Approve SAP Workflow tasks via email
Introduction
Avelon Offline SAP Workflow Email Approval allows users to approve SAP Workflow tasks via email. It identifies responsible users based on the role definition in the SAP Workflow definition, sends them work items via email, and enables approval or disapproval via hyperlinks in the email. This choice is sent back to SAP for processing. The system is compatible with all e-mail clients on various devices and integrates advanced security measures. It requires no external interfaces and is fully integrated into SAP, contributing to a more efficient approval process and increased productivity.
How it works
Based on the role definition in the SAP Workflow , a responsible user is determined.
SAP creates a work item (workflow message) for this user and sends it to the SAP inbox
The e-mail address of all users is maintained in their user profile in SAP.
A periodic batch job selects all work items for which offline e-mail approval has been implemented and sends an e-mail to the e-mail address in the user profile.
When the recipient clicks the hyperlink for approve or reject, a response email is generated. This email contains the approver, the decision (approve or reject) and the comments.
The email with the response is received in SAP and processed in SAP Workflow.
What it looks like
Avelon Offline SAP Workflow Email Approval works with any email client on desktop, tablet and cell phone. For each SAP Workflow task, the user receives an email in which all relevant document information is clearly presented, along with possible decision options. Often these are approvals and rejections.
Once one of the options is chosen, the email client generates a response email with the chosen option and an encrypted identifier. This response is emailed to the SAP system where the corresponding workflow work item is processed based on the option chosen. In addition to the usual system security of SAPConnect, which guarantees processing of incoming emails, additional security checks are built in such as comparing the sender of the response email and to whom the workflow task was sent.
Above is an example of approving an invoice via Microsoft Outlook on a desktop, but as reported, it is also possible to handle processing on smartphones and tablets.
Feature matrix
| Function | Explanation |
|---|---|
| Email approval | Enables approval directly via email, compatible with any email client on desktops, tablets and mobile devices. |
| Offline approval | Allows you to perform workflow actions without having to be logged into SAP or have an Internet connection |
| Security | Implements additional security features on top of existing business e-mail security measures. |
| Supports multiple scenarios | Supports approval tasks for various systems and documents, including: OpenText Vendor Invoice Management (VIM or SIM) invoice approval and custom workflow tasks for invoices, purchase orders, sales orders, HR documents and more. |
| Customizable HTML formatting | Provides the ability to use HTML in emails for a better visual experience. |
| Customization options | Custom reply emails and business rule controls on sending and receiving and personalized email subjects and content with variables |
| Automated response emails | Error handling via emails when handling errors are detected, such as certain circumstances, such as missing mandatory comments or unauthorized approval action |
| Proven SAP technology | Built on reliable standard SAP technology including SAPConnect, SAP Workflow and ABAP. |
| Support for workflow replacement | Facilitates delegation of approval tasks |
| Hybrid solutions | Tasks can be completed via e-mail, SAP Fiori or directly in SAP. |
| Configurable processing | Allows scenario-specific processing adjustments. |
| Attribute-based filtering | Enables filtering of tasks based on scenario attributes. |
| Monitoring | Provides overview processing processes via SAP application log and workflow logging. |
Architecture
Avelon Offline SAP Workflow Email Approval uses the following standard SAP components:
SAP Workflow
ABAP
SAPConnect
It is a solution fully integrated into SAP, with no interfaces to external systems.
Avelon Offline SAP Workflow Email Approval is designed to streamline the approval process, increase productivity and ensure that business processes remain seamless even when approvers are away from their desks.
More information
For additional questions or details on this topic, or if you need information about SAP Workflow, SAP Invoice Management, Fiori, or SAP Master Data Governance, please do not hesitate to contact Sander van der Wijngaart.
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