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RSWUWFML2 - Sending notifications for work items

RSWUWFML2 - Sending notifications for work items

General Material Data   BAL Application Log Documentation  
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Title

E-Mail notifications for new work items in the Business Workplace (RSWUWFML2)

Purpose

The report sends notifications for work items by e-mail to SAP users who have an Internet e-mail address. This enables users who do not normally use the Business Workplace to be informed about new work items. The report is used in particular to replace existing SAP MAPI installations. You can also send SAP shortcut attachments using this report. These enable the recipient of the e-mail to display or execute the work item directly, or to open the Business Workplace in the SAP GUI for windows.

In the case of a periodically scheduled run (not a single run), the report generates notifications for work items for which the following applies:

  • The work items must have the status ready
  • The work items have been created since the last run (the time and date of the last run is saved in a table) or:
  • The work items have been changed since the last run by one of the following operations: forward, replace, end of resubmission, requested start reached.
  • The work items have a recipient with a valid Internet e-mail address.

Advantages:

  • Users who do not normally use the Business Workplace of a particular SAP system because they use another e-mail client or another SAP system, can be notified easily.
  • Workflow patterns or tasks do not need to be modified.
  • The generation of notifications does not need to be modeled in Workflow.
  • Overall performance is improved. Compared with SAP MAPI, this report is better for performance since it determines the work items for all users with just one selection, while each user must select their Workflow inbox individually in the case of SAP MAPI.

Restrictions:

  • The report excludes work items that a workflow inbox has reassigned at a later stage due to changes in the organizational structure.
  • Position substitutions are not included. This means that the report does not send any notifications for work items that appear in the workflow inbox of an agent due to a position substitution.
  • Normal SAPoffice messages from the Documents folder are not forwarded by the report.
  • Document and object attachments of a work item are not sent.
  • There is no password caching for shortcuts. If Single Sign-On is not active, the user needs to log on to the system separately.
  • The messages are generated in text-only format.
  • A user can be informed about multiple work items in a collective notification. However, the collective notification does not contain details about the individual work items.
  • No container variables or container expressions can be used in the descriptive texts (Before Work Item Description, After Work Item Description).
  • The language settings of the work item recipient are not taken into consideration when creating the message. See parameter Language for E-mail Texts.
  • Messages can only be sent to SMTP addresses (type INT).
  • Groupware-specific forms are not supported.

Integration

You schedule this report as a batch job.

Prerequisites

The recipients of e-mail notifications must have maintained an e-mail address in the relevant SAP system. You can maintain a users e-mail address in either the central address management (transaction SU01) or the personal office settings in the Business Workplace, under Automatic Forwarding. You no longer need to activate the Mail Group in the general office settings for RSWUWFML2.

Features

Instance data:

  • Job Suffix:
Using a job suffix enables you to have multiple instances of the report running simultaneously. Note that the times for the last run are saved for the individual instances. You can set the report parameters differently here.
  • Tasks:
You can restrict the selection of work items to work items for particular tasks. You can select multiple tasks here.
  • Language for E-Mail Texts:
You can specify the language in which the work item description and the standard texts for the message are to appear in the e-mails. The prerequisite is that the corresponding translation is available.
If no language is specified, the work item description is displayed in the original language of the work item and the standard tects in the language of the user where the report is scheduled.
  • New Work Items Only:
This option enables you to deactivate the inclusion of changed work items (see above). This is particularly recommended for Releases 4.6C and 4.6D for performance reasons because there is no index to table SWWLOGHIST. This table uses the system to determine the changed work items.
  • With Passive Substitution:
This option enables you to define whether the report includes passive substitution. The inclusion of passive substitution will decrease performance significantly.

Send granularity:

If you change this setting, then the default settings in the lower frame are changed dynamically.

  • One Message Per Work Item:
One message is sent for each new work item. This contains the description of the work item and accompanying texts, as specified under Standard Text for Notification.
  • Collective Message:
Only one message is sent for all new work items for a particular user. The message does not contain any information about the individual work items.

Add executable message attachments:

Executable attachments are SAP shortcuts that receivers of messages can use to directly display a work item in the SAP GUI for Windows. SAP shortcuts contain the relevant logon language from the central address management (transaction SU01) for each individual receiver. The system ID and the client contained in the shortcut correspond to the system in which the report is running.

  • Workflow Inbox:
An SAP shortcut is added to the message so that the message recipient can start the Business Workplace directly in the SAP GUI for Windows.
  • Work Item Display:
An SAP shortcut is added to the message so that the message recipient can display the work item directly in the SAP GUI for Windows.
  • Work Item Execution:
An SAP shortcut is added to the message so that the message recipient can execute the work item directly in the SAP GUI for Windows. Secondary methods are also executed at the same time.

Standard message text

This option enables you to define the message subject and text, which is added to the work item description. The text contains general information for the user about what to do with the message.

  • Message Class for Subject:
Message class of a T100 message (transaction SE91) from which the subject line for the message is determined. Message class SWU_NOTIF contains the messages that are shipped by SAP.
  • Message Number for Subject:
Number of a T100 message (transaction SE91) from which the subject line for the message is determined. The T100 message can contain two parameters. Parameter &1 is replaced by the system ID. Parameter &2 is replaced by the work item text.
  • Before Work Item Description:
ID of a SAPscript text (transaction SE61) of type Text in Dialog, which is inserted before the actual work item description in the message. The text contains the form of address for the user and the reference to Business Workflow. Make sure that the text matches the send granularity. The system proposes an appropriate text. Includes and symbols within a SAPscript text are expanded. Workflow-specific variables or expressions (for example, from the container) cannot be used, however.
  • After Work Item Description:
ID of a SAPscript text (transaction SE61) of type Text in Dialog, which is inserted after the actual work item description in the message. Make sure that the text matches the send granularity. The system proposes an appropriate text.

SAP shortcut parameter:

Here you can specify the ID of an entry in the SAPLogon which is then included in every shortcut that is sent in the Description parameter. This parameter determines the SAPLogon entry with which the logon to the SAP system is executed. The prerequisite for this is that you can guarantee that saplogon.ini contains the relevant entry on all users PCs. The parameter is only required and recommended if there are multiple saplogon.ini entries for the same system on the user PCs. This enables you to control a specific entry, for example, the entry that is configured for Single Sign-On.

Exits:

Here you can save function modules you have created yourself that are called at an appropriate point during the report run. The modules must have a specific signature. SAP Note 808971 describes this in more detail.

  • FM for Preparatory Phase:
This module is called prior to the selection of the work items. You can use this module to assign values to text symbols in the SAPScript texts, for example.
  • FM for Address Determination:
This module is called when the e-mail address of a work item processor is to be determined. You can use this module to override the default procedure for determining an address, for example, to determine an address from a container element of the work item.

Data for a single run:

A single run is performed if the input fields contain a data, time, and optionally a user. A single run is recommended if work items are to be sent again from a particular time and date, for example due to a problem when sending the e-mails. Contrary to a periodically scheduled run, in a single run the time of the last run is not saved.

  • From work item creation date:
First day when work items are to be included.
  • From work item creation time:
Time on first day when work items are to be included.
  • User (empty = all):
Notifications are only created for work items that this user has in their Business Workplace. You must not use this option to restrict the sending of notifications in the productive environment to certain users.

Log:

During its run, the report writes a log in a spool file and an entry in the application log. You can specify what is logged:

  • Errors Only:Only error messages are logged
  • All: Success and error messages are logged

You can display the application log by calling transaction SLG1. Enter the object=WF and the sub object=NOTIFICATIONS as the selection values.

Attributes:

  • If one message is sent for each work item, the message contains the task description and the standard text. If one message is sent for all work items, the message contains just the standard text. Express mails are sent for express work items.
  • If the messages include executable attachments, they are sent to each user individually. If executable attachments are not required, all messages that refer to the same work item are sent to a receiver list, which comprises the selected agents.
  • If you have selected a Collective Message, only one message is sent to each receiver per run, regardless of the number of work items for this user.
  • The results of database queries (for example, e-mail addresses) are buffered to improve system performance.
  • The usual logic when using SAP shortcuts applies when logging on to execute shortcuts. If the parameter Description is specified in the SAP shortcut, but there is no saplogon.ini entry with this name, the system displays an error message when you attempt to execute the shortcut. If the parameter Description is not specified, a saplogon.ini entry with the appropriate system is selected instead. The prerequisite for this is that the entries in SAPLogon were created from the group or server selection. Otherwise the system ID cannot be determined from the entry.
    If a session with the relevant entries for system/client/user/language is already open, a new session is opened automatically without the user needing to log on. If no such session is already open, the user must log on again. If the selected saplogon.ini entry is configured for Single Sign-On, the system logs the user on automatically. If it is not configured, the system displays a logon window in which the user must enter their password.

Selection

  1. Determine the relevant work items. Dialog work items and missed deadline work items are included. Changes to the organizational structure are not included.
  2. Determine the recipients for each work item determined. Active and passive substitutions are included, but position subscriptions are not. Substitute profiles and task classifications are included.
  3. Only receivers who have an Internet e-mail address (type INT) are included.
  4. Create message body (partly work item-specific).
  5. Send the message to all receivers.

Standard Variants

Variants can be defined for scheduling. If you use multiple variants you must at least use the job suffix to differentiate between them.

Output

You can generate a log file and an application log.

Activities

Example






PERFORM Short Reference   rdisp/max_wprun_time - Maximum work process run time  
This documentation is copyright by SAP AG.

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