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© 2011 SAP AG
Applies to:
SAP® BusinessObjects™ Access Control 10.0,
Summary
This how-to-guide explains how to set up the SAPconnect communication interface in your application
server in order to send out email notifications triggered by workflow events in Access Control 10.0. This
guide provides a comprehensive overview of workflow events that can trigger email notifications and
notification variables used to populate the message bodies with information that is specific to each request.
The guide also explains how the pre-delivered message bodies can be replaced by custom messages as
well as how email reminders are set up.
Author: Frank Rambo, SAP Customer Solution Adoption
Created on: March 31, 2011
Version: 1.0
How to Customize Notification Templates for
AC 10.0 Workflow
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© 2011 SAP AG
Document History
Version Date Description
1.0 March, 2011 Final version
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© 2011 SAP AG
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© 2011 SAP AG
Table of Contents
1. Business Scenario............................................................................................................... 1
2. Prerequisites ........................................................................................................................ 1
3. Step-by-Step Procedure ...................................................................................................... 2
3.1 Setting up SAPconnect ................................................................................................. 2
3.2 Available Notification Templates .................................................................................. 5
3.3 Available Notification Variables .................................................................................. 10
3.4 How to Customize Email Notifications ........................................................................ 13
3.4.1 Create Custom Document Objects ................................................................ 13
3.4.2 Associate Custom Document Object with Message Class ............................ 14
3.5 Select Notification Templates and Recipients ............................................................ 15
3.6 Setting up Email Reminders ....................................................................................... 17
4. Comments and Feedback ....................................................... Error! Bookmark not defined.
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 1
1. Business Scenario
SAP BusinessObjects Access Control (AC)10.0 comes with a number of workflow processes for the
following purposes:
Access request approval workflow for users and Human Resource Org objects
Control Assignment Approval Workflow
Mitigation Control Maintenance Workflow
Fire Fighter Log Report Review Workflow
Function Approval Workflow
Risk Approval Workflow
Role Approval Workflow
SOD Risk Review Workflow
User Access Review Workflow
Workflow can be customized to send out email notifications to customizable recipients upon
occurrence of workflow events such as request submission, approval, rejection, and escalation. AC
comes with individual notification templates for each workflow event that can trigger an email
notification.
You can use either the pre-delivered message bodies, or replace them with customized text messages
including notification variables that refer to request attributes, user IDs, and other content.
NOTE
In the 10.0 release, you cannot include graphical elements for corporate branding in the provided
notification templates. Customization is limited to textual messages and hyperlinks.
Before the system can send out any email notifications it is necessary to set up the SAPconnect
communication interface to the SMTP server and schedule some recurring batch jobs.
2. Prerequisites
In order to test custom notification templates for AC 10.0 workflows you must verify that you meet the
following prerequisites:
1. Installed core application software component GRFND_A V1000 on an SAP NetWeaver
Application Server ABAP 7.0 EHP 2 SP06+.
2. Installed SAP business backend systems with the GRC 10.0 plug-ins GRCPINW and
GRCPIERP in the same support package level as the core application.
3. Performed all required post-installation steps.
4. Configured the MSMP workflow processes you want to set up or test the email notifications to
the processes.
How to Customize Notification Templates for AC 10.0 Workflow
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3. Step-by-Step Procedure
This section contains step-by-step instructions and overview information required to enable your
system to send out customized email notifications for all AC workflow events that come with this
capability:
1. Setting up SAPconnect
2. Available Notification Templates
3. Available Notification Variables
4. How to Customize Email Notifications
5. Select Notification Templates and Recipients
6. Setting up Email Reminders
3.1 Setting up SAPconnect
You must set up the SAPconnect communication interface before the system can send out the email
notifications that are triggered by workflow events. You can perform the setup in the Customizing
activity Governance, Risk, and Compliance General Settings Workflow Workflow Email
Notifications.
To set up SAPconnect:
1. Select INT -> SMTP.
If no SMTP node exists, you need to create one by positioning the cursor on the INT node and
clicking the Create icon
2. Double-click SMTP.
The SAPconnect General Node data screen appears.
How to Customize Notification Templates for AC 10.0 Workflow
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3. Select the Node in Use checkbox and enter the Mail Host and Mail Port.
4. In the Supported Address Types pane, select the Internet checkbox, and then choose Set.
The SAPconnect Address type for node screen appears.
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5. In the Address Area field, enter an asterisk (*), and then confirm all entries in the dialog boxes.
6. Click the Job icon to ensure that the send job is scheduled for address type INT.
Alternatively, you can schedule a job clicking the icon and selecting Schedule Job for
INT.
How to Customize Notification Templates for AC 10.0 Workflow
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7. In the menu bar select Settings -> Confirmation of Receipt.
We recommended that you only send a receipt confirmation at the time of testing the e-mail
message function.
Following successful testing of the email system, deactivate this option in your system.
3.2 Available Notification Templates
Every workflow event in the Access Control 10.0 workflow process can trigger an email notification
that corresponds to exactly one pre-defined message class. Each message class is corresponds to
one document object containing a pre-delivered message body for the respective workflow event. The
link between message class and pre-delivered document object can be viewed, but not altered in the
table view GRFNVNOTIFYMSG.
You can create custom document objects with message bodies that are better suited to your
requirements and replace the pre-delivered document objects in IMG Customizing. Most processes
come with four different events that can be configured to send an email notification.
How to Customize Notification Templates for AC 10.0 Workflow
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The workflow events are:
1. New Work Item: send to the inbox of the responsible approver(s).
2. Approval: approval of request or line item.
3. Rejection: rejection of request or line item.
4. Escalation: escalation of request.
The table below lists each process ID or event and the corresponding message class for each one of
the workflow events.
Process ID\ Event New Work Item Approved Rejected Escalated
SAP_GRAC_ACCESS_REQUEST &
SAP_GRAC_ACCESS_REQUEST_HR
0MSMP_AR_
NEWWORKITM
0MSMP_AR_
APPROVED
0MSMP_AR_
REJECTED
0MSMP_AR_
ESCALATION
SAP_GRAC_CONTROL_ASGN 0MSMP_CNTLASGN_
NEWWI
0MSMP_CNTLASGN_
APPR
0MSMP_CNTLASGN_
REJC
0MSMP_CNTLASGN_
ESCL
SAP_GRAC_CONTROL_MAINT 0MSMP_MITCNTRL_
NEWWI
0MSMP_MITCNTRL_
APPR
0MSMP_MITCNTRL_
REJC
0MSMP_MITCNTRL_
ESCL
SAP_GRAC_FIREFIGHT_LOG_REPORT 0MSMP_LOGRPT_
NEWWI
0MSMP_LOGRPT_
APPR
0MSMP_LOGRPT_
REJC
0MSMP_LOGRPT_
ESCL
SAP_GRAC_FUNC_APPR 0MSMP_FUNCAPPR_
NEWWI
0MSMP_FUNCAPPR_
APPR
0MSMP_FUNCAPPR_
REJC
0MSMP_FUNCAPPR_
ESCL
SAP_GRAC_RISK_APPR 0MSMP_RISK_
NEWWI
0MSMP_RISK_
APPR
0MSMP_RISK_
REJC
0MSMP_RISK_
ESCL
SAP_GRAC_ROLE_APPR 0MSMP_ROLEAPPR_
NEWWI
0MSMP_ROLEAPPR_
APPR
0MSMP_ROLEAPPR_
REJC
0MSMP_ROLEAPPR_
ESCL
SAP_GRAC_SOD_RISK_REVIEW N/A 0MSMP_RISKREVW_
APPR
0MSMP_RISKREVW_
REJC
0MSMP_RISKREVW_
ESCL
SAP_GRAC_USER_ACCESS_REVIEW 0MSMP_USERACC_
NEWWI
0MSMP_USERACC_
APPR
0MSMP_USERACC_
REJC
0MSMP_USERACC_
ESCL
There are two processes which feature additional workflow events that enable the sending out of email
notifications. The two processes are Access Request Approval workflow and SOD Risk Review
workflow.
Access Request Approval workflow (for both, users and HR OM Objects) having process IDs
SAP_GRAC_ACCESS_REQUEST and SAP_GRAC_ACCESS_REQUEST_HR, respectively, comes
with the following additional events and message classes:
7. Request submission: 0AC_AR_SUBMIT (sent to affected user)
8. Request approval by Mail: 0MSMP_AR_APP_REJ (sent to approver alternatively to message
class 0MSMP_AR_NEWWORKITM)
9. Request forwarded: 0MSMP_AR_FORWARD (sent to approver(s) who the request was
forwarded to)
10. Request closed (completed): 0AC_AR_CLOSE (sent to affected user)
11. Email Reminder: 0MSMP_EMAILRMDR_CUP (sent to responsible approver(s))
How to Customize Notification Templates for AC 10.0 Workflow
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SOD Risk Review workflow comes with two additional message classes for email reminder events:
SOD: 0MSMP_EMAILRMDR_SOD (sent to responsible approver(s))
0MSMP_EMAILRMDR (sent to responsible approver(s)) .
You can look up the names of the pre-delivered document objects for each message class in the view
GRFNVNOTIFYMSG double clicking on the message class (Error! Reference source not found.
and Figure 3: In transaction SE61, select Document Class General Text, enter the name of the
document object you want to view, and click Display.). Use transaction SE61 to display the document
object. You need to select Document Class General Text (Error! Reference source not found. and
Figure 5: Message Classes and Document Objects displayed by the process in MSMP Workflow
Maintenance.).
Alternatively, you can use the web interface of the IMG customizing activity Governance, Risk, and
Compliance Access Control Workflow for Access Control Maintain MSMP Workflows to look
up the document object used for a given message class. Select the respective workflow process and
navigate to the guided procedure to step 4, Variables and Templates (Error! Reference source not
found.).
How to Customize Notification Templates for AC 10.0 Workflow
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Figure 1: View GRFNVNOTIFYMSG – Double-click on the message class to view the pre-delivered
document object that is associated with it.
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 9
Figure 2: Document Object and subject line in email associated with message class
0AC_AR_SUBMIT.
Figure 3: In transaction SE61, select Document Class General Text, enter the name of the document
object you want to view, and click Display.
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 10
Figure 4: Pre-delivered document object with message body and variables.
Figure 5: Message Classes and Document Objects displayed by the process in MSMP Workflow
Maintenance.
3.3 Available Notification Variables
Message bodies included in the document objects (Figure 5: Message Classes and Document Objects
displayed by the process in MSMP Workflow Maintenance.) not only contain static text, but also
feature notification variables that refer to the user name, request number, and other information that
depends on the attributes and content of the respective request.
Each workflow process comes with a number of notification variables that are available to all
notification templates that belong to it. They are displayed on the bottom of the screen in step 4,
”Variables & Templates”, in the customizing activity Maintain MSMP Workflows (Figure 7: Notification
Variable Rules evaluate the actual values of notification variables. ). These variables are used in the
pre-delivered document objects as shown in Figure 5: Message Classes and Document Objects
displayed by the process in MSMP Workflow Maintenance. and can also be used in custom document
objects. They appear in message bodies featuring the % character (For example, %REQNO%).
It is possible to create additional notification variables and add them to the list shown as shown in
Figure 7: Notification Variable Rules evaluate the actual values of notification variables. using the Add
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 11
button. To perform this, however, requires the enhanced version of the pre-delivered notification
variables rule assigned to the workflow process in step 2, “Maintain Rules” (Figure 8: Document object
for request completion containing the multi-value variable PROVISIONING. ).
The pre-delivered notification variable rule GRAC_NOTIF_VAR_RULE_AR is a function module that
evaluates the actual values at run time of each of the notification variables. Note that creation of an
enhanced version requires some familiarity with software development.
The following table lists the available notification variables by workflow process. The variable
PROVISIONING is a multi-value variable that lists users and roles provisioned to one or multiple
systems (Figure 9: Email generated from document object shown in Error! Not a valid bookmark self-
reference. & Error! Reference source not found.). The variable may not be listed in the MSMP
Workflow Maintenance interface, but can be used in the document object tied to the message class
0AC_AR_CLOSE.
Notification Variable SA
P_G
RA
C_
AC
CE
SS
_R
EQ
UE
ST
& _
HR
SA
P_G
RA
C_C
ON
TR
OL_
AS
GN
SA
P_G
RA
C_C
ON
TR
OL_M
AIN
T
SA
P_G
RA
C_F
IRE
FIG
HT
_LO
G_R
EP
OR
T
SA
P_G
RA
C_F
UN
C_
AP
PR
SA
P_G
RA
C_R
ISK
_A
PP
R
SA
P_G
RA
C_R
OLE
_A
PP
R
SA
P_G
RA
C_
SO
D_R
ISK
_R
EV
IEW
SA
P_G
RA
C_U
SE
R_
AC
CE
SS
_R
EV
IEW
APPROVED_BY Y Y Y Y Y Y Y Y Y
FIRST_NAME (Requester) Y Y Y Y Y Y Y Y Y
LAST_NAME (Requester) Y Y Y Y Y Y Y Y Y
LINK_APPROVE_REJECT Y N N N N N N N N
LINK_GET_APPROVERS Y N N N N N N Y Y
LINK_GET_REQ_STATUS Y N N N N N N Y Y
PATH Y Y Y Y Y Y Y Y Y
REQNO Y Y Y Y Y Y Y Y Y
REQUESTER_NAME Y Y Y Y Y Y Y Y Y
REQUEST_TYPE Y Y Y Y Y Y Y Y Y
SENDER (UserID) Y Y Y Y Y Y Y Y Y
STAGE Y Y Y Y Y Y Y Y Y
USER_ID Y N N Y N N N Y Y
LINK_GET_ROLE_STATUS N N N N N N Y N N
ROLE_NAME N N N N N N Y N N
How to Customize Notification Templates for AC 10.0 Workflow
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ATTACHMENT_REPORT N N N N N N Y Y Y
CO_ORDINATOR N N N N N N Y Y Y
REVIEWER N N N N N N Y Y Y
PROVISIONING (Y) N N N N N N N N
Figure 6: Notification Variables available to the process Access Request Approval Workflow'
Figure 7: Notification Variable Rules evaluate the actual values of notification variables.
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 13
Figure 8: Document object for request completion containing the multi-value variable PROVISIONING.
Figure 9: Email generated from document object shown in Error! Not a valid bookmark self-
reference.
3.4 How to Customize Email Notifications
In order to replace the pre-delivered standard messages, for a particular workflow event, with
customized email notifications, you must perform the following two procedures:
1. Create Custom Document Objects
2. Associate Custom Document Object with Message Class
3.4.1 Create Custom Document Objects
Perform the following procedure to create custom document objects:
1. Execute the IMG customizing activity Governance, Risk, and Compliance Access Control
Workflow for Access Control Maintain Text for Custom Notification Messages using
transaction SE61.
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 14
2. Select Document Class General Text, the language to be used, enter a name for the custom
document object starting with the letter Z (customer name space), and click Create:
3. Enter the message body, including variables, as needed.
4. When you have completed your configuration, click the Save Active icon.
You can save it as local object or add it to a transport request.
3.4.2 Associate Custom Document Object with Message
Class
You can associate a message class in AC with only one document object at the time because only the
single message number 000 is available. While the associated pre-delivered document object is
observable in the view GRFNVNOTIFYMSG, you must overwrite this assignment in IMG Customizing
by navigating to Governance, Risk, and Compliance Access Control Workflow for Access
Control Maintain Custom Notification Messages and then click New Entries. Then enter the
following fields:
Message Class: message class that you want to use to replace the pre-delivered document
object.
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 15
Message Number: pre-filled– does not change as only the designation of “000” is permitted.
Description: provide a description about the use of the message. The description will not
appear in the email notification.
Sender: not applicable
Checkbox Hide Recipients: if checked, the email will display an empty list of recipients.
Subject: enter a subject that will appear in the subject line of the email notification.
Docu. Object: enter the name of the custom document object you created previously.
Attachment: not applicable
In order to save the notification message, you may need a transport request, depending on your client
settings. The notification message will replace the document object that is associated with the
selected message class in step 4 of the MSMP workflow maintenance web interface. The notification
message also replaces the entry SAP in the owner column by Customer as displayed in the final row.
3.5 Select Notification Templates and Recipients
Once you have all the notification templates you want to use for your relevant workflow processes, you
must assign the notification templates in MSMP Workflow maintenance. You must also select the
recipients of the notifications.
You can select from four different, pre-delivered agents of the Purpose, Notification, to determine the
recipients. The pre-delivered agents include:
1. Current Approvers (of current stage)
2. Other Approvers
3. Requester
4. User (affected by the request)
You can add additional agents with the purpose Notification using the same technique used for the
purpose Approval by choosing from the same available Agent Types of Directly Mapped Users, PFCG
Roles, PFCG User Groups, and GRC API Rules.
How to Customize Notification Templates for AC 10.0 Workflow
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The Agent Type GRC API Rules supports the BRF Plus Rule, Function Module Based Rule, ABAP
Class Based Rule, and BRF Plus Flat Rule. This functionality provides you with the flexibility to
determine recipients for workflow notifications.
MSMP Workflow Maintenance interface notification templates are always selected by their Template
ID, which is indicated by the respective message class prefix GRAC. If you created a custom
document object for your message class Template ID, the system will always use the custom text
rather than the pre-delivered text.
The processes SAP_GRAC_ACCESS_REQUEST and SAP_GRAC_ACCESS_REQUEST_HR are
the only workflow process that comes with a message template classes for request submissions,
(GRAC_AR_SUBMIT) and completions (GRAC_AR_CLOSE). You can select them together with their
recipients in the section, “Process Global Settings”, in the first step of the MSMP Workflow
Maintenance guided procedure (Figure 11: Select Notification Templates and their recipients per stage
).
Notification Templates for the events New Work Item, Approved, Rejected, Forward, and Escalation
are selected by stage in step 5, Maintain Paths. Select the stage you want to select notification
templates for and the recipients to receive them and click on Notification Settings (Figure 12: Select
Notification Events, Template IDs and Recipient IDs as needed ). Click Create and select Notification
Event, Template ID and Recipient IDs as required for the selected stage (Error! Reference source
not found.).
Figure 10: Select Template ID and Recipients for Notifications upon Request Submission and
Completion
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 17
Figure 11: Select Notification Templates and their recipients per stage
Figure 12: Select Notification Events, Template IDs and Recipient IDs as needed
3.6 Setting up Email Reminders
For each individual workflow process you can configure a schedule as to whether to use periodic email reminders as well as select a notification template. There are already three pre-delivered templates available:
GRAC_EMAILRMDR_CUP: used for Access Request Approval workflows
GRAC_EMAILRMDR_SOD: used for SOD Risk Review Workflow
GRCC_EMAILRMDR
Each email reminder indicates the number days until a new reminder is sent out again. You can create custom document objects containing customized message bodies for these Template IDs (message classes).
You must create a variant for each workflow process in order to use the email reminders functionality.
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 18
To create a variant:
1. Start transaction SA38.
2. In the ABAP Program field, enter GRFNMW_BATCH_EMAIL_REMINDER and click Execute.
3. Select the workflow process from the drop-down list. Then, enter the frequency of the reminder,
and the Template ID.
4. Click Save.
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5. Provide the Variant Name and Description.
Click Save.
6. Schedule the program GRFNMW_BATCH_EMAIL_REMINDER as a background job.
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© 2011 SAP AG 20
7. For each variant create a separate periodic job. Use a frequency of once per hour.
How to Customize Notification Templates for AC 10.0 Workflow
© 2011 SAP AG 21
8. You can monitor the results of the job in SM37 by reviewing the spool files that are generated
during job execution.
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© 2011 SAP AG 22
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