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HRAS_SWN - Enhanced Notifications of SAP Business Workflow

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Processors (or agents) of a process step receive the corresponding work item in their universal worklist (UWL) within the Portal. Alternatively, the system can send e-mails for the work items; the recipients can then execute the work item from the e-mails. This makes sense, for example, for users for whom no universal worklist has been configured in the Portal or for users who seldom call up their UWL.

E-mails are sent for work items of SAP Business Workflow using Enhanced Notifications of SAP Business Workflow.

Configure the Enhanced Notifications of SAP Business Workflow using the IMG activity Configuration of Extended Notifications. For more information, see the application help (SAP Library) when you have called the IMG activity.

Note the following information when configuring the Enhanced Notifications in the context of HCM Processes and Forms:

• When defining the Filter Basic Data, include the workflow tasks that all persons involved in the process can receive, regardless of their role. Specify these tasks in the Filter Settings for the parameter TASK. This applies to the following workflow tasks:

• TS17900100 Process Form

• TS17900101 Approve Form

• TS17900102 Form Is Edited Again by Author

• TS17900121 Draft for Process Start

• TS17900160 Forward Because of Errors

Personnel Development (PD)-specific tasks:

• TS04000018 Process PD Form

• TS04000019 Approve PD Form

• TS04000020 PD Form Is Edited Again by Author

• TS04000021 Save Draft

• TS04000022 Forward to Expert

Enable the container element notify_via_e-mail in any of the above tasks to have an e-mail sent to the next agent in the process. This e-mail contains a link to the work item to be executed.

• When configuring the entries under Schedule Selection, include the filters that you set up.

• Enter * for the recipient address for the Subscription Basic Data and enter Internal SAP User for the recipient type. Under the associated Subscription Settings for the parameter SHOW_ACTION_EXECUTE_AS, enter the value LINK1 or LINK2 to enable the recipient of the e-mail to execute the work item from the e-mail.

With the subscription basic data set up this way, all processors (or agents) of a process step in which the aforementioned workflow tasks are used receive e-mails from which they can execute work items.

In subsequent IMG activities, you can set up the subscription basic data such that specific recipients are excluded from the notifications. This makes sense if the recipient calls his or her UWL in the Portal several times during the working day and is not to receive additional e-mails for the work items.

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