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Offline Workflow Approval in ECC R/3 without SAP Logon from E-Mail (Outlook)
The OUTLOOK E-mail as seen in outlook.
So the effect is; the moment the approver clicked on APPROVE link in the first
Workflow Notification HTML e-mail, a few seconds later he receives a system
e-mail informing him of the action carried out and stating the success.è
We open the e-mail to see the details
and also to verify if the e-mail opens OKè
Now what happens if the user clicks on
APPROVE or REJECTED link on the approval e-mail again?
The work item will not be re-processed
or processed multiple times. The system will receive the e-mail and send a
notification back to user that the work item was already processed.
(You can design your own system
response and code to handle this case where the approver might click on the
links multiple times and send multiple e-mails to the system. The system will
always process the first e-mail it receives on a first-come-first-served basis)
Let us see how this works. User clicks
on REJECT link on the System Notification e-mail. This process the user does
after he has already clicked on ‘APPROVE’ and has sent the auto e-mail to
the SAP System. The concerned work item has already been processed as APPROVED
so system cannot process it again. Hence system should inform this to the userè
clicking REJECT, we get the below e-mail, notice that the work item ID is same
as before of the already approved item.
The e-mail is sent by Outlook and
received by the SAP system as shown, highlighted in YELLOWè
The e-mail BODY is shown belowè
Now the Inbound Exit will trigger
again and find that this item is already processed, so system will send back the
notification e-mail. Notice that the system response is very fast. The system
received the e-mail at time 03:15:41 and sends the auto reply at 03:15:41 (see
SOIN and SOST screen shot). This is because in this case, it did not need to
spend time to process the work item, which has already been processed by the
Displaying the body of the e-mailè
Checking the e-mail in OUTLOOKè
The e-mail is opened
to check the contents and validate if it opens correctlyè
We have successfully processed a work item via e-mail without logging into SAP System. We also managed to get the system respond to the e-mails and do the desired processing and reply back with the correct status. We did not require SAP GUI to do any processing. Also SAP Login ID and Password was not needed to do the Workflow Processing..
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