How To Fix WL685 - 'Send mail' action canceled by user

SAP Error Message - Details

• Message type: E = Error

• Message class: WL - Workflow: run-time messages

• Message number: 685

• Message text: 'Send mail' action canceled by user

Self-Explanatory Message

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Smart SAP Assistant

• What is the cause and solution for SAP error message WL685 - 'Send mail' action canceled by user ?

  The SAP error message WL685, which states "Send mail action canceled by user," typically occurs in the context of workflows or notifications where an email action is triggered but the user cancels the operation. Here’s a breakdown of the cause, potential solutions, and related information:
  Cause:
  
  User Cancellation: The most straightforward cause is that the user explicitly canceled the email sending action. This can happen if the user closes the dialog box or selects a cancel option.
  System Configuration: There may be issues with the configuration of the email settings in the SAP system, which could lead to unexpected behavior.
  Workflow Design: The workflow might be designed in such a way that it prompts the user for confirmation before sending an email, and the user chooses to cancel.
  User Permissions: The user may not have the necessary permissions to send emails from the SAP system, leading to a cancellation prompt.
  
  Solution:
  
  Check User Actions: Ensure that the user is aware of the action they are taking. If they are unintentionally canceling the email, provide training or guidance on the workflow process.
  Review Workflow Configuration: Check the workflow design to see if there are unnecessary prompts or confirmations that could be streamlined.
  Email Configuration: Verify the email configuration settings in SAP. Ensure that the SMTP settings are correctly configured and that the email server is reachable.
  User Permissions: Confirm that the user has the appropriate permissions to send emails. This can be checked in the user roles and authorizations.
  Debugging: If the issue persists, consider debugging the workflow to identify any underlying issues that may be causing the cancellation.
  
  Related Information:
  
  SAP Notes: Check SAP Notes for any known issues or patches related to email sending in workflows. SAP frequently updates its knowledge base with solutions to common problems.
  Workflow Monitoring: Use transaction codes like SWI1 (Work Item Selection) to monitor workflow instances and identify any patterns or recurring issues.
  Email Logs: Review email logs to see if there are any errors or warnings that could provide more context on why the email action was canceled.
  User Training: Providing training sessions for users on how to handle workflow notifications and email actions can help reduce the frequency of this error.
  
  By addressing the above points, you should be able to resolve the WL685 error and improve the overall user experience with email notifications in SAP workflows.