Unexpected PO Approval Emails

I have a user who has started to get seemingly random PO Approval emails for a specific supplier. The Supplier and their associated iSupplier account seem to be complete, with no empty email fields. I have seen cases where many setups were missed and the WF Mailer fell back to using the SYSADMIN email, but nothing quite like this. I am familiar with the basics of workflows and find that the Recipient_Role for this notification is adhoc and that the corresponding record in WF_ROLES (and WF_LOCAL_ROLES) has a NULL email address.
Can anyone explain how the appropriate email, and any fallbacks, is derived in the POAPPRV workflow? A point toward a more general "working backward from a Notification to the query that derived the email" article would also get the job done. I am working in EBS 11.5.10.2 and can provide any more details that may be able to help.
Thanks in advance,
Leon

Most of the similar issues in metalink point to bugs, but all of them are because of some setup issues which are resolved by patches. In our case since the approvals emails are diaplying the information fine after workflow bounce i believe the issue might be some thing related to workflow and not with PO setup.
thanks.

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PO approval Email not visible in SOST even after all settings intact

Hello All,
The 'PO requiring approval ' email is not visible in SAP since 10.11.2010.
The user decision task which sends a notification to approver regarding the approval has been going successfully for two yrs and now suddenly since 10 Nov 2010, it stopped. The workflow log does not show any error. Also the settings in SWN_CONFIG have not changed since 2008. The approvers have their correct email Ids set in SU01. Even the jobs 'SWNSELSEN' and 'SAPCONNECT' are scheduled and running successfully and sending emails for all other sap notifications.
Suddenly they have stopped sending notifications for this particular issue.
Please help me, where to look for. Are there any services involved other than these settings.
Awaiting eagerly for the solution.
Neha

Hi Neha,
How you are sending mails for dialog workitem?
Are you using the email send step inside the workflow or you using the batchjob to send the mails (send task description as mail via batchjob).
Id using the batchjob check the that task is present in the selection criteria.
(report to send mail is RSWUWFML)
-Swapnil.
Edited by: Swapnil Pawar on Nov 18, 2010 9:03 AM

URL links for Workflow Approval Email per user & others

Hi all, we have upgraded to SRM7 and understand that we have to switch to using program /SAPSRM/OFFLINEAPPROVALSEND to generate the workflow notification emails. We have maintained the portal information in the SRM configuration to build the link. However, we have 2 issues here
1. We currently output collective email so emails are sent out at specific timing on a per user rather than per work item basis. The URL link does not seem to work in this case (for shopping cart approval example) and we get an object GUID error. The URL looks something like this
http://sap-ped.dev.xyz.com/irj/portal/?navigationtarget=obn://BOSystemAlias=SAP_SRM/BOTechnicalName=sc/Operation=detailprof&NavMode=3
Also, even if I run the program for a PO approval example, the BOTechnicalName is still pointing to sc.
However, if I do it on a per work item basis, the URL works.
Does anyone know where the control this setting?
2. External and internal portal
We have some users connecting to the portal through more secured channel (external portal). In this case, I couldn't find a way to generate the appropriate URL for the external. In the past in the older SRM version, the program was using the attribute ITS_DEST in PPOPMA_BBP to build the URL link. Now, I do not know how the system knows which portal URL to take if the control is no longer at user level.
Has anyone ever had this requirement before?
My worse case scenario to resolve the above issues would be to use the BADI to alter the content of the email notification. The purpose of posting this message here is to ensure that I am not missing out any standard SAP functionality which could meet our requirements.
Cheers!
SF

Hello,
See hyper-links below:
[How-To: Offline approval - Logon link does not work|http://wiki.sdn.sap.com/wiki/display/SRM/Offlineapproval-Logonlinkdoesnot+work]
[KBA 1511180 - The hyperlink in the offline approval email is incorrect|https://service.sap.com/sap/support/notes/1511180]
Regards.
Laurent.

Error in "APPROVE EMAIL" of Users in CRM 2013.

Hi,
I have created users in my OOTB On-premise organization of MS CRM 2013. Getting below error while approving email of Users:
There are encrypted fields in the organization database, but the data encryption feature isn't activated. Contact your Microsoft Dynamics CRM system administrator to activate data encryption. To activate, go to Systems Settings > Data Management > Data
Encryption. For more information, see http://go.microsoft.com/fwlink/?LinkId=316366
I tried to activate Data Encryption from Data Management(as mentioned in this error), then getting below error:
Error
The HTTPS protocol is required for this type of request. Enable the HTTPS protocol and try again. For more information, see the Post-Installation and Configuration instructions.
Please help.
Thanks.
Regards, Devendra V.

Please refer to this post from Magnetism,
http://www.magnetismsolutions.com/blog/paulnieuwelaar/2014/10/08/data-encryption-errors-after-restoring-microsoft-dynamics-crm-database
It definitely resolves the issue.

Is there a means to resend 'approval' emails again if not actioned:?

We are using SRM server 5.0, Classic Scenario. When approval emails are sent to users,we have many who don't process the carts in a timely manner.
Is there a way to automatically trigger a resend the email or possibly some notification to indicate to them that there is a cart pending their approval? Ideally we would like to do this after 2 or 3 days. Is this something that can be invoked in SRM without too much trouble?
thanks

Workflows are build using transaction SWDD.
Go to your workflow template and select the task you need to monitor. You can configure the tabs Requested Start, Latest start and Requested End for deadline monitoring.
You can configure the time in which the item has to be executed in MINS, HRS, DAYS, WKS and Months.
-Kiran

Limit cart unknown Account Assignment Not picking Approval email id

Hi All,
when i am trying to create a Shopping cart with unknown Account Assignment, at first instance approval email id is not picking. When i made some changes in the item data (say Descrtiption ) it is picking the approval email id. in SRM
We are SRM 5 to 7 upgrade, In SRM 5 there is a note to 974239 which will solve the issue. But the note is valid forSRM 7 EHP3 Version.
Can any one help me in giving the latest note.
Many thanks in advance.
Regards,
Charan M

Hi
<b>Related links/ SAP OSS Notes to check out -></b>
Note 861889 - Limitations on limit and service PO's in case of ECS
Note 1046593 - Limit PO - Unable to delete and create new item
Note 966323 - Service Item: Not able to create PO in ERP backend
Note 969077 - LIMIT:SC with Account Assignment Unknown and IR_IND checked
Note 1000184 - Account assignment error when document transfer to back end
Note 1052892 - Account Assignment not visible for Limit Shopping Cart
Note 933618 - Multiple account assignments for limit item are lost
Re: Limit PO(Item category D instead of B)
SE 518 No account assignment exists for service li ne 0000000000
Creating SC with Dummy Account Assignment
Re: Account assignment on SRM
Re: Problem on account assignment
Re: Account details not coming while creating a Shopping Cart with Limit Item
LIMIT SC
<u>Other related details -></u>
Use Screen variants (Transaction - SHD0) to change item overview and search result screens.
BADI - There is one BADI to hide/show some SC item creation links, there is one BADI to control screen details of PO, CTR... but not SC (and not external screens).
So, as usual, identify the template and change the HTML code in SE80.
To implement a more complex logic, like the default check box, change the ABAP code (usually in the PBO), if required.
Do let me know.
Regards
- Atul

Approval email notification not routing to an approver

Hi Experts,
For a certain PO value range there are existing approvers. We have added an additional approver to the PO approval matrix. Now, while changes are done for a PO the approval email is not going to the added approver. Instead it will send a mail notification twice to one of the existing approvers.
The added approver appears in SRM approval preview, aslo we find the approver in the workflow agents. In addition the approver gets the PO in the SRM inbox for approval, but only the email notification is not sent to this approver.
Any pointers to solve this issue.
Thanks in advance,
Francis

Hello,
Workflow approbation e-mails are taken from BP transaction. If there is no information there, e-mails are taken from SU01.
Some extra customising has to be maintained in order to have notifications sent out as an email:
- Set the attribute FORWARD_WI for the requester;
- In SO16, tab "Mail Sy.Grp", select "Send to home address of users".
Kind regards,
Ricardo

SRM Active Substitute and Approval Email

Hi
I was wondering if anyone could help with an issue I have for SRM Approvals. I have Two shopping carts set up that have had an approval email sent to a user. This user though is not on site so I have set up and Active substitute for the User.
I now need to restart the Approval workflow for the two shopping carts which should in theory send out approval emails to the User in question but to their substitute as well.
Does anyone know how I can do this within SRM I am completely stuck - any help would be appreciated
Regards
Lumbyla

Hi,
There are several solutions. I think forwarding the workitem is easy one.
1. Administrator forwards the workitem in SWIA transaction
2. Set passive substitute by admin. Program RMPS_SET_SUBSTITUTE. http://help.sap.com/saphelp_nw70/helpdata/en/8d/25f558454311d189430000e829fbbd/frameset.htm
3. Implement offline approval
4. Model deadline handling
Regards,
Masa

Offline approval email for Workflow approver substitiutes

Hi,
We are on SRM 7.1 ECS.
Does the substitute function work true for OFFLINE APPROVAL emails also??
E.g. User B is a substitute of User A.If user A gest the offline approval emai,then should usre B also get the offline approval email?

Hi,
I do not think the report might have the functionality to handle the substitution. May be what you can try is take a copy of the standard report and then try to customize as per your requirement .
Try some thing like below.
1. I assume that to identify a substitute for a user you might be storing these details in some Z table.
2. Take a copy of the standard offline report and then from this custom report read the try to read this table after the original agents are determined.
3. Finally schedule this report. with the same set of parameters that used to schedule the standard report.
But I I think this report actually reads the agents of the workitems and then it tries to send the notification to the same user. So first you have to check out that how the workitem is forwarded to the substitute . If the substitute is also a agent then this report directly sends the notification.
Regards
Pavan

Display Item Details in approval email

Hi All,
I would like to display 'Item Details' on the shopping cart approval email.
Is there any standard program to achieve this. Please provide your inputs.
System: SRM 5.0
Regards,
Piyush

In SRM 5.0 there are 2 programs that deal with this information:
1. RBBP_NOTIFICATION_OFFAPP
This is the new method and when scheduling this report you can select that an attachment is sent with the email with the details. I didn't research the use of a BADI with this program, there might very well be one for this - look in SPRO, with this BADI you might be able to change the contents of the email body detailing the SC details using the function module Disha gave you.
2. RSWUWFMLEC
This program will give the details in the email body if I'm not mistaken - this program can still be used in SRM 5.0 However the above program is the more recent method to get emails to approvers.
Regards,
Robin

Approval Email not being received

Hi All,
We just upgrade to R12 and the approval email is not getting received by approvers. This used to work on 11i. On R12, the notification is in the Worklist in Oracle but the email is not getting sent. Did we forgot to run a workflow job or I miss a set-up. Can you help me please.
Thanks

Are the enrollments auto-approving or just getting stuck somewhere along the way?
If it is getting hung somewhere and it's never approving the enrollment, you should check to see that your Workflow Background Process is running regularly.
If it's auto-approving, you should look up the function OTA_LEARNER_HOME_SS from either System Administrator or Functional Administrator and check to see that your approval mode set to YD. You should check that "pApprovalMode=YD" and "pCertApprovalMode=YD"

Changing the Offline approval email in SRM 7.0

Hi all,
Im working on SRM 7.0(SP1).Im workng on customising the email content for the offine approval email for Shopping cart.The SAP help says the badi BBP_OFFLINE_APP_BADI needs to be used for this.
Now I need to make some changes to the main body of the email.However when i tried debugging this badi,I found out that I cannot read the main body o fthe email in this BADI(Only subject line is available and the first 3 openig lines).I mainly need to change the Item details(dislayed in tabular format) and a/c assignment details(also displayed in tabular format).However I cannot read these details(Item n a/c assignment) in this BADI...
Has anybody worked on similar requirement?I have used this BADI previously in SRM 5.0 successfully.However in SRM 7.0,I found this problem in modifying the email contents for offline approval.
Any inputs will be highly appreciated.
Thanks!
BR,
SRM tech

Hi
Re: shopping cart rejection mail
Re: SRM : Offline approval process
https://www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/10dfad5a-5398-2b10-568b-d3d999d49b5c
which reports are using to send workitem ? since 2 rbbp and rsm reports sends workitem so i think you must drill into the report how workitems are generated and that workitem needs to be modified.
In sost you might seen content of the mail which you are gonna sent.
http://help.sap.com/saphelp_srm70/helpdata/EN/31/ec423b4ac8d506e10000000a11402f/frameset.htm
http://help.sap.com/saphelp_srm70/helpdata/EN/31/47c6cb8e9249f2bc29444212e4704a/frameset.htm
here they have discussed
br
muthu

PO Approval Email Notifications

Hi,
I customized Standard Printed Purchase Order Report and it is working fine, generating PDF output also with the help of XML Publisher.
Now when a PO is approved from PO Approval . Then Standard Purchase Order Report is send to supplier Email address. Please let me how to send Customized Printed Purchase Order report instead of Standard Purchase Order Report. If PO Approval workflow has to be customized . Please give me some ideas how can I do that.
Thanks
Raj

You don't need a new program.
Just change the seeded concurrent program definition.
Make sure that the output is xml

Special characters added in offline approval email

Hi all,
We are on SRM 5.0 SP13 ,ECS
We are facing an issue with the outbound emails sent out from SRM system for offline approval for both shopping carts and PO.
In the main body of the email,some some special characters like ^A are being added at the start of each line.
We have been observing this issue lately after the upgrade of our mail server.
Has anbody come across such an issue in SRM 5.0??Please advise /share your solution/provid some insights.
Thanks!

Take a look at the note and see if it applies to your case.
1019942 wrong encoding for HTML formatted emails

Purchase Order Approval email confirmation

hello
i am trying to do a workflow that look like already exist in the SRM module WS14000089 ,
This workflow requires approval of the PO / PO-CV by the manager of the relevant purchasing organization. If the manager approves, the PO/ PO-CV is released; if he rejects, the PO/ PO-CV gets the status rejected, the workflow is terminated and the creator can reprocess the PO/ PO-CV and submit it for approval again.
how the description say , i need the release/approval of Purchase Manager and VP for total release a PO and i want send a email with 2 button : approval , reject and description and PO number .
now i am total lost in the workflow world , i try copy and customize the standard workflow template WS20000075
Workflow for release of purchase order but not sure what change i need to do for get what i want , if anybody can give me some tips or hints will help me a lot.
Thanks

This is a very involved question - far more than how to send email. There are numerous posts, wikis, and blogs on topics such as mobile approvals. I recommend that you search SCN more thoroughly.
Some helpful threads may be:
Offline approval on blackberry device in SRM
Approval Process on Blackberry
http://mailman.mit.edu/pipermail/sap-wug/2008-December/029818.html
Regards,
Sue

Unexpected PO Approval Emails

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