SAP Business Workflow Introduction

0 0.2 0.3 0.4 0.5 The workflow templates provided are executable.

Responsible agents have to be assigned to the tasks used in these templates.

You cannot change SAP workflows. However, you can create extensions to these workflows by redefining predefined values within a configuration.The creation of a configuration is covered in Unit 9 of this course.

If you want to modify the step logic of an SAP workflow, you must copy it to a customer-specific template of your own. You can then change this template in any way you want.

0.6 To find the workflow templates in the system, choose: SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Definition Tools -> Tasks/Task Groups -> Display.

Workflow templates have a key consisting of the the task type WS and a sequence number.

You can use the structure search to locate a template for a specific application area.

You can drill down to the workflow definition and the Workflow Builder from this list.

0.7 The templates are described in detail in the Workflow Scenarios section of the online help documentation.

Choose the following to access the template documentation:Basis -> Business Management -> SAP Business Workflow ->Reference Documentation -> Workflow Scenarios in Applications

Choose the following for the workflow documentation:Basis -> Business Management -> SAP Business Workflow ->Reference Documentation -> SAP Business Workflow - Navigation

A glossary is also available if you use the online help.

0.8 Assets are re-valuated or cleared.

A work queue is created within the AM application according to particular criteria.

The work queue is released. This creates a work item for each asset.

These work items are generally processed (automatically) in the background.

The original agent is informed if an error occurs.

Also available are SAP workflows for:

bulk changes to master data

processing of incomplete assets

0.9 Mass change facility allows automatic changes to a number of master records

Process provides verification through a series of checks and counter-checks

Templates eliminate need for extra programming or self-developed workflow definitions

0.10 Entering a parked document creates an event which starts a workflow for releasing the document.

The release can be split between:

a general release relating to the correctness of the entire document

an amount release relating to individual line items

When all releases have been executed successfully, the document is released and posted.

The release procedure is dependent on the amount, company code,

Rejection processing included.

To use this template, Customizing needs to be carried out in the FI area.

0.11 A purchase requisition that has been entered is reviewed by a person with the appropriate authorization.

After the decision has been made by the person responsible, the original creator is informed with a work item in their Business Workplace inbox.

0.12 The engineering change request is created and change objects are entered.

A feasibility check is carried out by the department affected by the change.

The engineering change request can be approved and will then be converted into an engineering change order.

The changes in the engineering change order can be applied.

0.13 Business-to-Business Procurement (BBP) users only access the BBP system via a Web browser.

BBP needs SAP Business Workflow and provides workflow templates for processing one-level and two-level approval procedures.It also provides a workflow that deals with requirement coverage requests that do not require any particular approval.

0.14 BBP differentiates 3 types of workflow:- Workflows for processing approvals- Workflows for user administration- Workflows for error handling

Each workflow that is to be used in BBP must be activated.The event linkage must be activated at least for those denoted 'mandatory' on the slide.The activation of event linkages is covered in the unit entitled 'Workflow Architecture'.

0.15 The process occurs when a requirement coverage request is issued, or a confirmation for goods delivered or services rendered is sent. A one-level approval procedure is to be used for the confirmation of goods delivered/services rendered.

Process flow:- The user issues a requirement coverage request. This triggers the event 'SAVED', which starts the approval workflow.- The system evaluates the start conditions in Customizing. Customizing includes the particular conditions under which particular workflows are to be executed. - If approval is required, the relevant approval procedure is performed. The user can change or delete the requirement coverage request while this is going on.

When the complete requirement coverage request has been approved, the spooler is called and the further processing (= status evaluation) takes place in a subworkflow.

0.16 If at least one item in the requirement coverage request is rejected, a work item is created in the Business Workplace (inbox) of the creator. All those who have approved so far receive an e-mail for information purposes. The creator can approve or reject the change. The workflow is terminated in either case. If the change is rejected, the user can change the requirement coverage request. A new approval workflow is then started for this.

If the requirement coverage request is rejected, the creator receives a work item. All those who have approved so far receive an e-mail for information purposes.

If the creator deletes the requirement coverage request, all those persons who have approved so far receive an e-mail for information purposes. The workflow is terminated.

If the creator changes the requirement coverage request, all those persons who have approved so far receive an e-mail for information purposes. A new workflow is started.

0.17 The notification form is entered by an employee and automatically routed to the employee's manager.

The employee to manager relationship is maintained within an HR org. structure.

0.18 The first step in designing a business process for inclusion in a workflow should be to determine the business objective for which the workflow is to be implemented.

SAP provides workflow templates that may suit your objectives. Information about these standard templates and their business scenarios is available in the online documentation and the IDES documentation.

If the SAP R/3 System has not yet been set up for SAP Business Workflow, Customizing is required. Transaction SWU3 calls the SAP Business Workflow Customizing menu where these activities can be carried out and verified.

If necessary, the information texts belonging to the workflow tasks can be redefined on a customer-specific basis.

You must assign agents to the tasks in the workflow template and the process steps. To this end, you must establish an organizational structure in the system or use your existing organizational structure.Remember that a workflow only recognizes system users. If you use your existing organizational structure, you must maintain infotype 105 for the persons addressed.

Activating the linkage between events and task to start the workflow in the runtime system.Finally, test the workflow template.0.19 In the 'Workflow runtime system' section, the traffic light should be on green.

If there is an entry missing for 'Number range for customer tasks' in the 'Workflow development environment' section, you can ignore this.

The individual Customizing entries are covered in the course BC601.

If the error 'PD control tables not complete' occurs, start the report RHSOBJCH.

0.20 The design team must decide :

What is the overall business objective?

What business processes are involved at the task level?

What departments and employees are affected by the assignment of the tasks?

How will SAP Business Workflow increase the productivity of the process?

It is important to get the consent of management and the end users who will be affected by the reengineering of the business processes in their daily tasks.

If possible, all parties should participate in demo and feedback sessions to exchange important information during the design and test phases of the project. This will help to ensure that all parties responsible work together to achieve the established objectives.

Demo sessions can also be used to show management how the automation of tasks can enhance productivity, and to demonstrate to end users how SAP Business Workflow can simplify their tasks and lighten their daily workload.0.21 Use the templates provided by SAP at the beginning of your workflow implementation project.

The unit entitled 'Applying Workflow to Your Enterprise' deals with the topic of 'Configuration'.Configuration means modifying an existing template or creating a copy.

The adaptation of information texts is dealt with in the unit entitled 'Workflow Architecture'.

You can extend an existing template or use one as a basis for creating a new template. If you want to change the flow logic of a template, you must copy it to a customer-specific workflow template. You can then edit this template however you want.

0.22 In addition to the general Customizing for the workflow system, each workflow template also has its own specific Customizing usually within the application in the IMG.

The Customizing steps required are detailed in the documentation for the individual templates.

0.23 Read the documentation on the Online Help CD.

Activate the workflow runtime system in the BBP system using transaction SWU3.(The aim is to have green checkmarks everywhere.)

Select the processes that you want to use in BBP.

Activate the event linkages for the workflow templates designated 'mandatory' on slide 14.

Activate all the other event linkages of the workflows that you want to use.

Call the IMG reference menu.

Only assign activity groups to the workflow tasks as possible agents.- Approve requirement coverage request (SAPB2B_MANAGER) - Maintain requirement coverage request (SAPB2B_EMPLOYEE)

Test your workflow.

0.24 0.25 Workflow Templates Exercises

Unit:Workflow Templates

Topic: Workflow in Applications

At the conclusion of these exercises, you will be able to:

Execute the notification of absence workflow template in the system.

Some business processes in SAP are supported with ready-to-use multi-step workflow processes. These processes are provided by SAP as SAP workflows.

Your next goal is to examine these templates in detail in your own SAP R/3 System. For a thorough examination, you must first read through the documentation, and then work with example templates in order to familiarize yourself with the workflow functions.

1-1Execute the notification of absence workflow template to test the process and familiarize yourself with the workflow functions. You will be using two user IDs for this exercise. The first user ID in your group, WF-CLERK-##, will represent the employee, and the second, WF-MGR-##, will represent the manager. The existing organizational structure incorporates a relationship between employee user IDs and manager user IDs.

1-1-1Before you execute the template, check what is already in the system so you can see the exact effect of executing the notification of absence template later on. Determine how many work items are in the manager's workflow inbox. Remember, the managers ID is WF-MGR-##.

How many work items are there?

________________________________________________________

1-2To test this process, you will have to log on in two separate sessions, one as the manager, ID WF-MGR-##, and the other as the employee, ID WF-CLERK-##.

1-2-1Begin the process of creating a notification of absence form with the employee user ID, WF-CLERK-##.

1-2-2 Check your managers Business Workplace. A new work item should now be displayed there.

1-2-3You are asked to execute a particular task with reference to the work item in question and you play a particular role in this context. What is the task and what is the role?

________________________________________________________

________________________________________________________

1-3The next step of the test is to execute the work item in the manager's workflow inbox. The best way to test and see the entire process is to reject the work item.

1-3-1Reject the notification of absence.

1-3-2Include an attachment to explain why you are rejecting the work item.

1-4To see the effect of the managers actions, access your employee's workflow inbox.

1-4-1Check the work items attachment.

1-4-2You are asked to execute a particular task with reference to the work item in question and you play a particular role in this context. What is the task and what is the role?

________________________________________________________

________________________________________________________

1-4-3Change the notification of absence.

1-5Check the effect of this change by refreshing your manager's workflow inbox.

1-5-1What task are you asked to execute now?

________________________________________________________

________________________________________________________

1-5-2Approve the notification of absence.

1-6Determine whether this had an effect on the employee user ID.

1-6-1What tasks are you to execute now and with what role?

________________________________________________________

________________________________________________________

Exercises

Unit:Workflow Templates

Topic: Template Documentation and Workflow Documentation

At the conclusion of these exercises, you will be able to:

Perform a structure search for templates

Find the workflow template documentation

If you want to learn how to work with the existing templates, you must first determine what templates are available. You will do this by performing structure searches for templates in various applications.

You should then read through the documentation and work with example templates to familiarize yourself with the basic workflow functions.

2-1The easiest way to determine what templates are available is to perform a structure search for templates within an application. Test this function now by performing a structure search for templates. Structure searches are performed at the task level within the workflow application.

2-1-1Display all the workflow templates for Basis under Basis Components. The notification of absence template is stored here.

2-1-2Call the graphical display for the Maintain notification of absence template.

2-2For more information about this template, see the SAP Library documentation for the notification of absence template.

0.26 Workflow Templates Solutions

Unit:Workflow Templates

Topic: Workflow in Applications

You have to execute a workflow template for a notification of absence in order to familiarize yourself with workflow templates in general and to test them. Begin by ensuring that you know the process.

1-1Execute the notification of absence workflow template to test the process and familiarize yourself with the workflow functions. You will be using two user IDs for this exercise. The first user ID in your group, WF-CLERK-##, will represent the employee, and the second, WF-MGR-##, will represent the manager. The existing organizational structure incorporates a relationship between employee user IDs and manager user IDs.

1-1-1Before you execute the template, check what is already in the system so you can see the exact effect of executing the notification of absence template later on. Determine how many work items are in your manager's Business Workplace. Remember, the managers ID is WF-MGR-##.

Log on to SAP R/3 as user WF-MGR-##.From the SAP Easy Access menu, choose Office ( Workplace.

You can also display your Business Workplace from the SAP Easy Access menu by choosing Menu ( Business Workplace or .

Open the Inbox folder and click on the Workflow folder.How many work items are there? 01-2To test this process, you will have to log on in two separate sessions, one as the manager, ID WF-MGR-##, and the other as the employee, ID WF-CLERK-##.

1-2-1Begin the process of creating a notification of absence form with the employee user ID, WF-CLERK-##.

From the SAP Easy Access menu, open the folders:Tools ( Business Workflow ( Development ( Environment.Double-click on Demo: Fill Out Form.

Enter your data (name and period of absence). Add other information if you want, and choose [Save].

1-2-2Check your managers workflow inbox. A new work item should now be displayed there.

Return to the manager session (WF-MGR-##).From the SAP Easy Access menu, open the Office folder.Double-click on "Workplace".Open the Inbox folder and click on the Workflow folder.1-2-3You are asked to execute a particular task with reference to the work item in question and you play a particular role in this context. What is the task and what is the role?

Task - You are asked to approve the notification of absence for the employee who created the form.Role - Your user ID was stored as the manager of the person who created the notification of absence.1-3The next step of the test is to execute the work item in the manager's workflow inbox. The best way to test and see the entire process is to reject the work item.

Position the cursor on the work item and choose , or double-click on the icon in the Ex... column.1-3-1Reject the notification of absence.

Choose [Reject].Exit the form.1-3-2Include an attachment to explain why you are rejecting the work item.

In the End of processing must be confirmed dialog box, choose the [Add attachment] button.Enter a title and choose [Continue Enter].Enter a message, click on [Save] and return to the End of processing must be confirmed dialog box.Choose [Complete work item].1-4To see the effect of the managers actions, access your employee's workflow inbox.

Log on to SAP R/3 as user WF-CLERK-##.From the SAP Easy Access menu, open the Office folder.Double-click on "Workplace".Open the Inbox folder and click on the Workflow folder.1-4-1Check the work items attachment.

You can click on the attachment in the bottom, right-hand corner of the screen under the heading Objects and Attachments, or position the cursor on the icon in the Att column, right mouse click and choose Display in the pull-down menu. 1-4-2You are asked to execute a particular task with reference to the work item in question and you play a particular role in this context. What is the task and what is the role?

Role - Your user ID was stored in workflow as the creator of the form as soon as you saved the form. Task You receive a message informing you that your form was rejected by your manager. You can now either change the form and resubmit it to your manager, or delete the form and terminate the workflow.

1-4-3Change the notification of absence.

Position the cursor on the icon in the Ex... column and choose , or double-click on the work item.In the dialog box, choose [Revise notification of absence].Change the form and choose [Save].1-5Check the effect of this change by refreshing your manager's workflow inbox. Switch to the SAP R/3 user WF-MGR-##.Select.1-5-1What task are you asked to execute now?

As manager, you are asked to check the revised notification of absence.1-5-2Approve the notification of absence.

Position the cursor on the icon in the Ex... column and choose , or double-click on the work item.Choose [Approve].Exit the form.In the End of processing must be confirmed dialog box, choose the [Complete work item] button.1-6Determine whether this had an effect on the employee user ID.

Switch to the SAP R/3 user WF-CLERK-##.From the SAP Easy Access menu, choose .A dialog box with an express notification should appear.

Choose [Continue Enter].

Open the Inbox folder and click on Unread documents. 1-6-1What tasks are you to execute now and with what role?

Task - This is a mail message, not a work item sent to you by a workflow. This is another type of notification you can send using SAP Business Workflow. This notification could also have been sent as a work item displayed in your workflow inbox.

Role You, as the creator of the notification of absence, are being informed that your manager approved your form. Solutions

Unit:Workflow Templates

Topic: Template Documentation and Workflow Documentation

2-1The easiest way to determine what templates are available is to perform a structure search for templates within an application. Test this function now by performing a structure search for templates. Structure searches are performed at the task level within the workflow application.

From the SAP Easy Access menu, open the folders:Tools ( Business Workflow ( Development ( Definition Tools ( Tasks/Task Groups.Double-click on "Display".Choose the task type Workflow template using the dropdown box.Use the dropdown box to perform a structure search for the task by clicking [Structure search] in the Choose Workflow Template dialog box.2-1-1Display all the workflow templates for Basis under Basis Components. The notification of absence template is stored here.

Expand Basis Components( Expand Business Management ( Expand SAP Business Workflow( Expand Workflow templates

2-1-2Call the graphical display for the Maintain notification of absence template.

Double-click on Process notification of absence in the list. The Task: Display screen is displayed.

Choose .Choose [Workflow Builder].2-2For more information about this template, see the SAP Library documentation for the notification of absence template.

Help ( SAP LibraryExpand SAP Library( Basis Components( Business Management (BC-BMT)( SAP Business Workflow (BC-BMT-WFM)( Reference Documentation( Workflow Scenarios in Applications( Click on Demo Examples for SAP Business Workflow'( Demo Examples: Workflow Scenarios

Open the folder Demo Examples: Process Notification of Absence.

(C) SAP AGBC6005-1