SAP Business Workflow Introduction_BIT600

Patric BeuthenSAP Consulting

SAP Business WorkflowIntroduction based on BIT600

Workflow Architecture

Workflow Organization

Business Workplace

Workflow Monitoring

Workflow Customizing

Workflow Transactions

SAP AG 2004, Title of Presentation / Speaker Name / 3

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


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


TasksTasksObject Method

TasksTasksObject Method Standard Task (TS)Standard Task (TS)

Workflow

WorkflowDefinition

Workflow

WorkflowDefinition

Time-independent &

client-independent

Task Types

Workflow Template (WS)


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


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



Business Workplace

Workflow Monitoring




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


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)


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


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


Assigning Users to a Position (1)

Search for the relevant user and display it in the selection area


Assigning Users to a Position (2)

Assign user with Drag&Drop


Creating a Job

Menu item:Edit - Create Jobs


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


Exercise - Organizational Management (2)



Business Workplace

Workflow Monitoring




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


ExecuteExecute ReplaceReplace

ReserveReserveDisplay

attachmentDisplay

attachment

Create attachment

Create attachment

Business Workplace - Worklist (1)


ForwardForward ResubmitResubmitDisplayDisplay

Business Workplace - Worklist (2)


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


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.


Work Item Display

Attachments appearimmediately and can be displayed with a click.

Business information is displayed.

Appealing display and clear layout increase user acceptance.


Technical Work Item Display

Technical information is displayed(such as deadlines).


Standardworkflow

log

Detailssection

Chronologicalprocess view

Details of each step

Green line showsprocess progress

Displays all recipients,possible and excluded

agents

Workflow Log

Graphical workflowlog


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


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.


User View: Personal Settings

Work itemdisplay

Work itemdisplay

workflow log

Other settings

Technicalusers

Application users


Enterprise PortalsSAP GUI for HTML

Microsoft Outlook

E-Mail

Pervasive Computing

Various Inboxes

SAP GUI for Windows Lotus Notes


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


Exercise – Business Workflow (Request & Approve)

Objects from task group

TG70000023



Business Workplace

Workflow Monitoring




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?


Work itemanalysis

Workflowdiagnosis

Workflowlog

Workflowoutbox

Workloadanalysis

Object-specificevaluation

Informationsystem

Informationsystem

Taskanalysis

Reporting System


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


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


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


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


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?


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


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.


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


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


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


Send mail

Send mail

Background work item created


Workflow system



Create request


Approve request

WI for self method 000000123456

(Sub)workflow created

Dialog step created

Dialog step created

Workflow Log: Workflow Objects View


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


Graphical Workflow Log

Route(green path)

Status

Agent



Business Workplace

Workflow Monitoring





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


Creating Prefix Numbers for Standard Objects

An entry is required for each system and client that you wish to use.


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.


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


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


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



Business Workplace

Workflow Monitoring




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

Documents

SAP Business Workflow Introduction_BIT600