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SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Fri Nov 04, 2011 9:56 am
by 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?

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Sat Nov 05, 2011 11:21 pm
by 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.

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Mon Nov 07, 2011 4:23 am
by 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?

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Mon Nov 07, 2011 4:36 am
by Gothmog
Moved from MM, as this is a standard wokflow functionality.

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Fri Dec 07, 2012 9:49 am
by 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.

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Mon Dec 10, 2012 8:40 am
by 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

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Fri Dec 14, 2012 4:44 am
by 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.

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Fri Dec 14, 2012 5:13 am
by rasaro72
I meant extended notification configuration in my previous post, as you mentioned earlier.

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Fri Dec 14, 2012 8:57 am
by SAPMMLover
there is no special configuration in swnconfig for substitution as far as i know...

Re: SAP Workflow - Send Requisition Workflow to Substitute Only

PostPosted: Tue Dec 18, 2012 4:32 am
by rasaro72
Thanks for your reply.