way to Achieve.



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    • Former Member


      Thanks for your prompt answer,

      we may not go by workflow trigger predefined as there may be cases where the reviewer may keep changing for each docuemt of the document type.

      and we need a report of who is the exact reviewer and aprover of the document as i explained,

      so keeping them in Classification will give a better understanding and clear picture.

      can the work flow be triggered based on the values at Characteristics may be an option, but is it possible ?

      thanks and regards

      Priya S

  • author's profile photo Former Member
    Former Member
    Posted on Aug 10, 2009 at 11:48 PM

    Discussion with Workflow consultant in progress,

    or using sap Standard manual workflow suggested,


    Priya S

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    • Former Member Former Member


      Consult your Workflow or a Good techinical ABAB consultant,

      he will solve your problem,

      at least he can default a particular Users to be notified by mail, when the status of the document changes to a particular status,

      this will be acting according to the status of the particular Document type,


      Priya S

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