Notification user groups customization

[Former Member]

Hi All:

We are currently troubleshooting the notifications sent when a document change status. We have document which moves from status A to B. On the status A, we have a group of users UserGroupA and another group B we have which is called UserGroupB. We are working with the SAP cFolders 4.00 authorizations

We have set these groups, transtions and status authorizations; however, we have problem to make them work. Obviously, we think that is a configuration problem that we can resolve having a good guide.

However, what we have found yet are 3.10 guide. Do you guys know a good SAP cFolder 4.00 authorization guide which clearly explain the authorizations and how to set the status process.

Kind regards

Gonzalo Perez-Prim

[daniel_huber · Accepted solution]

Hi Gonzalo,

you can find more details on ther cFolders status management and notifications in the help portal .

In cFolders, you can use the Status Management function to control and monitor workflows in the way they are often used in companies. The following information is aimed particularly at users who set up and maintain objects for status management.

To implement a status profile for the scenario described above, you would proceed as follows:

1. Create a status profile to define the workflow sequence.

2. For each processing step in the status profile, enter a status (for example, New, In Process, Being Checked, and Released).

3. Define your status transitions.

Status transitions specify which status changes are allowed. For example, it is permissible to change from the status New to the status In process, but you cannot change the status New to Released. For our scenario described above, you might define the following four status transitions:

a. Transition Process, which allows a status change from New to In process

b. Transition Check, which allows a status change from In process to Being checked

c. Transition Post process, which allows a status change from Being checked to In process

d. Transition Release, which allows a status change from In process to Released

4. Define actions for the following:

¡ For a status transition, to notify users of the status changes

¡ For a status, to remind the users of impending deadlines or processing times.

When you define an action, you can create the message yourself or have the system create the message automatically (if you leave the text fields Subject and Note blank). You can define the following types of actions:

a. Status action

The system sends a message whenever a status transition, for which you have created a status notification, is executed. The system provides an option with which a user can choose to manually edit the notification text before it is sent.

b. Deadline action

The system sends a message whenever a status, for which you have created a deadline, has not been reached by the deadline.

c. Processing period action

The system sends a message whenever a status, for which you have specified a processing period, has not been reached by the end of the processing period.

To understand how the system determines the recipients of notifications, see Recipient of Notifications Triggered by Actions.

5. Assign transition authorizations (optional).

You can find the master guide for cProjects 4.0 (also containing cFolders) at this

<a href="https://websmp204.sap-ag.de/~sapdownload/011000358700005294942005E/PPM_40_Master_Guide.pdf">Link</a>.

Best regards,

Daniel