Applies to: SAP® BusinessObjects™ Access Control 10.0, Summary This how-to-guide explains how to set up the SAPconnect communication interface in your application server in order to send out email notifications triggered by workflow events in Access Control 10.0, This guide provides @ comprehensive overview of workflow events that can trigger email notifications and notification variables used to populate the message bodies with information that is specific to each request. ‘The guide also explains how the pre-deliverad message bodies can be replaced by custom messages as well as how email reminders are set up. Author: Frank Rambo, SAP Customer Solution Adoption Created on: March 31, 2014 Versi 1.0 ‘SAP COMMUNITY NETWORK [SDN - sdn'sap com | BPX -bpx'Sa0 com | BOC boc sap com O20 SAP AGDocument History verter Date Description 10 March, 2011 Final version SAP COMMUNITY NETWORK. ‘SDN - sn sap.com | BPX--bpxsap.com | BOC -boc sep.com ©2011 SAP AG SARATypographic Conventions Type Style Description Icons Icon Example Text Example text Example text Example text EXAMPLE TEXT SAP COMMUNITY NETWORK. Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, ‘menu names, menu paths, ‘and menu options. Cross-references to other documentation Emphasized words or phrases in body text, graphic titles, and table titles File and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools. User entry texts. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system. Keys on the keyboard, for example, F2 of ENTE! Caution Note or Important Example Recommendation or Tip ‘SDN - sn sap.com | BPX--bpxsap.com | BOC -boc sep.com ©2011 SAP AG SARATable of Contents 4. Business Scenario... 2. Prerequisites. 3. Step-by-Step Procedure 3.1. Setting up SAPconnect... 3.2. Available Notification Templates 3.3 Available Notification Variables - 10 3.4 How to Customize Email Notifications 8 3.4.1. Create Custom Document Objects a 8 3.4.2 Associate Custom Document Object with ossage ¢ Class 4 3.5. Select Notification Templates and Recipients 5 3.8. Selting up Email Reminders v7 4, Comments and Feedback wn SAP COMMUNITY NETWORK. ©2011 SAP AG snmnmnnnnenEtror! Bookmark not defined. ‘SDN - sn sap.com | BPX--bpxsap.com | BOC -boc sep.com SARAHow to Customize Notification Templates for AC 10.0 Workflow 1. Business Scenario SAP BusinessObjects Access Control (AC)10.0 comes with a number of workflow processes for the following purposes: * Access request approval workflow for users and Human Resource Org objects * Control Assignment Approval Workflow * Mitigation Control Maintenance Workflow * Fire Fighter Log Report Review Workflow * Function Approval Workflow: * Risk Approval Workflow = Role Approval Workflow. * SOD Risk Review Workflow + User Access Review Workflow Workflow can be customized to send out email notifications to customizable recipients upon occurrence of workflow events such as request submission, approval, rejection, and escalation, AC comes with individual notification templates for each workflow event that can trigger an email notification, You can use either the pre-delivered message bodies, or replace them with customized text messages including notification variables that refer to request attributes, user IDs, and other content @ NOTE In the 10.0 release, you cannot include graphical elements for corporate branding in the provided notification templates, Customization is limited to textual messages and hyperlinks. Before the system can send out any email notifications it is necassary to set up the SAPconnect communication interface to the SMTP server and schedule some recurring batch jobs. 2. Prerequisites In order to test custom notification templates for AC 10.0 workflows you must veriy that you meet the following prerequisites: 4. Installed core application software component GRFND_A V1000 on an SAP NetWeaver Application Server ABAP 7.0 EHP 2 SPO6+. 2. Installed SAP business backend systems with the GRC 10.0 plug-ins GRCPINW and GRCPIERP in the same support package level as the core application. Performed all required post-installation steps. 4. Configured the MSMP workflow processes you want to set up or test the email notifications to the processes, (©2011 SAP AG.How to Customize Notification Templates for AC 10.0 Workflow 3. Step-by-Step Procedure This section contains step-by-step instructions and overview information required to enable your system to send out customized email notifications for all AC workflow events that come with this capability: 4. Setting up SAPconnect Available Notification Templates Available Notification Variables How to Customize Email Notifications Solect Notification Templates and Recipients Setting up Email Reminders oak EN 3.1 Setting up SAPconnect ‘You must set up the SAPconnect communication interface before the system can send out the email notifications that are triggered by workflow events. You can perform the setup in the Customizing activity Governance, Risk, and Compliance > General Settings > Workflow > Workflow Email Notifications. To set up SAPconnect: 4. Select INT-> SMTP. If no SMTP node exists, S need to create one by positioning the cursor on the INT node and clicking the Create icon SAPconnect: Administration (system status) Start of evaluation tine: 15.02.2011 00:00 Duration Duration Completed Error In trangit Waiting In transit Waiting @ thom gy hhomn 422108), BB al BB int a 2. Double-click SMTP. ‘The SAPconnect General Node data screen appears. 0:00 0:09 (©2011 SAP AG. 2How to Customize Notification Templates for AC 10.0 Workflow 3. Select the Node in Use checkbox and enter the Mail Host and Mail Port. [= SAP connect General node data of node SMTP ol [set] i ol feet [pazasi7 | on [4.022619] 4, Inthe Supported Address Types pane, select the Internet checkbox, and then choose Set. ‘The SAPconnect Address type for node screen appears. (©2011 SAP AG.How to Customize Notification Templates for AC 10.0 Workflow 5. Inthe Address Area field, enter an asterisk (*), and then confirm all entries in the dialog boxes. [C= saPconnect Adress 6. Click the Job icon to ensure that the send job is scheduled for address type INT. Alternatively, you can schedule a job clicking the | icon and selecting Schedule Job for INT. SAPconnect: Administration (system status) Start of evaluation tine: 19.02.2011 00:09, Duration Duration Completed Error ‘In trancit Waiting In transit Waiting @ hho ge hhenn a Wat i (©2011 SAP AG.How to Customize Notification Templates for AC 10.0 Workflow [E SAP connec Ace and Schou Send obs (2 LSB S)e) O) Sea Fs) Blea) Active and Scheduled Send Jobs joo eine | [Fianned stat | iNT 10min 15.2000 7. Inthe menu bar select Settings -> Confirmation of Receipt. We recommended that you only send a receipt confirmation at the time of testing the e-mail message function. Following successful testing of the email system, deactivate this option in your system, [[= SAP connect Intemet Mail Confirmation of Receipt OsaPconnect expects receipt confirmations for Internet mail @ saPconnect does not expect receipt confirm. for Internet mail The following recipients are excluded frorn this rule (specified by Internet domain, e.g. SAP-AG.DE): tif _ 0 SP) Bi Iryou select option “not expecting any receipt confirmation or exceptions’, usually no receipt or read confirmations are requested. 3.2 Available Notification Templates Every workflow event in the Access Control 10.0 workflow process can trigger an email notification that corresponds to exactly one pre-defined message class. Each message class is corresponds to one document object containing a pre-delivered message body for the respective workflow event, The link between message class and pre-delivered document object can be viewed, but not altered in the table view GRFNVNOTIFYMSG. You can create custom document objects with message bodies that are better suited to your requirements and replace the pre-delivered document objects in IMG Customizing. Most processes come with four different events that can be configured to send an email notification (©2011 SAP AG.How to Customize Notification Templates for AC 10.0 Workflow The workflow events are: 4. New Work Item: send to the i box of the responsible approver(s). 2. Approval: approval of request or line item. 3. Rejection: rejaction of request or line item. 4. Escalation: escalation of request The table below lists each process ID or event and the corresponding message class for each one of the workflow events. Process 1 Event New Work tert Approved Rejected Escalated SAP_GRAG ACCESS REQUEST’ | ONSUP_AR_ OnsP_AR_ oMsM_A_ OSH AR SAP_GRAC ACCESS REQUESTHR | NEWWORKITH [APPROVED REVECTED ESCALATION ‘SAP_GRAC_CONTROL_ASGN onesip_cnrLascn_ | onesi_cnrLascn_ | owsMe_onrLascn_ | ontsMP_eNTLASGN_, New APER Reve Esc ‘SAP_GRAC_CONTROL_ MAINT onesie _urenTat | onsie_wiTenTAL | ousMewTeNTAL | OMSME_MITENTRL SAP_GRAG FIREFIGHT.LOG_REFORT | onssuP_tocreT_ | onssup_toceeT_ | onswe_tocrer_ | onsMp_LocReT_, Newt APR Rese eset SAP_ORAG_FUNC APPR onstap_FuNcAPPR_ | ousiMP_FUNCAPeR_ | OMSMP_FUNCAPER_ | OMSMP_FUNCAPPR., SAP_GRAC RISK APPR OnSMP_RISK_ onesuP Risk. oMsMP_aIsK_, fost _aisk_ New APPR Rese eset SAP_GRAC_ROLE_APPR onesup_ROLEAPPR_ | oNsIMP_ROLEAPPR_ | OMSMP_ROLEAPPR_ | OMSM_ROLEAPER_ APPR. Reve eset saP_orac usER access REVIEW | oissup_useRace. | ousup_userace_ | onsm_useRAcc_ | oMsM_USERACC_ There are two processes which feature additional workflow events that enable the sending out of email notifications. The two processes are Access Request Approval workflow and SOD Risk Review workflow. ‘Access Request Approval workflow (for both, users and HR OM Objects) having process IDs SAP_GRAC_ACCESS_REQUEST and SAP_GRAC_ACCESS_REQUEST_HR, respectively, comes with the following additional events and message classes: 7. Request submission: 0AC_AR_SUBMIT (sent to affected user) 8. Request approval by Mail: OMSMP_AR_APP_REu (sent to approver alternatively to message class OMSMP_AR_NEWWORKITM) 9. Request forwarded: OMSMP_AR_FORWARD (sent to approver(s) who the request was forwarded to) 10. Request closed (completed): 0AC_AR_CLOSE (sent to affected user) 11. Email Reminder: OMSMP_EMAILRMDR_CUP (sent to responsible approver(s)) (©2011 SAP AG.How to Customize Notification Templates for AC 10.0 Workflow SOD Risk Review workflow comes with two additional message classes for email reminder events: + SOD: OMSMP_EMAILRMDR_SOD (sent to responsible approver(s)) + OMSMP_EMAILRMDR (sent to responsible approver(s)) You can look up the names of the pre-delivered document objects for each message class in the view GRFNVNOTIFYMSG double clicking on the message class (Error! Reference source not found. and Figure 3: In transaction SE61, select Document Class General Text, enter the name of the document object you want to view, and click Display.). Use transaction SE61 to display the document object. You need to select Document Class General Text (Error! Reference source not found. and Figure 5: Message Classes and Document Objects displayed by the process in MSMP Workflow Maintenance... Alternatively, you can use the web interface of the IMG customizing activity Governance, Risk, and Compliance > Access Control > Workflow for Access Control > Maintain MSMP Workfiows to look Up the document abject used for a given message class. Select the respective workflow process and navigate to the guided procedure to step 4, Variables and Templates (Error! Reference source not found.) (©2011 SAP AG.How to Customize Notification Templates for AC 10.0 Workflow Figure 1: View GRFNVNOTIFYMSG — Double-click on the message class to view the pre-delivered document object that is associated with it, Display View “Notification Messages (Defaults)": Overview 8 CUP Provisioning Notification 5) 8 CUP Notifcation Gi JOac_AR_USER_PROV 0 CUP Provisioning Notification JOAC_CONTROL_ALERTS 8 Mitigation Contr Alert laAC_CONTROL_ASSIGN 0 Control Assignment l0AC_CONTROL_ASGIGN_D 0 Controt Assignment Delete [0AC_CUP_NANE_CHANGE © Name change notification lonc_cuP_PSS_NOTIFY 8 PSS Notification l0ac_CUP_ROLE_NOTIFY © Notification on role expiry loac_RISK_TERNINATOR © Risk Terminator lanc_ROLE_REF_INST 8 Message Class for Role reafir instructions l0aC_S0D_ALERTS 8 800 Alert l0ac_SPH_INSTRUCTION © SPM workflow instuction lonc_SPH_LOG_NOTIFY 8 ‘SPM Log notification l0ac_SPH_NOTIFICATION O SPM Login Notification JOERM_ROLE CERTIFY 8 Role certitation reminder lOFN_OBSOLETE SURVEY 3 Obsolete survey lOFN_OWP_OELIVER 0 CoMline working process deliver mail content |OGRFN_ERFP_ACT 4 BBRF plus action: Email notification 1 |OGRFN_ERFP_ACT 2 BRE plus action: Email notification 2 JOGRFN_ISSUE_NOTIFY 8 Send notification to object owner lOGRFW POLICY SEND 8 Policy send lOMSMP_AR_APPROVED 0 ‘Approved Access Request lONSHP_AR_APP_REJ 0 New Work item - ApproverReject by email lONSMP_AR_ESCALATION © Escalation- Access Request lONSMP_AR_FORVARD Forward - Access Request lONSMP_AR_NEWORKITH 0 New Work item - Access Request loMSMP_AR_REJECTED 0 Rejected - Access Request lOMSMP_CNTLASGN_APPR ‘Approved - Control Assignment Request lONSMP_CNTLASGN_ESCL © Escalation - Control Assignment Request lOSMP_CNTLASGN_NEWWT 6 New Work item - Control Assignment Request (OMSHP_CNTLASGN_REJC 8 Rejected - Control Assignment Request lONSMP_CN_APPROVED 0 Mitigation Control Maintenance Request Anproved loMSMP_CN_REJECTED 8 Mitigation Contro! Mainteniance Request Rejected i} JOMSHP_EWATLRNOR = Reminder Notification ic} (0) (>) (©2011 SAP AG.‘Templates for AC 10.0 Workflow Figure 2: Document Object and subject line in email associated with message class OAC_AR_SUBMIT. Display View “Notification Messages (Defaults)": Details Message Class. JAC_AR_SUBMIT Message number a Nolifcation Messages (Defaults) Description | CUP Notification Send Drie Recipients Subject_[CUP Notification Docu, Object GGRAC_AR_SUBMIT Attachment Tile Figure 3: In transaction SE61, select Document Class Genera! Text, enter the name of the document ‘object you want to view, and click Display. Document Maintenance: Initial Screen Settings Document Class. General text Language English Bp Document [es Ce a) (©2011 SAP AG.How to Customize Notification Templates for AC 10.0 Workflow Figure 4: Pre-delivered document object with message body and variables. Display General text: GRAC_AR_SUBMIT Language EN | | | Dunne enone | ARF nL ee Penn Sse Een et Eka rete Atanas Bsettanuese Asus Bemnar | SS Tresurs 15 Word count Hi SSFIRST_NAME% SSLAST_NAME% (USER _1D%), Request number SREQNO% has been created Best Regards, Accese Control Administrator Figure 5: Message Classes and Document Objects displayed by the process in MSMP Workflow Maintenance. EpRER EERE 3.3 Available Notification Variables Message bodies included in the document objects (Figure 5: Message Classes and Document Objects displayed by the process in MSMP Workflow Maintenance.) not only contain static text, but also feature notification variables that refer to the user name, request number, and other information that depends on the attributes and content of the respective request. Each workflow process comes with a number of notification variables that are available to all notification templates that belong to it. They are displayed on the bottom of the screen in step 4, "Variables & Templates’, in the customizing activity Maintain MSMP Workflows (Figure 7: Notification Variable Rules evaluate the actual values of notification variables. ). These variables are used in the pre-delivered document objects as shown in Figure 5: Message Classes and Document Objects displayed by the process in MSMP Workflow Maintenance. and can also be used in custom document objects. They appear in message bodies featuring the % character (For example, %REQNO%), Itis possible to create additional notification variables and add them to the list shown as shown in Figure 7: Notification Variable Rules evaluate the actual values of notification variables. using the Add (©2011 SAP AG. 10How to Customize Notification Templates for AC 10.0 Workflow button. To perform this, however, requires the enhanced version of the pre-delivered notification Variables rule assigned to the workflow process in step 2, “Maintain Rules” (Figure 8: Document object for request completion containing the multi-value variable PROVISIONING. ) The pre-delivered notification variable rule GRAC_NOTIF_VAR_RULE_AR is a function module that evaluates the actual values at run time of each of the notification variables. Note that creation of an enhanced version requires some familiarity with software development. The following table lists the available notification variables by workflow process. The variable PROVISIONING is a multi-value variable that lists users and roles provisioned to one or multiple systems (Figure 9: Email generated from document object shown in Error! Not a valid bookmark setf- reference. & Error! Reference source not found.). The variable may not be listed in the MSMP. Workflow Maintenance interface, but can be used in the document object tied to the message class 0AC_AR_CLOSE. Ed z 2 g é 5 & = | Bloeie 1% E|@ B)e/2/¢ a ¢ Sen g | 8 g 1 | x | 8 el Ele lele|8 a |3/8 5 2 |e (2/2 |e S/EIE;E lo |S Ju |S le 8/2/12 |el/2\el/4laig g 5 & = 5 2 So 3 DQ pbs STi estes Vs LO a Ol UCU CIM In He CU |e |@ |e |@ |e |@ |s |e BS WS) |S PS PSS SS Cea Notification Variable (6 |6 | |6 |S 14 14 | APPROVED_BY y[yfly{[y[y[y[y[y fy FIRST_NAME (Request) | Y | y | y | y | vy | y|yviyi|y LAST_NAME (Request) | y | y | y | y | vy | y | vy | y | y LINK APPROVE REJECT | Y | N | N | N | N|N|NJ|NI|N unkceTapprovers | y | N | wn | nN [Ni] nN] nly |y unk cetreastatus| y | nv | n | n|n|nf[niyily PATH yj[yf[y{j[yfy[y][yviy fy REQNO yi[y[i[yji[y[yjy][yvj[y fy REQUESTER NAME yi[y[i[yijy[fy]/y][yj[yfy REQUEST_TYPE yi[y[j[yjy[fyjy][yjiy fy SENDER (UseriD) yj[yflyjyfyi[yj[yviyf[y STAGE yilyly{[y[y[yj[yv[y fy USER_ID y[n[n[y[n[n[n[v]fy LINK GETROLE STATUS] N | N | N| N | NJ]N|yY¥JNI|N ROLE_NAME ni[n[n{[n[n[n]vy[ nn (©2011 SAP AG. "How to Customize Notification Templates for AC 10.0 Workflow ATTACHMENT.REPORT | N | N | N | N | N| NJ] Y/] Y/Y CO_ORDINATOR ni n{}|n{in{[n{[ni]yf]yfy REVIEWER nin {|n{|n{[n{[n}]y]yfy PROVISIONING mini ni n{[ni[ ni] ni] nin Figure 6: Notification Variables available to the process Accass Request Approval Workflow! (©2011 SAP AG. 2How to Customize Notificat ‘Templates for AC 10.0 Workflow Figure 8: Document object for request completion containing the multi-value variable PROVISIONING. Ee) Toe] Find 9 Undo ~ | A Recetemagapn Fomat 23 comy | Barepice C neao ~ ||) neat cnaaater Format ARG haw Etaten sonny reine Sosa, Haanite setae ‘tammar | SStesaurs {5 word count l ipocars Hi WFIRST_NAME% SLAST_NAMEY (USER _O%), Request number SREGNO% has been approved and closed for you. The deals av as follows: ‘SPROVISIONNG' Best Regards Figure 9: Email generated from document object shown in Error! Not a valid bookmark self- reference. Hi Frank Rambo (TESTUSER_FR9), Request number 26 has been approved and closed for you. The details are as follows: TESTUSER_FR9 User created in ZFR_O2C_SD01_CUST_MASTER_DATA Role assigned to TESTUSER_FR9 ( ID7CLNT666 ) ZFR_O2C_SD02_DELIVERY_PROCESS Role assigned to TESTUSER_FR9 ( ID7CLNT666 ) ZER_O2C_SD03_SALES RABATES Role assigned to TESTUSER_FR9 ( ID7CLNT666 ) Best Regards 3.4 How to Customize Email Notifications In order to replace the pre-delivered standard messages, for a particular workflow event, with customized email notifications, you must perform the following two procedures: 1. Create Custom Document Objects 2. Associate Custom Document Object with Message Class 3.4.1 Create Custom Document Objects Perform the following procedure to create custom document objects: 4. Execute the IMG customizing activity Governance, Risk, and Compliance > Access Control > Workfiow for Access Control > Maintain Text for Custom Notification Messages using transaction SE61. (©2011 SAP AG. BHow to Customize Notification Templates for AC 10.0 Workflow 2. Select Document Class General Text, the language to be used, enter a name for the custom document abject starting with the letter Z (customer name space), and click Create: 3. Enter the message body, including variables, as needed, Change General te’ ZGRCAC_FR_NOTIFICATION_001 Language EN 4. When you have completed your configuration, click the Save Active icon. You can save it as local object or add it to a transport request. 3.4.2 Associate Custom Document Object with Message Class You can associate a message class in AC with only one document objact at the time because only the single message number 000 is available. While the associated pre-delivered document object is ‘observable in the view GRFNVNOTIFYMSG, you must overwrite this assignment in IMG Customizing by navigating to Governance, Risk, and Compliance > Access Control -> Workfiow for Access Contra! > Maintain Custom Notification Messages and then click New Entries. Then enter the following fields: + Message Class: message class that you want to use to replace the pre-delivered document object. (©2011 SAP AG. 14How to Customize Notification Templates for AC 10.0 Workflow ay + Message Number: pre-iilled- does not change as only the designation of “000” is permitted, + Description: provide a description about the use of the message. The description will not appear in the email notification. © Sender: not applicable + Checkbox Hide Recipients: if checked, the email will display an empty list of recipients, + Subject: enter a subject that will appear in the subject line of the email notification, + Docu. Object: enter the name of the custom document object you created previously. + Attachment: not applicable In order to save the notification message, you may need a transport request, depending on your client settings. The notification message will replace the document object that is associated with the selected message class in step 4 of the MSMP workflow maintenance web interface. The notification message also replaces the entry SAP in the owner column by Customer as displayed in the final row. New Entries: Details of Added Entries Message Class: ‘OAC_AR_CLOSE umber 600 Description [Email notiication sent upon request completion Sender Ohide Recipients: Subject [Your access requesthasbeencompleted Docu. Object _|26RCACLFRNOTIFICATION@@ ‘Attachment Title 3.5 Select Notification Templates and Recipients (Once you have all the notification templates you want to use for your relevant workflow processes, you must assign the notification templates in MSMP Workflow maintenance. You must also select the recipients of the notifications. You can select from four different, pre-delivered agents of the Purpose, Notification, to determine the recipients. The pre-delivered agents include: 4. Current Approvers (of current stage) 2. Other Approvers 3. Requester 4. User (affected by the request) You can add additional agents with the purpose Notification using the same technique used for the purpose Approval by choosing from the same available Agent Types of Directly Mapped Users, PFCG Roles, PFCG User Groups, and GRC AP! Rules. (©2011 SAP AG. 6How to Customize Notification Templates for AC 10.0 Workflow ‘The Agent Type GRC AP! Rules supports the BRF Plus Rule, Function Module Based Rule, ABAP Class Based Rule, and BRF Plus Flat Rule. This functionality provides you with the flexi determine recipients for workflow notifications. MSMP Workflow Maintenance interface notification templates are always selected by their Template ID, which is indicated by the respective message class prefix GRAC. If you created a custom document object for your message class Template ID, the system will always use the custom text rather than the pre-delivered text The processes SAP_GRAC_ACCESS_REQUEST and SAP_GRAC_ACCESS_REQUEST_HR are the only workflow process that comes with a message template classes for request submissions, (GRAC_AR_SUBMIT) and completions (GRAC_AR_CLOSE). You can select them together with their recipients in the section, "Process Global Settings", in the first step of the MSMP Workflow Maintenance guided procedure (Figure 11: Select Notification Templates and their racipients per stage ) Notification Templates for the events New Work item, Approved, Rejected, Forward, and Escalation are selected by stage in step 5, Maintain Paths. Select the stage you want to select notification templates for and the recipients to receive them and click on Notification Settings (Figure 12: Select Notification Events, Template IDs and Recipient IDs as needed ). Click Create and select Notification Event, Template ID and Recipient IDs as required for the selected stage (Error! Reference source not found.) Figure 10: Select Template ID and Recipients for Notifications upon Request Submission and Completion GRAC_AR_SUBMIT GRAC_REQUESTER (©2011 SAP AG. 16How to Customize Notification Templates for AC 10.0 Workflow Figure 11: Select Notificat Templates and their recipionts per stage MSMP Workflow Configuration Minn Sos mea Figure 12: Select Notification Events, Template IDs and Recipient IDs as needed econ Event | Tere [attmoven [orac ARCAPOVED RAC UEEN| vextotontvrt © (RFROVED—___S]ronote + [GRAG_AR_APPRGWED renete* SUCRESIESTE (Sea) 3.6 Setting up Email Reminders For each individual workflow process you can configure a schedule as to whether to use periodic email reminders as well as select a notification template. There are already three pre-delivered templates available: + GRAC_EMAILRMDR_CUP: used for Accass Request Approval workflows + GRAC_EMAILRMDR_SOD: used for SOD Risk Review Workflow * GRCC_EMAILRMDR Each email reminder indicates the number days until a new reminder is sent out again. You can create custom document objects containing customized message bodies for these Template IDs (message classes). ‘You must create a variant for each workflow process in order to use the email reminders functionality (©2011 SAP AG. 7How to Customize Notification Templates for AC 10.0 Workflow To create a variant: 1. Start transaction $438. 2. Inthe ABAP Program field, enter GRFNMW_BATCH_EMAIL_REMINDER and click Execute. 3. Select the workflow process from the drop-down list. Then, enter the frequency of the reminder, and the Template ID, |Access Request Approval Workflow ‘Control Assignment Approval Workdlow Fire Fighter Log Report Review Workflow Function Approval Workflow Mitigation Control Maintenance Workflow Risk Approval Workflow Role Approval Workflow Role Reaffirm Review Workflow = 4. Click Save. (©2011 SAP AG. 18How to Customize Notification Templates for AC 10.0 Workflow 5. Provide the Variant Name and Description, Click Save. Variant Attributes Vaniantniame [AR Description __ Access RequstAnnroal iF ‘BonitorBackoround Processing DoProtet variant Dont Dispayin catalog [ystm variant autre Tanspor) GMP Process Petad (dav) 41000 Temple 41.000, Revewer AgentiO 11000 Reviewer Template ‘coordinator AnertlO Coornator Template 1 ‘Oo\o|o\o\5)5} A\s\s000| O\ololo\o\o} oooooo0 6. Schedule the program GRFNMW_BATCH_EMAIL_REMINDER as a background job. (©2011 SAP AG. 19How to Customize Notification Templates for AC 10.0 Workflow = 7. For each variant create a separate periodic job. Use a frequency of once per hour. [EE create step Z User be29517 ‘ABAP program Name Variant Language EN External command (command pre-defined by system administrator) Name Parameters: Operating sys. Target server External program (direct command input by system administrator) Name Parameter Target host (©2011 SAP AG.How to Customize Notification Templates for AC 10.0 Workflow 8. You can monitor the results of the job in SM37 by reviewing the spool files that are generated during job execution. Job Overview Job overview from: 17.02.2011 at to: 17.02.2011 at }o0 anes: * 29517 Selected Selected user [iscneduted [Released Roady (Active [Finished [7 Canceled [Event controled Event 10 [BAP progran Program nane 4 $007 | Job doc] Job createds) status | Start date|start tine! pozast7 poza5t7 Output Controller: List of Spool Requests 17,02, 2011] 16:30:43 | snoor no. [type|oate [rine [status]payes|ritie Fe toons] Graphical display of spool request 10211 in system A22 [Data statistics |Nuaberof| 117.02.2011]18:38] - 2 |LISTIS LPo1 GRFNHW_BATCH otitication sont for tnstance 1D S858868460031EDOSEFD1201€8¢x858E to Approver 10 095174 hctitication sent tor tratance 1b S9S0560460031ED0OBFSEE2BC29500%E to Avprover 10 0OStT45 otsticati one sent for Tnstanee [0 d0stsHe480091 EO0SCDC Ter aa2¢o=d0e fotitication sent for Instance 1D ssseEeseep031eDssCDCTeTbszbN038e to Aperover 10 MNaeOt Notstieaei one sent tar Tnstanea £0 sastsseasooa1 Foose 2sr ast rane hctitication sent tor tratance 1b sesaeeG4eboaieponcr2sra0t740C99e.to Approver 1D mNaoot otiticatt one sent Tor Tnstance TO d0stss6480091 O00CF2F2aAan6Ds0e hotstication cont for inetanes 1D S9508e@40000%EDOSCF22F2DIGABDDKE to Kppraver 10 005175 fotitication sent for instance 1b sesoteeenbos{epoac2oFcaraxshose to Appraver 10 ANAT otitications sent Tar Tnstancs {0 d0sts56460091 EO0BEOP#Tarzareocoe hotiticati on eont for tratance Tb S0S086546009iEDO9EET«ICTZAFEDDRE to Appraver 10 DOStT«S hotitication sent for instance 1D S25056@40003%EDORCE7sIE72AFEQDGE to Remover 10 MNQODt (©2011 SAP AG. 24How to Customize Notification Templates for AC 10.0 Workflow 4. 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