SAP Business Workflow Introduction

SAP Business Workflow
Introduction based on BIT600
Patric Beuthen
SAP Consulting
Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
Introduction – Why Workflow?
 Workflow
 The right work
 At the right time
 For the right agent
 or
 Who does
 What
 When
 With what object
 And in what sequence
 SAP AG 2004, Title of Presentation / Speaker Name / 3

General Information on Task Definitions
Task
Object type with Organizational
object method  WHAT carries  WHO could
plan
out the task carry out the
and HOW? task?
Features
Texts
 Work item text

 Task description
 Notification text
 Latest end text
 Required end text
 Latest start text

Task Types
Tasks
Object Method Standard Task (TS)
Time-
independent &
client-
independent
Workflow
Workflow Workflow Template (WS)
Definition

Step Definition: 'Responsible Agents' Responsibility
 Role: Customer names: A-G FI clerks

Restriction of agents according
to the organizational chart
 Possible agent for the task:

Post document
 linked with job: Financial
Clerk
 Role for the agent responsible:
Find FI Clerk Customer

 Role parameters: names: H-N
Customer name
Invoiced amount
 Work item (activity at runtime): Customer names: O - Z
Post document 4712
Invoiced amount: < $ 50,000
 Customer - Manley Corp.
 Invoiced amount - $258,300 Invoiced amount: > $ 50,000

Workflows: Definition & Runtime Environment
Event definition Event
Event
manager
Workflow templates
Workflow Workflow
definition
Org + User Workflow Business
Workflow Builder
manager
Management Workplace
Rules for (Worklist)
Activities Work item
agent
determin- PFTC_.... transactions Work item
ation manager
Simple maintenance
ABAP WebFlow Execution
BOR
OO Services (methods, services)

Business Workplace
Workflow Monitoring
Integration of Organizational Management
 Integration of Organizational Management

 Task assignment according to responsibility/expertise at
definition time
Linking of tasks with possible agents and linking of
Workflow steps with the responsible agents
 Dynamic task distribution at runtime:
Determination of recipients of work items based on
information from the context of the workflow and the
objects processed
 High degree of transparency of business
processes and their responsibilities

Creating an Organizational Plan (Simple Maintenance)
Production Sales Mexico

Executive Board
Step 2:
Step 1: Create additional
Create the root organizational units
organizational unit
Step 4: Step 3:
Assign holder Create positions
Sales
Lisa Thompson Administration
Step 5: Step 6:
Create jobs Assign tasks
Administrative tasks,
Sales Mexico
Tasks: Word processing, scheduling
meetings, phone calls
Creating an Organizational Unit
Organization and Staffing (Workflow) Edit Goto Settings System Help
Create a root organizational unit
Create Organization and Staffing (Workflow) Valid from 09.12.2002 to 31.12.9999
09.12.2002 + 3 Months
Search for Validity period
Organizational unit Task assignment query
Position Enterprise Group 20
Job Finance unit 20
Person Sales department 20
User Development department 20
Select link
Organizational unit
is described by Task
is line manager Organizational unit
Icon: includes Position
Create
object:
Organizational unit
Creating a Position
Organization and Staffing (Workflow) Edit Goto Settings System Help
Create Organization and Staffing (Workflow)
Search for
Organizational unit Task assignment
Position Financial accounting
Job FI_manager
Person FI_clerk
User
Details for position FI_clerk
Workflow templates
Standard task Basic Data
Task
Task group Position FI_clerk FI_clerk
Standard role Job General administrator
Object history
.......
Select link
.......
.......
Organizational unit
is described by Task
is line manager Organizational unit
Create includes Position
icon
Object 'Position'
Assigning Users to a Position (1)
Search for
the relevant
user and
display it in
the selection
area

Assigning Users to a Position (2)
Assign user
with
Drag&Drop

Creating a Job
Menu item:
Edit - Create Jobs

Exercise - Organizational Management (1)
- Create two users in SU01
- Create the following organizational hierarchy in PPOM

- Org Unit Company XX (Z_COMP_XX)
- Org Unit Department XX (Z_DEPT_XX)
- Position Manager XX (Z_MGR_XX)
- Position Employee XX (Z_EMP_XX)
- Assign the users to the positions above

Exercise - Organizational Management (2)

Business Workplace
Workflow Monitoring
Business Workplace in R/3
Automatic
grouping
Worklist
Work item text
Tips/Tricks
Special
Overview work items Work item
tree preview
Your logo and text
Task description
Related
objects

Business Workplace - Worklist (1)
Reserve
Display
attachment
Execute Replace
Create
attachment

Business Workplace - Worklist (2)
Display Forward Resubmit

Business Workplace - Other Functions
Individual configuration of columns displayed
Other functions for Dynamic columns

processing work items
- Set to ‘Done’
- Change deadlines
- Change priority

Business Workplace: Substitution
You can maintain substitution in two ways:

 Personal substitute (for an SAP user)
 Position substitute
Substitutes may be
 Created and activated at the same time
 From the time of activation, the substitute automatically receives
not only their own work items, but also the substitution work items.
 Created and not activated
 The substitute can take active control of the substitution function at
any time.
Until the substitute actively ends the substitution, only the
substitution work items are displayed in his or her Workplace.

Work Item Display
Business
information is
displayed.
Appealing display
and clear layout
increase user
acceptance.
Attachments appear
immediately and
can be displayed
with a click.

Technical Work Item Display
Technical
information
is displayed
(such as
deadlines).

Workflow Log
Displays all recipients,

Chronological possible and excluded
process view agents Standard
workflow
log
Details of each step
Graphical
workflow
Details log
section
Green line shows
process progress
Workflow Outbox for Status Tracking
Work items that Workflows that Processed

you have you have workflows
carried out started  Quick and
simple overview
of processes
involved
 Task statuses at
Status of a glance
steps  Easier handling
of customer
queries
Work items that you

have forwarded Current
agent
Objects
involved
User View: Global Settings
Why do we need global settings?

 Just one workflow log or work item display is not enough
because different types of user have different requirements:
 Workflow modelers and administrators require access to all
technical information such as containers, workitem IDs, step
numbers, all step types and so on.
 Workflow end users do not require technical details, but have to
focus mainly on the work item content and would be distracted by
too many functions.
What steps are required?

 The administrator must define the standard values throughout the
system.
 All users can then perform their own settings.

User View: Personal Settings
Work item
display
workflow
log
Other
settings
Technical Application
users users

Various Inboxes
SAP GUI for HTML Enterprise Portals
E-Mail
Microsoft Outlook
Lotus Notes
SAP GUI for Windows
Pervasive Computing

Selection of Functions in Workflow Inboxes
Business Easy Web Outlook Mail Lotus Notes iView in

Workplace Inbox Inbox Inbox Enterprise Portal
Execute     
Add or read attachments     ()
Resubmit     ()
Substitution     
Set up substitution     
Outbox     
Automatic refresh     
Forward     ()
Query     ()
Graphical log     
Logs    ()
System-wide use possible     

(different folders)
Generic decision task   (different folders)  
Offline     
Desktop installation SAP GUI Web Browser SAP GUI + SAP SAP GUI + SAP Web Browser
(Windows or Outlook Integration Lotus Notes
Java) Integration

Exercise – Business Workflow (Request & Approve)
Objects from
task group
TG70000023

Business Workplace
Workflow Monitoring
Workflow Reports
Was the workflow

started correctly?
What is the status

of a workflow?
Is there still an active workflow

instance for an object?
How evenly distributed is

the workload?
How many processing deadlines

were missed in the last
month?

Reporting System
Workflow
log Workflow Work item
diagnosis analysis
Task Information
Workflow
analysis system
outbox
Object-specific Workload
evaluation analysis

Reporting: Work Item Analysis
Work Items ….
Monitoring period
Today
Last 7 days
Last 30 days
Last 365 days
Time on
 Work items Per Task
Interval from to (frequency)
Work item type

 Work items by
 Dialog
Processing Duration
 (Sub) Workflow
 Background  Work items with
Monitored Deadlines
Task filter
Task
Task group (T)
Task group (TG)
Application component

Reporting: Workload Analysis
User
Berner
Work items processed

Position for a user
S 500304 for a position
for a job
for an organizational unit
(you can specify a deadline limit)
Job
C 40932
Work items in the inbox still to
be processed
User for a user
Miller for a position
for a job
for an organizational unit
Org. Unit
O 500039

Utilities: Work Item Selection
Criteria for the Selection Report

Work item ID
Work item type
Work item status
Task ID
Work items
Change work item
Display work item Display agent
Change priority
Display workflow log

Work Item Types
 Dialog work item W

 Missed deadline work item D
 Workflow work item F
 Background work item B
 Wait step work item E

Runtime Tools: Object Type & Object Information
Which tasks and workflows use

the 'Notification of absence' object type
in their definition?
'Notification
of absence'
object type Which instances exist for workflows and
tasks that use the 'Notification of absence'
object type in their definition?
Object Which work item refers to object

of absence' 1960 of the 'Notification of absence' object
object number type and in which Business Workplace
1960 is it to be found?

Test Utilities for the Implementation Team
 Consistency check
 Workflow definition/task definition
 Customize the entire WebFlow engine.
 RFC protocol
 Manually start a task or workflow.
 First update the organizational assignment and then
provide the input data.

Workflow Outbox in the Business Workplace
Business Workplace
The outbox in the
Business Workplace
provides each user
Inbox with an overview of the
work that he or she
Outbox carried out within the
workflow processes.
Started workflows
Flow item for WS30000015
Executed work items

Work item 1 for TS7869
Forwarded work items


Workflow Logs: Business and Technical
The following step types are filtered out in the business log:
Wait for event

Container operation
Event creator
Process control
Undefined steps
Activity and user decision

(marked with the 'Not in workflow log' option)
The display is not filtered in the technical log.

Workflow Log: Workflow Chronicle View
Notification of absence
Work item status
Create request Completed
Approve request Completed
Access to
- Selected agents
- Possible agents
Access to work - Excluded agents
item history
Access to graphical
workflow log
Agent Executed Action Date Time Object Object name

Hugo Boss Dialog step created 07.10.1998 12:58:29
Hugo Boss Query sent 07.10.1998 13:00:33 Office document Query (1) ...
Hugo Boss Work item reserved for processing 07.10.1998 13:00:33
Hugo Boss Execution started 07.10.1998 14:13:52
Hugo Boss Processing complete 07.10.1998 14:15:32 Notification of absence 0000000245

Workflow Log: Workflow Agent View
Patrick Smith
Notification of absence (Sub)workflow created

Create request Dialog step created
Create request Work item executed automatically
Create request Work item processing complete
Hugo Boss
Approve request Dialog step created

Approve request Query sent
Approve request Work item processing complete
Workflow system
Send mail Background work item created

Send mail Work item processing complete

Workflow Log: Workflow Objects View
Notification of absence
Notification of absence (Sub)workflow created

Create request Dialog step created
WI for self method 000000123456
Approve request Dialog step created

Workflow Log: List with Technical Details = Expert Mode
Workflow Test workflow

Workflow instance Test workflow
Instance number 000000872350
Start date 22.09.1998 Started by Patrick Smith
Start time 10:38:04 Current status In process
Workflow Chronicle View
Error Status Work item ID Node no. Task

Error Agent Executed Action Date Time
  872350 1 Test workflow

Patrick Smith (Sub)workflow created 22.09.1998 10:38:04
Patrick Smith SWW_FI_START 22.09.1998 10:38:04
 69 First letter of the surname
  872351 71 Display all requests by SMITHPA
Patrick Smith Dialog step created 22.09.1998 10:38:04
Patrick Smith Work item executed automatically 22.09.1998 10:38:05

Graphical Workflow Log
Status
Agent
Route
(green path)

Business Workplace
Workflow Monitoring
Overview of Customizing Activities
Activity Automatic Always Default entry used

required?
Maintain an active plan version   01
Check entries from the HR control table
Maintain prefix numbers 
Check number ranges
Configure RFC Destination   User WF-BATCH
Maintain a system administrator for workflow  SY-UNAME
Generally classify decision tasks  [W1]Your own user ID
Maintain a standard domain for Internet mail
Activate sending to objects and HR objects 
Maintain demo and verification environment 
Schedule background job for missed deadline  
Schedule background job for work items with  

errors
Schedule background job for condition evaluation  
Schedule background job for event queue 
Schedule background job for clearing report  

Creating Prefix Numbers for Standard Objects
An entry is required for

each system and client
that you wish to use.

Set Active Plan Version
Display view ‘Set Active Plan Version’: Overview

Table view Edit Goto Selection Utilities System Help
SWU3
Documentation
Group
Destination WORKFLOW_LOCAL_401
Sem. abbr. Valueabbrv. Description
PLOGI
RFC user PLOGI 01 Integration Plan Version / Active Plan
Version
RFC
password
Human Resources

Activate Deadline Monitoring
Customizing step: Scheduling deadline monitoring - Job SWWDHEX
Deadline Monitoring Edit Goto System Help
Configure and Schedule Work Item Deadline Monitoring

Save and Schedule
Save and Schedule (F8)
Interval until next deadline check 3 (in minutes)
Job Attributes
Start date of background job 31.12.2999
Start time of background job 23:59:59
Name of background job SWWDHEX
Number of background job 03254301
Background Job Report RSWWDHEX
You must perform the Customizing activity if you want to monitor the
deadlines of individual workflow steps in the WebFlow Engine.

Set Monitoring of Incorrect Work Items
Schedule Work Item Error Monitoring

Work item monitoring List Edit Goto System Help
Save and Schedule
Information on monitoring temporary
Start Date of Background Job 13.06.1998

13.06.1998
10:25:00
Start Time of Background Job 10:25:00
SWWERRE
Name of Background Job SWWERRE
10170901
Number of Background Job 10170901
Monitoring of Temporary Incorrect Work Items X

X
Interval until next rerun 20 (in minutes)
20
Retry counter for work items with errors 3
3
-

Check Customizing
Start Verification Workflow

List Edit Goto System Help
SWU3
Start Verification Workflow
Event created - Verification workflow started
1. Switch to the Business Workplace. In your workflow

inbox, you will find a work item with a user decision.
2. Execute this work item. It contains two mails:
notifications of completion for this user decision and for
the following background step.
Integrated inbox -

Business Workplace
Workflow Monitoring
Useful Transactions
Transaction Code Description

PFAC Rule Maintenance
PFOS / PFSO Organizational Assignment
PFT / PFCT Task Maintenance
PPOC / PPOM Organization Maintenance
SWE2-3 / SWEL Event Type Linkage
SWI1-8 Workflow Analysis
SWO1 Business Object Builder
SWUE Event Creation
SWUS Workflow Test
SWU3 Customizing
SWDD Workflow Builder
SBWP Business Workplace
SWXF Leave Request Demo

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SAP Business Workflow

Introduction based on BIT600

 SAP AG 2004, Title of Presentation / Speaker Name / 3

 Work item text

 SAP AG 2004, Title of Presentation / Speaker Name / 4

 SAP AG 2004, Title of Presentation / Speaker Name / 5

 Role: Customer names: A-G FI clerks

 Possible agent for the task:

Find FI Clerk Customer

 SAP AG 2004, Title of Presentation / Speaker Name / 6

Event definition Event

 SAP AG 2004, Title of Presentation / Speaker Name / 7

 Integration of Organizational Management

 SAP AG 2004, Title of Presentation / Speaker Name / 9

Production Sales Mexico

Organization and Staffing (Workflow) Edit Goto Settings System Help

Create a root organizational unit

Create Organization and Staffing (Workflow) Valid from 09.12.2002 to 31.12.9999

Create Organization and Staffing (Workflow)

 SAP AG 2004, Title of Presentation / Speaker Name / 13

 SAP AG 2004, Title of Presentation / Speaker Name / 14

 SAP AG 2004, Title of Presentation / Speaker Name / 15

- Create two users in SU01

- Create the following organizational hierarchy in PPOM

- Assign the users to the positions above

 SAP AG 2004, Title of Presentation / Speaker Name / 16

 SAP AG 2004, Title of Presentation / Speaker Name / 17

Work item text

 SAP AG 2004, Title of Presentation / Speaker Name / 19

 SAP AG 2004, Title of Presentation / Speaker Name / 20

Display Forward Resubmit

 SAP AG 2004, Title of Presentation / Speaker Name / 21

Individual configuration of columns displayed

Other functions for Dynamic columns

 SAP AG 2004, Title of Presentation / Speaker Name / 22

You can maintain substitution in two ways:

 SAP AG 2004, Title of Presentation / Speaker Name / 23

 SAP AG 2004, Title of Presentation / Speaker Name / 24

 SAP AG 2004, Title of Presentation / Speaker Name / 25

Displays all recipients,

Details of each step

Work items that Workflows that Processed

Work items that you

Why do we need global settings?

What steps are required?

 SAP AG 2004, Title of Presentation / Speaker Name / 28

 SAP AG 2004, Title of Presentation / Speaker Name / 29

SAP GUI for HTML Enterprise Portals

 SAP AG 2004, Title of Presentation / Speaker Name / 30

Business Easy Web Outlook Mail Lotus Notes iView in

Add or read attachments     ()

System-wide use possible     

Generic decision task   (different folders)  

 SAP AG 2004, Title of Presentation / Speaker Name / 31

 SAP AG 2004, Title of Presentation / Speaker Name / 32

Was the workflow

What is the status

Is there still an active workflow

How evenly distributed is

How many processing deadlines