Workflow tips & tricks

SAP workflow is used for many different business scenarios. This blog will give tips and tricks for the basis part of SAP workflow.

Questions that will be answered in this blog are:

  • How can I send a reminder email to the workflow owners?
  • How to check how many items in the inbox a user has?
  • How to delete the items in the inbox of a user?
  • How can I terminate workflow(s) as administrator?
  • How do I execute general workflow activation?
  • Where can I find more FAQ and manuals on workflow?
  • How to solve workflow transport issues?
  • How can I add a general task to a transport?
  • How can I setup forwarding of workflow as admin?
  • How can I check if a user has setup a substitution?

Workflow FAQ note

SAP has created an excellent FAQ note: 2214571 – Collection Note: Workflow troubleshooting guides, FAQs and important notes. This is a good starting point for find solutions to workflow issues.

Sending reminder email to workflow owners

Program RSWUWFML2 can be used to send reminders to workflow owners that they still have open workflow items:

It is important to know that only reminders will be send in mail if the workflow owner user ID’s mail address in maintained in SU01.

Important explanation OSS note:

Important bug fix OSS notes:

Changing the message subject of the reminder mail

To change the message subject of a mail, create a new message in SE91. Example is class Z_CUSTOM message 010 with text: “Gentle reminder of workflow”. Now put in field message class for subject field the name of your class (Z_CUSTOM) and the message number in message number for Subject:

Changing the body of the message of the reminder mail

Goto transaction SE61 and select text type Text in Dialog. First the default text SWU_NOTIF_INBOX:

Now use the copy button to copy the text to a Z text. For example Z_SWU_NOTIF_INBOX. Change the text as per you requirement and activate the text.

Now you can use this new text in the workflow reminder mail program:

SAP workflow inbox

Using transaction SOY5 or via program RSSOINBO you can get an overview of the amount of workflow items per user:

Via program RSSOINBD you can delete the inbox of a user:

Terminating workflows as administrator

Start transaction SWIA:

In the second screen select all the items you want to terminate and use menu option Edit / Work Item / Logically Delete. The workitem will now to status CANCELLED.

See also oss note 2422812 – How to delete workflow item from inbox.

Reducing size of workflow tables

Workflow tables start with SWW. They can grow very large in a productive environment. For analysis see blog. For deletion and archiving see blog.

Basic workflow activation in a new system

For activating workflow in a new system or after an S4HANA upgrade, please read this dedicated blog.

Transport issues with workflow

Workflow development objects can give some issues in transports, since not all objects are immediately put into a transport upon development.

If you have set a workflow task to general and want to transport it, use program RHMOVE30 to put it into a transport. For more background read this SAP blog.

Substitution and forwarding

Using transaction SBCS_EXTCOM you can setup forwarding for a user ID towards different user ID as admin. This might be needed in case of illness of a user:

In the third tab of this transaction you can see if a user has setup a substitution himself.

SAP mail sending tips & tricks

This blog focuses on SAP mail sending tips and tricks.

Questions that will be answered are:

  • How can I add a disclosure to the mails I send form non-productive systems?
  • How do I restrict access to transaction SOST?
  • Which batch job to plan for sending mails?
  • How can I send encrypted or signed mails?
  • Is there a display only version of SCOT available?

Adding disclosure from to mails from development and test systems

If you want to send mails from development and test systems, but don’t want any risk that it looks like a productive mail, you can add a disclosure to the mail.

In SOST mail settings goto the disclosure function:

SOST to SODIS link

Or you can go directly there using the SODIS transaction.

In SODIS you key in the disclosure text:

SODIS disclosure

If you want you can test for any mail address if the disclosure will be shown or not by using the Routing Test function:

SODIS routing test

When sending mails from the SAP system the receiver now gets the disclosure. The real mail is pushed as text in the attachment of the mail. You need to open the attachment to see the body of the text. Hyperlinks in the body will still work.

Restricting access to SOST transaction: give SOSG access

As admin you might want to restrict access to SOST transaction. This transaction is also often used by functional consultants to see if their mail is sent or not. When having access to SOST all functions like deletion and stopping of mails is also granted. What you can do is fully restrict access to SOST and grant the functional consultants access to transaction SOSG to display the mail status. It looks same as SOST, but has additional authorization checks. See also OSS note 2351372 – User access to transactions SOST, SOSV, SOSG and SOSB.

Batch job for mail sending

For sending mail, you need to schedule batch job RSCONN01  with variant SAP&CONNECTINT. See OSS note 1912890 РStuck email messages on SOST РRSCONN01 client dependent.

Mail read receipts

SAP mail sending can also use mail receipts. This might be wanted, but most of the times it is not wanted. More about read receipts is explained in OSS note 2161462 РHow does Read Receipt work in SAPConnect?

To suppress it follow the instructions in OSS note 1607686 – Suppressing read notification requests.

Mail encryption and signature

Start program RSCONN05 to set the mail signature and encryption settings. More background in OSS note 149926 – Secure e-mail: Encryption, digital signature.