Example: Notifications for Leave Requests 

This example is concerned with the notifications for a Workflow for processing leave requests.

All users are to be informed twice daily by e-mail about any new work items to be processed in the Workflow for leave requests. The e-mails are to be sent in HTML format and will contain a link to Workflow execution. Since not all users work with the SAP GUI for Windows as part of their daily work, the work item execution will be called in the SAP GUI for HTML instead. The approval of the leave request is defined as a user decision that is to be executed directly from the message.

If a work item is not processed within two days, the notification is to be resent to the relevant agent as a reminder. The first message is to contain multiple work items, while one message is to be sent for each work item in the case of a reminder.

Procedure

Define a Category

...

       1.      Create a new category in the ZLEAVEREQUEST customer namespace (see also: Defining the Category).

Define a Selection

       2.      Create a new selection (see also: Defining the Selection): 

                            a.      On the Basic Data tab page, select the category ZLEAVEREQUEST.

                            b.      On the Tasks tab page, specify all the single-step tasks used in the Workflow.

                            c.      On the Schedule tab page, define the selection schedule.

To define that all work items are selected once daily, under Select All Work Items of Selected Tasks, define the following:

§         Select all weekdays.

§         Time From: 5:00:00

§         Choose your time zone.

To select new and changed work items on a regular basis, enter the following under Only Select New and Changed Work Items of Selected Task:

§         Select all weekdays.

§         Time From: 06:00:00

§         Time To: 16:00:00

§         Interval: 120 Minutes

§         Choose your time zone.

       3.      Save the selection.

Define a Subscription for Initial Delivery

       4.      Create a new subscription (see also: Defining Subscriptions).

                            a.      On the Basic Data tab page, select the category ZLEAVEREQUEST.

                            b.      On the Message tab page, define the following message structure:

§         Delivery Type: HTML message

§         Message Granularity: One message contains multiple work items

§         Show Work Item Execution As: HTTP link that starts SAP GUI for HTML

§         Show User Decision As: HTTP link

                            c.      On the Schedule tab page, enter the following delivery schedule:

§         Select all weekdays.

§         Time From: 06:00:00

§         Time To: 16:00:00

§         Interval: 300 Minutes

§         Choose your time zone.

                            d.      On the Recipient tab page, define that the subscription is valid for all users.

                            e.      Save the subscription.

Define a Subscription for Reminder

       5.      Create a second subscription:

                            a.      On the Message tab page, define the following message structure:

§         Delivery Type: HTML message

§         Message Granularity: One message per work item

§         Reminder After X Days: 2

§         Show Work Item Execution As: HTTP link that starts SAP GUI for HTML

§         Show User Decision As: HTTP link

                            b.      On the Schedule tab page, enter the following delivery schedule:

§         Select all weekdays.

§         Time From: 06:00:00

§         Choose your time zone.

                            c.      On the Recipient tab page, define that the subscription is valid for all users.

                            d.      Save the subscription.

Define the General Settings

       6.      To be able to use the SAP GUI for HTML to execute the work items, on the General Settings tab page in the Host Part of URLs That Reference SAP GUI for HTML field, enter the server address of your ITS server (see also: Defining the General Settings).

Schedule Report SWN_SELSEN

       7.      Schedule report SWN_SELSEN to run every 15 minutes (see also: Report for Selection and Delivery).