Documents - Tips - Work Flows 343411326185955 PDF

ABAP Training
Workflow: Concepts and Terminology

ABAP Training Workflow 2
What Is Workflow?
Workflow is automation of business practices as a whole or their parts,

during which documents, information or tasks are moved from one
participant to the other for further processing, which corresponds to the
defined organizational structure.
Why SAP Business Workflow?

Is a tool for automation of business processes
To respond to errors and exceptions
Is not tied with any particular application
Coordinates all participating tasks
Integration with the organizational structure
Goals of Business Workflow

Increase transparency Increase employee
of process flows responsibility
Customer orientation Better quality management
Focus on value added

by processes
Workflow systems can help

you to achieve these goals
What Processes Are Particularly Suitable for SAP

Business Workflow?
l A workflow management system facilitates the

electronic processing of structured processes that:
n Include a number of activities
n Always occur in a similar or identical form
n Involve several people or departments, and
n Require a high degree of coordination
l Workflow management systems are particularly
suitable for structured organizations
Workflow: Advantages for Management
l Better control over l Flexibility in changing

n Information n Processes
n Deadlines n Organizational structure
n n Underlying technology
Process costs
Workflow: Advantages for Enterprises
l Increases production
n Backlog reduction
n Distribution of information and work:
Every user gets their worklist automatically
from the system
l Speeds up processes
n Reduction in waiting times and transport times
n Better/faster reaction to errors
l Increases customer satisfaction
n Processes completed more quickly
n Better information flow
A Business Process As a Workflow in SAP

Arrange
visit
SD clerk Sales representative
Change customer Adjust credit

master limit
Application
Change
document Credit representative
Change
production
Flexible plan
link
Major customer
Follow on steps/
procedures Production manager
Workflow
SAP Business Workflow Terminology

Object Event
Event Agent
Step Task Role
Work item Workflow Business

Workplace
(workflow
inbox)
Business Process and Workflow
Event
In my organization, Whenever a material is

changed, the person responsible is informed
of the change who either approves or rejects
the change.
Agent Task
Five Questions for Each Part of a

Business Process
Who? What?
With what When?

object?
In what order?
In What Order?
l Workflow definition
Controls the business process
l Consists of steps
l Can be triggered by
events
Workflow Definition: Workflow Builder

Workflow
definition
Workflow Builder:
Triggering
event Navigation and display area
Print: Local / R/3 spool / file
Check and activate
Step
Symbol for
workflow start
and end
What?
l Activity/task
Step
n Execute transaction
n Execute report
n Execute function module
n Run routine in external system
n Update spreadsheet
l Document generation
l User decision
l Automatic control steps
Step Types and Symbols

Symbol Step type Runtime function
Activity Execution of a task. This task can be a single-step task or a multi-step task
User decision The process flow of the current workflow is controlled on the basis of a decision made by the current agent.
Condition One of two branches defined in the workflow definition is processed. The system makes the decision based on
defined conditions
Loop (UNTIL) A sequence of steps is processed repeatedly until the defined termination condition occurs.
Loop (WHILE) A sequence of steps is processed repeatedly as long as the defined comparisons apply.
Container operation Elementary arithmetic operations or value assignments are applied to individual elements of the workflow
container.
Multiple condition One of several branches defined in the workflow definition is processed.
Document from A document is created from a document template

template
Fork The processing that follows takes place in parallel branches
Event creator An event is created.
Wait for event The system waits for a specific event. The work item is only completed if the expected event occurs.
WHAT and WITH WHAT OBJECT: Object

Type Examples
l SAP business object types
n Invoice
n Purchase requisition
n Material
n Archived documents
n EDI messages (IDocs)
n Documents from PC office applications
l Object methods
n Post (invoice)
n Approve (requisition)
n Change (material)
n Display (image)
WHO: Tasks and 'Possible Agents'

Possible agents
Task
'Approve locked
order' Sales manager
Task Sales group

'Create order'
Credit
representatives
Task
'Determine credit
limit'
Possible agents
WHO: Assignment of Work Items to

Agents
Process Organization Business Workplace
Workflow definition
Org. unit
Job
Prio Tasks Date
Position
1 Approve
form Mar 1
User ID Post invoice Mar 25
Agents
Agents 2 Post invoice Apr 5
Role 3
Previous Dynamic worklist at

workflow logon! Work items are
agents runtime versions of
tasks.
Who? Individual Task

-
Definition Level Definition Level Runtime Level

Single-step task (TASK) Workflow
Approve request Approve request Applicant: Mohn, FI

Used
Approval: Jones
in
Possible agents:
Head of FI department
Agents: Applicant: Olsen, CO
Mr Jones Role 168 Approval: Kosnig
Head of SD department determines the
Mr Miller superior of the Applicant: Straub, SD
Head of CO department applicant at runtime Approval: Miller
Ms Kosnig
Applicant: Mohn, FI
Revise request Revise request Revise: Mohn
Used
in
Agents: Applicant: Olsen, CO
Possible agents:
Applicant, Revise: Olsen
All system users
(general task) initiator of workflow Applicant: Straub, SD
Revise: Straub
When?
n Informs the workflow that something has happened
Event n The workflow can be started (triggering
event)
n The step can be completed (terminating event)
n Wait step for reaction to event
n Step type event creator
Outcome
Shows the various results of a step
Out- Out- Out-

come1 come2 come3
WHEN: Event Examples
l Parked document posted

l Purchase requisition released
l Material master changed
l Leave approved
l Customer created
l Purchase order deleted
l Requirement request created over the Internet
Putting the Pieces Together... Event

The business process must...
Workflow
... be defined as a task or
workflow in the SAP System Workflow
definition
Individual activities in the process

must be available as tasks before they
Task
can be inserted into workflow
definitions
Agents
Object type
A single-step task refers
to an object type and one
Method
of its methods...
... enabling access to

existing SAP functions!
Introduction: Unit Summary
l Active flow of information

n To the right people
n At the right time
n In the right format
n In the right quantity
l A Better Return on Information
Unit: Introduction
Exercises
Which of the following statements are True/ False
a) An Object Type is created at runtime and is the specific instance of a
previously defined entity which has been assigned a value.
b) An event is a status change to an object.
c) A method is an operation that can be performed on object.
2. Match the terms with the correct definitions.
1 Workflow builder 2 Task 3 Object type
4 Workflow 5 Work item 6 Agent
7 Business Workplace
User (dialog/background) person or mechanism executing a work item.

Runtime term for task
A tool used to define workflow
Can be included in workflow step
A representation of business process in SAP
Is described and implemented in Object Repository
Where a user finds a work items.
Course Overview Diagram
Introduction
Introduction
Introduction Customizing
Organizational Structure
Reporting
Workflow Templates
Customizing
Business Workplace
Customizing
Workflow Architecture
Organizational Structure: Business

Scenario
l The workflow system finds the agents of the

individual tasks by evaluating the organizational
plan
l HR has created a current organizational structure
of your enterprise
l You must connect this organizational structure to
your workflow
SAP AG 1999
Organizational Plan
l SAP HR terminology using a job advertisement
in a newspaper as an example
Anchorage Times, Job Market

Smith Consulting Positions to be filled
has 3 openings for SAP FI
consultants with AR
experience in Knowledge Activities
- Credit management
- Cash management
Task list Job
Smith Consulting - Credit management
Sales department in Hawaii - Cash management
FI department in Anchorage - Invoice verification
Chief position - ...
Holder: Heinz AR job
AR consultant position 1
SAP Organizational Management: General

Organizational
Organizational Units
Units Jobs
Jobs
FI
FI
Position:
Position: FI
FI Head
Head Job:
Job: Head
Head
User:
User: Meier
Meier
Position:
Position: FI
FI Clerk
Clerk
Job:
Job: Instructor
Instructor
User:
User: Helbig
Helbig
SD
SD
Job:
Job: Secretary
Secretary
Position:
Position: SD
SD Head
Head
User:
User: Berger
Berger
Position: Job:
Job: Clerk
Clerk
Position: SD
SD Clerk
Clerk
User:
User: Sonntag
Sonntag
Integration of Organizational
Management
l Integration of Organizational Management
n Task distribution according to responsibility:
Linking tasks to possible agents
n Dynamic task distribution at runtime:
Determination of recipients based on information from
the context of the workflow and the objects processed
n Active determination of the "correct" agents and
providing the agents with the information required
l High degree of transparency of business
processes and their responsibilities
Example: Organizational Chart

Connect existing Organizational structure There is only one
organizational structure exists workflow-oriented
to workflow Additional organizational structure
workflow structure in the enterprise
Enterprise structure
FI department
Accounts payable
Positions Special group for the Special group for the
business process business process
Accounts receivable Purchase requisition Accounts payable
Positions Position for Position Approval in
controller of plant A enterprise I
Controlling department
District A Position for Position Approval in
Positions controller of plant B enterprise II
District B
Positions
..
Basic HR Definition for Workflow

You
You can
can create
create your
your organizational
organizational plan
plan quickly
quickly using
using the
the function
function Simple
Simple Maintenance
Maintenance
in
in HR
HR Organizational
Organizational Management.
Management. YouYou only
only cater
cater for
for the
the basic
basic objects
objects
and
and their
their relationships.
relationships.
Organizational unit
Position
User
Features of 'Simple Maintenance'

3 Main Functions
Organization and Staffing (Workflow) Create
Create Organizational Unit

Create Positions
Assign Tasks
Tasks
HR recognizes SAP system users and persons as holders of positions.

The workflow only recognizes SAP system users as valid agents.
Every person must enter the infotype 105, communication method 0001
(SAP system user), if the existing HR organizational structure is to be
used for the workflow. This infotype is used to assign a SAP system user
to the HR person.
Choose the following for HR master record maintenance:
SAP EASY ACCESS - human resources - personnel management -
administration - HR master data - maintain
Creating an Organizational Plan (Simple

Maintenance)
Production
Production Sales
Sales Mexico
Mexico
Executive
Executive Board
Board
Step 1: Step 2: Additional
Create root organizational units
organizational unit
Step 4: Jobs Step 3: Create

Administrative
Administrative Positions jobs Administrative
Administrative
assistant,
assistant, assistant
assistant
Sales
Sales Mexico
Mexico
Step 5: Assign Step 6: Assign
holders holders
Februar 1. Februar 1996
H. Bob Simmons
General Tech Incorporated
Los Angeles, CA 56167
Sehr geehrter H. Simmons:
We have recently scheduled a training

meeting to develop course material for next
year. Please compile a list of possible topics
by February 15th. I will be creating a priority
listing for these
Tasks: Word processing, scheduling Lisa

Lisa Thompson
Thompson
meetings, phone calls
Navigation Overview
Menu : Settings and commands
Search area Overview area

Search for objects
Display/maintain object environment
(structures)
Selection
area Detail area
Select objects Display/maintain object
properties
Release 4.6C: Create Job
Menu option:
Edit - Create jobs
Release 4.6C: Create Position
Create
icon
Double-click
'incorporates position'
Release 4.6C: Assign User to Position (1)

Search for the relevant user and display in the selection area
Assignment of Workflow Tasks

All the tasks required (such as approve request, create purchase order,
update customer master) are created as part of the workflow definition.
Only if a user is defined as a possible agent of a task will they be
authorized to process the relevant work item at runtime.
It is best to assign workflow tasks to organizational objects within task
maintenance.
Organizational Structure: Unit Summary

l Integration of Organizational
Management into SAP Business
Workflow
l Transparency of business
processes and their
responsibilities
l Dynamic task distribution at
runtime
l High flexibility with respect to
organizational changes
Unit: Organizational Structure

Exercises
Logon with employee id. From your workflow inbox, establish what
positions and organizational units you are assigned to, and what other
positions are assigned to these organizational units.
In order to set up workflow correctly, you must familiarize yourself with the
staff assignment at HCL technologies.
A) which positions are used in HCL technologies.

B) does the chief position refers to a job
C) is the positions linked to tasks
D) who is the holder of the position
E) is any person is assigned to position.
Unit: Organizational Structure

Exercises
Create the organizational unit for the enterprise group. To do this use
the ID z##_comp and the name enterprise group ##.
* ## Represents your assigned group no.
Create subunits for finance, sales and engineering departments i.E.
Z##_FI, z##_SD, z##_dev.
Create two positions within finance department, one for an FI manager

and one for accounts payable accountant.
Define the FI manager position as the chief position of the unit.
Assign the user WF-TRN-MGR as the holder of the FI manager

position.
Assign user WF-TRN-01 as the holder of accounts payable accountant
position.

Introduction
Introduction
Organizational
OrganizationalStructure
Structure Reporting
Workflow Templates
Workflow Templates Enhancing
Workflow Templates Reporting a Template
Customizing
Business Applying Workflow to

BusinessWorkplace
Workplace Enhancing a Template
Your Enterprise
Business Workplace
Customizing Review
Workflow Templates: Business Scenario
l Some business processes in SAP are supported by

ready to use multi-stepworkflow processes
l These processes are delivered by SAP as SAP
workflows
l You must examine these templates in detail
l You must work with example templates to become
comfortable with basic workflow functionality
SAP Workflow Templates: Structure Search
Choose
Choose Workflow
Workflow Template
Template
Application Components
4 Cross-Application Components
4 Accounting - General
4 Financial Accounting
4 Treasury
4 Controlling
4 Investment Management
4 Enterprise Controlling
4 Real Estate Management
4 Logistics - General
4 Sales and Distribution
4 Materials Management
4 Logistics Execution
SAP Workflow Templates: Documentation

SAP Help - SAP Library
Content I n dex S earch
SAP Library
Release 4.6A, August 1999
Basis IDES
Customizing (BC - CUS )
Kernel Components (BC - KRN) SAP Help
Glossary - SAP Library
Network Integration
ABAP Programming and Runtime Environ
Basis Services/Communication Interfaces Einf hrung in das SAP - System
Computing Center Management System C ontent Index S earch
Upgrade - General (BC - UPG) Release Notes BC - Workflow Scenarios in
Change and Transport System (BC - CTS) SAP Business Workflow Applications
Operating System Platforms (BC - OP) Implementation
SAP Guide
- Referenzdokumentation
Database Interface, Database Platforms BC - Workflow - Szenarien in den
Frontend Services (BC - FES) Anwendungen
ABAP Workbench (BC - DWB)
Documentation and Translation Tools
Security (BC - SEC)
Component Integration/Installation
Business Engineer
Business Management (BC - BMT - WFM)
SAP Business Workflow
Choose the following for the workflow documentation:

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

Basis -> Business Management -> SAP Business Workflow ->Reference Documentation ->
Workflow Scenarios in Applications
HR: Notification of Absence
Absence form
HR org. structure
Employee Determine
Determine manager
manager "Manager" position
Holder
Date "Employee" position
Holder
Reason
Route
Route review
review request
request
Employees Business Workplace Managers Business Workplace

Option to change Option to release
and resubmit the or reject the
request request
Route
Route result
result of
of review
review
Bestseller List for Workflow Templates
AM Mass processing of
assets
ALE/EDI: IDoc error handling
FI
in inbound processing
Approval of parked
documents
PA
PA Training and event
MM Releasing purchase management, recruitment
requisitions
PP
Change request PS
PS
Purchase order changes
for project, actual data
entry
QM Quality management
BBS
BBS Purchase orders over the
Internet
The workflow templates provided are executable.

Responsible agents have to be assigned to the tasks used in these templates.
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.
MM: Releasing Purchase Requisitions
Workflow
Purchase requisition Workflow
Whole document
Review
or
line item
Canceled Changed Released Rejected

Strategy
Strategy search
search
Release
notification
Notif. confirmed
Cancelation Rejection
notification notification
Release strategy Notif. confirmed
KH
Notif. confirmed
Characteristic Value
AAC K
Plant 3000
Workflow
Total value > 25,000
end
Approval required from:
L1, L2 ...
Terminated
Requirement Coverage Request Workflow
Requirement coverage request created

(SAVED)
Determine
approval Start
procedure conditions
Approval workflow 1 Approval workflow 2 Approval workflow 3

(one level) (two levels) (no approval required)
Status subworkflow Status subworkflow Status subworkflow
Success
Error or success
Communication error Application error
Alert to Alert to
application monitor application monitor
Workflow
terminated
Subworkflow for Status Processing
Status of
requirement coverage request
Approved Rejected Deleted Changed
E-mail to all those E-mail to all those E-mail to all those

Call
who have who have who have
spooler
approved so far approved so far approved so far
Work item to Start new

creator of requirement approval
coverage request workflow
Terminate
subworkflow
Adapting Templates
l Determine the business process to be supported by SAP

Business Workflow
l Carry out Customizing for the workflow runtime system and the
workflow development system
l Choose a template that meets your requirements
l Create your organizational plan
l Define possible task agents
l Link tasks to the organizational plan
l Activate the event linkage for your workflow
Unit: Workflow Templates

Exercises
Execute 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-TRN-01, will represent the
employee, and the second, WF-TRN-MGR, will represent the manager. The
existing organizational structure incorporates a relationship between employee
user IDs and manager user IDs.
Begin the execution of notification of absence form with the employee user
ID, WF-TRN-01
Check your managers Business Workplace. A new work item should now be
displayed there.
The next step of the test is to execute the work item in the manager's workflow
inbox. Reject the notification of absence and include an attachment to explain
why you are rejecting the work item
To see the effect of the managers actions, access your employee's workflow
inbox. Check the work items attachment and change the notification of absence
Check the effect of this change by refreshing your manager's workflow inbox
and approve the notification of absence
Determine whether this had an effect on the employee user ID
s Course Overview Diagram
s
Introduction
Organizational Structure Workflow Architecture
Reporting
Workflow Templates
Workflow Templates Enhancing
Reportinga Template
Customizing
Applying Workflow
Enhancing to
a Template
Business Workplace
Workplace
Your Enterprise
Business Workplace
Customizing Review
Workflow System Customizing

Tools - Business Workflow - Development - Utilities - SWU3 Verify Customizing
If the error PD control tables not completely available occurs, start the report
RHSOBJCH.
RFC Destination
If the logical RFC destination "WORKFLOW_LOCAL_xxx" does not already
exist, it is created automatically. The user WF-BATCH is requested (including
password). WF-BATCH needs to be created in the actual client, with the user type
"system" for a background user.
Up to and including Release 4.6B, the user type is "background".
When you execute the function "Test RFC destination, the system tries to log on
to the logical destination with the user specified.
If there are password problems, logon is not successful (despite the green check
mark in the result list). A dialog box is displayed to inform you of this.
Create a user with the name WF-BATCH, using the user administration function
(transaction SU01).
- Create this user with the user type system.
In R/3 sub-systems before 4.6C, the correct user type is 'background'.
- Assign this user the authorization profiles SAP_ALL and SAP_NEW.
Maintaining the Administration Data
Definition of the general

workflow administrator
Definition of the generic

decision task used during
run time
Workflow administrator: Person responsible for the technical side of the workflow definition.
The workflow administrator is notified automatically of errors that occurs during the runtime
execution of workflow definition.
Each workflow can have its own administrator. The administrator of a single workflow is
defined in the basic data of workflow template.
Set Active Plan Version

Change View Set Active Plan Version Overview
Table view Edit Goto Selection Utilities System Help
SWU3
Documentation
Group
Destination WORKFLOW_LOCAL_401
Sem . Abbr . Value abbr . Description
PLOGI
RFC user PLOGI 01 Integration plan version / active plan vr
RFC
password Human Resources
In this step, you specify the plan version in which you want to maintain your
data. In other words, the active plan version.
The active plan version is set to "01", provided an active plan version has not
already been maintained.
Activate Deadline Monitoring

Customizing step: Activate deadline monitoring: Job SWWDHEX
The Customizing activity is necessary if individual task steps should have their deadlines monitored in SAP
Business Workflow
There are two versions for deadline monitoring:

Deadline monitoring of work items on an individual basis is performed by a background job that
must be scheduled once when the system is started. This background job schedules itself each
time for the next deadline to be monitored. Scheduling can be carried out using transaction
SWWB.
Permanent deadline monitoring of work items means that the scheduled background job is
regularly called at a determined interval, and checks whether deadlines have been missed since its
last activation. Permanent deadline monitoring can be used in each client of your production
system, using transaction SWWA.
Workflow Development Environment:

Create Prefix Numbers for Standard Objects
An entry is required
for all systems and
clients that you
want to use.
Personal Workflow Settings: Background

l Why do we need them?
n One workflow log or one work item display is not
enough, because it is used by different user categories,
for example:
w Workflow modelers and administrators (require
access to all technical information, such as
containers, work item IDs, step numbers, all step
types, etc.)
w Workflow end users (no technical details, focused on
the content of the work item, confused by too many
functions, etc.)
l What functions are involved?

w Administrator sets the default on a system-wide
basis
w Each user can then make their own settings
Personal Workflow Settings: Users
Work item
display
Workflow
log:
Others
Technical Business
users users
To maintain your personal settings in the Business Workplace, choose

Settings - Workflow Settings - Personal Settings
Unit: Customizing
Exercises
Call the basic customizing, and use the documentation to find which
transaction can be used to schedule a deadline monitoring job.
What authorizations are required for the USERID necessary for logical
destination WORKFLOW_LOCAL_<Clt.>?
What user type is required for the user ID defined for logical destination
WORKFLOW_LOCAL_<Clt.>?
Even though the Automatic Customizing in SWU3 will do most of the
workflow customizing, you must still maintain the number range settings
for the multi-step tasks and single-step tasks that you create.
A) Display the number range for all the workflows, tasks and roles
created.
ss Course
CourseOverview
OverviewDiagram
Diagram
Introduction
Introduction
Organizational
OrganizationalStructure
Structure Reporting
Workflow Templates
Workflow
WorkflowTemplates
Templates Enhancing
Reporting a Template
Customizing
Business Applying Workflow to

BusinessWorkplace
Workplace Enhancing a Template
Your Enterprise
Business Workplace
Customizing Review
Business Workplace in R/3
Automatic
grouping
Worklist
Work item text
Tips/Tricks
Special
Overview work items Work item
tree preview
Your logo and text
Task description Related

objects
Business Workplace - Worklist (1)
Display
Display
Reserve
Reserve Replace
Replace attachment
attachment
Execute Create
Create
Execute
attachment
attachment
Business Workplace - Worklist (2)
Display
Display Forward
Forward Resubmit
Resubmit
Business Workplace - Other Functions
Individual
Individual configuration
configuration of
of columns
columns displayed
displayed
Other
Other functions
functions for
for
processing Dynamic
Dynamic columns
columns
processing work
work items
items
-- Set
Set to
to done
done
-- Change
Change deadlines
deadlines
-- Change
Change priority
priority
Business Workplace: Substitution
l Substitutes can be maintained in two ways

n Personal substitutes
n Position substitutes
l Substitutes can be:
n Created and activated at the same time
w From the time of activation, the substitute automatically
receives not only their own work items, but also those of
the person for whom they are acting as substitute.
n Just created
w The substitute can actively adopt the substitution at any
time.
Until they actively end the substitution, they will see only
the work items of the person for whom they are acting as
substitute in their Workplace.
Work Item Display
Technical information is not displayed
Attractive
Attractive appearance
appearance
and
and clear
clear structure
structure increase
increase
user
user acceptance
acceptance
Attachments appear immediately

and can be displayed if
you click on them
Technical Work Item Display
Technical
Technical information
information is
is displayed
displayed
Summary:
Business Workplace Functions
Work item
Other information description Other functions
Deadlines Agents
Forwarder Display history
Priority Step log
Status Container info
Attachments Technical data
Object list
Other objects
Add
Display
Delete from list
Work item functions
Execute
Ad hoc functions Collect all information Reserve/replace
Forward Set to done
and activities in
Change priority Deadline
the environment
Resubmit Attachments
of a work item
Send mail
Reject
Workflow Log
Shows all recipients,

Chronological view possible and excluded
of the process agents Workflow log
Details for each step
Graphical
Details workflow log
section
Green line shows
process progress
Workflow Outbox for Status Tracking
Workflows
Workflows
Work
Work items
items Workflows
Workflows processed
processed
executed
executed by
by you
you started
started by
by you
you
l Quick and
simple overview
of processes
involved
l Task statuses
Step
Step
statuses
at a glance
statuses
l Improves
opportunity
to respond
to customer
inquiries
Work
Work items
items
forwarded
forwarded by
by you
you Current
Current
agents
agents
Objects
Objects
involved
involved
Displaying Work Items in Different Clients
E-mail
Incoming fax
Telephone
Work item
E-mail Forms
Business object
E - Mail Notification of Work Items

l Goal:
When a work item is delivered to a Business Workplace in
R/3, the user in question is to receive an appropriate e-mail
l Procedure:
n SAPNet note 131795 contains an ABAP program
(RSWUWFLM) and a description of the procedure
n Every SAP user must maintain their own e-mail address in
their Workplace under Settings - Office settings
n The user used to schedule the report must have maintained
an Internet address in the user data under Other
communication . This address is the sender of the mail.
n A sendmail process must be active
n An Internet Gateway must be active in R/3
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

MS Outlook and Lotus Notes Integration

MS Outlook Integration:
Use Microsoft MAPI Interface
See notes 77099 and 131795
Lotus Notes Integration:

Additional lotus notes software required Domino 4.5
Description of SAP interface configuration note 77099
Description of Lotus Notes interface on Lotus Internet homepage
http://www.lotus.com/products/eibu_knowbase.nsf/eipages/home-prosap
Unit: Business Workplace

Exercises
For this exercise, you need some work items in your business
workplace.To do this, execute the notification of absence workflow.
Display some of the options available for processing a work item.
Display the associated task.
Display the selected agents
Determine the status of your workitem in your worklist.
Create an attachment for your work item providing text information to
be displayed with your work item.
Review the flow logic of the underlying workflow.
* Flow logic is the part of tab page view: workflow chronicle
Display information from the technical log for the windows
Switch to the technical view of work item.
What tasks are started and what is the name of the underlying
workflow
s Course Overview Diagram
Introduction
Introduction Workflow Architecture
Organizational Structure Reporting
Workflow Templates
Workflow Templates Enhancing a Template
Customizing
Applying Workflow to
Business Workplace
Your Enterprise
Business Workplace
Customizing Review
Task Definition: General
Task
Object type with Organizational
object method l What will be l
l Who
Who will
will be
be plan
executed by responsible
responsible for
for
the task? the
the task
task ??
Features
Texts
l Work item text: Title of

work item in worklist
l Task description
l Notification text
l Latest end text
l Requested end text
l Latest start text
Business Object type
Object type (definition time):

- Generic description (definition) of the components (keys, attributes, events,
methods) of an object
Object (runtime):
- An object is an instance of an object type with particular attribute values
- The attribute values are table entries in the R/3 database, or are determined
from known values at runtime
- You can access an object using a unique identification key
Methods: Allowed functions for an object
Methods encapsulate the familiar and comprehensive functions of the R/3
System making them accessible to the workflow system.
SAP Users and Workflow Agents
Agents
Agents onon the
the basis
basis of
of
entries
entries in
in workflow
workflow
Employees
Employees who
who are
are
(may
(may be be the
the result
result
selected
selected agents
agents
of
of role
role resolution)
resolution)
Employees
Employees
assigned
assigned to
to the
the task
task
as possible
as possible agents
agents
Workflows
Workflow template
l Reference
to l The Workflow Builder is the
workflow definition starting point for displaying or
changing the workflow
l Specification of
triggering events definition.
l Definition of
interface
(import and export
parameters)
l Initial value
assignment
Workflow Definition & Runtime Environment

Triggering Start WF Event
event
Workflow
Workflow template
template
Workflow
Workflow Workflow
Workflow
Org. plan definition
definition
Terminating Workflow manager
event Process or
display
Task
Task Work
Work item
item
Org. plan
inbox
Work item manager
Determine
Determine
Object
Object type
type agents
Execution
Executionof
ofan
an
agents
object
objectmethod
Deadline
Deadline
Method
Method method
monitoring
monitoring
Workflow
Workflow
log
log
Database
SAP
functions
Workflow System Components
Workflow
Workflow Workflow Workflow
Workflow Workflow control
definition
definition instance manager
Workflow
manager Workflow coordination
Workflow Builder
Builder
SAP
SAP methods
methods Object
Object
OLE
OLE methods
methods manager
manager
Work
Method call
Work Work item
item Deadline monitoring
item manager
manager
Escalation
Events
Business
Business Workplace
Workplace User interface
Worklist
Worklist Worklist
Worklist
Unit: Workflow Architecture Exercises

What is the object type used for the task AF_APPROVExx
What method of object type is used for this task
Which possible agents are assigned to this task. Assign your user to this
task and generate agent assignment index.
Change the work item text.
What is the triggering event for this process
Define your task revise notification of absence as a general task.
Copy the workflow template for notification of absence. Assign the
correct agents.
Execute this template.
Link an event with this template and activate the event linkage.

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ABAP Training

Workflow: Concepts and Terminology

Workflow is automation of business practices as a whole or their parts,

Why SAP Business Workflow?

Goals of Business Workflow

Customer orientation Better quality management

Focus on value added

Workflow systems can help

What Processes Are Particularly Suitable for SAP

l A workflow management system facilitates the

Workflow: Advantages for Management

l Better control over l Flexibility in changing

n Deadlines n Organizational structure

Workflow: Advantages for Enterprises

A Business Process As a Workflow in SAP

SD clerk Sales representative

Change customer Adjust credit

SAP Business Workflow Terminology

Step Task Role

Work item Workflow Business

Business Process and Workflow

In my organization, Whenever a material is

Five Questions for Each Part of a

With what When?

Controls the business process

Workflow Definition: Workflow Builder

Step Types and Symbols

Document from A document is created from a document template

Fork The processing that follows takes place in parallel branches

Event creator An event is created.

WHAT and WITH WHAT OBJECT: Object

WHO: Tasks and 'Possible Agents'

Task Sales group

WHO: Assignment of Work Items to

Previous Dynamic worklist at

Who? Individual Task

Definition Level Definition Level Runtime Level

Approve request Approve request Applicant: Mohn, FI

Out- Out- Out-

WHEN: Event Examples

l Parked document posted

Putting the Pieces Together... Event

Individual activities in the process

... enabling access to

Introduction: Unit Summary

l Active flow of information

User (dialog/background) person or mechanism executing a work item.

Organizational Structure: Business

l The workflow system finds the agents of the

Anchorage Times, Job Market

SAP Organizational Management: General

Example: Organizational Chart

Basic HR Definition for Workflow

Features of 'Simple Maintenance'

Organization and Staffing (Workflow) Create

Create Organizational Unit

HR recognizes SAP system users and persons as holders of positions.

Creating an Organizational Plan (Simple

Step 4: Jobs Step 3: Create

Februar 1. Februar 1996

Sehr geehrter H. Simmons:

We have recently scheduled a training

Tasks: Word processing, scheduling Lisa