Master Data Governance for Material: Send a Mail Notification During the Governance Process
This scenario addresses if the customer requires to notify a person via email (for example the requestor) when the workflow is in a certain step or completed. This How To Guide describes possible solution to send out email notification from the Rules Based Workflow. Download the DocumentPUBLIC
How-To Send an E-mail Notification During the
Governance Process
Applicable Releases:
From MDG 7.0 and from SAP S/4HANA 1511
Version 2.1
September 2024
How-To Send an E-mail Notification During the
Governance Process
Applicable Releases:
From MDG 7.0 and from SAP S/4HANA 1511
Version 2.1
September 2024
© 2024 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 2 / 73
Document History
Document Version Description
1.0 First official release of this guide
1.1 Small corrections
1.2 Small corrections
2.0 Adapt current template, elaborate step-by-step description
(January 2021)
2.1 Add option based on a new workflow (September 2024)
Document History
Document Version Description
1.0 First official release of this guide
1.1 Small corrections
1.2 Small corrections
2.0 Adapt current template, elaborate step-by-step description
(January 2021)
2.1 Add option based on a new workflow (September 2024)
© 2024 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 3 / 73
Table of contents
1. Introduction ........................................................................................................................................................... 4
2. Email notification using a sub-workflow................................................................................................... 4
2.1. Create a sub-workflow....................................................................................................................................................................... 4
2.2. Create a new change request type and configure change request steps ............................................... 15
2.3. Configure rule-based workflow for the new change request type ................................................................ 18
2.4. Try-out ......................................................................................................................................................................................................... 29
3. Email notification using BAdI System Caller Method...................................................................... 32
3.1. Create a service name in IMG.................................................................................................................................................... 32
3.2. Create a BAdI implementation for BAdI ‘Rule-Based Workflow – Call System Method’.............. 34
3.3. Create a new change request type and configure change request steps ............................................... 42
3.4. Configure rule-based workflow for the new change request type ................................................................ 42
3.5. Try-out ......................................................................................................................................................................................................... 48
4. Email notification using a new workflow ............................................................................................... 51
4.1. Create a new workflow ................................................................................................................................................................... 51
4.2. Modify the workflow container................................................................................................................................................. 52
4.3. Modify the activation step ........................................................................................................................................................... 56
4.4. Implementation of IF_SWF_IFS_WORKITEM_EXIT~EVENT_RAISED ......................................................... 63
4.5. Add an email notification .............................................................................................................................................................. 67
4.6. Define change request step numbers ................................................................................................................................ 70
4.7. Create a new change request type and configure change request steps ............................................... 71
5. Additional Information .................................................................................................................................. 73
5.1. Further Reading ................................................................................................................................................................................... 73
5.1.1. Information on SAP MDG on SAP S/4HANA ......................................................................................................................................73
5.1.2. SAP Roadmap Explorer ....................................................................................................................................................................................73
5.1.3. Related Information .............................................................................................................................................................................................73
5.2. SAP Notes ................................................................................................................................................................................................ 73
Table of contents
1. Introduction ........................................................................................................................................................... 4
2. Email notification using a sub-workflow................................................................................................... 4
2.1. Create a sub-workflow....................................................................................................................................................................... 4
2.2. Create a new change request type and configure change request steps ............................................... 15
2.3. Configure rule-based workflow for the new change request type ................................................................ 18
2.4. Try-out ......................................................................................................................................................................................................... 29
3. Email notification using BAdI System Caller Method...................................................................... 32
3.1. Create a service name in IMG.................................................................................................................................................... 32
3.2. Create a BAdI implementation for BAdI ‘Rule-Based Workflow – Call System Method’.............. 34
3.3. Create a new change request type and configure change request steps ............................................... 42
3.4. Configure rule-based workflow for the new change request type ................................................................ 42
3.5. Try-out ......................................................................................................................................................................................................... 48
4. Email notification using a new workflow ............................................................................................... 51
4.1. Create a new workflow ................................................................................................................................................................... 51
4.2. Modify the workflow container................................................................................................................................................. 52
4.3. Modify the activation step ........................................................................................................................................................... 56
4.4. Implementation of IF_SWF_IFS_WORKITEM_EXIT~EVENT_RAISED ......................................................... 63
4.5. Add an email notification .............................................................................................................................................................. 67
4.6. Define change request step numbers ................................................................................................................................ 70
4.7. Create a new change request type and configure change request steps ............................................... 71
5. Additional Information .................................................................................................................................. 73
5.1. Further Reading ................................................................................................................................................................................... 73
5.1.1. Information on SAP MDG on SAP S/4HANA ......................................................................................................................................73
5.1.2. SAP Roadmap Explorer ....................................................................................................................................................................................73
5.1.3. Related Information .............................................................................................................................................................................................73
5.2. SAP Notes ................................................................................................................................................................................................ 73
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1. Introduction
SAP Master Data Governance (MDG) provides business processes to find, create, change, and mark master
data for deletion. It supports the governance of master data in a central hub and the distribution to connected
operational and business intelligence systems.
The processes are workflow-driven and can include several approval and revision phases, and the
collaboration of all users participating in the master data maintenance.
MDG offers change request (CR)-based processing of master data with integrated workflow, staging, approval,
activation, and distribution.
This guide addresses the situation that it is required to notify a person via email (for example the requestor)
when the workflow is in a certain step or completed. Two solutions are described. The first one is via
configuration only whereas the second one also incorporates coding which provides more flexibility in the way
the email notification is formatted as well as the contained information. Both solutions are based on the rule-
based workflow.
This guide is not meant describe how to enable notification for work items. Rather, this guide is for non-work
item notifications.
2. Email notification using a sub-workflow
The goal of the approach described in this chapter is to send an email notification for an approved material
creation. To achieve this only configuration is used (no source code). A new sub-workflow as well as a new
change request type and a rule-based workflow are configured.
Chapter 2.1 describes the creation of a new sub-workflow which includes a step for sending an email. To
bring this sub-workflow into action it shall be incorporated in a rule-based workflow. In this document, for a
non-disruptive approach, a new change request type is created and configured (chapter 2.2). The
configuration of a rule-based workflow for this new change request type is described in chapter 2.3. To omit
starting from scratch the SAP-delivered change request type MAT01 (Create Material) is copied and adjusted.
In chapter 2.4the whole configuration is tested.
2.1. Create a sub-workflow
This chapter describes the creation of a new sub-workflow which includes a step for sending an email. The
creation starts from scratch and will end with a new (sub-)workflow. All the described steps are configuration
only. You might need a customizing request and/or task at hand to save and activate the objects.
1. Introduction
SAP Master Data Governance (MDG) provides business processes to find, create, change, and mark master
data for deletion. It supports the governance of master data in a central hub and the distribution to connected
operational and business intelligence systems.
The processes are workflow-driven and can include several approval and revision phases, and the
collaboration of all users participating in the master data maintenance.
MDG offers change request (CR)-based processing of master data with integrated workflow, staging, approval,
activation, and distribution.
This guide addresses the situation that it is required to notify a person via email (for example the requestor)
when the workflow is in a certain step or completed. Two solutions are described. The first one is via
configuration only whereas the second one also incorporates coding which provides more flexibility in the way
the email notification is formatted as well as the contained information. Both solutions are based on the rule-
based workflow.
This guide is not meant describe how to enable notification for work items. Rather, this guide is for non-work
item notifications.
2. Email notification using a sub-workflow
The goal of the approach described in this chapter is to send an email notification for an approved material
creation. To achieve this only configuration is used (no source code). A new sub-workflow as well as a new
change request type and a rule-based workflow are configured.
Chapter 2.1 describes the creation of a new sub-workflow which includes a step for sending an email. To
bring this sub-workflow into action it shall be incorporated in a rule-based workflow. In this document, for a
non-disruptive approach, a new change request type is created and configured (chapter 2.2). The
configuration of a rule-based workflow for this new change request type is described in chapter 2.3. To omit
starting from scratch the SAP-delivered change request type MAT01 (Create Material) is copied and adjusted.
In chapter 2.4the whole configuration is tested.
2.1. Create a sub-workflow
This chapter describes the creation of a new sub-workflow which includes a step for sending an email. The
creation starts from scratch and will end with a new (sub-)workflow. All the described steps are configuration
only. You might need a customizing request and/or task at hand to save and activate the objects.
© 2024 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 5 / 73
Step Explanation Screenshot
1 Start the Workflow Builder
(transaction SWDD). The
Workflow Builder is already
in edit mode of a new
workflow.
2 Double-click on the already
existing workflow step
named Undefined in the
graphical model.
Alternatively, navigate to the
corresponding step in the
navigation area, open the
context menu and select
Change.
3 In pop-up Step Selection
chose Send Mail and
continue.
Step Explanation Screenshot
1 Start the Workflow Builder
(transaction SWDD). The
Workflow Builder is already
in edit mode of a new
workflow.
2 Double-click on the already
existing workflow step
named Undefined in the
graphical model.
Alternatively, navigate to the
corresponding step in the
navigation area, open the
context menu and select
Change.
3 In pop-up Step Selection
chose Send Mail and
continue.