BIT600 – SAP Business Workflow

7/25/2019 BIT600 SAP Business Workflow

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Patric Beuthen

SAP Consulting

SAP Business WorkflowIntroduction based on BIT600


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Workflow Architecture

Workflow Organization

Business Workplace

Workflow Monitoring

Workflow Customizing

Workflow Transactions


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

Introduction Why Workflow?

Workflow

The right work

At the right t ime

For the right agent

or

Who does

What

When

With what object

And in what sequence


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Object type withobject method

Task

Features

Task

Features

WHO couldcarry out thetask?

WHAT carriesout the taskand HOW?

Work item text

Task descript ion

Notification text

Latest end text

Required end text

Latest start text

Texts

Organizationalplan

General Information on Task Definitions


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Tasks

Object Method

TasksTasks

Object Method Standard Task (TS)

Standard Task (TS)

Workflow

Workflow

Definition

Workflow

Workflow

Definition

Time-independent &

client-

independent

Task Types

Workf low 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-G

Customer names: A-G FI clerks

FI clerks

Customer names: O - Z

Customer names: O - Z

Possible agent for the task:Post document

linked withjob: Financial

Clerk

Role:Restriction of agents accordingto the organizational chart

Role for the agent responsible:Find FI Clerk

Role parameters:Customer name

Invoiced amount

Customernames: H-N

Customernames: H-N

Step Definition: 'Responsible Agents' Responsibility


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Workflow templates

Workflows: Definition & Runtime Environment

Workflow

definition

Activities

BORABAP

OO

WebFlow

Services

Org + User

Management

Workflow

Work item

Event definition Event

Event

manager

Workflow

manager

Execution

(methods, services)

Work item

manager

Business

Workplace

(Worklist)Rules for

agent

determin-

ation

PFTC_.... transactions

Workflow Builder

Simple maintenance


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Business Workplace

Workflow Monitoring




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Integration of Organizational Management

Integration of Organizational Management Task assignment according to responsibi lity/expertise at

definition time

Linking of tasks with possible agents and linking ofWorkflow steps with the responsible agents

Dynamic task distr ibution at runtime:

Determination of recipients of work i tems based on

information from the context of the workflow and theobjects processed

High degree of transparency of business

processes and their responsibili ties


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Tasks: Word processing, scheduling

meetings, phone calls

Step 1:

Create the root

organizational uni t

Step 3:

Create positions

SalesAdmin is tration

SalesAdmin is tration

Step 4:

Assign holder

Administrat ive tasks,

Sales Mexico

Administ rat ive 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:

Createobject:

Organizational unit

Validity period

query

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 for

Organizational unitPosition

Job

Person

User

Task assignment

Enterprise 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 'Posit ion'

Create Organization and Staffing (Workflow)

Organization and Staffing (Workflow) Edit Goto Settings System Help

Search forOrganizational unitPositionJobPerson

UserWorkflow templatesStandard taskTaskTask groupStandard roleObject history

Task assignmentFinancial accounting

FI_managerFI_clerk

Details for position FI_clerk

Basic Data

FI_clerk FI_clerk

General 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 relevantuser and

display it in

the selection

area


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Assigning Users to a Position (2)

Assign user

withDrag&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)

- Posit ion Employee XX (Z_EMP_XX)

- Assign the users to the positions above


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Exercise - Organizational Management (2)


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Business Workplace

Workflow Monitoring




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Automatic

grouping

Automatic

grouping

Your logo and textYour logo and text

Tips/TricksTips/Tricks

Related

objects

Related

objects

Task descriptionTask descript ion

Worklist

Work item

preview

Work item textWork item text

Special

work items

Special

work items

Business Workplace in R/3

Overview

tree


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ExecuteExecute ReplaceReplace

ReserveReserve

Displayattachment

Displayattachment

Create

attachment

Create

attachment

Business Workplace - Worklist (1)


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ForwardForward ResubmitResubmitDisplayDisplay

Business Workplace - Worklist (2)


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Other funct ions 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 substitut ion in two ways: Personal substi tute (for an SAP user)

Position substitute

Substitutes may be

Created and activated at the same time From the time of activation, the subst itute automatically receives

not only their own work items, but also the substitution work

items.

Created and not activated

The substi tute can take active control of the substitut ion funct ion

at any time.

Until the substitute actively ends the substi tution, only the

substi tution work i tems are displayed in h is or her Workplace.


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Work Item Display

Attachments appearimmediately and

can be disp layed

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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Standard

workflow

log

Details

section

Chronological

process view

Details of each step

Green line shows

process progress

Displays all recipients ,possib le and excluded

agents

Workflow Log

Graphical

workflow

log


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ProcessedworkflowsProcessedworkflows

Status of

steps

Status of

steps

Objects

involved

Objects

involved

Quick andsimple overviewof processesinvolved

Task statuses at

a glance

Easier handl ingof customerqueries

Workflows thatyou have

started

Workflows thatyou have

started

Work items thatyou have

carried out

Work items thatyou have

carried out

Work items that you

have forwarded

Work items that youhave forwarded Current

agent

Current

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 bytoo many functions.

What steps are required?

The administrator must define the standard values throughout the

system.

All users can then per form their own set tings.


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User View: Personal Settings

Work item

display

Work item

display

workflow

log

Other

settings

Technical

usersApplicat ion

users


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Enterprise PortalsSAP GUI fo r HTML

Microsoft Outlook

E-Mail

Pervasive Computing

Various Inboxes

SAP GUI for WindowsLotus Notes


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Selection of Functions in Workflow Inboxes

Web BrowserSAP GUI + SAP

Lotus Notes

Integration

SAP GUI + SAP

Outlook Integration

Web BrowserSAP GUI

(Windows or

Java)

Desktop i nstallation

Offline

(different folders)Generic decision task

(different folders)

System-wide use poss ible

()Logs

Graphical log

()Query

()Forward

Automatic r efresh

Outbox

Set up substitution

Substitution

()Resubmit

()Add or read attachments

Execute

iView inEnterprise Portal

Lotus NotesInbox

Outlook MailInbox

Easy WebInbox

BusinessWorkplace


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Exercise Business Workflow (Request & Approve)

Objects from

task group

TG70000023


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Business Workplace

Workflow Monitoring

Workflow CustomizingWorkflow Transactions


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Workflow Reports

How many processing deadlines

were missed in the last

month?

How evenly distributed is

the workload?

Was the workflowstarted correctly?

What is the status

of a workflow?

Is there stil l an active workf low

instance for an object?


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Work itemanalysis

Workflowdiagnosis

Workflow

log

Workflow

outbox

Workload

analysisObject-specific

evaluation

Information

system

Information

systemTask

analysis

Reporting System


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Monitoring period

Work item type

Task filter

Today

Last 7 days

Time

Last 365 days

Last 30 days

Intervalonfrom to

Dialog

(Sub) Workflow

Background

Task

Task group (T)

Task group (TG)Application component

Work Items .

Work items Per Task

(frequency)

Work items byProcessing Duration

Work items with

Monitored Deadlines

Work i tems Per Task

(frequency)

Work items byProcessing Duration

Work items with

Monitored Deadlines

Reporting: Work Item Analysis


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Reporting: Workload Analysis

User

Berner

User

Berner

Position

S 500304

Position

S 500304

User

Miller

User

Miller

Job

C 40932

Job

C 40932

Org. Unit

O 500039

Org. Unit

O 500039

Work items processedfor a user

for a position

for a job

for an organizational unit(you can specify a deadline limit)

Work items in the inbox still to

be processedfor a user

for a positionfor a job

for an organizational unit

Work items processedfor a user

for a position

for a job

for an organizational unit(you can specify a deadline limit)

Work items in the inbox still to

be processedfor a user

for a positionfor a job

for 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

'Notification

of absence'

object type

Objectof absence'

object number

1960

Which tasks and workflows use

the 'Notification of absence' object type

in their definition?

Which tasks and workflows use

the 'Notification of absence' object type

in their definition?

Which instances exist for workflows and

tasks that use the 'Notification of absence'

object type in their definition?

Which instances exist for workflows and

tasks that use the 'Notification of absence'

object type in their definition?

Which work i tem refers to object1960 of the 'Noti fication of absence' object

type and in which Business Workplace

is it to be found?

Which work i tem refers to object1960 of the 'Noti fication of absence' object

type and in which Business Workplace

is 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 WS30000015

Flow item for WS30000161

Flow item for WS99900035

Executed work items

Work item 1 for TS7869



Forwarded work items


The outbox in theBusiness Workplace

provides each user

with an overview of the

work that he or she

carried out wi thin the

workflow processes.


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The following step types are filtered out in the business log:

Wait for event

Container operation

Event creator

Process control

Undefined steps

Activity and user decision

(marked wi th the 'Not in workflow log' option)

The display is not fil tered in the technical log.

Workflow Logs: Business and Technical


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Create request Completed

Approve request Completed

Notification of absence

Work item status

Access to

- Selected agents

- Possible agents

- Excluded agents

Access to graphical

workflow log

Agent Executed Action Date Time Object Object name

Hugo Boss Dialog step created 07.10.1998 12:58:29Hugo Boss Query sent 07.10.1998 13:00:33 Office document Query (1) ...

Hugo Boss Work i tem 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 workitem history

Workflow Log: Workflow Chronicle View


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Workflow Log: Workflow Agent View


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


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Create request


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 workflowInstance number 000000872350

Start date 22.09.1998 Started by Patrick Smith

Start ti me 10:38:04 Current status In process

Workflow Chroni cle 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


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Business Workplace

Workflow Monitoring



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Overview of Customizing Activities

Schedule background j ob for clearing report

Schedule background job for event queue

Schedule background j ob for condit ion evaluation

Schedule background j ob for work items witherrors

Schedule background job for missed deadline

Maintain demo and verification environment

Act ivate sending to objects and HR objects

Maintain a s tandard domain for Internet mail

[W1]Your own user IDGenerally classify decision tasks

SY-UNAMEMaintain a system administrator for wo rkflow

User WF-BATCHConfigure RFC Destination

Check number ranges

Maintain prefix numbers

Check entries from the HR control table

01Maintain an active plan version

Default entry usedAlwaysrequired?AutomaticAct ivi ty


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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 Monitor ing

Work item monitoring List Edit Goto System Help

Information on monitoring temporary

10:25:00

13.06.1998

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

SWWERRE

10170901

X20

3

(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 workflowinbox, you wil l 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


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Business Workplace

Workflow Monitoring



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Useful Transactions

Leave Request DemoSWXF

Business WorkplaceSBWP

Workflow BuilderSWDD

CustomizingSWU3

Workflow TestSWUS

Event CreationSWUE

Business Object BuilderSWO1

Workflow AnalysisSWI1-8

Event Type LinkageSWE2-3 / SWEL

Organization MaintenancePPOC / PPOM

Task MaintenancePFT / PFCT

Organizational AssignmentPFOS / PFSO

Rule MaintenancePFAC

DescriptionTransaction Code


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BIT600 – SAP Business Workflow

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Transcript of BIT600 – SAP Business Workflow