Sending Internet mail from workflow in 4.6c - I am so confused.

Thu Jan 12 23:18:22 EST 2006

Hi,

A very basic question in this regard.
Can this mail from workflow be sent to any internet mail address or to
certain addresses only e.g. outlook, lotus notes etc.

Thanks and Regards,
Akshay

-----Original Message-----
From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu] On Behalf
Of Hilsbos, Margaret A
Sent: Thursday, January 12, 2006 8:20 PM
To: SAP Workflow Users' Group
Subject: RE: Sending Internet mail from workflow in 4.6c - I am so
confused.

Thanks everyone for your help!

The prize for guessing, from sketchy information, what was wrong goes to
Eddie. I needed to set the standard domain. Doh!

In my defense,

Since I am providing a complete internet email address, it does not make
sense to me that the "standard domain" needs to be configured (and the
Help I read implies that the system doesn't use the standard domain if
there is an email address).

However that was indeed the problem. I needed to set the standard domain
even though I have no intention of the system ever needing to construct
an email address with it. It appears that SAP Workflow wants the
standard domain specified in case it can't send the email with the info
given (i.e. *in case* it might fail). So if the standard domain is not
set, it just doesn't try to send the email at all (i.e. it *insures*
that it fails). Got it. (There was probably an excellent reason for this
design, that I am just failing to see.)

Also, what was interesting and confusing here was that I could send a
mail to an internet address just fine from SBWP. It was *only* when
workflow should have generated the email that it wasn't working. For
example, one mail step uses a distribution list. I tested with a mix of
recipients in the distribution list including a SAP user and an internet
address. I could send an email from SBWP to the list, and mails were
created for both recipients. But when the workflow ran, the step
completed "successfully", although only the mail for the SAP user was
created - the internet address was simply ignored.

Anyway, all seems to be working fine now.

Thanks to everyone for their ideas!

~Margaret

-----Original Message-----
From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu]On Behalf
Of Morris, Eddie
Sent: Thursday, January 12, 2006 5:01 AM
To: SAP Workflow Users' Group
Subject: RE: Sending Internet mail from workflow in 4.6c - I am so
confused.

Hi Margaret,

As an alternative, the administrator of the system can maintain
automatic forwards for every user using transaction SO36. In SO36 the
check for the own ddress is not made, so here you can enter the same as
defined in the user data SU01. Unfortunately, this transaction can only
be used once to define a forward. The administrator can't change or
delete an already existing forward. This has to be done by the user
themselves in SO12.

In relation to the message "Document <subject> could not be sent" I
suggest you check the following:

Have you maintained in SWU3 the entry:
 - Default Domain for Internet Mail Maintained

Can you send a SAP mail via SBWP? Does it reach its recipient? Have you
checked SCOT for any errors?

Have you maintained the email details of the workflow user WF-BATCH?

Regards,
Eddie

-----Original Message-----
From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu] On Behalf
Of Hilsbos, Margaret A
Sent: 11 January 11, 2006 16:25
To: SAP Workflow Users' Group
Subject: RE: Sending Internet mail from workflow in 4.6c - I am so
confused.

David,

Thanks for the quick reply.  I just found a recent email from Jocelyn on
the topic (use SO16 to define to send mail to users' home address - but
that was for a 4.7 question). So I thought I really WAS having
brain-lock...until I saw your reply.

So I guess that means the SO16 setting doesn't help in 4.6c. (insert
string of colorful expletives here). Your solution will probably work
for our current requirement but (as you know) it's really a lame way for
the software to work.

Now, how about a different question. What we really want (well one thing
we want) is for the workflow to send to a group inbox, for example,
helpdesk at ourdomain.com. But I put that value (the email address) in the
binding for the workflow step, with type = U (internet), and again, the
email was not created in the queue. In this case I get the outcome on
the email step: "Document <subject> could not be sent."  Any ideas on
that one?

Thanks,

Margaret

-----Original Message-----
From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu]On Behalf
Of Trant, David
Sent: Wednesday, January 11, 2006 10:53 AM
To: SAP Workflow Users' Group
Subject: RE: Sending Internet mail from workflow in 4.6c - I am so
confused.

We have the same issue here on 4.6C.  Unfortunately, the designer of
automatic forwarding had forwarding to OTHER people in mind, and decided
to ensure that you were not sending something to yourself, as defined in
SU01.  Our workaround here is to call the helpdesk and have them
temporarily modify the internet address in SU01 to something incorrect,
set up the automatic forwarding, and then call the helpdesk back to have
them restore the SU01 address to its proper value.  Quite a pain, but
we've found no other solution.  For future releases, Jocelyn Dart has
submitted quite a few entries to this forum explaining a better way of
doing things.  We plan to migrate to her latest recommendations when we
upgrade, probably in a couple of years.

Good luck,
David

-----Original Message-----
From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu] On Behalf
Of Hilsbos, Margaret A
Sent: Wednesday, January 11, 2006 9:39 AM
To: SAP-WUG (E-mail)
Subject: Sending Internet mail from workflow in 4.6c - I am so confused.

Hello WUG'ers,

I hope someone is feeling charitable today. I am just having brain-lock
on this I'm sure.

The system is 4.6c.

I want my workflow to send an email that lands in the recipient's
Outlook inbox. I am using a custom task based on
selfitem.sendtaskdescription.  The recipient (myself, for testing
purposes) receives the mail in their SAP Workplace Inbox. Fine so far.
The email was not created in the SCOT queue, but I am not too surprised
at this point.

I thought I understood that for email to go to Outlook, the user had to
have their Auto-forwarding set. So I tried to set my auto-forwarding and
I get this error message: "The forwarder and the recipient are
identical."  So I look at my SU01 and find that I have comm type INT
with my internet address set up. I'm guessing that is why I got the
error message on the auto-forward setup. (I don't have access to change
it in this system though, so I can't test that. We probably won't want
to. We are using CUA and I have a feeling the internet addresses are
loaded on user masters for a reason.)

So, if I can't set my auto-forwarding because the INT comm type already
holds my email address, then why wasn't the mail created in the SAP
queue?

Can anyone help me with what I'm missing and what I need to do here?

Thanks so much for any help you can give.

Margaret Hilsbos
(215) 299-5630

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