SAP Business Workflow Introduction
0.2 The mySAP.com Workplace is the ideal solution for occasional
workflow users. It provides a central access point, but has minimal
desktop requirements.
Course MY301 deals with the mySAP.com Workplace.
The SAP intranet help portal with the mySAP.com Workplace
documentation can be found at
http://helpportal.wdf.sap-ag.de:1080.
The mySAP.com Workplace documentation is currently only
available as HTML help, not plain HTML.
The mySAP.com Workplace works with:- All mySAP.com Components-
R/3 as of Release 3.1H- Non-SAP components
Customizing activities for the mySAP.com Workplace
Setting-up the logical destinations
Setting-up the ITS
Central settings for the Workplace
Setting-up roles/assigning users to roles
1 1.2 1.3 1.4 1.5 The Business Workplace is part of the SAP
Business Workflow runtime environment. The employees responsible
receive the documents and work items for processing in the Business
Workplace.Once a task (= a work item) has been executed and
completed, the process can be continued.
Using the structure of organizational units, which define roles
and responsibilities in the enterprise structure, the work required
for a given process is routed to the appropriate agent.
The worklist contains all the work items (all the activities to
be processed) assigned to this user. The Business Workplace is
therefore the most important interface for an employee in their
day-to-day work.
In addition to the worklist (list of work items), the document
inbox (e-mail, Internet mail and fax) is also displayed in the
Business Workplace. This simplifies an employee's access to the
information that is important to them.
1.6 The Business Workplace has three screen areas:
Overview tree
On the left side of the Business Workplace, you find the
overview tree. You can choose work items to be executed, workflows
you have started or documents.
Worklist
The worklist is displayed in the upper right corner of the
Business Workplace screen when you select the folder Workflow. The
system groups entries of this folder automatically. There are
special folders where you can find work items that are overdue, or
missed deadline work items. If you select Inbox within the overview
tree, you will see all work items and documents in this screen
area.
Work item preview
In the lower right corner of the Business Workplace screen , the
work item selected in the worklist is displayed in a preview. Not
all the functions of the work item display or the workflow log are
available. It is possible to execute a user decision from the work
item preview.
A user exit can be used to configure the work item preview to
suit your individual requirements. The example above shows the work
item preview of a demo workflow.
1.7 The work items can be executed directly from the worklist.
The applications in question are started and provided with the data
required when you double-click.
Recipients can display the attachments of the work item and add
new ones. You can attach many types of document to a work item,
including SAPscript documents, Microsoft Office documents or
Internet pages.
The workflow system determines the recipients of the work item.
All selected recipients can see and (potentially) execute the work
item in their Business Workplaces. But only one user can actually
execute the work item. So, once a user starts execution, the other
recipients can no longer execute the work item.
A recipient can reserve a work item. A reserved work item can
only be executed by the user who reserved it. If you choose
Replace, you release the work item from its reserved status and
make it available again to all the selected agents. The work item
status is then reset to "ready".
You can specify that the completion of processing of a workflow
step is to be confirmed explicitly. After a work item is executed,
a dialog box is displayed in which you can complete the execution
of the work item. If you choose Cancel at this point, the work item
remains in the worklist and is set to executed. Within the
worklist, you can choose Set todone for work items with the status
executed. Until this occurs, the work item can be executed or
forwarded repeatedly.1.8 The content of the worklist is compiled on
a user-specific basis, so the worklist displayed always corresponds
to the appropriate role, which can change according to the
organizational assignment of the employee. The worklist is
therefore not compiled until the Business Workplace is called by
the user.
R/3 buffers the organizational assignment data for a user the
first time the user logs on, and compiles the worklist according to
this data each time it is called.If a new task is assigned to the
user after this buffering, they can see the work item in their
worklist, but cannot execute it. They receive the message User
cannot reserve the work item. If this occurs, refresh the
organizational environment.In the Business Workplace, choose
Settings -> Workflow settings > Refresh organizational
environment.
You can forward a work item to another user for execution. The
'Properties' of a task dictate whether you can forward a work item
to the possible agents or to all users. You can also make the work
item available to users who are not recipients.
You can resubmit a work item if you want to execute it at a
specific point in time in the future.
1.9 You can configure the worklist individually by selecting the
fields to be displayed. Choose the arrow next to Select layout.
Change the layout (select the fields that are to be displayed using
the arrow buttons), save it and select it.
There are six dynamic columns available too. The data displayed
in these dynamic columns can be configured for each task
individually. 1. Define dynamic columnsSAP EASY ACCESS -> Tools
-> Business Workflow -> Development -> Definition Tools
-> Worklist Client -> Dynamic Columns for WorklistYou can
then choose the desired fields from the variables of the interface
of a task, and specify column names. 2. Under Grouped according to
task in the workflow inbox in the Business Workplace, choose the
task for which you have created a dynamic column.Then determine a
personal layout using the Select layout icon.Your dynamic columns
are among the selectable columns, and you can use Drag&Drop to
put them into the display wherever you want them.
Dynamic columns are not possible in the Web inbox or the
MiniApps of the mySAP.com Workplace.
1.10 To create and activate a substitution, choose:SAP EASY
ACCESS -> Workplace icon (or Office -> Workplace) ->
Settings-> Workflow settings -> Maintain substitute/Activate
substitute
To actively adopt or end a substitution, choose:SAP EASY ACCESS
-> Workplace icon (or Office -> Workplace) ->
Settings-> Workflow settings -> Adopt substitution/End
substitution
If you define a substitute as a substitute for a position, they
only receive the work items if the agents were determined using the
position.Example 1:The task step in the workflow underlying a work
item has the position assigned.The substitute for the position
receives the work item.Example 2:The task step underlying a work
item has a role assigned and this role determines a user. The
substitute does not receive the work item.
Recommendation: Every user should maintain a personal
substitute. This substitute can then adopt the substitution if, for
example in the event of an accident, there was no time to activate
a substitute.
As of 4.6C, it is also possible to maintain substitutes in the
Web inbox.
1.11 The standard work item display hides the technical
information not required for normal day-to-day tasks.
The fact that attachments appear and can be called immediately
makes it easier for the user. The work item description is also
integrated, making SAPscript formatting possible.
The priority can be changed on the spot.
All additional information (such as users, attachments) can be
called by clicking on a link.
The work item display contains the tab pages Basic data and
Available objects as standard.
The work item display can be extended by the addition of a
user-defined tab page.
1.12 The technical work item display contains technical
information, such as:
Work item ID
Messages
Containers
Attachments do not appear immediately and have to be called
using pushbuttons.
The work item can be changed.
This work item display can be used for diagnosis. You see the
work item ID, the deadlines and can access all the technical
information.
To access the technical display, choose the following:Settings
-> Workflow settings -> Personal settings: Work item display
- Technical view.You can also go to the technical view from the
standard view by choosing Goto - Technical work item display.
1.13 1.14 The workflow log contains all information about a
business process.
Dependent on the role there are different views:
Standard view, this view is available in different forms:
Chronological: What was done by whom and when?
Agents: Who did what activities and when?
Objects: Which objects were processed by whom and in what
way?
Technical view
Graphical workflow log
The workflow log answers the following questions:
What is the status?
Who fulfilled a specific task?
What kind of information led to a specific decision?
The log gives access to more detailed information up to the work
items or the contents of attached documents, and so on.
Within any view, you can call additional, technical information,
such as error information, conditions for task routing or even
container elements (internal workflow information).
1.15 The workflow outbox enables an agent to access the work
items they have executed at a later date.
The agent also has an overview of the work items they have
forwarded to another agents.
1.16 The workflow system supports various clients.Workflow users
can opt for various clients without the workflow definition having
to be changed.
For those users who, as SAP powerusers, process all types of
work item, SAP GUI for Windows is the best user interface as far as
usability and performance are concerned.Personal settings such as
dynamic columns, preview and layouts are only possible in this
inbox. It also offers all functions that can be executed on work
items.
Those employees who only receive work via work items a few times
a year will display these work items in their standard mail system
or mySAP.com Workplace.
It is possible to display work items in standard mail systems,
such as Outlook or (as of Release 4.6C) Lotus Notes.There are
conditions for execution. (See the unit 'Outlook Integration'.)
A report can be scheduled in the system, which sends a
notification to a user's mail address maintained in the system when
the user receives a work item in their Business Workplace in the
R/3 System.
1.17 The e-mail text is derived from the description text of the
task underlying the work item.
The program also offers the option of including the URL address
of the Web inbox of the R/3 System with the e-mail.
You can use transaction SCOT to establish whether the processes
required are running in the system.You can also initiate the send
process from there.
The send process is called RSCONN01.
Refer to note 200996 if you want to send missed deadline work
items.
1.18 MiniApps are small applications that speed up access to
information and functions required on a daily basis.
MiniApps are provided as self-contained Web documents by the
Workplace Server using a URL. The Workplace architecture supports
various MiniApp solutions, as well as data exchange with different
servers. It is therefore open to software from other providers.
MiniApps are part of the mySAP.com Workplace solution provided
centrally. The first preconfigured SAP MiniApp is provided with
Release 2.0 of the Workplace. The customer can also create their
own MiniApps and link them to the business role specifications.
MiniApps can also be used to access data from SAP components and
components from other providers.As of Release 2.0 of the Workplace,
it is also possible to create MiniApps using Web reporting.
The relevant user role determines what MiniApps are displayed in
the individual mySAP.com Workplace.
The Workflow Inbox is available as a MiniApp in the Workplace.
It selects all the work items from SAP Systems with Release 3.1H
and higher. The user can choose between the views Inbox, Outbox,
and Resubmissions. Work items can be processed.
1.19 The mySAP.com Component systems to be integrated into the
Workplace must be at least Release 3.1H. The additional software
must also be installed for the Workplace.
R/3 is Internet-compatible as of Release 3.1I.
Most mySAP.com Components can be integrated into the Workplace
Server by specifying a target system for the role-specific menu.The
Workplace user can then access the transactions and reports
released for them.
Components that can be integrated :BW (Business Information
Warehouse), ESS (Employee Self-Service), BBP (Business-to-Business
Procurement), APO (Advanced Planner & Optimizer), CRM (Customer
Relationship Management), CFM (Corporate Finance Management), SEM
(Strategic Enterprise Management)
External services can also be integrated into the Workplace.The
URL is incorporated into the role specification for this purpose.
If the URL is created dynamically, the creation rules may be stored
on the Workplace Server.
1.20 The Workflow Inbox is the only MiniApp supplied in Release
2.0 of the mySAP.com Workplace.Around 50 MiniApps are supplied in
Release 2.1.
The systems scanned for work items are maintained in tables
SWLIGL and SWLIAG.
1.21 mySAP.com is based on a simple architecture that can be
extended at any time. Component overview:End user: Web
browserMiddleware: - Web server- Internet Transaction Server (ITS)-
ITS plug-ins (such as SAP GUI for HTML)Server:- Basis technology-
User management- Role administration- Infrastructure management
The slide shows how the Workflow Inbox is compiled and how it is
connected to the various Customizing settings.
The Workplace ITS server is responsible for displaying the inbox
in accordance with the Customizing settings. (4) It translates the
results of the query from the satellite systems into URLs for the
inbox. It also generates HTML code to display workflow
MiniApps.
1.22 1.23 Business Workplace Exercises
Unit: Business Workplace
Topic: Using the Worklist
At the conclusion of these exercises, you will be able to:
Use the worklist functions for workflow activities and
monitoring work items
The user interface for a workflow is the Business Workplace.
Different users have different requirements. Here you will learn
how you can take these into consideration when working with the
Business Workplace and the configuration options.
The inbox of the Business Workplace contains folders for
documents, which contain e-mails, Internet mails, fax messages, and
work items. The content of the workflow folder is called the
worklist.
The worklist contains all the work items (all the activities to
be processed) assigned to this user.
The Business Workplace is therefore the most important interface
for an employee in their daily work with workflow.
1-1First, ensure that you can use the Business Workplace
functions. To do this, you need to have a few work items in your
worklist. Executing a template puts work items in the worklist.
1-1-1To do this, log on to R/3 as the employee WF-CLERK-## and
execute the notification of absence workflow. When the form is
displayed, fill it out and save it. The form is put in the managers
Business Workplace for review. Log on as the manager WF-MGR-## and
carry on with the exercise.
1-1-2Review the information displayed for the work item(s) in
the worklist. Note that some information is displayed in text form
and some in graphical symbols. What do the symbols displayed in
your worklist for the work items represent?
____________________________________________________________
____________________________________________________________
____________________________________________________________
1-2Review the organizational assignment for the work items in
your worklist for the following critical information:
1-2-1What name is maintained in the user address?
________________________________________________________
1-2-2What is the organizational unit?
________________________________________________________
1-2-3What are the position and position description?
________________________________________________________
1-2-4Review the staff assignments.
1-3Display some detailed information about the work item.
1-3-1Display some of the options available for processing a work
item.
1-3-2Display the associated task.Display the selected
agents.
1-4Display the statuses of your work items in the worklist.
1-4-1What are the two options available for displaying a work
item status?
________________________________________________________
1-4-2What statuses do the work items in your worklist have?
________________________________________________________
1-5Create an attachment for your work item providing text
information to be displayed with your work item.
1-6Displaying the log
1-6-1Review the flow logic of the underlying workflow.
1-6-2Display the information from the technical log for the
workflow.
1-7
Technical data
1-7-1 Switch the view to a 'technical view' on the work
item.
1-7-2 What task was started and what is the name of the
underlying workflow?
1.24 Business Workplace Solutions
Unit: Business Workplace
Topic: Using the Business Workplace
1-1First, ensure that you can use the Business Workplace
functions. To do this, you need to have a few work items in your
worklist. Executing a template puts work items in the worklist.
1-1-1To do this, log on to R/3 as the employee WF-CLERK-## and
execute the workflow task from the workflow area.
From the SAP Easy Access menu, open the folders:Tools ( Business
Workflow ( Development ( Environment.Double-click on "Demo: Fill
Out Form"
This starts the notification of absence. When the form is
displayed, fill it out and save it. Fill out the form a second and
a third time.
This puts the forms created into your superiors Business
Workplace. Log on to R/3 as the manager WF-MGR-## and display the
work item that appears in the worklist.
From the SAP Easy Access menu, open the Office
folder.Double-click on "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.
1-1-2Review the information displayed for the work item(s) in
the worklist. Note that some information is displayed in text form
and some in graphical symbols. What do the symbols displayed in
your worklist for the work items represent?
Position the cursor on a column header or a symbol. You will
receive a text describing what it represents.
1-2Review the organizational assignment for the work items in
your worklist for the following critical information:
1-2-1What name is maintained in the user address?
1-2-2What is the organizational unit?
1-2-3What are the position and position description?Choose
"Settings ( Workflow settings ( Display organizational
assignment"
1-2-4 Review the staff assignments.Select the organizational
unit and click on the 'Choose' icon (magnifying glass symbol)
1-3Review some detailed information about the work item.
1-3-1Display some of the options available for processing a work
item.
In the Business Workplace of WF-MGR_##, position the cursor on
the work item title and choose .On the Display work item screen,
display the options available for a work item under the menu option
'Work item'.
1-3-2Display the associated task and the selected agents.
Display work item ( Goto ( Agents -> Selected agentsDisplay
work item ( Extras ( Display task
1-4Display the statuses of your work items in the worklist.
1-4-1What are the two options available for displaying a work
item status?
In the worklist the status is displayed as an icon in the Status
column.On the Display work item screen (select work item and click
), the status is displayed in the Status text line.1-4-2What
statuses do the work items in your worklist have?
Use one of above methods.
1-5 Create an attachment for your work item providing text
information to be displayed with your work item.
Note that there is a "Create attachment" button on the Display
work item screen, and that the "Attachment" symbol appears in the
menu bar of the Business Workplace of WF-MGR-##. Click on the icon
next to symbol. You can now display, create, change or delete the
attachment. You can also position the cursor on the work item title
and right mouse click to display, create, change, or delete an
attachment using the pull-down menu.
1-6Displaying the log
1-6-1Review the flow logic of the underlying workflow.
From the worklist or the work item display screen, choose . The
flow logic is part of the tab page "View: Workflow Chronicle".
1-6-2Display the information from the technical log for the
workflow.
On the "Display work item" screen, choose the [Workflow log]
button. Then choose "Goto ( List with technical details".
1-7
Technical data
1-7-1 Switch the view to a 'technical view' on the work
item.
Choose "Settings ( Workflow settings ( Personal settings ->
Work item display 'Technical view'
1-7-2 What task was started and what is the name of the
underlying workflow?
Display the work item in technical view -> Extras ->
Technical data(C) SAP AGBC6006-1