sap extended notification for work items with URL

[Former Member]

Hi,

I've a requirement to send notification to outlook mail id once the Workitem is pending in your SAP inbox.

The outlook mail should contain a link to the work item as well.  Could you please advise me whether to use SWNCONFIG or Sendmail using activity step.

In case of SWNCONFIG do all the users have to do some settings in their SAP inbox to allow extended notifications?

Please help.

Thanks,

Karthika.M.R

[former_member185167 · Accepted solution]

Hello,

SWNCONFIG and no extra settings required in the SAP inbox.

The reason you should us Extended Notifications instead of SendMail is because if you have 100 workflow then you will need 100 SendMail steps. You only need to set up Extended Notifications once to cover any number of workflows.

regards

Rick

[Former Member · Accepted solution]

Hi Rick,

So if I do all the configurations in SWNCONFIG, then there is no need to set the "Automatic forwarding" in the transaction SO13 for each users rite?

[Former Member · Accepted solution]

Right

[former_member185167 · Accepted solution]

Right, as Abdullah says. Extended Notifications goes to the trouble of looking up the email address of the users.

[js2 · Accepted solution]

I'd start with transaction SWN_ADMIN. Its far easier and simpler than SWN_CONFIG which is a hideous view-based configuration program.

Only when you get to something that can't be done in SWN_ADMIN's nice and simple web screen would I move to SWN_CONFIG. This would be for things like: "Excluding users", etc.

--Jason.

[former_member185167 · Accepted solution]

Hello,

It's SWNCONFIG and you can't use it to exclude users (as far as I know) but yes, it isn't all that well designed!

regards

Rick

[js2 · Accepted solution]

ok - SCN won't let me edit my post above - the transaction codes are:

SWNADMIN and not swn_admin like I mentioned.

Rick - Yes you can do all sorts of fancy stuff like "exclude" users from notification when using swnconfig. Do a search on handler classes and you'll see whats possible. For excluding usesr you can use the provided handler: CL_HRASR00_WF_NOTIFICATION_EX.

We had a scenario where a goup of finance people would get bombarded with lots of notifications so we enabled this "exclude" functionality to turn it off just for them.

[Jocelyn_Dart · Accepted solution]

Hah! Well done Jason... something Rick didn't know yet.  And yes all those handlers should be treated as possible user exits where you can overwrite the default behaviour with your preferred approach. 

Although by the way I am with Rick on this that SWNCONFIG is a better starting point.  SWNADMIN is really for the client specific changes as you transport it up.  But both will work.

Also there are a couple of blogs on the basics of setting it up on SCN...   and some variations such as and

Enjoy!

[js2 · Accepted solution]

Thanks Jocelyn... What are the reasons why you think SWNCONFIG is a better way to start. I've setup extended notifications at a number of clients and never had a need to even enter that transaction. Am i missing something?

From the 7.31 sap help (with my underlining):

"

You can use a browser-based BSP application (Business Server Page) to administer extended notifications. The administration application enables you to execute all required steps easily.

Note that the administration application can only be opened by one user at a time for write-to purposes.

A view cluster is also available for any additional requirements (see also: Configuring Notifications (View Cluster). You can also use the view cluster if your system does not support the browser-based administration application.

"

[Jocelyn_Dart · Accepted solution]

Nothing wrong with using SWNADMIN if you prefer it.  Often I get on site and find no-one has activated anything web-related at all, or the firewall gets in the way.  So SWNCONFIG is where I tend to go first.  But it's maybe just my habit as that's where I learnt it first. 

And there are a few bits and pieces which can be set in SWNCONFIG but not in SWNADMIN. So from that perspective SWNCONFIG makes the potential more obvious.

The downside to using SWNCONFIG comes when you transport the config, and then want to change the URL to the inbox in General Settings.  And that's when I go to SWNADMIN.

But I think there's room for both approaches.

Maybe you should do a companion blog on SWNADMIN - that Extended Notifications blog is getting a bit long in the tooth.  A nice easy 4-5 steps to notifications would be good... <hint> <hint>?!

[Former Member · Accepted solution]

Hello Jocelyn,

the blog link to "PO approval / bleckbarry" leads to a blog post having no document attached. The link or the blog might be broken, but I'd be interested in that document 🙂

Any ideas?

   Florin

[Former Member]

Hi karthika ,

Were you able to achieve this ? OR did you configure the tasks one by one in workflow ?

eg: Parameter-Index-Value

                 TASK-0000-TS90000001

                 TASK-0001-TS90000002

               or

                  workflow id;task no;step no

[Former Member]

Hi Maddy,

I was able to achieve this by doing configuration in SWNCONFIG and including the required taskes in  Parameter-Index-Value format.

Do not forget to update "General settings" in SWNCONFIG which gives link to Workitem.

As you have mentioned : TASK-0000-TS90000001

So whenever this task is pending in user's inbox, mail will be triggered to user's email.

[Former Member]

Hi Experts,

Thanks

So for each workflows/each set of tasks, do I've to create a different category in SWNCONFIG?

or can I reuse the same category for different workflows' notifications?

[former_member185167]

One category is usually enough.

[Former Member]

Hi experts,

Thanks alot

I've done the configurations in SWNCONFIG and able to send notifications for the work items.

• Is there any way we can send notifications for all the workitems in a particular workflow than maintaining the tasks one by one in Filter settings?

           eg: Parameter-Index-Value

                 TASK-0000-TS90000001

                 TASK-0001-TS90000002

               or

                  workflow id;task no;step no

• Can I send daily reminders till the work item completed through REMINDER_DAYS in the Subscription Settings?          

[former_member185167]

Hello,

If you don't specify the Task then it will do it for all dialogue tasks in all workflows. That is what most sites I've been to end up doing, very easy to maintain!

I haven't used REMINDER_DAYS, try it out. I think it's overkill though.

regards

Rick

[former_member626955]

I was reading your comments on Notification Workflow and had a question?  Will this work for a Notification when trying to notify the responsible persons assigned to a task 14 days before the the planned finish date?  The picture shows the key points in which I would like to trigger an email to get sent. If the task = CA (Corrective Action) and the Status = TSOS or TRSL then send and email 14 days prior to the Planned Finished Date to KLAWRENCE.  I am wanting to do the same type of workflow for Task = FP (Followup audit) only set it up for 45 days before the planned finish data. Can this be done with a workflow?

Your help is very much appreciated.

[former_member185167]

Hello,

You wouldn't do that with Extended Notifications but instead with a normal workflow.

Extended Notifications are for informing users of new workitems in their inbox.

Please open a new thread if you have more questions.

regards

Rick Bakker /hanabi technology

[anjan_paul]

Hi,

  For your requirement you should use Extended Notification SWNCONFIG to sent notification to external Mail Id.

http://help.sap.com/saphelp_nw04s/helpdata/en/d5/581ee8d56f1247bf34cfcd66d16d81/frameset.htm