Enhanced Notifications(SWNCONFIG) Vs Work-item Forward Program (RSWUWFML2)

Is there an easy way to find out the advantages of using Enhanced Notifications SWNCONFIG configurations over scheduling the work-item forward program RSWUWFML2? We are on Ep 7.0/ECC 6.0 and configuring UWL for work-item execution and receiving notifications. For occasional users, we are planning to send email notifications to the Outlook email addresses using RSWUWFML2 and the the SCOT internet Send programs. Are there any added advatnages of configuring Advanced notifications?
Appreciate any ideas.
Thanks,
Saurabh

Yes, there are several advantages, but you may not need all of them. It takes a little extra effort to set it up, but that's a one-time effort and we are not talking weeks or days.
However, the primary argument is that this is the standard solution for work item notification. So you are recommended to use the enhanced notification solution whether you need the advantages or not.
One advantage is additional flexibility in which work items should be checked. You can choose to send notifications to people who don't have new work items, but have not yet completed the work items they (probably) have been notified about before.
Another advantage is additional flexibility in message contents and the number of messages sent to the user. RSWUWFML2 lets you choose between one message and one message per work item. In the new solution you can also send one message per category, although I am not sure what a category is.
Further advantages:
- Multiple schedules can be set up, so you don't have to use SM37 to get an overview of your notification schedules and you can send notifications every hour from 09 to 15 and every 4 hours the rest of the day if you wish. There is a time zone field in the schedule configuration. Whether it is used just to make sure the job runs at the desired time or is even more amazingly advanced (only notifying users when their own time zone shows the same time) I don't know.
- There's more, but since I have never set it up myself I have not read all of the <a href="http://help.sap.com/saphelp_erp2005vp/helpdata/en/b9/2a651eb04411d2b46f006094b9ea0d/frameset.htm">documentation from SAP</a> which includes typical scenarios to help you with configuration.
After opening the link, expand the hierarchy as follows: Reference documentation => Workflow system administration => Extended notifications for SAP Business Workflow.

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Work item forward when dead line reached

Hi Every one,
I got change request to deploy the dead line monitoring for the purchase requisition workflow.
The workflow existing start with the agent determination step which will determines the approver and after that it has a custom user decision step( Dead line monitoring must be implemented for this task ) which will call the ME53N and if we say back it will give a pop-up with 3 options which are 'Approve' ,'Reject','Cancel'.The user will select one of the option and after that there is multiple decision step which have 3 branches will select one of the branch according to the user selected option and the flow continues so on.
Business Requirement:
If level 1 does not release requisition in one day, then it must go to Level 2.If level 2 does not release that requisition within three days then it must go to Level 3, escalation stops at level 3 and the work item must stay until unless level 3 make the action on the work item.
The work item forward must be happen when escalation takes place not the notification.
Please let me know the information aforesaid is not clear at any point.
Regards,
Rajesh
Edited by: bhupathyraju rajasekhar on Jul 9, 2010 1:06 PM
Edited by: bhupathyraju rajasekhar on Jul 9, 2010 1:23 PM

You can do this in many ways. This is one of them:
- Create a loop that goes around for the number of approval levels (so, 3-level approval means loop 3 times)
- Inside the loop, create a 2-branch fork with only one mandatory branch to complete: one for approval and the other waiting for "expired" event
- Set up modeled deadline monitoring for the approval step. Once the deadline is reached, you need to fire the "expired" event which will process the other fork branch.
- After the expiration branch is executed, you can add any tasks to change the status, etc.
Hope this helps,
Abdullah

Enhanced Notifications (SWNCONFIG)

Is there anyway to forward notifications (not work-items) from SAP Inbox to external email addresses (maintained in user master records) ?
SWNCONFIG allows you to forward notifications for work-items to the external email addresses, but i am looking for something that can even forward simple notifications(not work-items) generated by the workflow system to external email addresses.
I know setting up forwarding in 'Office Settings' could do this, but i am looking for some functionality that can use external email addresses maintained in user master record (su01) or HR Master Data IT 0105/subtype 0010 to do this forwarding.
Thanks,
Saurabh

Hi Saurabh,
you can do that in SU01!
Fill in the e-mail
Click on other E-Mail Addresses
Mark "Home adress"
Save
From now on every thing coming into the SAP-Inbox will be also sent to the e-mail address.
Peter
Points always appreciate

Work Item forwarding BADI

Is there a BADI that can be implemented to get the list users that a work item is being forwarded to?

The question is about getting a list of the people being forwarded to not the person actually forwarding the workitem. I could not find anything. You still can utilize the enhancement framework to enhance the functionality. Function modules SWW_WI_FORWARD could be a good spot for you as I believe it is called when you click the "Forward" button as well as when function module SAP_WAPI_FORWARD_WORKITEM is called.
You can use function module SAP_WAPI_FORWARDING_INFO_GET to read the related forwarding information.

Work Item Forwarding

Hello,
Here is the scenario:
I have a task in a workflow. I have defined possible agents (in task definition) and responsible agents (in WF definition). The task attribute is "General Forwarding Allowed".
In the scenario, a responsible agent receives work item in his inbox. He then forwards it to the user who is NOT a possible agent of the task. The system gives the warning message but allows the forwarding. This forwarded agent then executes the work item.
Question
Is there a way to ALLOW forwarding of the work item to any user who is not a possible agent. But to PREVENT that user from executing the work item.
Any help would be appreciated and will be rewarded!
Regards,
Sandeep

Hi Sandeep
If you want to Allow general forwarding but restrict execution to only the users allowed, You need to rely on SAP's Authorizations.
If an action is allowed or not for a specific user, should not ("<i>can not</i>") be based on your workflow design. It must be based on your SAP security design (Your SAP Roles).
Remember that Forwarding isn't the only that another user can gain access to a workitem. If a user assigns a substitute that's not allowed to execute you will face the same problem, or even if an administrator executes the workitem from transaction SWIA.
If you are using SAP Standard functionality, the SAP Standard authorization check, for the called functionality, would be checked. In order to find out exactly which objects has been checked, you can use the trace functionality in transaction ST01.
If it's your own development you need to include the nescesarry checks in the ABAP code.
Regards
Morten Nielsen

Work Item forwarding problem

Hi All,
Right now we have a interesting workflow problem. we applied support pack in the month of September after that forwarded work items are getting disppered from the users inbox
If user A forwarded the work item to User B he is getting it, But it is getting disappered after midnight, It is happening to all the forwarded work items. It didn't happen before the support pack
If anyone come across the problem please tell me what to do?
Thanks in advance,
Rishik.

Hi all,
I have same problem. I think there is Job in the background which doing such a refresh and the forwarded work items can't be seen in the inbox. even when I try to refresh the organizational environment or call swu_obuf the work items are still disappeared.
have you already found a successful solution for this problem?
many thx!

WORK ITEM FORWARDING issue...................................

MY REQUIREMENT IS THAT I dont want user to forward the work items to other users by setting substitutes. I can think of forwarding not allowed for a task; is there a better way to do it ?

I think the above method is the best way.
I think you can also restrict by some Authorization. In order to set a substitute you need to have some authorization.
Thanks
Arghadip

SAP inbox work item forwarding is not working properly

Hi,
We are having problem in forwarding the work item in ECC Upgraded environment.
If USER1 forward a Work item to USER2, the work item is disappearing from USER1's inbox. also the same the same forwarded copy is available in the USER1 Outbox.
But it is not reaching the USER2's inbox. Not able to trace where it is going. the USER1 has the authorizations to forward the work items.
Is there any settings or changes that needs to be done in ECC6 for forwarding?
Help is appreaciated.
Regards,
Prathap

Hi!
Have you checked note 1308276 - WF: Forwarded work items are not displayed in the inbox.
Br
Geir

SAP workflow logs for work item forwarding.

Hi All,
I just forwarded the workitem today to around 25 users. But I dont know where does this reflect in the logs. My workflow is waiting for approval in managers inbox.
And the workflow logs says ready state. And no where that I can see the list of 30 users that I have forwarded it to !
Thanks,
AC.

Hi,
I just forwarded the workitem today to around 25 users. But I dont know where does this reflect in the logs. My workflow is waiting for approval in managers inbox.
You can only forward the dialog workitem. Now go to workflow log. Clicks on agent button you will find the current agent to whom the workitme is belongs. After forwarding refresh your managers SBWP, workitem will not be there.
Thanks and regards,
SNJY

Alignment of body for work item via SWNCONFIG

Hi All,
As per my present client scenario, every work item will be sent to UWL and external mail also. It means, user wants to execute the work item from external mail (Gmail or outlook)through SWNCONFIG transaction. Here my issue is as follows.
I am getting the below issue when work item goes to external mail.
Body sequence is out of alignment as you can see it in Red color below(You can observe the placement of the symbol u2018:u2019 is out of alignment).
Actual Output Required:
Item #                         : &MATNR&
Description                    : &WA_MARA.MAKTX&
Item type                      : &WA_MARA.ITEMTYPE&
Project ID                     : &WA_MARA.LPID&
Product Group                  : &WA_MARA.PRODUCTGRP&
Purchase / Manufacture value   : &WA_MARA.PUR_MAN_VALUE&
PDM Status                     : &WA_MARA.PDMSTATUS&
Life Cycle Status              : &WA_MARA.LCSTATUS&
Task sent by                   : &WA_MARA.ZUSER&
Actual Output Obtained At Present:
Item # : 1111
Description : PDM Data
Item type : PHysical Item
Project ID : Local Project ID
Product Group : Product Group
Purchase / Manufacture value : P
PDM Status : PDM Status
Life Cycle Status : Life cycle
Task sent by :
Please let me know the solution for this asap.I would really appreciate you for your help in this.
Thanks in advance..

Hi!
You can try playing around with mail formats in SWNCONFIG, provided work item text is formatted using tabs, however I do not think that will help. You should format task description using SAPscript formatting symbols - SWN_SELSEN should convert it to correct output format.
Or you can create work item description in HTML - that should keep formatting everywhere. Use tab "Work item display" in your WF step, there is a demo f-n module SWL0_PREVIEW_DEMO_HTML that can be used as example.
WBR -
Pauls

Multiple mails and multiple work items comming to inbox and outlook

Hi friends,
it seems that i am facing a differnt problem like i am able to get the notification mails and work items. However i am getting 3 notifaction mails and 3 workitems to my out look and inbox consequently..
how to resolve this plz help
~YsR.

Hello,
Does it happen all the time? Does it happen with more than one workflow?
The fact that they disappear would suggest they're coming from the same workflow. Check SWI1 to see if there is more than one workitem. Check the workflow log to see what the real problem is.
Is it possible the workitem was forwarded on?
Please let us know the solution when this gets resolved.
regards
Rick Bakker
Hanabi Technology

Forwarding document (not work item) from specific SAP workflow to Outlook

Hi,
We are looking for ways to forward the email notification of leave approval from SAP inbox to MS Outlook.
One way I know of is to create Auto forwarding in SAP inbox, however this would forward all documents received regardless of the work flow.
Would appreciate it if any one out there could share your experience.
Thanks.
Siew May

Use program RSWUWFML2. You can get pretty fancy with it to setup wrapper text. I have used it a lot so feel free to ping me with any questions.
What is important to know is normal 'email' forwarding will not send workflow items. I use this every 15 minutes to forward to Outlook and get the users into the Portal to manage the workflow.

Excluding workflows from automatic mail forwarding of work items

Hi,
I have configured automatic email forwarding of work items by scheduling a background job that calls RSWUWFML2.
Is there some way to exclude some workflows, meaning that work items from these workflows shall not be forwarded to the users email?
Thanks, Oscar

Hi,
This you can achieve by creating the Variant
1) In the workflow identify the Task, which you donu2019t want to send the notification
2) In the u201CInstance Datau201D Block, in the Task there is a select option, click that.
3) In the Select option screen you have to give the Task which you want to exclude, in the exclude options
4) Then save the variant, schedule program using the variant
Note : you have to give the respective Task No. in the workflow, NOT the workflow No.
Regards,
Surjith

Incorrect Link of Execute Work item in External Notification

Hello Experts,
I am working with the HCM Processes and Forms and used Standard Task TS17900101 in workflow, for Approve/Reject Forms.
Everything is working fine (form gets approved/rejected from UWL).
Now I configured, SWNCONFIG for sending the external notifications, and notifications are also being sent. But when pressing the "Execute Work Item" link from external inbox, I am getting the error:
===========================================================
"Service cannot be reached".
What has happened?
URL http://xyz.abc.com:1234/webdynpro/dispatcher/sap.com/pa~asr~formstep/ApproveFormApp call was terminated because the corresponding service is not available.
===========================================================
Since, the task seems to be bound with Java web Dynpro application ApproveFormApp by looking at SWFVISU task visualization, Do I need to do any kind of addition in Services (SICF).
Or I am missing something in SWFCONFIG.
Kindly suggest asap.
Thanks & Regards,
Jimit Vadher

Hi Rob,
Thanks for the note number.
Let me tell you one more thing is, I have created customized Web Dynpro ABAP application, bound it with the newly created custom Task (for User decision), and used inside the Workflow.
So when I am sending the Notification of this custom task to External email, Correct link is being generated and working fine for agent.
But this is not working only for the standard task (TS17900101), I mentioned in my question above.
So still any service activation is pending? As per the Note, I checked ICF service and found it inactive.
Is activation required for ICF service, as custom notifications are already going & working fine.
Please suggest.
Thanks & Regards,
Jimit.

Catching a forwarded work item in workflow.

We have a workflow with an escalation loop. An e-mail is sent every 5 days until a work item is finally completed. However if that work item is forwarded, the original owner is still notified.
Is it possible to catch that a work item was forwarded and trigger a modification of the container so the forwarded approvers are notified?

Hi
Assuming that email is sent from the Escalation Outcome of the Decision Item, here is what you need to do to get the work item of the Escalated Item.
Create a container element f=to hold that Workitem.
From the decision step to the workflow binding pass the workitem (you will have a workitem object in the step / task container, expand that and get the ID) -> Pass to that local variable of the workflow
In the escalation branch, create an activity step, pass this workitem to a method
In the method, call SAP_WAPI_GET_WI_AGENTS, pass them back to workflow (APPEND to the existing notification agent list).
regards,
Modak

Enhanced Notifications(SWNCONFIG) Vs Work-item Forward Program (RSWUWFML2)

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