SAP SOLUTIONS FOR GOVERNANCE,RISK, AND COMPLIANCE

How-To Guide

How to Configure and Trouble ShootEmail Notification for ProcessControl 2.5

SAP GRC Regional Implementation Group

Applicable Releases:

SAP GRC Process Control 2.5

IT Practice / Topic Area:GRCGRC / Process Control

IT Scenario / Capability:GRC / Process Control

September 2008

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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 BackgroundInformation

SAP GRC Process Control is a solution for internal controls management that enables members ofaudit and internal controls teams to gain better visibility into key business processes and ensure ahigh level of reliability in financial statement reporting.

When preconfigured for SAP GRC Process Control, SAP Workflow ensures that the right users get theright tasks in the right order at the right time. Workflow is delivered to user task lists within theapplication. 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 forthe workflow. And how to trouble shoot for issues.

2. PrerequisitesPC 2.5 has successfully installed and the workflow configuration has been done. Workflow itemscould be received from users’ Inbox from NWBC My Home work center.

3. Step-by-Step ProcedureThere are two major steps that need to perform for Email notification configuration from the IMG. Firstis 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 sendexternal e-mails from the SAP System.

For more information about SAPconnect, see the documentation in the SAP Library for your SAPWeb 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 dialogscreen 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 Addresstype 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 sucha 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 checkswhether there are new work items for Process Control and determines the e-mail addresses ofthe 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 TextGRPC_NOTIF_INBOX. With transaction SE61, you can create your own Dialog Text and storeit 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 nodeof GRC Process Control -> Workflow -> Email Notifications. Execute Schedule Job for SendingEmail.

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 emailaccounts 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, ProcessOwner, 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 emailnotification 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 downUtilities (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 thatWF-BATCH is entered as the service user for your workflow system. If email notification hasbeen sent out by WF-BATCH user account plus other user account, the system might havemore than one scheduling jobs for email notification. And the server user entered for the jobsare 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 astandard interface for external communication, which supports sending usingtelecommunication services, such as FAX, text messages (pager/SMS), Internet mail andX.400, as well as sending to printers and between different SAP Systems. It enables externalcommunication components to be connected to the SAP System. For detail information, pleasecheck on the following link:

http://aiokeh.wdf.sap.corp:50000/SAPIKS2/contentShow.sap?_CLASS=IWB_EXTHLP&_LOIO=2BD925BF4B8A11D1894C0000E8323C4F&&TMP_IWB_TASK=DISPLAY&RELEASE=6763&LANGUAGE=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 settingof the sender account, which is the WF-BATCH user account. If this email account isconfigured 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 emailnotification” documentation.

5. If customer has one system with more than one PC clients, should customer configure the emailnotification on every single client? Can it be shared?

[Feedback] No, the configuration could not be shared. It has to be configured on every singleclient.

4. Comments and FeedbackBoth 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