Title
Mail notification when new work items in Business Workplace

Purpose
The report sends notifications about work items to mail recipients bymail. Mails are only sent to those users for whom automatic forwardinghas been set up. The send destination is the address maintained forautomatic forwarding.
"Normally" (meaning not in an individual run) notifications are onlycreated for work items that:

• Have status ready or waiting


• Were created since the last run (the time of the last run is stored in a
table)

• Have a recipient for whom automatic forwarding is set up

Purpose:


• Users who do not use the Business Workplace of a particular SAP System
as standard (other mail client, other SAP System) are notified in asimple manner

• Workflow templates or workflow tasks do not have to be modified


• Saves on consultant development time spent on setting up notification by
mail (standard report)

• Improves overall performance

The runtime of the report is less than several logons to the SAP System
,which frequently have the result "no new work items ".

Prerequisites
Automatic forwarding must be configured for the recipients inquestion.

Features

Instance data:


• Job suffix:

This means that several instances of the report can be run together. Theother report parameters can be configured differently. The times of thelast run are saved for the individual instances.

• Tasks:

The selection of the work items can be restricted to work items forparticular tasks (report parameters).

Send granularity:


• One message per work item:

One mail is sent per new work item.

• Only form work items:

Mails are only sent for work items that refer to a SAPforms form task.

• Collective message:

Only one mail is sent for all the new work items of one user.

Type of mail:


• With executable attachment:

The mails for work items that refer to a SAPforms form task are given anR3F attachment, others are not.

• Without executable attachment:

No mails are given attachments.

Standard text for notification
You can configure the text of the mail by specifying a "dialog text".

Data for an individual run:
An individual run is when a date, a time and (optionally) a user areentered in the input fields. In an individual run (unlike a periodicallyscheduled run), the time of the last run is not saved.


• From work item creation date:

The creation date of the work items for which messages are to be sent isnot before this date.

• From work item creation time:

The creation time of the work items for which messages are to be sentand which were created on the day From work item creation date isnot before this time.

• User (empty = all):

Notifications are only created for work items that this user has intheir Business Workplace.

Log:
The report creates a log in a spool file when it is run. You can specifywhat is logged:


• Nothing (indicator Nothing set)


• Only error messages (indicator Only errors set)


• Both success and error messages (indicator All set)

Properties:


• If one mail is sent per work item, the mail contains the task
description and the standard text for notification. If only one mail issent for all work items, the mail contains only the standard text fornotification. For express work items, express mails are sent.

• One mail is sent to n recipients except for with SAPforms
messages where one message is sent per recipient since the R3Fattachment contains the recipient's mail. The message is sent to theuser and then forwarded according to the automatic forwarding set up.Only SAPforms messages are sent directly to the automaticforwarding address. The e-mail is not kept in the "hidden folder" of theworkflow_local user. It is therefore deleted automatically after theoutbox expiry time.

• The results of database queries (for example, addresses for automatic
forwarding) are buffered for better performance.
Particular to SAPforms: If SAPforms messages are sent withR3F attachments, recipients of SAPforms work items should storean Internet address for automatic forwarding in their BusinessWorkplace.

Selection


• Determine the relevant work items.


• Determine the recipients for each work item determined.


• Only consider those recipients who have set up automatic forwarding.

If only one mail is sent for all work items, a check is made as towhether a mail has already been sent to this recipient.

• Creation of mail transmission text (partly work item-specific).


• Send mails to all recipients.

If work items refer to a form task and the mails are to be sent withexecutable attachment, a message is sent for each recipient.

Standard_variants
Variants can be defined for scheduling. If you use several, at least thejob suffixes should be different.

Output
You can have the system create a log file.