Email templates can be created and added to any workflow wherever required in the approval process. By creating an email template and including it in a change request type workflow, an email will automatically be generated and sent to the appropriate person(s) when a change request is created or at any point designated in the workflow.
Go to Open Application Menu and select Email Templates or choose the Email Templates tile from the Home page.
Create a New Email Template
- Existing templates will appear in the column on the left. To create a new template, click the button.
- Required information for a new template includes Data Model, Template name (not required to begin with Y or Z), and Subject (of email). Description is optional. Fill in these fields at the top of the template.
- Write the text of the email in the editor below the template details.
A variety of placeholders is available on the right side of the screen to customize the email with the specifics of the change request. A link to the change request can also be provided to the recipient for easier approval.
Any attribute’s value may also be included. Attribute values may be old or new. If Old is selected in the toggle when adding the attribute, the previous value of the attribute will be included in the email if the attribute value was changed. If New is selected in the toggle when adding the attribute, the updated value of the attribute will be included in the email. - Click the Save button in the top right above the template details to save the new template. Choose an appropriate Transport Request. After saving, use Tcode SO10 to view the format of the text in SAP.
Use an Email Template in a Workflow
- Choose the Manage MDG Workflow tile from the RDG home screen.
- Choose an existing change request type or create a new one. Click the Edit Connections icon in the Workflow Graph at whatever point an automatically generated email is desired.
- At each action where an email is desired, click the Email Template drop-down box for that row and choose a template. Clicking the Manage Email Templates icon next to this drop-down box will display the selected template details.
- Click Add Email to add email addresses. Add as many addresses as required.
- Save the workflow.
Adding Change Request Attachment to Email
Files attached to a change request can be sent along with an email notification following the completion of a change request step. An email template must be assigned in the connection node triggering the email. The resulting email attachment can be verified in transaction code SOST.
- Assign Email template to Change Request step
- Attach file in CR Header
- Approve Change Request to trigger email notification.
- Validate email and attachment using t-code SOST.