Setup of E-mail Notifications

Administrators can turn on and turn off e-mail notifications and customize an e-mail template for business process flow activities.

The e-mail addresses to which each business process flow e-mail notification automatically sends are the e-mail addresses of the process instance owner, activity performer, or activity reviewer maintained in Business Warehouse via transaction SU01. You must make sure that proper SMTP settings are configured via transaction SCOT to allow the system to automatically send out the emails. For detailed information, refer to the SMTP Configuration Guide available here on the Help Portal.

The email notifications automatically sent to users contain a link to bring them either to the activity or process monitor directly, or to external URL-based applications including transactions, Fiori, and ABAP Web Dynpro applications.

Activate Email Notifications

To turn on and turn off e-mail notifications, administrators can perform the following steps:

  1. Run transaction SE38.
  2. Execute the UJB_MAINTAIN_EMAIL_TMPL program.
  3. Do one of the following tasks on the email template page:

    • To activate e-mail notifications, change the value of the Is Active column to Yes.

    • To turn off e-mail notifications, change the value of the Is Active column to No.

Create a New Email Template
Besides the default e-mail templates, administrators can also customize an e-mail template by performing the following steps:

  1. On the e-mail template page, click the Change button and choose New Entries (F5).

  2. Choose C in E-mail Template Type.

  3. Choose an e-mail template ID for the customized email template. Later, if both this customized email template and the default email template sharing the same ID are activated, the customized email template takes priority.

  4. Type an e-mail template title in which two variables can be included:

    • %PROCESS_NAME%: Process instance name

    • %STEP_REGION_NAME%: Activity name

  5. Select a Smart Form body or directly enter an e-mail body.

    Smart Forms are predefined via transaction SMARTFORMS. For detailed information, refer to the section below called “Manage Smart Form Body”.

    An e-mail body is simply made up of a single line text. If both Smart Form and e-mail body are defined, the Smart Form body will be used.

  6. Use the same URL Callback RSBPCB_SF_XSF_URL_CALL_BACK or UJB_SF_XSF_URL_CALL_BACK as in the default template to call the proper URL.

  7. Choose a corresponding BPF Operation.

  8. Activate and save the template. The responsible person will receive e-mail notifications based on the customized template.

Manage Smart Form Body
Administrators can change the Smart Form body by using the Smart Form Editor.

  1. Open the Smart Form Editor using transaction SMARTFORMS.

  2. Create a new e-mail template by copying an existing template. Choose an existing e-mail template from the Form list, and then copy it by clicking on the Copy icon in the toolbar.

  3. Enter a name for the new Smart Form Body. We recommended that you begin the name of the customized e-mail template with Z or Y.

    You can create this new template only as a local object, or you may transport it by choosing a package.

  4. Click the Display or Change button in the toolbar to enter SAP Form Builder, in which the newly created Smart Form Body opens in edit mode.

  5. Open the e-mail template body by expanding Pages and Windows until you see the leaf node NOTIF_BODY. Double-click this and you can edit the notification text body.

  6. In the notification, you can use the following variables:

    Variable

    Description

    &I_PROCESS_NAME&

    Process instance name

    &I_INST_CTX_STR&

    Process instance context

    &I_RGN_NAME&

    Activity name

    &I_RGN_CTX_STR&

    Activity context

    &GV_URL&

    URL to either Activities list or Process Monitor in user-friendly name

    &URL&

    Full URL to either Activities list or Process Monitor
Note
You can maintain parameter EMAIL_NOTIFICATION_URL_PREFIX to replace the http link with the relevant server name. For detailed information, refer to SAP Note 1717100 Information published on SAP site.
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