Symptom
With the new checkbox Send Approval Process Notification via Email in the following products, originators and authorizers can now receive the approval process notifications via email, in addition to the notifications in the system.
- In SAP Business One and SAP Business One, version for SAP HANA, it is available in the Approval Process section on the BP tab of the General Settings window.
- In SAP Business One, Web client, it is available in the Approval Process Settings page under Approval Process of the Configuration app.
Cause
System Enhancement
Solution
System behavior prior to SAP Business One 10.0 FP 2502 and SAP Business One 10.0 FP 2502, version for SAP HANA:
Originators and authorizers cannot receive the approval process notifications via email, in addition to the notifications in the system.
System behavior after upgrade to SAP Business One 10.0 FP 2502 and SAP Business One 10.0 FP 2502, version for SAP HANA:
With the new checkbox Send Approval Process Notification via Email, originators and authorizers can now receive the approval process notifications via email, in addition to the notifications in the system. To use this function, the Enable Mailer Service checkbox on the Services tab of the General Settings window in the SAP Business One client must be selected, and the mailer service must be running. For more information about starting the mailer service, see the SBO Mailer section in the Administrator’s Guide provided with SAP Business One or SAP Business One, version for SAP HANA.
After selecting this checkbox, you can then select to use either of the following options to send the emails:
- SAP Business One Mailer: this is the default option. To use this option, senders and receivers must have an email address defined on the General tab of the Users – Setup window in the SAP Business One client, and the mailer service must be configured. For more information about configuring the mailer service, see the SBO Mailer section in the Administrator’s Guide provided with SAP Business One or SAP Business One, version for SAP HANA
- SAP Business One Microsoft 365 Integration: To use this option, senders and receivers must have an email address defined on the General tab of the Users – Setup window in the SAP Business One client, Microsoft 365 integration must be set up, and the Microsoft 365 account of the user Workflow must be bound to SAP Business One Microsoft 365 integration. For more information about setting up Microsoft 365 integration, see How to Work with SAP Business One Microsoft 365 Integration.
For Web client supported documents, there is a link to the draft or generated document in the email body. The link only appears when the Web client is installed, and the link can only be opened when the Web Client services are running. The draft document link will direct you to the draft document, even if the approval process ends or is canceled. For marketing documents, you can approve or reject the draft directly from the draft document link. For other documents, in SAP Business One, see Handling Approval Requests; while in the Web client, go to the Approval Decisions list view and decide what to do with those requests.
To check the results of sending the emails, go to the Sent Messages tab of the Messages/Alerts Overview window in the SAP Business One client, and select the corresponding message.
Additional information:
When the prerequisites for using this function are not met, only the email notification is not sent; the approval process continues without any impact.
