SAP Risk Management 2.0

SAP Risk Management 2.0 Extended Workflow Notification Enablement SAP GRC RIG - Risk Management August, 2008 Version 1.0

Intended Audience and Purpose This document is intended for use by Technical Consultants and Solution Consultants It s purpose is to give detailed instructions on how to setup extended workflow notifications so that emails can be sent when new workflow items are generated. It also enables the inclusion of a link to the workflow inbox in the generated email SAP 2008 / Page 2

Contents Overview Business Scenario Configuration Schedule Selection Delivery Schedule General Settings Scheduling the Background Job Examples SAP 2008 / Page 3

Overview To e-mail notifications when workflow items are created or changed, configuration needs to be done in transaction SWNCONFIG Program SWN_SELSEN needs to be scheduled to run regularly (background job). It will read the configuration settings and determine which workflow items require notifications sent (based on the Business Scenario and General Settings), look at when each item is due to be selected (based on the Schedule Selection) and then deliver the notifications (based on the Delivery Schedule) Note this document assumes that transaction SCOT has been correctly configured to deliver e-mail externally SAP 2008 / Page 4

Business Scenario Configuration All the configuration to run SWN_SELSEN is done in transaction SWNCONFIG. The path to this transaction is shown below: SAP 2008 / Page 5

Contents Overview Business Scenario Configuration Schedule Selection Delivery Schedule General Settings Scheduling the Background Job Examples SAP 2008 / Page 6

Business Scenario Configuration 1. Click on Workflow under Business Scenario on the right 2. Double-click on Category under Dialog Structure on the left SAP 2008 / Page 7

Business Scenario Configuration 3. Click on New Entry (F5) 4. Enter an appropriate name for the Category and fill in the remaining fields as shown. 5. Click Save (cntrl + s) and use the green Back Arrow (F3) to get to the overview screen SAP 2008 / Page 8

Business Scenario Configuration 6. Click on ZRiskManagement under Category on the right side 7. Double-click on Assigned Message Templates under Dialog Structure on the left SAP 2008 / Page 9

Business Scenario Configuration 8. Click on New Entry 9. Fill out the table as shown 10. Click Save and use the green Back Arrow to get to the Category overview screen SAP 2008 / Page 10

Business Scenario Configuration 11. Click on ZRISKMANAGEMENT or the Category that was created on the right 12. Double-click on Subscription Basic Data under Dialog Structure on the left SAP 2008 / Page 11

Business Scenario Configuration 13. Click on New Entry 14. Fill out the fields as shown 15. Click Save SAP 2008 / Page 12

Business Scenario Configuration 16. Double-click on Subscription Settings 17. Fill out the table as shown 18. Click Save and use the green Back Arrow to get to the Category overview screen SAP 2008 / Page 13

Business Scenario Configuration 19. Double-click on Filter Basic Data 20. Select ALL_Delta and click on Copy As (F6) 21. Change the category appropriately 22. Click save and use the green Back Arrow to get to the overview SAP 2008 / Page 14

Business Scenario Configuration 23. Select ALL_Full and click on Copy As (F6) 24. Change the category appropriately 25. Click save and use the green Back Arrow to get to the overview SAP 2008 / Page 15

Contents Overview Business Scenario Configuration Schedule Selection Delivery Schedule General Settings Scheduling the Background Job Examples SAP 2008 / Page 16

Schedule Selection Fill out the table below for each Scenario and Filter Days of the week determine which days workflow notifications should be selected From and To times of the day workflow notifications should be selected Interval interval in minutes between each selection (how often should the system check for new workflow items and send relevant notifications) SAP 2008 / Page 17

Schedule Selection In this example, the selection is scheduled to occur every 10 minutes. SAP 2008 / Page 18

Contents Overview Business Scenario Configuration Schedule Selection Delivery Schedule General Settings Scheduling the Background Job Examples SAP 2008 / Page 19

Delivery Schedule Double-click on Delivery Schedule and fill out the fields similar to below Days of the week determine which days workflow notifications should be sent From and To times of the day workflow notifications should be sent Interval interval in minutes between each send (how often should the system check for new workflow items and send relevant notifications) SAP 2008 / Page 20

Contents Overview Business Scenario Configuration Schedule Selection Delivery Schedule General Settings Scheduling the Background Job Examples SAP 2008 / Page 21

General Settings 1. Double-Click on General Settings and 2. Maintain the link to your Portal in the INBOX_LINK_URL 3. Click Save SAP 2008 / Page 22

Contents Overview Business Scenario Configuration Schedule Selection Delivery Schedule General Settings Scheduling the Background Job Examples SAP 2008 / Page 23

Create Variant 1. Run Transaction SE38 2. Program Name = SWN_SELSEN 3. Subobjects = Variants 4. Click Change SAP 2008 / Page 24

Create Variant 5. Variant = Notification (for example) 6. Subobjects = Values 7. Click Create SAP 2008 / Page 25

Create Variant 8. Select No Time Check During Send 9. Click Save SAP 2008 / Page 26

Schedule SWN_SELSEN 1. Run Transaction SM36 2. Enter a job name (eg Notification) 3. Job Class = C 4. Exec. Target = <your server name> SAP 2008 / Page 27

Schedule SWN_SELSEN 5. Click on Define Steps (F6) 6. Program name = SWN_SELSEN 7. Variant = Notification (or whatever was defined) 8. Click Save SAP 2008 / Page 28

Schedule SWN_SELSEN 9. Click on Start Condition 10. Click on Date/Time 11. Enter the date and time the program should start (scheduled start) 12. Click Periodic Job, then Period Values, then Other Period 13. Enter the time between job runs in minutes 14. Click Save 3 times (once per pop-up window) 15. Click Save again to save the whole job SAP 2008 / Page 29

Contents Overview Business Scenario Configuration Schedule Selection Delivery Schedule General Settings Scheduling the Background Job Examples SAP 2008 / Page 30

Example 1 Schedule Selection Interval = 10 minutes Delivery Schedule Interval = 10 minutes Background Job Schedule = 10 minutes In this scenario, the program SWN_SELSEN will be run every 10 minutes. When it runs, it will select the items every 10 minutes and deliver the messages at that time Minute 0 SWN_SELSEN is run Minute 5 Wofkflow Item 1 created Minute 10 SWN_SELSEN is run, selects Workflow item 1 and and sends the notification for Workflow item 1 Minute 11 Workflow item 2 created Minute 20 SWN_SELSEN is run, selects Workflow item 2 and and sends the notification for Workflow item 2 Minute 30 - SWN_SELSEN is run SAP 2008 / Page 31

Example 2 Schedule Selection Interval = 10 minutes Delivery Schedule Interval = 15 minutes Background Job Schedule = 10 minutes In this scenario, the program SWN_SELSEN will be run every 10 minutes. When it runs, it will select the items every 10 minutes and deliver the messages every 15 minutes. Minute 0 SWN_SELSEN is run Minute 5 Wofkflow Item 1 created Minute 10 SWN_SELSEN is run, selects Workflow item 1 and flags it to indicate a notification should be sent Minute 11 Workflow item 2 created Minute 20 SWN_SELSEN is run and selects Workflow item 2 and flags it to indicate a notification should be sent. The notification for Workflow item 1 is sent at this time Minute 30 - SWN_SELSEN is run and sends the notification for Workflow item 2 SAP 2008 / Page 32

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