About work flow

About Work-Flow SAP Workflow is a tool to automate complex business processes where

there is more than one user involved.

SAP workflow maps the position in organization because SAP believes that Positions are more stable than the people.

Business processes involving the tasks sequence performed by the users (people in the workplace) and ensure that the right work is assigned in the right sequence at the right time to the right person in the workflow.

The SAP workflow can be linked to other software tools such as Microsoft Outlook or Lotus Notes.

Using SAP Workflow, each step of a business transaction can be easily monitored throughout the initiation and completion of the business processes.

The SAP Workflow enables the process owners to track deadlines, determine the workload as well as provide statistics on the length of time to complete work processes.

The key components of the SAP Workflow include the Workflow Definition, Work Items, Events triggers and the Organizational Structure in the workplace.

Need of Workflow

Hmm ! Time to put in a Hmm ! Time to put in a purchase requisition purchase requisition requestrequest

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33

I guess I’d better send I guess I’d better send off some inter-office off some inter-office mail to ask the mail to ask the approvers to approve approvers to approve my requisition.my requisition.

22 I wonder whoI wonder whoapproves buying approves buying this stuff?this stuff?

55

Time drags on . . .Time drags on . . .Meanwhile, in Meanwhile, in Mr. Bala’s office . . . Mr. Bala’s office . . . ““What shall I do next?”What shall I do next?”

TIME IS TIME IS MONEY!!!MONEY!!!

Jon

Aree

Mady

Raw

Rob

Workflow Definition

Workflow definition consists of

1. Basic Data2. Information about triggering events3. Initial Values4. Containers5. Bindings

A workflow definition describes the workflow process

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Workflow Builder

The workflow definition is created in the Workflow Builder and displayed graphically in a network.

Transaction: SWDD Menu Path: Tools Business Workflow Development Definition tools Workflow Builder.

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How are Workflows Created in a System

Within workflow templates, there is a key with the following structure:- A WS task abbreviation for the workflow template- An 8-digit sequence number

From the structure of the 8-digit number, the system knows whether the template is a standard template delivered by SAP or one created by the customer.

Customer-defined templates start with the prefix number that was defined in Customizing for the system and client.

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Working with Workflow

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Workflow Design

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Workflow Toolbox - SWUSTransaction:Transaction: SWUS. SWUS.Menu Path:Menu Path: Tools -> Business Workflow -> Development -> Runtime Tools-> Start Tools -> Business Workflow -> Development -> Runtime Tools-> Start Workflow (Test Environment).Workflow (Test Environment).

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Workflow definition steps

Workflow definition is made up of individual steps. When creating a step in a workflow definition, the step type must be specified first.

There are

1. Steps which refer to business activities (activities & user decision)

2. Steps which are used for internal process control and monitoring (condition, multiple condition, loop, etc)

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Business Activities Steps Activity

Can be a single step task with basic business functionality Can be a multi-step task, which reference to a workflow definition

User Decision This provides an opportunity for user interaction with the system. The response to this decides the selection of the subsequent step.

Document from template PA document is created from a document template using variables in the text

that are filled during program execution.

Web Activity Selected container elements are posted using http protocol in XML or SOAP

message

Subworkflow An activity which refers to a workflow rather than a task

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ConditionBranch on the basis of control information from the runtime dependent

context of the workflow. An attribute of this object can also be accessed for condition evaluationCondition evaluation can be done by

Field comparison e.g constants , object attribute, system fields

Multiple condition In contrast to condition, multiple condition makes it possible for the workflow

definition to branch in more than two branches.

For evaluation of the multiple condition, the value of the basis of comparison is checked at runtime against the comparison values and branched accordingly.

Internal process control Steps

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Internal process control (contd.)

WHILE LoopSteps are processed repeatedly until the conditions contained in the WHILE

step no longer apply.

Until LoopSteps are processed repeatedly until the condition contained in the UNTIL

step is true.

ForkUsed for parallel processing branches.Only a part of the parallel processing branches actually has to run to

continue the workflow.Dynamic parallel processing is also possible

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Internal process control (contd.)

Send mail- Text entered in this step can be used to send a mail to the agent assigned

Container operations- Used to perform arithmetic operation of value assignment to workflow

container elements using constants and data in the workflow container .

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Internal process control (contd.)

Event CreatorAn event is created when this step in the workflow is reached.Other workflows can be started as a reaction to the event

created in this step. This event must be the triggering event of the relevant workflow tasks and/or templates.

WAIT for eventUsed to stop the whole execution of the workflow until the

event is created in the system.Used to wait for events for parallel processing

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TasksTasks

Single stepSingle step

MultistepMultistep

Standard Task(TS)Standard Task(TS)

Customer Task(T)Customer Task(T)

Workflow Template(WS)Workflow Template(WS)

Workflow Task(WF)Workflow Task(WF)

Tasks are used to describe a business process

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Similarities and differences of task types

Customer Task (Type T) Standard Task (Type TS)Workflow Task (Type WF) Workflow Template (Type WS)

Created by customer Created by SAP and customer

With validity period Without validity period

Client-dependent Client-independent

Must be linked to its possible Must be linked to its possibleagents when it is defined agents when it is defined

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Single and Multistep Tasks

TasksTasks

Single stepSingle step

MultistepMultistep

References References one object type one object type

methodmethod and displays one step and displays one step

in the business process in the business process

Represents the Represents the business business

processprocess and is a sequence of and is a sequence of

individual tasks and control individual tasks and control

steps steps

Transaction : PFTCTransaction : PFTCMenu Path -> Tools -> Business Workflow -> Development -> Definition tools ->TasksMenu Path -> Tools -> Business Workflow -> Development -> Definition tools ->Tasks

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Delegation

This delegation is powerful because it lets you implement your own business logic without modifying any SAP code. As long as the objects are properly delegated, your method will be executed.

CallingCalling ProgramProgram

KNA1KNA1

Method: Method:

Change passwordChange password

ZKNA1ZKNA1

Method: Method:

Change passwordChange password

Transaction: Menu Path: SW01Tools Business Workflow - Development - Definition tools - Business Object Builder - Settings - Delegate

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Objects in the workflow

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Business Object Repository (BOR)

Transaction: Menu Path: SW01Transaction: Menu Path: SW01Tools Tools Tools - Business Workflow – Defination tool –Busniness Object BuilderTools - Business Workflow – Defination tool –Busniness Object Builder