How to Configure and Trouble Shoot Email Notification for Process Control 2.5

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