Configurable Email Notifications in Planner Applies to: SAP GRC 10.1 Support Package 15 Summary The configurable notification feature of task plans provides business users with the flexibility to customize emails sent to recipients or their managers based on predefined templates and rules. Team: Governance, Risk, and Compliance Created on: June 2016 Version 1.00 SAP COMMUNITY NETWORK 2016 SAP SE SCN - scn.sap.com
Document History Document Version Description 1.00 First official release of this guide SAP COMMUNITY NETWORK SCN - scn.sap.com 2016 SAP SE
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Table of Contents 1. Business Scenario... 1 2. Background Information... 1 3. Prerequisites... 1 4. Step-by-Step Procedure... 2 4.1 Maintaining Notification Plans... 2 4.1.1 Creating Notification... 2 4.2 Maintain Notification Rule Templates... 6 4.3 Sending Notifications... 6 4.4 Notification History... 7 5. Comments and Feedback... 8 6. Copyright... 1 SAP COMMUNITY NETWORK SCN - scn.sap.com 2016 SAP SE
1. Business Scenario You can configure notifications for any task plan that has working Planner Monitor functionality implemented. You can send notification e-mails to the specified responsible people based on defined rules. Notification texts may differ per recipient s language and support variables, which are populated at runtime. Any user authorized to edit or create a plan can also create notifications. 2. Background Information You use the Planner Monitor to select the items relevant for notifications. Items eligible for configurable notifications should be in status Complete. For completed items, the Notify menu button is invisible. This document is also available as an attachment in SAP Note 2317017. 3. Prerequisites You have installed on of the solutions below: SAP Risk Management 10.1, SP15 or above. SAP Process Control 10.1, SP15 or above. September 2016 1
... Configuring Email Notifications 4. Step-by-Step Procedure Configurable Notifications involves the following activities: 1. Create/modify notifications 2. Create/modify template for notification rules 3. Send notifications 4. Display history 4.1 Maintaining Notification Plans The Planner has been enhanced with the configurable notification functionality. It provides the flexibility to configure email notifications of work items sent to work item recipients or their managers. 4.1.1 Creating Notification You can create or modify the notifications. The following procedure describes the steps to create a central plan. Rule describes the formula regulating when, what message (email) and to whom it is sent. You may setup as many rules as required. Procedure 1. In NWBC, go to Master Data Assessments Planner and select a schedule. 2. Choose Notification and add a new rule. September 2016 2
On the Notification screen, choose Add to define a new rule for email notification. Enter the following information for the rule: Rules Details Trigger: Choose Start Date or End Date as the trigger from the dropdown list Offset: Enter a number as the offset Unit: Select the unit of offset number Period: Enter a number of frequency for sending notifications. Unit: Select the unit of frequency Repeat: Set a number for repetitions User: Currently two recipient types are supported: o User - means that the Work item owner is notified (the one who has the planner item in his inbox). o Role - means that people holding the specific GRC role assigned to the plan object (or object parents) are notified. For example, you can select this option to notify the managers of the people not responding to the work items. Subject: Enter the subject of the message Language: Choose a language for the notification Text: Enter the message text. September 2016 3
Tips Actual Start and End dates of the Rule are recalculated at each save. For offset and period the following units can be used: month, week, and day. Offset can be positive or negative. Text is translatable to any of the languages installed in the system. If text in recipient's language is not found (SAP user details), default language (English) is used. You can choose from the list of variables on the right side by pressing the text buttons. September 2016 4
3. Activate notifications. Rules as well as the whole notification can be activated or deactivated. Deactivated rules and notifications are still displayed (as read only) but ignored by message sending report. Note The history tab shows all Notifications sent for this definition, sorted by sent date in the descending order. The variables are replaced by the values in the actual message. September 2016 5
4.2 Maintain Notification Rule Templates You can use the new Notification Template Maintenance application to manage email notification rule templates. You can create, display, copy, and delete templates. You can save rules as templates directly in the Planner. The saved templates can also be found on the Notification Template Maintenance. To save a template in the Planner: 1. Choose a planner item and click Notification. On the Notification screen, choose Save as Template. 2. Enter a template ID and save the template. When you open the Notification screen for a new item, you can use the saved templates to create notification rules by choosing Copy Rules from Template. This action does not affect the rules that you have already created manually. 4.3 Sending Notifications Use report GRFN_SEND_TASKPLAN_NOTIF to send notifications. It supports both foreground and background modes. We recommend that you schedule a daily job for the report. To use this report, go to SE38 and start report GRFN_SEND_TASKPLAN_NOTIF. Check the parameters and choose Execute. September 2016 6
Messages are saved in the job log. Message type S indicates successful messages. Message type I indicates all other statuses: The recipient receives the email notification in the inbox: 4.4 Notification History... You can check the notifications sent to users in the Notification History application: September 2016 7
1. In NWBC, go to Master Data Assessments Notification History Select an item to display the message details with the actual email text sent. 5. Comments and Feedback Your feedback is very valuable and will enable us to improve our documents. Please take a few moments to complete our feedback form. Any information you submit will be kept confidential. You can access the feedback form at: http://www.surveymonkey.com/s.aspx?sm=stdoyulaabrbkubpe95y9g_3d_3d September 2016 8
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