Offline/External Mail Approval Process without using SAP Part-2

Former Member

‎2013 Dec 22 10:06 AM

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Creation of Workflow Template

we are creating a very simple workflow template with a single User Decision Step. The template is shown (Notice there is no SEND MAIL step. E-Mail is sent via the Work Item exit)
The work item exit is mentioned in the user decision step as shown below

In the exit, we write our E-mail logic in the method AFTER_WI_CREATION. This method is triggered the moment the User Decision Work Item is created and sent to the
approver. Our E-mail is also created and sent almost at the same instant. The code in this method is shown. The system E-mail ID will depend on the ID created by your
infrastructure team.

(Note: I have shown two different ways to send the E-mail; one via the BCS Class and the other the SOFM Function Module. Please select whichever way you prefer. Remember to comment out one of
the ways, else you will get two E-mails on Work Item Creation)

Code for method AFTER_WI_CREATION is below

METHOD after_wi_creation.

DATA: lcl_v_wi_id TYPE sww_wiid, "Work Item ID

 lv_wid_read TYPE sww_wiid, "Work Item ID to read container data

lv_wid_text TYPE char12,

l_it_father_wis TYPE STANDARD TABLE OF swwwihead,

l_wa_father_wis TYPE swwwihead,

send_request TYPE REF TO cl_bcs,

text TYPE bcsy_text,

body_text TYPE so_text255,

document TYPE REF TO cl_document_bcs,

sender TYPE REF TO cl_sapuser_bcs,

recipient TYPE REF TO if_recipient_bcs,

bcs_exception TYPE REF TO cx_bcs,

sent_to_all TYPE os_boolean.

* Declare the Work Item Container data

DATA: l_it_wi_container TYPE STANDARD TABLE OF swcont,

l_wa_wi_container TYPE swcont,

 l_wa_wi_header TYPE swwwihead.

* Declaration for the Dynamic Values in text

DATA: lv_belnr TYPE belnr_d,

lv_bukrs TYPE bukrs,

lv_gjahr TYPE char04,

lv_email TYPE comm_id_long,

lv_lines TYPE i,

lv_so_obj_len TYPE so_obj_len.

* Other e-mail technique to do the declarations

DATA : it_message TYPE STANDARD TABLE OF solisti1,

wa_message TYPE solisti1,

it_attach TYPE STANDARD TABLE OF solisti1,

wa_attach TYPE solisti1,

t_receivers TYPE STANDARD TABLE OF somlreci1,

wa_receivers TYPE somlreci1,

 w_doc_data TYPE sodocchgi1.

* For simplicity of the demo, we are only fetching the work item ID

* You can get the complete work item and workflow details as well

* Please refer class CL_SWF_RUN_WORKITEM_CONTEXT and interface IF_WAPI_WORKITEM_CONTEXT

* Get the Work Item ID

CALL METHOD wi_context->get_workitem_id

RECEIVING

re_workitem = lcl_v_wi_id.

* Pass WID to text field to concatenate to the e-mail body for MAILTO link

CLEAR: lv_wid_text.

lv_wid_text = lcl_v_wi_id.

* Fetch the parent work item ID

REFRESH: l_it_father_wis[].

CALL FUNCTION 'SWW_WI_FIND_FATHER_WIS'

EXPORTING
 wi_id = lcl_v_wi_id

TABLES

father_wis = l_it_father_wis.

* Read the Father WID, if not found then running WID is Father WID

CLEAR: l_wa_father_wis, lv_wid_read.

READ TABLE l_it_father_wis INTO l_wa_father_wis INDEX 1.

* If Father Work Item ID found pass to the WID Variable else pass the Original WID

IF sy-subrc = 0.

lv_wid_read = l_wa_father_wis-wi_id.

ELSE.

lv_wid_read = lcl_v_wi_id.

ENDIF.

* Read the work flow container data with WID Populated

REFRESH: l_it_wi_container[].

CLEAR: l_wa_wi_header.
 lv_wid_read = lcl_v_wi_id - 1.

CALL FUNCTION 'SWW_WI_CONTAINER_READ'

EXPORTING

wi_id = lv_wid_read

TABLES

wi_container = l_it_wi_container

CHANGING

wi_header = l_wa_wi_header

EXCEPTIONS

container_does_not_exist = 1

read_failed =2

OTHERS = 3.

* If the call is a success

IF sy-subrc = 0.

CLEAR: lv_belnr, lv_bukrs, lv_gjahr, lv_email.

* Read the container values and pass them to generate the dynamic e-mail body

* Read the Company Code from Workflow WS91000120

CLEAR: l_wa_wi_container.

READ TABLE l_it_wi_container INTO l_wa_wi_container

WITH KEY element = 'BUKRS'.

IF sy-subrc = 0.

CONDENSE l_wa_wi_container-value.

lv_bukrs = l_wa_wi_container-value.

ENDIF.

* Read the Invoice Number from Workflow WS91000120

CLEAR: l_wa_wi_container.

READ TABLE l_it_wi_container INTO l_wa_wi_container

WITH KEY element = 'BELNR'.

IF sy-subrc = 0.

CONDENSE l_wa_wi_container-value.
 lv_belnr = l_wa_wi_container-value.

ENDIF.

* Read the Fiscal Year from Workflow WS91000120

CLEAR: l_wa_wi_container.

READ TABLE l_it_wi_container INTO l_wa_wi_container

WITH KEY element = 'GJAHR'.

IF sy-subrc = 0.

CONDENSE l_wa_wi_container-value.

lv_gjahr = l_wa_wi_container-value.

ENDIF.

* Read the Company Code from Workflow WS91000120

CLEAR: l_wa_wi_container.

READ TABLE l_it_wi_container INTO l_wa_wi_container

WITH KEY element = 'EMAIL_ID'.

IF sy-subrc = 0.
 CONDENSE l_wa_wi_container-value.

lv_email = l_wa_wi_container-value.

ENDIF.

ENDIF.

*----------------------------------------------------------------------------------------*

* Send an e-mail to a dummy e-mail ID stating that the above Work Item has been created

*----------------------------------------------------------------------------------------*

TRY.

* -------- create persistent send request ------------------------

send_request = cl_bcs=>create_persistent( ).

* -------- create and set document -------------------------------

* Build the e-mail Body

* CLEAR: body_text.

* CONCATENATE 'Work Item Created. WID:'

* lv_wid_text INTO body_text SEPARATED BY space.

*--------------------------------------------------------------------*

* Start the Mail Body

*--------------------------------------------------------------------*

CLEAR: body_text, wa_message.

CONCATENATE body_text

'<html><body>Dear User'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<h3>What you need to know:</h3>'

INTO body_text.
APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'Below is the invoice waiting for your approval.'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<h4>Invoice Information</h4>'
 INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

*--------------------------------------------------------------------*

* Start Invoice Information in Table

*--------------------------------------------------------------------*

CLEAR: body_text.

CONCATENATE body_text

'<table border = "1" bgcolor = "skyblue">'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<tr><td>Invoice Number</td><td>'

lv_belnr

'</td></tr>'

INTO body_text.

CONDENSE body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<tr><td>Company Code</td><td>'
 lv_bukrs

'</td></tr>'

INTO body_text.

CONDENSE body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<tr><td>Fiscal Year</td><td>'

lv_gjahr

'</td></tr>'

INTO body_text.

CONDENSE body_text.
 APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<tr><td>Gross Invoice Value (USD)</td><td>200,000.00</td></tr></table>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

*--------------------------------------------------------------------*

* End Invoice Table

*--------------------------------------------------------------------*
*--------------------------------------------------------------------*

* Start Multiline Table

*--------------------------------------------------------------------*

CLEAR: body_text.

CONCATENATE body_text

'<h4>Line Item Data displayed in tabular format</h4>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<table border="1" bgcolor = "lightgreen">'

INTO body_text.
APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<tr>'

'<th>Header 1</th>'

'<th>Header 2</th>'

'<th>Header 3</th>'

'<th>Header 4</th>'

'<tr>'

'<td>row 1, cell 1</td>'

'<td>row 1, cell 2</td>'

'<td>row 1, cell 3</td>'

 '<td>row 1, cell 4</td>'

'</tr>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<tr>'

'<td>row 2, cell 1</td>'

'<td>row 2, cell 2</td>'

'<td>row 2, cell 3</td>'

'<td>row 2, cell 4</td>'

'</tr>'
 INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<tr>'

'<td>row 3, cell 1</td>'

'<td>row 3, cell 2</td>'

'<td>row 3, cell 3</td>'

'<td>row 3, cell 4</td>'

'</tr>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<tr>'

'<td>row 4, cell 1</td>'

'<td>row 4, cell 2</td>'

'<td>row 4, cell 3</td>'

'<td>row 4, cell 4</td>'

'</tr>'

'</table>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.
 APPEND wa_message TO it_message.

CLEAR: wa_message.

*--------------------------------------------------------------------*

* End Multiline Table

*--------------------------------------------------------------------*

CLEAR: body_text.

CONCATENATE body_text

'<h3>What you need to do:</h3>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text
 'To approve the invoice via portal, please log onto the YOUR-COMPANY Business Portal by clicking here:'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

* Generate the YOUR Company Portal Production Link

CLEAR: body_text.

CONCATENATE body_text

'<a href="http://companyprderp.yourcompany.net:50000/irj/portal">YOUR_COMPANY Portal</a></p>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.
* Genrate the Dynamic MAILTO Links

CLEAR: body_text.

CONCATENATE body_text

'To process directly from e-mail, make your selection here '

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<a href="mailto:[email protected]?subject=A'

lv_wid_text

' - Approve Document">APPROVE</a> '

INTO body_text.
 APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<a href="mailto:[email protected]?subject=R'

lv_wid_text

' - Reject Document">REJECT</a>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

* Start DISCLAIMERS and WARNING Notifications

CLEAR: body_text.

CONCATENATE body_text

'<br><h4>Please Note: The links will send an e-mail via MICROSOFT OUTLOOK.'

'Please do not change the subject, body or any information in that e-mail.</h4>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<h4>MICROSOFT Outlook must be installed in your system.</h4>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.
APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<span style="color:#FF0000">' "This is color for RED. Browser Safe colors mandatory to prevent broswer crash.

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'<h4> <style="color: red"> CAUTION! Please do not reply to this e-mail.'

'For approval via e-mail, please click the links provided only. </h4></br>'

INTO body_text.
APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'</span>'

INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

CLEAR: body_text.

CONCATENATE body_text

'</body></html>'
 INTO body_text.

APPEND body_text TO text.

wa_message-line = body_text.

APPEND wa_message TO it_message.

CLEAR: wa_message.

*--------------------------------------------------------------------*

* End of HTML Code Body

*--------------------------------------------------------------------*

* Calculate the Document Size

CLEAR: lv_lines, lv_so_obj_len.

DESCRIBE TABLE it_message LINES lv_lines.

lv_so_obj_len = 255 * lv_lines.

* Create the Document

document = cl_document_bcs=>create_document(

i_type = 'HTM' "Send HTML E-Mail and not 'RAW'

 i_text = text

i_length = lv_so_obj_len

i_subject = 'E-Mail sent AFTER Work Item Creation' ).

* Add document to send request

CALL METHOD send_request->set_document( document ).

* --------- set sender -------------------------------------------

* note: this is necessary only if you want to set the sender

* different from actual user (SY-UNAME). Otherwise sender is

* set automatically with actual user.

sender = cl_sapuser_bcs=>create( sy-uname ).

CALL METHOD send_request->set_sender

EXPORTING

i_sender = sender.

* --------- Add recipient (e-mail address) -----------------------

* Create recipient - passing the e-mail ID here

 recipient = cl_cam_address_bcs=>create_internet_address( lv_email ).

* Add recipient with its respective attributes to send request

CALL METHOD send_request->add_recipient

EXPORTING

i_recipient = recipient

i_express = 'X'.

* ---------- Send document ---------------------------------------

CALL METHOD send_request->send(

EXPORTING

i_with_error_screen = 'X'

RECEIVING

result = sent_to_all ).

* IF sent_to_all = 'X'.

* WRITE text-003.

* ENDIF.
 COMMIT WORK.

* -----------------------------------------------------------

** exception handling

* -----------------------------------------------------------

CATCH cx_bcs INTO bcs_exception.

* WRITE: text-001.

* WRITE: text-002, bcs_exception->error_type.

* EXIT.

ENDTRY.

*--------------------------------------------------------------------*

* Another way to send e-mail in HTML via function module

*--------------------------------------------------------------------*

CLEAR: w_doc_data.

w_doc_data-sensitivty = 'F'. "Fill the document data and get size of attachment

w_doc_data-doc_size = lv_lines * 255. "Populate the subject/generic message attributes

 w_doc_data-obj_langu = sy-langu.

w_doc_data-obj_name = 'SAPRPT'.

w_doc_data-obj_descr = 'E-Mail sent AFTER Work Item Creation'.

CLEAR: wa_receivers.

REFRESH: t_receivers[].

wa_receivers-receiver = lv_email. "Get requestor mail id from table PA0105 based on his PERNR.

wa_receivers-rec_type = 'U'.

wa_receivers-com_type = 'INT'.

wa_receivers-notif_del = 'X'.

wa_receivers-notif_ndel = 'X'.

APPEND wa_receivers TO t_receivers.

* Send the HTML E-Mail

CALL FUNCTION 'SO_NEW_DOCUMENT_SEND_API1'

EXPORTING

document_data = w_doc_data
 document_type = 'HTM' " To get the notification in HTML format

commit_work = 'X'

TABLES

object_content = it_message

receivers = t_receivers.

ENDMETHOD.

This completes our coding and configuration. We will now test our Workflow and see how it works in Part-3