Workflow Email Forward

RSWUWFML Report that interrogates the Workflow inbox, based on certain selections, and then forwards a notification to the respective users that they have email waiting in the SAP system. The auto-forwarding assignment of an email address to a user can be accomplished by the administrator and tx: SO36 or by the user themselves using tx: SO13. Use tx: SOST to view email status� sent from SAP.

 

Short text
Send Mails for Work Items

Title
Mail notification when new work items in Business Workplace

Purpose
The report sends notifications about work items to mail recipients by mail. Mails are only sent to those users for whom automatic forwarding has been set up. The send destination is the address maintained for automatic forwarding.

"Normally" (meaning not in an individual run) notifications are only created for work items that:

Have status ready or waiting
Were created since the last run (the time of the last run is stored in a table)
Have a recipient for whom automatic forwarding is set up
Purpose:
Users who do not use the Business Workplace of a particular SAP System as standard (other mail client, other SAP System) are notified in a simple manner
Workflow templates or workflow tasks do not have to be modified
Saves on consultant development time spent on setting up notification by mail (standard report)
Improves overall performance
The runtime of the report is less than several logons to the SAP System,which frequently have the result "no new work items ".
Prerequisites
Automatic forwarding must be configured for the recipients in question.

Features
Instance data:
Job suffix:
This means that several instances of the report can be run together. The other report parameters can be configured differently. The times of the last run are saved for the individual instances.
Tasks:
The selection of the work items can be restricted to work items for particular tasks (report parameters).
Send granularity:
One message per work item:
One mail is sent per new work item.
Only form work items:
Mails are only sent for work items that refer to a SAPforms form task.
Collective message:
Only one mail is sent for all the new work items of one user.
Type of mail:
With executable attachment:
The mails for work items that refer to a SAPforms form task are given an R3F attachment, others are not.
Without executable attachment:
No mails are given attachments.
Standard text for notification
You can configure the text of the mail by specifying a "dialog text".

Data for an individual run:
An individual run is when a date, a time and (optionally) a user are entered in the input fields. In an individual run (unlike a periodically scheduled run), the time of the last run is not saved.

From work item creation date:
The creation date of the work items for which messages are to be sent is not before this date.
From work item creation time:
The creation time of the work items for which messages are to be sent and which were created on the day From work item creation date is not before this time.
User (empty = all):
Notifications are only created for work items that this user has in their Business Workplace.
Log:
The report creates a log in a spool file when it is run. You can specify what is logged:

Nothing (indicator Nothing set)
Only error messages (indicator Only errors set)
Both success and error messages (indicator All set)
Properties:
If one mail is sent per work item, the mail contains the task description and the standard text for notification. If only one mail is sent for all work items, the mail contains only the standard text for notification. For express work items, express mails are sent.
One mail is sent to n recipients except for with SAPforms messages where one message is sent per recipient since the R3F attachment contains the recipient's mail. The message is sent to the user and then forwarded according to the automatic forwarding set up. Only SAPforms messages are sent directly to the automatic forwarding address. The e-mail is not kept in the "hidden folder" of the workflow_local user. It is therefore deleted automatically after the outbox expiry time.
The results of database queries (for example, addresses for automatic forwarding) are buffered for better performance.
Particular to SAPforms: If SAPforms messages are sent with R3F attachments, recipients of SAPforms work items should store an Internet address for automatic forwarding in their Business Workplace.
Selection
Determine the relevant work items.
Determine the recipients for each work item determined.
Only consider those recipients who have set up automatic forwarding.
If only one mail is sent for all work items, a check is made as to whether a mail has already been sent to this recipient.
Creation of mail transmission text (partly work item-specific).
Send mails to all recipients.
If work items refer to a form task and the mails are to be sent with executable attachment, a message is sent for each recipient.
Standard Variants
Variants can be defined for scheduling. If you use several, at least the job suffixes should be different.

Output
You can have the system create a log file.