SAP Workflow Scenario: Maintenance Notification Approval

Maintenance Notifications (comes under Plant Maintenance) are used in maintenance processing in the
event of a malfunction or exceptional situation to:

 Describe the exceptional technical condition at an object

 Request the maintenance department to perform a necessary task
 Document work that has been performed
Maintenance notifications document maintenance tasks completely, and make them available for
analysis in the long term. You can use them for preliminary planning and execution of tasks.. The
transaction used to create Maintenance Notification is IW21.

Following are the steps involved in configuring Workflow whenever a Maintenance Notification is created:

The Workflow template used for Maintenance Notifications is WS20000317.

Please note that the following screen shots have been taken from ECC6.0 EHP6 system. However, the
workflow template is valid from Release 4.6.

Go to transaction SPRO -> Plant Maintenance and Customer Service -> Maintenance and Service
Processing -> Maintenance and Service Notifications -> Notification Processing -> Set Workflow for
Maintenance Notifications.

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In the following screen, click on “Assign Agents”.

Expand “Process sample maintenance notification”. You can observe the three tasks that are part of this
workflow template.

Click on the first task TS20000544 and set it to “General Task”.

Now the screen would look like below:

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Repeat the above step for the other two tasks (TS20000545, TS20000546) as well.

Now go back to the previous screen and click on “Activate event linking”.

Expand WS20000317.

You can notice that the business object used here is BUS2038. Activate the event linkage for the events
“CREATED” and “INPROCESSAGAIN”.

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You can even activate the event linkage using the transaction SWETYPV.

The configuration required for setting up the workflow is now completed.

Now let us test the scenario by creating a Maintenance Notification using the transaction IW21.

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The work item is sent to the “Person Responsible” maintained in the above screen shot (highlighted
above). You need to ensure that this Personnel ID has User ID maintained in the info type 105 in HR
Personnel records.

Save the Maintenance Notification.

Now go to SBWP (SAP Business Workplace) and you can find the corresponding work item in the
recipient’s inbox.

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