SAP Workflow - Send Requisition Workflow to Substitute Only

[SAPMMLover]

Hi all,

I have implemented SAP requisition workflow with extended workflow e-mail notifications (SWNCONFIG), and also using the substitution functionality (for planned absences). Currently, when a user goes on vacation, they set up a substitute in their SAP Inbox (settings - workflow settings - maintain substitute) that will receive the workflow and email noticiation while they are away. The issue that I am having is that the workflow and email notification is going to the normal user (i.e. the user that is on vacation) as well as the substitute user. Is there a standard way to set the system up such that the workflow and email only get sent to the substitute user?

Any thoughts?

[shaye]

Hi SAPMMLover,
This is the standard system behavior and is not related to release strategy scenario - it happens in all substitutions.
The actual problem is that the workflow workitem is still directed to the original user while the substitute gets the mail just because of the substitution.

I'm not aware of any standard why to set it. If you wish to develop, have a look at class CL_SWN_MESSAGE_STD.

Good luck,
Shay.

[SAPMMLover]

Thanks for the response Shaye.

Since I am using the external e-mail notifications (SWNCONFIG), e-mails are sent to the approver when the requisition is ready for their approval. If there was a way to suppress the e-mail that is sent to the "regular" approver, that would also solve my requirement. One way I thought of doing this, is by removing the e-mail address from the user master record for the specific user, but that would not be ideal as the e-mail address in the user master record is not only used for workflow related processes.

Your thoughts?

[Gothmog]

Moved from MM, as this is a standard wokflow functionality.

[rasaro72]

Hi,

Can you let me know how did you configure to send emails to substitutes while the original approver is on vacation? The approver sets up substitution in SBWP but the substitute is not receiving email? Can you tell me what I am supposed to do to let substitutes receive emails? I would appreciate an overview of the steps.

[SAPMMLover]

hi,

few things to check:

1) ensure that the substitution is active;
2) ensure the substitute has an email address maintained in their user master record;
3) ensure the email notification configuration (swnconfig) is in place;
4) ensure that the program that generates the emails (swn_selsen) is running.

cheers

[rasaro72]

Thanks for your reply.

Is SWNCONFIG the same configuration for email notification to substitute as well? My client is saying that currently substitutes are not getting emails though approvers set up substitution in SAP inbox. If the configuration is something different for emailing substitutes, can you please share the steps? Thank you once again.

[rasaro72]

I meant extended notification configuration in my previous post, as you mentioned earlier.

[SAPMMLover]

there is no special configuration in swnconfig for substitution as far as i know...

[rasaro72]

Thanks for your reply.