Workflow Rule to Notify Changes in Supplier Master

The objective of this blog post is to explain the detailed steps involved in creating the workflow rules for the changes made in the supplier master.

I will be focusing on the E-mail Notification.

Navigate to “Application and User Management > Workflow rules > New

In Step 1, enter Basic Data:

  • Business Object > Supplier
  • Timing > On Create Only/ On Every Save (In this case, i have selected “On Every Save)
  • Maintain Description

In Step 2, define the Conditions.

Here, i have maintained below conditions

  • Group 1: Bank Data Changed
  • Group 2: Purchasing Data Changed
  • Group 3: Supplier Name

Based on this conditions notification will be triggered during changes.

In Step 3, define the Actions.

Here, i have selected “Rule Type” as “E-mail“.

If you want to receive an E-mail notification each time the relevant business object is changed, then enable the check box against “Always Send E-mail“.

Maintain the Subject of E-mail Notification.

Then Add the Placeholders. For E-mail Notification, the Placeholder must start and end with “#”.

I have maintained placeholders:

  • #1# – Supplier ID
  • #2# – Supplier Name
  • #3# – Country/Region
  • #4# – Created On

Likewise, you can add N number of Placeholders for the E-mail notification and select the relevant fields.

Now we need to upload the template. Only HTML format is accepted by system. I have given the HTML Code sample which i used:

<HTML>
<HEAD>
<TITLE>
Changes Made in Supplier Master #1#
</TITLE>
</HEAD>
<BODY>
The data of #3# based Supplier “#1#” – “#2#” is Changed.
This supplier #1# #2# was created on #4#.
</BODY>
</HTML>

(Where “#1,#2,#3,#4” are Placeholders which we have defined in the Rule.)

Note: You can customize the code as per your wish and based on your placeholders.

After entering the code, save the Notepad file. it will be saved in Txt format.

Now navigate to the folder where the text file is saved. Select the file and rename the extension to “.HTML”. The text file will get converted to HTML file (With Chrome Icon).

Then you can proceed with uploading this HTML file as the template in Step 3 of the Workflow rule.

After uploading the HTML template, you can maintain the “Recipient Determination” or “Employee” to whom the notification regarding the changes in supplier master has to be triggered.

I have maintained “Employee” in this case.

Then you can review the changes and “Activate” the workflow rule in the final steps.

After activating the workflow rule, now i have made changes in the supplier master. As a result of which i am getting the below notification: The notification is sent to the E-mail maintained in the Employee Master.

  •        Supplier Name – Shreen Industries
  •        Supplier ID       – 10000536
  •        Country            –  India
  •        Created On      – 15.02.2022 12:46 UTC

All these details in the E-mail notification is pulled based on the Placeholders we had given in the HTML Script.

From this blog hopefully you have been able to see how we have been easily able to create workflow rules and Write HTML template in SAP Business ByDesign in this example, trigger an email. Depending on the placeholders we place in HTML script and fields we give in the Workflow rules, we can customize the details required in e-mail. Hope you find this blog to be helpful while creating the E-mail notification workflow rules for Suppliers.

Kindly provide your valuable feedback’s and suggestions to improve further. Please let me know your thoughts.

The below KBA’s / Help documents will be more helpful to get more insights on the workflow rules:

https://blogs.sap.com/2015/07/27/how-to-create-workflow-rule-to-send-email-and-notifications/

https://answers.sap.com/questions/12840341/bydesign—sales-order-sent-back-for-revision-noti.html

https://userapps.support.sap.com/sap/support/knowledge/en/2709386

Quick guide on Workflow rules:

https://help.sap.com/viewer/2754875d2d2a403f95e58a41a9c7d6de/1911/en-US/2dd306f1722d10149fa9d590609d47e9.html

When you upload the HTML file, you might get the error “‘The document you want to upload has the MIME type text/html. Documents with this MIME type are not allowed to be uploaded according to the settings made in your solution configuration.”

When you face this error refer to the below help document and perform the actions specified:

https://userapps.support.sap.com/sap/support/knowledge/en/2217493

Disclaimer: Image/data in this post is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Will be awaiting your valuable feedback and thoughts!!!