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Introduction toUniversal Worklist

Business Task ManagementIntroducing Universal WorklistCollaboration TasksUWL System ConfigurationCustomizing UWL, adding a new viewSubstitution and Attachments in UWLAppendix: Details for adding a new system toUWL and user personalization

Business Task ManagementIntroducing Universal WorklistCollaboration TasksUWL System ConfigurationCustomizing UWL, adding a new viewSubstitution and Attachments in UWLAppendix: Details for adding a new system toUWL and user personalization

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Business Task Management – Definition

Business Task Management is the automation,execution and monitoring of tasks

Coordinate and execute tasks arising from automated process flowsand spontaneous eventsTrack the progress of tasks

Tasks include a wide variety of activitiesBusiness TransactionAlertFormDesktop DocumentImpromptu Request

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Lifecycle of a Task

ProcessInstance

Trigger to startprocess

Process description

Task descriptionPossible taskparticipants

WorkItem

User claims theActivity or Task

ActivityActivity

UserInteraction

Form

Business transaction

Desktop document

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Execution of Business Task Management

Task 1

TASK MANAGEMENT UI (Universal Worklist)

Task 2

Events trigger tasks(workitems, notifications)

User Interactionwith BPM Runtime

Stable Processes

Human InteractionCollaborative ProcessesAd Hoc Processes

Dynamic Processes

Task x

BPM RUNTIME

Collaboration tasks

Guided Procedures

Business workflows

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Functional AreasUniversal Worklist

Single point of access for managing your workCan be personalized to suit each user’s working styleProcess-specific views can be customized for expert users

Collaboration TasksEnables end-users to create their own ad hoc processes and drive collaborationIncludes various types of collaboration tasks including actions, approvals, and feedbackUsers track progress of their delegated task

Guided ProceduresDesigned to implement process flows with greater ease and speed across multiple applicationsIntegrates backend system transactionsIncludes process templates that can be easily re-used or copied and easily changed

Interactive FormsGenerate forms that contain data extracted from core systemsUse dynamic or static formsAccelerate forms-based business processes

Business WorkflowStructured, repeatable, simple to complex business processManages the tasks that need to be performed and who should perform the tasksEnsures business process deadlines, compliance regulations, and service agreements are appropriatelymonitored and enforced

AlertsException-triggered notificationsDefine follow-on activitiesInter-System alerting

Business Task ManagementIntroducing Universal WorklistCollaboration TasksUWL System ConfigurationCustomizing UWL, adding a new viewSubstitution and Attachments in UWLAppendix: Details for adding a new system toUWL and user personalization

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How Do I Manage All My Work?

Traditionally users had to access a variety of inboxes to view andact on important tasks

The large number of applications and tasks make it difficult tounderstand and prioritize work

The Universal Worklist simplifies the user’s workSingle consistent interfaceEasy to useEasy to access

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Universal Worklist Features at a GlanceGive users a unified and centralized access to their work andrelevant information. Users do not have to search for their work.

Aggregate task items from multiple and different systems into onelist.

SAP Business WorkflowCollaboration TasksAlert Management SystemKnowledge Management NotificationsGuided Procedure Actions

Custom worklists enable specific views for specific tasks

Enable users for direct decisions and actions

Users can personalize appearance to suit their individual workingstyles

Can function as an application-specific inbox – applications canbypass having to implement their own inbox

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First look at the Universal Worklist

UWL is part of the standard user end role, accessed via Home - Work

Hint: To Refresh your lists of tasks, use the dropdown menu near the Hide Preview link.

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UWL provides task list, execution, and context

Task Context

Task List

Task Execution

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Launch Work Transaction

Parameterized launching for• BSP• iView• URL• Web Dynpro• SAP GUI (for HTML)

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Standard Task Views & Filters

Business Task ManagementIntroducing Universal WorklistCollaboration TasksUWL System ConfigurationCustomizing UWL, adding a new viewSubstitution and Attachments in UWLAppendix: Details for adding a new system toUWL and user personalization

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Collaboration Task Features at a Glance

End-users can easily create their own processes without any priorexperience with workflow systems

Gives users the power to deal with quickly changing businessconditions. Users use collaboration tasks to spontaneously collaboratewithout needing to wait for company-wide business process change

Makes it easy to define one-time processes. The minimal effort requiredmeans that users will use collaboration tasks to deal with many one-time situations

End-users can check the status of processes they have created andensure that work is completed on time

Users can link new processes to work items they receive. This providesthem with an easy way to perform and track additional work that may berequired in response to a work request

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Collaboration Task Wizard to create Tasks

The following figure shows the type of collaboration tasksavailable and the applications that use collaboration tasks.

CollaborationLaunchpad (CLP)

Collaboration Room(CR)

UniversalWorklist (UWL)

New Task

New Task

New TaskCreate Ad Hoc

Request Single-Step TaskMultiple-Step Task

Request for FeedbackRequest for Nomination

Single-Step TaskMultiple-Step Task

Request for FeedbackRequest for Nomination

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Collaboration Tasks Wizard – New Task

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Collaboration Tasks Wizard – Task based on an existingwork item

Original task is locked untilcollaboration task completes

Business Task ManagementIntroducing Universal WorklistCollaboration TasksUWL System ConfigurationCustomizing UWL, adding a new viewSubstitution and Attachments in UWLAppendix: Details for adding a new system toUWL and user personalization

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Add the system to UWL Configuration (1)

System Administration -> System Configuration-> Universal Worklist &Workflow

AdhocSystem is forcollaboration tasks.ActionInbox is for KMnotifications.

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Add the system to UWL Configuration (2)

System Administration -> System Configuration-> Universal Worklist &Workflow

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Add the system to UWL Configuration (3)

Web Dynpro Launch System: Enter System Alias for a system definition with J2EE portdefined in the WAS system attribute.*

User Roles: Delimit who can get work items via the user role. For example, you canassign a portal role here, such as “buyer”. Only users with the role “buyer” will see itemsfrom B7QCLNT000 in UWL.*

System Configuration Groups: Option to have various tabs that point to UWL. UWL itemsfor B7QCLNT00 will only appear in portal navigation tabs that are mapped to a specificconfiguration group.

Pull Channel Delta Refresh Period: How often we should check to see if new items haveentered the user’s inbox.*

Snapshort Refresh Period: How often we should retrieve all items from the backendsystem.*

Asterik items (*) denote items that are new in NW2004s.

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Register the Work Item Types

Look at each workflow step and ask “Howshould I launch this step”

TS30000016 = SAPGui for HTMLTS99700023 = ITS MiniAppTS99700034 = BSPTS99700087 = URL

B7QCLNT000

Business Task ManagementIntroducing Universal WorklistCollaboration TasksUWL System ConfigurationCustomizing UWL, adding a new viewSubstitution and Attachments in UWLAppendix: Details for adding a new system toUWL and user personalization

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Customized Application Specific Views

User can look at all tasks, or select a view for specific tasks.

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Types of UWL Optional Configurations

You can create custom worklistsView for specific taskView for user decisionView for to make multiple choices simultaneously

You can configure how the work item launchesSAP Transaction (SAPGUI for HTML or ITS MiniApp or IAC)iView or Portal PageBusiness Server PageWebDynpro Application

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Add a custom view for a specific task

Standard view – no custom view

Custom View

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Two different custom views for the same work item

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Steps to create a custom view for a specific task

1. Identify the actual task number that correlates to the exact stepyou want to customize.

2. Determine the exact attributes you want to use as columns.

3. Create a XML file with your custom view.

4. Upload your XML file.

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Identify the task to be customized

Transaction code: SWDDWorkflow: WS74500036

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Determine the exact attributes

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Create an XML file: Major components

XML File has two major components:

Item type: Identifies the exact task and listseach attribute that will be used.

View: Defines the name of the view, how it willwork, and the custom columns for the view.

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Create an XML file: Define the Item Type

<ItemType name="uwl.task.webflow.TS74507936"

connector="WebFlowConnector"

defaultView="myApprovalView"

defaultAction="viewDetail"

executionMode="pessimistic">

<CustomAttributeSource id="ABAP_BOR"

objectIdHolder="externalObjectId"

objectType="FORMABSENC"

cacheValidity="final">

<Attribute name="DEPARTMENT" type=“string" displayName=“Department"/>

<Attribute name="LASTDAYOFABSENCE" type="date" displayName="Last day of absence"/>

<Attribute name="FIRSTDAYOFABSENCE" type="date" displayName="First day of absence"/>

<Attribute name="COSTCENTER" type="string" displayName="Cost Center"/>

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Create an XML file: Define View

<View name="myApprovalView" width="98%"supportedItemTypes="uwl.task.webflow.TS74507936"

columnOrder="attachmentCount, detailIcon, subject, createdDate, Department,FIRSTDAYOFABSENCE, LASTDAYOFABSENCE"

sortby="createdDate" visibleRowCount="10" headerVisible="yes"

selectionMode="SINGLESELECT"

tableNavigationFooterVisible="yes"

emphasizedItems="new"

displayOnlyDefinedAttributes="no">

<Descriptions default="Vacation Requests to Approve">

<ShortDescriptions>

<Description Language="en" Description="Vacation Requests to Approve"/>

</ShortDescriptions>

</Descriptions>

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Define Actions for the View

<Actions>

<Action reference="removeFromNavigation" />

<Action reference="addToNavigation" />

<Action reference="personalize" />

<Action name="launchSAPAction"handler="SAPTransactionLauncher" >

</Action>

</Actions>

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Upload XML file (1)

1. Select System Administration->System configuration->Universal Worklist &Workflow and select Click to Administer Item types and view definitions.

2. Select Upload New Configuration and enter you file name and upload for theappropriate system.

3. You should receive a successful message.

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Upload XML file (2)

4. Clear the cache.

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View Result

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Decision Customization

The user can submit multiple decisions at once ifthe applications provides a corresponding view for the item type.

Technically, the UWL can execute the selected decision asBusiness Workflow User DecisionFunction Module call (any)Item completion with update of (name, value) pair in the workflow containerTerminating Event

No coding required, this can be configured in the view XML.

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Example of customized user decision step

Example of XML required for this decision based on a BusinessWorkflow user decision step:

<Action name="goCol" groupAction="yes” handler="UserDecisionHandler">

<Properties> <Property name=“decisionKey" value="0001"/></Properties> <Descriptions default="Continue"/>

</Action>

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Example of decision using the workflow container

Results from UWL areevaluated in the workflow

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Launch Customization: ITS MiniApp for SRM

Launchesa MiniApp

XML Example<Actionname=“launchSAPAction”handler=“SAPMiniAppLauncher”>

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Launchesa BSP

Launch Customization: BSP for Business Workflow

XML Example<Action name=“launchWsHandler”

handler=“XhandlerLauncher”>

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Launch Customization: ABAP Web Dynpro

XML Example<Action name="launchWebDynProABAP"handler="SAPWebDynproABAPLauncher“>

Launches anABAP WebDynpro

1

2

3

Business Task ManagementIntroducing Universal WorklistCollaboration TasksUWL System ConfigurationCustomizing UWL, adding a new viewSubstitution and Attachments in UWLAppendix: Details for adding a new system toUWL and user personalization

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Substitution via dropdown menu

Hint: Manage Substitution Rules is accessed via the dropdown menu near the Hide Preview link.Substitution requires NW2004s for BOTH UWL and yourbackend system.

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Substitution (1)

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Substitution (2)

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Substitution (3)

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Substitution (4)

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Follow Up (Resubmit)

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Follow Up (Resubmit)

Choose future date

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Follow Up – Task for Resubmission

Item gone

Pull the itemback tocurrent time

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Manage Attachments

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Summary

Business Task Management enables you to have centralaccess to all your tasks via NetWeaver.

The tasks can include alerts, business workflow items,knowledge management notifications, collaborationtasks, and guided procedures tasks.

The Universal Worklist can be customized via XML andpersonalized for each user.

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Q&A

Questions?

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Please complete your session evaluation.

Be courteous — deposit your trash,and do not take the handouts for the following session.

Feedback

Thank You !

Business Task ManagementIntroducing Universal WorklistCollaboration TasksUWL System ConfigurationCustomizing UWL, adding a new viewSubstitution and Attachments in UWLAppendix: Details for adding a new system toUWL and user personalization

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For reference, not covered in TechEd Session

This information in this appendix is for student reference. Thisinformation will not be covered during the TechEd session.

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Prerequisites for Configuration

Before configuring UWL ensure that:

You have administration rights for the Portal

Each person who will be using UWL must have a useraccount defined on the portal and in the backend system.They must have access to transaction code SWK1 andaccess to function group SWK1.

Users should have current work items in their BusinessWorkplace on the backend system.

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Required steps to configure UWL

1. Define your SAP system

2. Create a System Alias to uniquely identify the system

3. Define exact settings for technical connections

4. Define how users are mapped

5. Test system connections

6. Add the new system to UWL configuration

7. Register work item types

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Define your SAP system (1)

1

2

34

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Define your SAP system (2)

Type of system. For UWLthis will normally most likelybe a Load Balancing system.We will use a dedicatedapplication server.

5

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Define your SAP system (3)

6

8

7

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Define your SAP system (4)

9

10

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Create a System Alias

NOTE:System Alias links SAPsystem to UWL. UWL will notwork correctly without theSystem Alias.

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Update Connector Information (1)

Example of fields for“Dedicated Application Server”

Example of fields for “R/3system with load balancing”

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1

2

3

4

5

Update Connector Information (2)

Transaction code SCC4

1) Select to edit the Object.2) Select Connector.3) Provide the actual host name for the

backend system.4) The Logical System name MUST be the

exact same as the backend logicalsystem name.

5) Provide the exact backend Client,System ID, and System number.

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Update the WAS Information: WAS Host Name

iwdf9004.wdf.sap.corp:1081

Transaction codeSMICM

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Update the WAS Information: WAS Host Path

Transaction codeSICF

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Update the ITS Information

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Update the User Management Information

USIDPW means each Portaluser must be mapped to abackend user.

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Map Portal User to System User

1

2 3

4

5

6

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Test System Connections

System Administration -> System Configuration ->System Landscape -> Portal Content

1

2

3

4

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Add the system to UWL Configuration (1)

System Administration -> System Configuration-> Universal Worklist &Workflow

AdhocSystem is forcollaboration tasks.ActionInbox is for KMnotifications.

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Add the system to UWL Configuration (2)

System Administration -> System Configuration-> Universal Worklist &Workflow

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Add the system to UWL Configuration (3)

Web Dynpro Launch System: Enter System Alias for a system definition with J2EE portdefined in the WAS system attribute.*

User Roles: Delimit who can get work items via the user role. For example, you canassign a portal role here, such as “buyer”. Only users with the role “buyer” will see itemsfrom B7QCLNT000 in UWL.*

System Configuration Groups: Option to have various tabs that point to UWL. UWL itemsfor B7QCLNT00 will only appear in portal navigation tabs that are mapped to a specificconfiguration group.

Pull Channel Delta Refresh Period: How often we should check to see if new items haveentered the users inbox.*

Snapshort Refresh Period: How often we should retrieve all items from the backendsystem.*

Asterik items (*) denote items that are new in NW2004s.

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Register the Work Item Types

Look at each workflow step and ask “Howshould I launch this step”

TS30000016 = SAPGui for HTMLTS99700023 = ITS MiniAppTS99700034 = BSPTS99700087 = URL

B7QCLNT000

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End User Personalization Choices

Columns: Which columns and the order

Sorting preferences

Data propertiesHow many items per page

How often to refresh the page

Date range of items

Warnings for Ad Hoc due dates

Create their own custom filters within custom views

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View Personalization

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End user creating views with filters (1)

User requires custom filter to only see requests fromthe Athletic Department

2

1

To add custom view with a filter1.Select Personalize View2.Select Duplicate

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End user creating views with filters (2)

3To add custom view with a filter3.Name your custom view4.Add your filter criteria

4

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End user creating views with filters (3) - Result

User now has a custom view, MyOwnApprovalsUser also has a custom filter, myOwnFilterOnly requests from the Athletic Department appear

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Launch Work Transaction

Parameterized launching for• BSP• iView• URL• Web Dynpro (Java or ABAP)• SAP GUI (for HTML)

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Launch Customization: ITS MiniApp for SRM

Launchesa MiniApp

XML Example<Actionname=“launchSAPAction”handler=“SAPMiniAppLauncher”>

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Launchesa BSP

Launch Customization: BSP for Business Workflow

XML Example<Action name=“launchWsHandler”

handler=“XhandlerLauncher”>

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Launch Customization: ABAP Web Dynpro

XML Example<Action name="launchWebDynProABAP"handler="SAPWebDynproABAPLauncher“>

Launches anABAP WebDynpro

1

2

3

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Details of XML for Web Dynpro Launch

<ItemTypes><ItemType name="uwl.task.webflow.TS65507956" connector="WebFlowConnector"defaultView="myABAPWebdynpro" defaultAction="viewDetail"executionMode="pessimistic"><ItemTypeCriteria externalType="TS65507956" connector="WebFlowConnector"/>

<Actions>

<Action name="launchWebDynProABAP" handler="SAPWebDynproABAPLauncher"><Properties>

<Property name="WebDynproApplication" value="ZTECHED2005FORM_ENTRY"/><Property name="WebDynproNamespace" value="sap"/><Property name="DynamicParameter" value="WI_ID=${item.externalId}"/>

</Properties></Action></Actions></ItemType>

Important details: TS number , action handler, actual web dynpro application,work item ID, and system (if web dynpro will be called on a different system)

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