Create a Dynamic Email Distribution List During Runtime of Workflow

  • by Fahim Ahmad, Senior ABAP and Workflow Consultant, Descon Engineering Limited
  • April 23, 2013
See how to develop a dynamic email distribution list to use during workflow execution. With a multilevel approval workflow, users involved in this process are added automatically into the email distribution list as soon as the approval level increases. The list defined in the workflow container is filled, and emails are sent to approvers for rejection or approval.
Key Concept

A dynamic email distribution list allows you to send email notifications to only concerned people instead of sending notifications to all workflow approvers by adjusting settings in the system.

You can fill a predefined email list during execution of workflow so that emails are sent only to those involved in a particular approval-or-rejection process. For example, if an approver at the first level rejects the document to be approved, then the rejection email is sent only to the initiator of the workflow. If the first approver approves it, then the first approver is included in this list of email recipients. At the second level if the approver rejects the document, an email is sent to the initiator and first approver. If the second- level approver approves it, then that name is also added to the distribution list for future emails.

I explain how to develop three levels of approval workflow, how to create a dynamic distribution list, and how to test it. This technique is intended for SAP workflow developers.

To develop a three-level workflow, log in to the SAP system and open transaction code SWDD (Figure 1).

Fahim Ahmad

Fahim Ahmad is a senior ABAP consultant for Descon Engineering Ltd. He has master’s degrees in statistics and computer science from the University of Punjab in Lahore, Pakistan. He has 10 years of experience as a software engineer. Fahim specializes in ABAP enhancements and reports, workflow, RFC programming, interfacing, OLE, and SAP Web services configuration and development.

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2/25/2014 5:11:00 AM

Excellent and well explained step by step.

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