Triggering workflow when a PM notification is created ( through IW21 transaction)

This scenario is based on PM Notification. The following are the conditions to be followed in this scenario.

1.       The workflow should trigger when the notification is closed.

2.       The notification type should be M1.

3.       If the PM notification creator and the one who closes the notification are different, then send mail to Notification creator with subject “PM Number is closed by <closer name>.

4.       If the creator doesn’t see the mail in 10 minutes, then resend the mail.

The following are the transactions that we needed to use:

SWDD – Workflow Definition (here the workflow creation will take place)

SBWP – SAP Inbox (here we can check both the mail and the reminder mail)

IW22 – Change notification

SWO1 - Object Builder

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Steps to follow:

1.     Go to tcode SWDD – when we open SWDD, the recently created workflow opens up.

 1.     To create a new workflow click on create new workflow button:

1.     Now our workflow builder screen looks as shown below; layout will be reset to the initial stage with 3 modes.

a.       Workflow started

b.      Workflow completed

c.       Undefined

1.     We have to create 2 Container elements: Containers elements will store the values in the workflow.

a.       To create a container element: double click the “double click to create” option.

a.       Here we need to pass the notification details to the workflow. So create the first container element as BUS2038 of BOR type. (BO for PM notification is BUS2038)

Note: Go to the Properties Tab and in the parameter settings check the Import checkbox for both the container elements.

a.     Create the second container element as creator of the type workflow initiator with table name as WFSYST and fieldname as INITIATOR. (Don’t forget to check the import parameter).

            Workflow container will look as shown below:

1.     Then click on Hat icon (Basic data/ start condition).

The tab with basic data opens up. Enter the Workflow name and Workflow description and change the release status to Released. And save it. 

a.       Click on the Start Events tab – here we will give our start conditions.

a.       Give the category as BO, object type as BUS2012 and event as CLOSED (This can be select from the search help). Because workflow should trigger when the notification is closed.

b.      Now press the Active button, then the active button goes green.

a.       Similarly, click on binding button. Click tick mark, and the binding button goes green color.

a.     Now click the Condition Tab. Here we have to specify the condition that “PM notification type should be ‘M1’.

                                          i.    Click on Maintenance notification.

                                         ii.    Under that, double click on Notification type

                                        iii.    Then click on ‘=’ under operators tab,

                                        iv.    And finally enter the type ‘M1’ under the tab constant.

                                         v.    We will get the condition in the last rectangular window.

                                        vi.    Click on ‘tick’ mark to proceed.

1.     Now SAVE and go back. 

1.     Now the workflow should look like this.

1.     Now double click (Or right clickà create) on the un-defined step, Click on step type ‘condition’. Here we have to put a condition of checking where creator and the one who closes the notification are not-equal/equal.

The below screen will appear.  Give the step name & click on “Click here to create new condition”

Give the following condition:

The container variable creator will contain the value of one who created the notification and workflow initiator will contain the value of one who close the notification.

Now the screen will look as shown below. Give the outcomes and click on ‘Transfer and go to graphic’.

1.     Now the workflow will as shown below.

1.     Now if both the creator and closer are same, we don’t have to do anything. Otherwise, we have to send a mail with deadline monitoring of 10 minutes.

For that right click on “Both are different line”, and create an activity.

1.     In the click on, create task option.

1.     It will take us to another screen (we can create a task using the tcode PFTC)

Fill in the following details and save the task.

Here ABBR is the name of the task.

NAME is the description of the task.

RELEASE STATUS should always be released

WORK ITEM TEXT will act as the subject line of task, as we have to send a mail with this description as the subject line.

will be continued...