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How to Set Up the Email Notification for Flexible Workflow in Labels In This Area
SAP S/4HANA Cloud
"Best Practice" 1 "mm02" 1

$session in CDS 1 - SAP 1

rosydp 
‎2022 Jan 12 4:22 PM 2023 Upgrade 1 @expertsap 1
Participant
@sapcommunity 1

 20 Kudos  51,416 A_PurchaseOrderItem additional… 1

ABAP 5 abap cds 1

SAP Managed Tags: ABAP Development, SAP S/4HANA Cloud Public Edition
ABAP CDS VIEW 2

Background ABAP CDS Views 2

ABAP CDS Views - BW Extraction 1

SAP has provided a Standard Solution to notify the users about new work items
generated by flexible workflow and displayed in the 'My Inbox' app. ABAP CDS Views - CDC (Change… 2

ABAP DDIC CDS view 1

Introduction
https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 1/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

ABAP Development 2
The default notification in SAP S/4HANA Cloud is through alerts that are displayed in
ABAP Extensibility 1
the SAP Fiori Launchpad, but it is also possible to configure the system to notify
users via email about new work items in their inbox. ABAP Programming 1 abapGit 1

ACCOSTRATE 1 ACDOCP 1
Moreover, it is possible to configure the system to send notification for approval or
rejection of requests. Adding your country in SPRO -… 1

Adobe form binding 1

In this blog the steps to set up the email notification for the Release of credit memo
Adobe forms 1 Adobe Printing 1
request will be shown.
Advance Return Management 1
Pre-requisites
Advanced Intercompany Sales… 1

Advanced SAP Techniques 1

The Flexible workflow has been already configured (not covered in this blog)
ADVANCED VARIANT… 1

Sender email address must be setup in the system. AI and RPA in SAP Upgrades 1

API and Integration 1

Application Development for SAP… 1

How to set up the email notification
Approval Workflows 1 Ariba 1

For the setup of the email notification and customising of the email workflow ARM 1 Artificial Intelligence (AI) 1
messages, we will use the “Maintain Email Templates” app: ASN 1 ASSET MANAGEMENT 1

Asset under construction 1

Assigned budget 1

Associations in CDS 1

Associations in CDS Views 2

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Attachment List 1 auditlog 1

authorization 1

Auto PO from GR 1

Availability date 1

Azure Center for SAP Solutions 1

AzureSentinel 2 BADI 1

Bank 1

BAPI_SALESORDER_CREATEFR… 1

Billing 1 BRF+ 1 BRFPLUS 1

Fig. 1 Maintain Email Template Budget for PRs 1

Bundled Cloud Services 1

business participation 1
From the pre-delivered tab, search for the ‘SWF_CRT_NOTIFIY_RECIPIENTS’ email
Business Partner Master Data 1
template (Fig. 2):
Business Processes 2

Business Trends 1

Business Trends 1

Capacity Planning 1 CAPM 1

Carbon 1 CDS Annotations 2

CDS View with Parameter 2

Cental Finance 1

Central finance 1 CFIN 2

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10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Fig.2 Pre-delivered email templates CFIN Document Splitting 1

Charge calculation 1

Classical MRP 1 Cloud ALM 1

Create a copy of the template following the pattern specified in the standard email Cloud Integration 1
description <YY1>_<Scenario_id>_CRT_ALL or
<YY1>_<Scenario_id>_CRT_<ACTIVITY_NODEID>. COGS SPLIT 1

Commitment Cost 1
For the notification about the approval or rejection we will use the pre-delivered
Commitments by Cost Center 1
template SWF_WORKFLOW_COMPLETE_NOTIFY with the following pattern:
condition contract management 1

Condition Records 1
<YY1>_<Scenario_id>_COMPLETE_POSITIVE
Condition technique 1
<YY1>_<Scenario_id>_COMPLETE_NEGATIVE
Connection - The default… 1

Consignment Process using MRP… 1

Controlling 1 COPA 1

Copy Control 1

The scenario ID is the WS number linked to the flexible workflow. It can be found in Copy Inspection Results 1
the app “Manage Workflow Scenario”(Fig.3):
cost distribution TM 1

Cost plan 1 CPI 1

CRM_PRICING_CUSTOMER_USE… 1

Custom Table Creation 1

Customer Screen in Production… 1

Customizing 1 Data Analytics 1

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Data Analytics & AI 1

Data Quality Management 1

Fig. 3 Workflow scenario ID for Credit Memo Requests
Date required 1 Decisions 1

desafios4hana 1

This info is provided also by the standard cds view I_WorkflowScenarioDefText:

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in Enterprise Resource Planning Q&A
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10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Alternatively, we can access to the ‘Support Information” option of a selected work

item in the 'My Inbox" app:
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For the overall release of regular purchase requisitions, the scenario ID is
02000458 and the activity node ID is 19, so we will use zunaid_hingora2  3
YY1_02000458_CRT_19.

aditya_sibal_sap  2

jaskisin  2
For the item-level release of regular purchase requisitions, the scenario ID is
02000471 and the activity node ID is 20, so we will use
https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 7/45
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YY1_02000471_CRT_20.
arafatajmal  2

Raja_S_Reddy_B  2

For the Credit Memo the scenario ID is 02000029, so we will use nipunr  2
YY1_02000029_CRT_ALL.

former_member18
4574  2

SOZE73  2
The copy of the email template for the Credit Memo Request will look like the
following (Fig.5).

Ruthvik_Chowdary  2

View all

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 8/45
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Fig.5 Credit Memo Request email template

The following are the available fields that can be used to pass the values in the email
subject and body:

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https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 10/45
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We can customise the email subject and the body. In our case, we also added the
URL to navigate to the work item. The receiver will click on the link that will open the
related work item directly in the 'My Inbox' app (Fig. 6

Fig. 6 Custom email template body

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 11/45
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Fig. 7 Email sent with the link to work item

Configure the default system email address

As prerequisite to be able to send email notifications, the sender email address must
be setup in the system.

Via Manager your Solution -> Application Platform and Infrastructure -> Output
Management -> System Administration -> Define Default Email Sender Address

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 12/45
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Fig. 8 Define Default Email Sender Address via Manager Solution

In CBC, go to "Define Default Email Sender Address':

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Fig. 8 Define Default Email Sender Address via CBC

Conclusion

This blog demonstrates how to setup the system sender address via 'Manage your

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 14/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Solution' and CBC and how to setup Email Notification for Flexible Workflow in SAP
S/4HANA Cloud.

We created custom email templates as copy of the pre-delivered

'SWF_CRT_NOTIFIY_RECIPIENTS’ email template and found the scenario ID info
needed to adhere to the specific pattern as suggested in the email template
description.

If you’d like to ask questions, share feedback and thoughts, please use the comment
section and/or post questions in the SAP S/4HANA Cloud community and follow me
for further blogs.

Thanks,

Rosaria (Rosie)

Tags:

alert notification emailtemplate flexibleworkflow myinbox Workflow

43 Comments

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 15/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Ole1 
Explorer ‎2022 Jan 24 8:54 PM

 0 Kudos

Hi Rosaria,

thanks a lot for this blog.

Do you know if there exists an overview of the activity node IDs? Or where did you
get them from?

Thank you very much in advance.

rosydp 
Participant ‎2022 Jan 25 12:27 PM

 1 Kudo

Hi olefloegel

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 16/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

you can find some of the activities node IDs at the following link in section
"Mandatory: Define step names and decision options in My Inbox"

https://help.sap.com/viewer/af9ef57f504840d2b81be8667206d485/2021.000/en-
US/copyea6b8eb4b5964ba487c7...

Regards

Rosaria (Rosie)

former_member236626 
Explorer ‎2022 Feb 11 5:23 AM

 0 Kudos

Hi Rosaria,

Thanks so much, this was extremely helpful. I have a question - how to link the
template with the specific flexible workflow we are using? Is it only the naming
convention that provides the link, or is there anything else needed?

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 17/45
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Thanks,

Rob

rosydp 
Participant ‎2022 Feb 14 3:18 PM

 0 Kudos

Hi Rob,

the Template to inform task recipients is SWF_CRT_NOTIFY_RECIPIENTS.

It can be used to send notification mail to the recipients of the work item. The custom
templates has to follow the pattern:
<YY1>_<ScenarioId>_<CRT>_<ACTIVITY_NODEID> or
<YY1>_<ScenarioId>_CRT_ALL.

The scenario ID is the "link" between the template and the flexible workflow. In Fig.3
and Fig.4 above you can find how to retrieve the correct scenario ID.

Regards

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 18/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Rosaria(Rosie)

Dhanesh_Mohan 
Explorer ‎2022 Apr 11 7:25 AM

 1 Kudo

Hi Rosaria,

Your blog is very much Informative and helpful.

I was successfully able to setup flexible email for PBD approvals. However we have a
requirement where we need to attach PBD output PDF in flexible workflow, also the
approver should have the option to approve/reject via email. Is this possible, if so
how can we achieve this ??

If you can suggest , it will help us a lot.

Thanks,

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 19/45
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Dhan

former_member790019 
Explorer ‎2022 Jun 05 3:24 PM

 0 Kudos

Hi Rosaria,

Sender id is showing DDIC in sost. How I can change to another id .

joos 
Explorer ‎2022 Jun 07 10:44 AM

 0 Kudos

Hi Rosaria,

Thanks for the clear explanation.

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 20/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Is there a possibility to make the URL to navigate to the work item dynamic? So
having different url's for test and productive systems?

Thanks in advance,

Joos

0024250039 
Newcomer ‎2022 Jun 28 9:09 PM

 0 Kudos

Hi Rosaria,

Thanks for the clear explanation.

I didn't understand if the notification is active by default or if this configuration is

needed to send by e-mail?

I configured the flexible workflow but it is not in the SBWP. Is there any configuration
needed to activate?

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 21/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

rosydp 
Participant ‎2022 Jul 14 10:52 AM

 0 Kudos

Hi Joos,

the URL must be set to point to the correct system as the work item is specific for the
system.

Regards

Rosaria(Rosie)

kent_2804 
Explorer ‎2022 Jul 18 5:07 AM

 0 Kudos

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 22/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Hi Rosaria,

Thanks for the clear explanation.

I'm in S/4HANA (not cloud), i want to change the default user or email sender, can
you please help me.

Thanks.

sterling_wu 
Product and Topic Expert ‎2022 Aug 09 11:10 AM

 0 Kudos

I have the same question

kent_2804 
Explorer ‎2022 Aug 09 11:33 AM

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 23/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

 0 Kudos

Hi sterling.wu
Please useSE38 -> Program BTC_MASS_JOB_CHANGE

Job: SAP_WORKFLOW_OUTPUT_MANAGEMENT

Change user in job.

Pawan 
Product and Topic Expert ‎2022 Sep 08 7:23 AM

 0 Kudos

Hello Rosaria,

Thank you for the detailed blog.

We implemented the email notification for Condition Contract flexible workflow using
the above steps in our OP version, but it is not showing up in SOST.

Do we need to do any separate configuration for OP systems apart from the steps
suggested above?

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 24/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Regards,

Pawan

tgdfudi1 
Explorer ‎2022 Sep 28 2:51 PM

 0 Kudos

Hey Pawan
You may have not planned the following Programm as a job:
RSWF_OUTPUT_MANAGEMENT

Regards

Diego

tgdfudi1 
Explorer ‎2022 Sep 28 2:59 PM

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 25/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

 0 Kudos

Hello Rosaria

1 You need the correct naming convention to send emails

2 successfully.
So why is there a tab in the flexible workflow where you
3 could assign the e-mail templates.
4 The assignment then seems to have no effect? You know
5 something about it?
6
7 Example in the Sales Quotation

former_member824805 
Member ‎2022 Oct 17 12:55 PM

 2 Kudos

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 26/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Hi Everyone ,

I have created an Email template for PR release approval process and its working
fine. The Problem is email template is also triggering for Auto Approval for PR release
. This should not be trigger .Anyone have idea how to restrict the mail process for
that.

Thanks

Dinesh Kumar

shubhanshu_agrawal1 
Discoverer ‎2022 Nov 02 4:07 PM

 0 Kudos

Hi,

In my case, SLG1 log says template created by us has been used and mail has been
processed for PO flexible workflow task WS00800238. SBWP has the correct email
content as configured in template and same with SWIA. However, mail generating in
SOST is having totally different content from the SBWP.

SBWP has "Approval of Purchase Order XXXXXXXX" ,however SOST is getting " Task
'Workflow for Article Outbound' has been created'". I am not sure why it is happening.
https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 27/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Thanks in advance

Shubhanshu

vaibhav_kumar_13 
Discoverer ‎2022 Dec 18 11:38 AM

 0 Kudos

Dear Rosaria,

I have developed one custom flexi workflow but facing challenges. I have followed
steps mentioned in the blog and can send email to approvers. But there is a
requirement to send email to CC and BCC who are not approvers. So I cannot use a
USER decision activity step in Flexi.

Could you please guide how it can be achieved?

We already crossed the dead line and planning to redevelop all in classic WF.

Regards,

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 28/45
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ankitshirsat43 
Discoverer ‎2023 Mar 27 10:37 AM

 0 Kudos

Hi Rosaria,

In FIORI I am unable to use manage your solution application, is there any other
possible way to configure the default system email address ?

Thanks in advance,

Ankit Shirsat

rosydp 
Participant ‎2023 Apr 19 11:26 AM

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 29/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

 1 Kudo

Hi Ankit,

you should access via CBC to setup te default system email address.

akgfgn 
Explorer ‎2023 May 22 11:29 PM

 0 Kudos

Hi Rosaria, Thanks for the detailed blog! I would like to know, how you have inserted
the URL to navigate to the work item ? The picture you have attached, custom email
template body is not clear. I tried by zooming in, but no luck. Could you please help
me to understand, how you have achieved it?

vijayamore 
Newcomer ‎2023 Jun 15 2:23 PM

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 30/45
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 0 Kudos

Hello Rosaria

I setup the process but still email notifications are not getting triggered. Can you
please guide me how to check logs or error? or what else I need to check so emails
will be triggered

Regards

Vijaya

S0018265868 
Explorer ‎2023 Jun 21 9:59 AM

 0 Kudos

Can reminders be triggered if the workflow has not been actioned?

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 31/45
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sivaganapathyr 
Discoverer ‎2023 Jul 05 4:19 PM

 0 Kudos

Hello Rosaria,

Can we add a PDF attachment to the mail template?

Regards,

Siva R

sivaganapathyr 
Discoverer ‎2023 Jul 05 4:21 PM

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Hello Rosaria,

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 32/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Can we add the PDF attachment to the mail template?

Regards,

Siva R

Rajesh_Prajapat 
Explorer ‎2023 Jul 19 3:12 PM

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Hi @rosie_21

First of all thanks for sharing such a knowledgeable document. i need little bit more
guidance on this.

I am sucessfully, able to use the below template

WF_CRT_NOTIFIY_RECIPIENTS’

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 33/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

But struggling on below , i am trying to use below template for Approval and
Rejection Confirmation mail but not able to succeed.

SWF_WORKFLOW_COMPLETE_NOTIFY with the following pattern:

<YY1>_<Scenario_id>_COMPLETE_POSITIVE

<YY1>_<Scenario_id>_COMPLETE_NEGATIVE

Appreciable if you help on this.

former_member876724 
Discoverer ‎2023 Sep 01 5:51 PM

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rosie_21 rosie81

Hi This was so infiormative if you have or find any reg The Flexible workflow has been
already configured (not covered in this blog) can you please send me or post here
[email protected]

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 34/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Saurav_Thakur 
Explorer ‎2023 Sep 27 5:51 AM

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Hi @rosie_21

Thanks for the detailed information about workflows.

Is there any option/config to send the reminder e-mails if the approver has not
approved the document and still pending at his end.

FYI, We are using SAP Public Cloud.

Thanking you in advance.

G_Koushik_Reddy 
Explorer ‎2023 Nov 18 3:06 PM

 1 Kudo

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 35/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Hi Vijaya,

You may have already received a response or got a solution to this query;
nevertheless, I'm providing a reply here for the benefit of others.

The likely cause is that your receiver and sender domain addresses may not be
configured. To verify this, please utilize the "Monitor Email Transmissions" app and
select the "Send Test Email" option located next to the Gear Icon. Enter your email
address and click the "Send Test Email" button. If the email is successfully sent, you
should receive it; otherwise, configure the domains as per the instructions provided
when the Send Test Email fails.

I hope this information proves helpful.

Best Regards,

Koushik

G_Koushik_Reddy 
Explorer ‎2023 Nov 18 3:08 PM

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Hi Claire,

Yes. You can use Deadlines functionality to send a reminder if the Workflow has not
https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 36/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

been actioned.

Best Regards,

Koushik

G_Koushik_Reddy 
Explorer ‎2023 Nov 18 3:10 PM

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Hi Saurav,

Yes. You can use Deadlines functionality to send a reminder if the Workflow has not
been actioned.

Best Regards,

Koushik

Mithun_Kumar 
Active Participant ‎2024 Feb 27 8:49 AM

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 37/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

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Thanks @rosydp Rosie,

This helped a lot in setting up the email notifications for a client's flexible WF.

But now there's a new issue. As we've a number of preconditions setup for different
types of WFs in the manage WF app, if all of those conditions are not met, the fall
back is the predelivered Auto-Approve option, which is as required. However, for this
Auto-approve case, they don't want any email to be sent out to the requester.

Any idea if this is possible to setup somehow?

karthikeyansermaiya 
Discoverer ‎2024 May 07 9:23 AM

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Is this will work on S4 HANA On-Premise System????

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 38/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

KjetilKilhavn 
Active Contributor ‎2024 Jun 27 9:47 AM

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Yes @karthikeyansermaiya, this works in an on-premise system as well. These email

templates are nice for informing about the outcome of an approval process. In some
cases you would perhaps want to notify only about rejections, for instance in
processes where the normal and expected outcome is an approval.

Some flexible workflow scenarios also have a deadline notification email template
(e.g. purchase requisition approval and purchase order approval). It can be used to
notify the recipient of the workitem. In my opinion those should only be used to notify
about an approaching (or passed) deadline, while the extended notification for
business workflow solution is a better solution for email notifications about work
items waiting to be processed. Unfortunately we haven't set it up here yet, so at the
moment I am not sure how well it will work with flexible workflows.

viva_kd 
Participant ‎2024 Jul 25 3:15 PM

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Thanks for the blog,

how do i Add custom Variable in Subject and Body for PO EMAIL NOTIFICATIONS ?

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 39/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Thanks

zbigniew_kocwin2 
Newcomer ‎2024 Aug 28 2:23 PM

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Hello,

I have a requirement to send an e-mail notification to the PO creator at the end of

workflow (after final approval). Please could you support where I can change it?

Example:

I have a PO with 2 levels approval. Right now every time the PO is approved the PO
creator gets two times the same e-mail notification.

The goal is to send the e-mail notification after final PO approval (after second level
approves the PO).

I cannot find anywhere the customizing for it.

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 40/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Thanks

ZK

KjetilKilhavn 
Active Contributor ‎2024 Sep 02 9:56 AM

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 41/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

 0 Kudos

@zbigniew_kocwin2 Unless you tell us about your solution, especially how those
emails are sent today, it is very difficult to advise you, because we have no idea what
you have done to set this up already.

What release are you on? Do you use release procedures or flexible workflow? Are
you using SAP standard flexible workflow for purchase order? Do you use the
standard email template to notify about approved purchase order, or do you have a
custom solution that sends those notifications.

Perhaps you should even throw in a few screenshots of your customizing and
configuration and the workflow log for a document where two emails have been sent.

And finally you should probably post this as a question, not as a comment to a blog.

erwin_van_der_linden 
Explorer a month ago

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Hi Rosaria,

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 42/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Thanks for the great blog. Is this also working for S4HANA public cloud? I was able to
set up the email notification and template for the credit note
approval SWF_CRT_NOTIFIY_RECIPIENTS. I used the
name YY1_WS02000029_CRT_ALL

However with SWF_WORKFLOW_COMPLETE_NOTIFY I have issues. When I want to

use below namespace it is not working.

<YY1>_<Scenario_id>_COMPLETE_POSITIVE
<YY1>_<Scenario_id>_COMPLETE_NEGATIVE

It looks like the field is to short. When I use YY1_020000029_Complete_Positive it is

not working. and YY1_WS020000029_Complete_Positive does not fit. Any
suggestions?

KjetilKilhavn 
Active Contributor a month ago

 1 Kudo

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 43/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

Perhaps this could be one of those easy to solve

mysteries, @erwin_van_der_linden.
Your scenario ID has 9 digits in "YY1_020000029_Complete_Positive", so if that is a
name you have copied & pasted, then try again
with "YY1_02000029_Complete_Positive" and it may work.

erwin_van_der_linden 
Explorer a month ago

 0 Kudos

Thanks @KjetilKilhavn this one is working.

Adhil 
Explorer a week ago

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Hello

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 44/45
10/16/24, 5:11 PM How to Set Up the Email Notification for Flexible ... - SAP Community

I've created a flexible workflow for WS02000029, I've copy the following email
templated into my company name space.
Privacy Terms of Use

/***/SD_SLS_CMR_APPROVAL_EMAIL
C i h L l Di l

https://community.sap.com/t5/enterprise-resource-planning-blogs-by-members/how-to-set-up-the-email-notification-for-flexible-workflow-in-sap-s-4hana/ba-p/13524492 45/45