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SAP SOLUTIONS FOR GOVERNANCE,

RISK, AND COMPLIANCE

How-To Guide

How to Configure and Trouble Shoot


Email Notification for Process
Control 2.5

SAP GRC Regional Implementation Group

Applicable Releases:

SAP GRC Process Control 2.5

IT Practice / Topic Area:


GRC
GRC / Process Control

IT Scenario / Capability:
GRC / Process Control

September 2008
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Document History
Document Version Description

1.20 Add in optional items information


1.10 Update to use the template
1.00 Document created
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Table of Contents

1. Business Scenario and Background Information ..........................................................1

2. Prerequisites....................................................................................................................1

3. Step-by-Step Procedure ..................................................................................................2


3.1 Configure SAPconnect ..............................................................................................2
3.2 Schedule Job for Sending Email ...............................................................................6
3.3 User Email Account setup .......................................................................................11
3.4 Trouble Shoot .........................................................................................................12
3.5 Q&A........................................................................................................................15

4. Comments and Feedback .............................................................................................17


1. Business Scenario and Background
Information
SAP GRC Process Control is a solution for internal controls management that enables members of
audit and internal controls teams to gain better visibility into key business processes and ensure a
high level of reliability in financial statement reporting.
When preconfigured for SAP GRC Process Control, SAP Workflow ensures that the right users get the
right tasks in the right order at the right time. Workflow is delivered to user task lists within the
application. In addition, workflow can be optionally routed through batched or individual emails.
In this documentation, we will discuss in details concerning how to configure the email notification for
the workflow. And how to trouble shoot for issues.

2. Prerequisites
PC 2.5 has successfully installed and the workflow configuration has been done. Workflow items
could be received from users’ Inbox from NWBC My Home work center.
3. Step-by-Step Procedure
There are two major steps that need to perform for Email notification configuration from the IMG. First
is to configure the SAPconnect. Second is to schedule job for sending emails.

3.1 Configure SAPconnect


...

In this IMG activity, you configure the communication interface SAPconnect to enable you to send
external e-mails from the SAP System.
For more information about SAPconnect, see the documentation in the SAP Library for your SAP
Web Application Server under Basis Services / Communication Interface (BC-SRV) ->
Communication Interface (BC-SRV-COM) -> SAPconnect.

1. Log on to Process Control 2.5 system.

2. Go to the IMG by executing transaction code SPRO -> SAP Reference IMG.

3. Expand the node of GRC Process Control -> Workflow -> Email Notifications.
4. Execute Configuration SAPconnect.

5. Open Internet -> SMTP. Double-click on SMTP icon. The SAPconnect General node data dialog
screen appears.
6. Check Mail Server settings.

7. Set the Node in Use indicator.

8. In the Supported Address Types pane, select Internet and click Set. The SAPconnect Address
type for node dialog screen appears.
9. In the Address Area, enter an asterisk (*) and confirm all entries in the dialog boxes.

10. In the Jobs, ensure that the send job is scheduled for address type INT. If not, then create such
a job. See 3.2 Schedule Job for Sending Email.

11. Select Settings -> Confirmation of Receipt from the menu.


12. It is highly recommended that you only send a receipt confirmation while you are testing the e-
mail message function. You should then deactivate this option in the live system.

3.2 Schedule Job for Sending Email


...

In this IMG activity, you schedule program GRPC_WF_NOTIFICATION. This program checks
whether there are new work items for Process Control and determines the e-mail addresses of
the work item recipients.
This program is a Process Control-specific adjustment to program RSWUWFML2.
SAP delivers a text as a proposal for the message. This text is stored in the Dialog Text
GRPC_NOTIF_INBOX. With transaction SE61, you can create your own Dialog Text and store
it as a variant for program GRPC_WF_NOTIFICATION.
To schedule the program, proceed as follows:

1. Log on to Process Control 2.5 system.

2. Go to the IMG by executing transaction code SPRO -> SAP Reference IMG. Expand the node
of GRC Process Control -> Workflow -> Email Notifications. Execute Schedule Job for Sending
Email.
3. Specify a job name and choose Start Condition.

4. Choose Date/Time, specify a start date, and set the Schedule Job Periodically indicator.
5. Under Period Values, select a value, and confirm all entries.

6. Choose Step.
7. Under User, enter WF-BATCH or the relevant service user for your workflow system.
8. Choose ABAP Program.

9. Under Name, enter program GRPC_WF_NOTIFICATION.


10. Under Variant, enter SAP&PC_NOTIF or your own variant.
11. Enter the language in which the e-mail message is to be sent.
12. Save your entries.
3.3 User Email Account setup
...

Make sure WF-BATCH and the users need to receive email notification have proper email
accounts configured.

1. Log on to Process Control 2.5 system.

2. Go to transaction SU01.

3. Enter WF-BATCH for the user and click on display.


4. Make sure that the Email address has been maintained correctly.
5. All notification email will be sending out from the email account of WF-BATCH.
6. Repeat the checking steps for other business users such as Internal Control manager, Process
Owner, Subprocess Owner, Control Owner, Organization Owner, testers, etc …

3.4 Trouble Shoot


...

Where should we start to check if email notification does not arrive.


1. Check if the workflow item has arrived in user’s Inbox. If it is not, then it might not be email
notification issue.
2. Double check the configuration stated in section 3.1 to 3.3.
3. Check Inbox Overview. From the SAPconnect: Administration (system status) page, drop down
Utilities (M) menu -> Inbox Overview. Or access transaction SCOT.
4. Check overview of send orders. Or execute transaction SOST.
5. On Send status tab, check Transmitted. Hit Execute. And check if there is error status.

3.5 Q&A
...

1. Email notification has been sent out by the user account other than the WF-BATCH.
[Feedback] Please check the scheduling job of GRPC_WF_NOTIFICATION. Make sure that
WF-BATCH is entered as the service user for your workflow system. If email notification has
been sent out by WF-BATCH user account plus other user account, the system might have
more than one scheduling jobs for email notification. And the server user entered for the jobs
are different. Thus, cause the in consistency.

2. Do we only support SMTP for email notification?


[Feedback] Process Control uses the SAPconnect from NetWeaver. SAPconnect provides a
standard interface for external communication, which supports sending using
telecommunication services, such as FAX, text messages (pager/SMS), Internet mail and
X.400, as well as sending to printers and between different SAP Systems. It enables external
communication components to be connected to the SAP System. For detail information, please
check on the following link:
http://aiokeh.wdf.sap.corp:50000/SAPIKS2/contentShow.sap?_CLASS=IWB_EXTHLP&_LOIO=2
BD925BF4B8A11D1894C0000E8323C4F&&TMP_IWB_TASK=DISPLAY&RELEASE=6763&LANGUA
GE=EN

3. Is the email notification format type txt only? How about html and rich text?
[Feedback] The email notification format sending out from Outlook is determined by the setting
of the sender account, which is the WF-BATCH user account. If this email account is
configured to send out email in html format, all email will be sending out using this format.

4. How could the customer edit the email notification to fit their need?
[Feedback] Please refer to the “Process Control 2.5_How to edit the content of email
notification” documentation.
5. If customer has one system with more than one PC clients, should customer configure the email
notification on every single client? Can it be shared?
[Feedback] No, the configuration could not be shared. It has to be configured on every single
client.
4. Comments and Feedback
Both comments and feedback are very welcome. Please send them to:

Jennifer Cha RIG Process Control jennifer.cha@sap.com


Raj Behera RIG Manager raj.behera@sap.com