3808604 - How to Configure Workflow Timing to Trigger Email for Purchase Orders

How to configure Workflow Timing to trigger Email to the Buyer Responsible of Purchase Orders based on business requirements.

SAP Business ByDesign

To configure the workflow, follow the steps below:

1. Go to Application and User Management work center.
2. Go to Workflow Rules view.
3. Select Active from the Drop-down.
4. Search for Workflow ABC (ABC represents Workflow description)
5. Select Edit.
6. In Step 1, configure the required Workflow Timing:
   • On Create Only/ On Every Save
7. In Step 2, define the required conditions. For example:
   • Approval Status Equal to In Approval
8. In Step 3 : Define Actions,
   • Rule Type : Email
   • Recipient Determination: Notification to Employee responsible (Buyer Responsible of the Purchase Order)
9. Fill in the mandatory details.
10. Select save.

Workflow Timing determines when a workflow rule is evaluated during the creation and subsequent saves of a Purchase Order (PO).

On Create Only: 

• The workflow is evaluated only during the initial save or direct Order and triggers the email if the configured conditions are met.
• If the PO is already saved, it will not be evaluated again when the PO is later ordered. 
• However, if the PO is ordered directly without an earlier save, the Order action is considered the initial save, and the workflow can be triggered if the conditions are met.

On Every Save:

• The workflow is evaluated during subsequent saves after the initial save.
• When changes are made to the PO and saved, the workflow email is triggered if the configured conditions are met.
• The Order action is also considered a save. Therefore, if the PO is saved first and subsequently ordered, the Order action is considered a subsequent save, and the workflow email is triggered if the configured conditions are met. 

Purchase Order; Email; Workflow rule; On Create Only; On Every Save; Workflow timing , KBA , SRD-SRM-PRO , Purchase Requests and Orders , AP-POP , Purchase Order Processing , How To