Removing a user from release strategy (WORKFLOW)

[Former Member]

Hi there,

I have a user which is part of our release strategy. This user is being notified via sbwp for any documents that he need his action or update. However, this user is now resigned so we deactivated his account. After doing this, we noticed that he is still being notified. How can we stop the system from notifying him? Below are the details of how we deactivated his account.

1. Remove the role which contains the release strategy from his account.

2. Deactivated his account.

Thanks and any feedback will be highly appreciated.

Thanks

[Former Member · Accepted solution]

If the SAP User Id does not exist no notification will be sent to the user. The existing document can be obtained .

Please check this link.

http://www.sdn.sap.com/irj/scn/index?rid=/library/uuid/d0704267-877a-2c10-44bb-9ef7a22452de

Thanks

Arghadip

[Former Member · Accepted solution]

Hi Arghadip,

Thank you very much for the reply.

I went over the link you recommended and related it to our scenario. In the note, the assumption is that, the resigned user is deleted from the system while in our case, we just lock them and put a 'Valid Until' date which means that the user is only valid until that specified date. Below would be my questions:

1. Do I really have to totally deleted the user ID from the system?

2. Is it proper to delete it because we may be losing the historical activity of the user. We are required from our external audit

to keep track of all users even if they have already left the company.

Hope to hear from you soon and best regards.

[former_member185167 · Accepted solution]

Hello,

Deactivating the account is, in my opinion, the right thing to do exactly for the reasons you stated. Do not delete.

I assume the agent and notification determination has been adjusted so that the user is no longer selected in new workflows.

It could be that he is receiving notifications from workflows that started before the user left. This should eventually solve itself.

regards

Rick Bakker

Hanabi Technology

[Former Member · Accepted solution]

Hi Rick,

Thanks for the comments. Below is our actual scenario:

When we did the setup, we did the following:

1. Create a release code

2. Create a position

3. Attach the release code to the position

4. Create a role

5. Attach the position to the role

6. Attach the role to users A and B

When user A resigned, we did the following:

1. Deactivate user A and put "Valid Up to" date.

We even removed his email address from his account

2. Detach the role from user A

After which, notifications are still being sent to this deactivated users. The said notifications are actually those that happened before he left and this is what Im trying to solve. This is creating too much records in SOST and the system is sending the same notifications over and over.

Do you have any suggestions how to solve this?

Thanks

[former_member185167 · Accepted solution]

Hello,

"The said notifications are actually those that happened before he left and this is what Im trying to solve"

What sort of notifications are these? Reminders of workitems that have to be actioned?

Then surely all you have to do is have the other users action those workitems - forward them if need be.

That's the simplest solution.

regards

Rick Bakker

Hanabi Technology

[Former Member · Accepted solution]

Or may be setup another user as the resigned users substitute? Temporarily of course..!! and once you are sure that there are no more pending workitems for the resigned user, delete the substitution.

Does this help?

[Former Member · Accepted solution]

Hi Rick,

Actually it was the latest thing that I did. I logged on to that user and have the workitems actioned. After that, the workflow inbox of that user is now empty (or clean). However, I observed that there are still notifications being sent to SOST addressed to this user. I had expected that after cleaning his inbox, notifications in SOST for this user will also stop as well but it didnt.

Do you have an idea what could be causing this problem?

Thanks

[former_member185167 · Accepted solution]

Hello,

"I had expected that after cleaning his inbox, notifications in SOST for this user will also stop as well but it didnt."

What sort of notifications? Mails telling him about workitems that don't exist?? Where do they come from?

regards

Rick Bakker

Hanabi Technology

[Former Member · Accepted solution]

Hi Rick,

Yes, that's precisely the same question running on my mind. The workitems are actually previous documents which should no longer be seen in SOST because they were already given actions.

[former_member185167 · Accepted solution]

Hello,

Are you sure these mails aren't coming from a test system?

regards

Rick Bakker

[Former Member · Accepted solution]

Hi Rick,

Im looking at SOST of our PROD instance so I dont think these messages came from TST instance

Thanks

[former_member185167 · Accepted solution]

Hello,

Are these messages coming from Extended Notifications? If so, run it manually in debug and see where it gets them from.

regards

Rick Bakker

Hanabi Technology

[Former Member · Accepted solution]

How are these notification emails getting generated? How is it resolved to which all recopients the notification should be sent? I think if we get satisfactory answer for this it should make it easy.

If its resolved on basis on rule then check if the user is still attached to the role and relationship still active on the currenct date.

[Former Member]

Hi,

There are two possible reasons for that, either mail ID is still maintained for the user or automatic forwading is actiavated for this user.

Kindly do following steps to stop immediately mails sending to user.

1. Remove mail ID of the user by T-code SU01 and deleting the mail id mentioned for the user

2. Stop automatic forwarding if any, by going to SAP INBOX->setting->office setting->automatic forwarding.

This should resolve your issue.

Regards,

Sangvir Singh

[Former Member]

Hi Sangvir Singh,

I have previously removed the mail ID (or email address of the user) in su01 but its no good. However, I will try your recommendation #2. I have never tried it yet. Will update you once notification in SOST has stopped.

Thanks for the reply.

[Former Member]

Hi Sangvir Singh,

As I go to Office Setting, I found nothing in the Automatic Forwarding tab. I did it using the account of the resigned employee.

Any idea on the next step?

Thanks in advance