Patric Beuthen SAP Consulting SAP Business Workflow Introduction based on BIT600
Oct 20, 2015
Patric BeuthenSAP Consulting
SAP Business WorkflowIntroduction based on BIT600
Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
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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
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Object type with object methodObject type with object method
Task
Features
Task
Features
WHO could carry out the task?
WHAT carries out the task and HOW?
Work item text Task description Notification text Latest end text Required end text Latest start text
Texts
Organizational planOrganizational plan
General Information on Task Definitions
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TasksTasksObject Method
TasksTasksObject Method Standard Task (TS)Standard Task (TS)
Workflow
WorkflowDefinition
Workflow
WorkflowDefinition
Time-independent &
client-independent
Task Types
Workflow Template (WS)
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Work item (activity at runtime): Post document 4712
Customer - Manley Corp. Invoiced amount - $258,300
Invoiced amount: < $ 50,000
Invoiced amount: > $ 50,000
Customer names: A-GCustomer names: A-G FI clerksFI clerks
Customer names: O - ZCustomer names: O - Z
Possible agent for the task: Post document
linked with job: Financial Clerk
Role:Restriction of agents according to the organizational chart
Role for the agent responsible:
Find FI Clerk
Role parameters: Customer nameInvoiced amount
Customer names: H-NCustomer names: H-N
Step Definition: 'Responsible Agents' Responsibility
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Workflow templates
Workflows: Definition & Runtime Environment
Workflowdefinition
Activities
BORABAP
OOWebFlow
Services
Org + User
Management
Workflow
Work item
Event definition Event
Eventmanager
Workflow manager
Execution
(methods, services)
Work item manager
Business
Workplace
(Worklist)Rules for
agent
determin-ation
PFTC_.... transactions
Workflow Builder
Simple maintenance
Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
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Integration of Organizational Management
Integration of Organizational Management
Task assignment according to responsibility/expertise at definition timeLinking 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 businessprocesses and their responsibilities
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Tasks: Word processing, schedulingmeetings, phone calls
Step 1: Create the rootorganizational unit
Step 3: Create positions
SalesAdministrationSalesAdministration
Step 4: Assign holder
Administrative tasks,Sales MexicoAdministrative tasks,Sales Mexico
Step 6:Assign tasks
Step 5: Create jobs
ProductionProduction Sales MexicoSales Mexico
Executive BoardExecutive Board
Step 2:Create additional organizational units
Lisa ThompsonLisa Thompson
Creating an Organizational Plan (Simple Maintenance)
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Creating an Organizational Unit
Icon:Create
object:Organizational unit
Validity periodquery
Create a root organizational unit
Valid from 09.12.2002 to 31.12.9999
Organization and Staffing (Workflow) Edit Goto Settings System Help
Create Organization and Staffing (Workflow)
Search forOrganizational unitPositionJobPersonUser
Task assignmentEnterprise Group 20 Finance unit 20 Sales department 20 Development department 20
09.12.2002 + 3 Months
Select link
Organizational unit
is described by Taskis line manager Organizational unitincludes Position
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Creating a Position
Create icon
Object 'Position'
Create Organization and Staffing (Workflow)
Organization and Staffing (Workflow) Edit Goto Settings System Help
Search forOrganizational unitPositionJobPersonUserWorkflow templatesStandard taskTaskTask groupStandard roleObject history
Task assignment Financial accounting
FI_manager FI_clerk
Details for position FI_clerk
Basic Data
FI_clerk FI_clerkGeneral administrator
Position
Job
.......
.......
.......
Select link
Organizational unit
is described by Taskis line manager Organizational unitincludes Position
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Assigning Users to a Position (1)
Search for the relevant user and display it in the selection area
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Assigning Users to a Position (2)
Assign user with Drag&Drop
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Creating a Job
Menu item:Edit - Create Jobs
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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
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Exercise - Organizational Management (2)
Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
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Automaticgrouping
Automaticgrouping
Your logo and textYour logo and text
Tips/TricksTips/Tricks
RelatedobjectsRelatedobjects
Task descriptionTask description
Worklist
Work itempreview
Work item textWork item text
Special work items
Special work items
Business Workplace in R/3
Overviewtree
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ExecuteExecute ReplaceReplace
ReserveReserveDisplay
attachmentDisplay
attachment
Create attachment
Create attachment
Business Workplace - Worklist (1)
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ForwardForward ResubmitResubmitDisplayDisplay
Business Workplace - Worklist (2)
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Other functions for processing work items
- Set to ‘Done’- Change deadlines- Change priority
Other functions for processing work items
- Set to ‘Done’- Change deadlines- Change priority
Individual configuration of columns displayedIndividual configuration of columns displayed
Dynamic columnsDynamic columns
Business Workplace - Other Functions
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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.
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Work Item Display
Attachments appearimmediately and can be displayed with a click.
Business information is displayed.
Appealing display and clear layout increase user acceptance.
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Technical Work Item Display
Technical information is displayed(such as deadlines).
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Standardworkflow
log
Detailssection
Chronologicalprocess view
Details of each step
Green line showsprocess progress
Displays all recipients,possible and excluded
agents
Workflow Log
Graphical workflowlog
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ProcessedworkflowsProcessedworkflows
Status of steps
Status of steps
ObjectsinvolvedObjectsinvolved
Quick and simple overview of processes involved
Task statuses at a glance
Easier handling of customer queries
Workflows thatyou havestarted
Workflows thatyou havestarted
Work items that you have
carried out
Work items that you have
carried out
Work items that you have forwarded
Work items that you have forwarded Current
agentCurrent
agent
Workflow Outbox for Status Tracking
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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.
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User View: Personal Settings
Work itemdisplay
Work itemdisplay
workflow log
Other settings
Technicalusers
Application users
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Enterprise PortalsSAP GUI for HTML
Microsoft Outlook
Pervasive Computing
Various Inboxes
SAP GUI for Windows Lotus Notes
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Selection of Functions in Workflow Inboxes
Business Workplace
Easy Web Inbox
Outlook Mail Inbox
Lotus Notes Inbox
iView in 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 (Windows or
Java)
Web Browser SAP GUI + SAP Outlook Integration
SAP GUI + SAP Lotus Notes Integration
Web Browser
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Exercise – Business Workflow (Request & Approve)
Objects from task group
TG70000023
Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
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Workflow Reports
How many processing deadlineswere missed in the last
month?
How evenly distributed isthe workload?
Was the workflow started correctly?
What is the statusof a workflow?
Is there still an active workflow instance for an object?
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Work itemanalysis
Workflowdiagnosis
Workflowlog
Workflowoutbox
Workloadanalysis
Object-specificevaluation
Informationsystem
Informationsystem
Taskanalysis
Reporting System
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Monitoring period
Work item type
Task filter
TodayLast 7 days
Time
Last 365 daysLast 30 days
Intervalonfrom to
Dialog
(Sub) WorkflowBackground
TaskTask group (T)
Task group (TG)Application component
Work Items ….
Work items Per Task (frequency)
Work items by Processing Duration
Work items with Monitored Deadlines
Work items Per Task (frequency)
Work items by Processing Duration
Work items with Monitored Deadlines
Reporting: Work Item Analysis
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Reporting: Workload Analysis
UserBernerUser
Berner
Position S 500304Position S 500304
UserMillerUserMiller
JobC 40932
JobC 40932
Org. Unit O 500039Org. Unit O 500039
Work items processedfor a user
for a positionfor a job
for an organizational unit(you can specify a deadline limit)
Work items in the inbox still tobe processed
for a userfor a position
for a jobfor an organizational unit
Work items processedfor a user
for a positionfor a job
for an organizational unit(you can specify a deadline limit)
Work items in the inbox still tobe processed
for a userfor a position
for a jobfor an organizational unit
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Criteria for the Selection Report
Work item type
Work item status
Work items
Utilities: Work Item Selection
Display work item
Display workflow log
Change work item
Display agent
Change priority
Work item ID
Task ID
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Dialog work item W
Missed deadline work item D
Workflow work item F
Background work item B
Wait step work item E
Work Item Types
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Runtime Tools: Object Type & Object Information
'Notificationof absence'object type
Objectof absence'
object number1960
Which tasks and workflows usethe 'Notification of absence' object type
in their definition?
Which tasks and workflows usethe 'Notification of absence' object type
in their definition?
Which instances exist for workflows andtasks that use the 'Notification of absence'
object type in their definition?
Which instances exist for workflows andtasks that use the 'Notification of absence'
object type in their definition?
Which work item refers to object1960 of the 'Notification of absence' object
type and in which Business Workplaceis it to be found?
Which work item refers to object1960 of the 'Notification of absence' object
type and in which Business Workplaceis it to be found?
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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.
Test Utilities for the Implementation Team
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Workflow Outbox in the Business Workplace
Business Workplace
Inbox
Outbox
Started workflowsFlow item for WS30000015Flow item for WS30000161Flow item for WS99900035
Executed work itemsWork item 1 for TS7869Work item 2 for TS7869Work item 3 for TS7869
Forwarded work itemsWork item 1 for TS99900062
The outbox in theBusiness Workplaceprovides each user
with an overview of thework that he or she
carried out within theworkflow processes.
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The following step types are filtered out in the business log:
Wait for eventContainer operationEvent creatorProcess controlUndefined steps
Activity and user decision(marked with the 'Not in workflow log' option)
The display is not filtered in the technical log.
Workflow Logs: Business and Technical
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Create request Completed
Approve request Completed
Notification of absenceWork item status
Access to - Selected agents - Possible agents - Excluded agents
Access to graphicalworkflow 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
Access to work item history
Workflow Log: Workflow Chronicle View
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Workflow Log: Workflow Agent View
Notification of absence
Create request
Patrick Smith
Create request
Create request
Approve request
Approve request
Hugo Boss
Approve request
(Sub)workflow created
Dialog step created
Work item executed automatically
Work item processing complete
Dialog step created
Query sent
Work item processing complete
Send mail
Send mail
Background work item created
Work item processing complete
Workflow system
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Notification of absence
Create request
Notification of absence
Approve request
WI for self method 000000123456
(Sub)workflow created
Dialog step created
Dialog step created
Workflow Log: Workflow Objects View
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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
Status Work item ID Node no. Task 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
Error
Error
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Graphical Workflow Log
Route(green path)
Status
Agent
Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
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Overview of Customizing Activities
Activity Automatic Always required?
Default entry used
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
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Creating Prefix Numbers for Standard Objects
An entry is required for each system and client that you wish to use.
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SWU3
Display view ‘Set Active Plan Version’: Overview
Table view Edit Goto Selection Utilities System Help
Destination
RFC user
Documentation
WORKFLOW_LOCAL_401
RFC password
Valueabbrv. Group
PLOGI PLOGI 01 Integration Plan Version / Active Plan Version
Human Resources
Set Active Plan Version
DescriptionSem. abbr.
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Activate Deadline Monitoring
Customizing step: Scheduling deadline monitoring - Job SWWDHEX
You must perform the Customizing activity if you want to monitor the
deadlines of individual workflow steps in the WebFlow Engine.
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
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Save and Schedule
Schedule Work Item Error Monitoring
Work item monitoring List Edit Goto System Help
Information on monitoring temporary
10:25:0010:25:00
13.06.199813.06.1998
Name of Background Job
Number of Background Job
Monitoring of Temporary Incorrect Work Items
Interval until next rerun
Retry counter for work items with errors
Start Date of Background Job
-
Start Time of Background Job
SWWERRESWWERRE
1017090110170901
XX
2020
33
(in minutes)
Set Monitoring of Incorrect Work Items
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SWU3
Start Verification Workflow
List Edit Goto System Help
-
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
Check Customizing
Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
SAP AG 2004, Title of Presentation / Speaker Name / 58
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