Reasons to Use UWL and Customize[1]

Top 10 reasons to useUniversal Worklist:Getting the most outof Universal Worklist

Jocelyn DartPlatinum Consultant and guru of all things workflow and UWLSAP Australia

Ginger GatlingSAP NetWeaver Solution ManagementSAP Labs

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Why getting the business process right isn’t enoughMaking the most of the UWL – “Out of the Box”Quick win extensions to the UWLMore advanced extensionsExtended Notifications for mail integrationStrategy tipsWrap-up

What We’ll Cover …

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Why Getting the Business ProcessRight Isn’t Enough

A high quality end-userexperience ensures higher qualityparticipation in businessprocesses with fewer supportcallsTaking a strategic approach tothe end-user experience …

Encourages fast and effective userparticipation in the processMakes it easier for business processowners to focus on process specificsinstead of “re-inventing the wheel”Reduces TCO for user training time,support costs, development time

PLEASE NOTE: This session presents options currently available in EP 7.0 with an SAP NetWeaver® 7.0back end (such as ECC 6.0). Most, but not all, options are available in earlier EP and SAP NetWeaver/R/3releases.

Time and time again we seecompanies putting lots of

effort into getting theirworkflow processes right,

but neglectingthe end-user experience

The Forgotten Step

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ApplicationSystem

ApplicationSystem

ApplicationSystem

Reason 1: UWL supports multipletask types

SAP BusinessWorkflow

KMNotifications

AlertsGuidedProcedures

SAP NetWeaverBPM

Non-SAPtasks

Universal Worklist renders tasks from multiple provider systemsUniversal Worklist is delivered with the SAP NetWeaver PortalProvider systems connect to UWL via connectorsConnectors such as SAP Business Workflow, Alert connector are provided by SAPUWL provides an API so that connectors can be written by partners and customers

UniversalWorklistSAP NetWeaver

Portal

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SAP Business Workflow is used in applications inthe SAP Business Suite (CRM, SRM, ERP) and someusers must execute tasks in more than one system

Your users have different types of tasks they needto access (alerts, Guided Procedures, NetWeaverBPM tasks) and you want to centralize on a single tasklist

Your users have SAP and non-SAP tasks and youwant to centralize on a single task list

You should consider UWL if…

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This presentation slantstowards SAP BusinessWorkflow. Not all taskproviders have the samefeature set.

Please Note!

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Reason 2: UWL is included in SAPNetWeaver Portal, standard functionality

Main launch action: Launchvia button or via hyperlink

The Universal Worklist — “Out of the Box”

Standardinboxfeatures:Substitution

You can also:Add attachmentsView history

Standardworkflowfeatures:ForwardingAssignment

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Reason 3: Basic configuration isdone in matter of minutes

The minimum steps for setting upthe Universal Worklist

1. Go to System Administration > System Configuration > UWL Administration2. Create an entry for your system using its System Alias3. Register the system

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The results of basic UWL configuration

Register/re-register:Generates the UWL XML configuration fileuwl.webflow.MySystemAlias, a delta file that adds specificconfiguration for your workflow tasks to the standarddelivered files uwl.standard and uwl.webflow

Tips!Re-register whenever you:

Create new workflow tasksMake changes in transaction SWFVISU or WF_EXTSRV

Clear the Cache to make new changes appear:After re-registeringAfter changing any UWL XML configuration file

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Where Do I See That?

You can viewand download allUWL XMLconfigurationfiles (and theUWLConfigurationDTD file) on theConfigurationContent page inthe UWLAdministrationview. You canalso upload yourown customUWL XMLconfigurationfiles.

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Reason 4: UWL by default knowshow to launch tasksThe default launch mechanism for all work itemssourced from an SAP Business Workflow is SAPGUI forHTML, but you can override this.

Tips!You can override the defaultlaunch mechanism using anyof the following:

Special settings in the task(e.g., DECISION.PROCESSmethod)Settings in transactions:SWFVISU, WF_EXTSRVCreating a custom UWL XMLconfiguration fileGlobally in the PCD entry forthe UWL iView

Don’t forget to re-registerand clear the Cache!

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Reason 5: You can launch a WebDynpro Application insteadMost SAP-based Web applications can be launched bymaking an entry in the Task Visualization section oftransaction SWFVISU. You don’t even need to changeyour workflow task!

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So What Do I Put in the TaskVisualization?You need to enter your application type and application ID

The application type pre-determines what other details are needed

Tip!To apply the SWFVISU settings you need to:• Re-register the system• You will see a matching entry in the file uwl.webflow.MySystemAlias

Don’t forget to clear the Cache!

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Substitution is done either inprovider systems or UWLYou can prevent users from creating/deletingsubstitution rules in the Object Visualization section inthe Portal Content Directory

Tip!To find the iView go to:

Portal Content > Content Provided bySAP > End User Content > StandardPortal Users > iViews >

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Reason 6: UWL look can becustomized …Just three steps …1. Create a custom UWL XML configuration file (use the standard files as

examples) with your delta changes2. Upload the file. You can upload multiple files and name them however

you wish (e.g., mycompany.PLM.<OurSystemAlias>).

3. Don’t forget to clear the Cache!

Tip!Using an XML editor is helpful, but notessential – you can maintain yourXML file using WordPad if you wish.Use the UWL Configuration DTD file tocheck your XML syntax.

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Reason 6 … and there is a wizard to help

The UWL Administration viewincludes these wizards:

Define custom attributes andcustomize the corresponding view

Define and configure what youwant to launch when an item isclicked

Customize attributes and definewhat you want to launch when anitem is clicked (both of the aboveoptions)

Customize the look of the UWLmain page (tabs, etc.)

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Reason 7: Memos can be added …

Activate the standard Add Memo featureView Memos shows automatically once a memo has been added toa work item

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Reason 7 …and passed on to thenext agent …

1. Download the standard file uwl.webflow2. Rename the file (e.g., mycompany.webflow)3. Add the “Add Memo” action here:

<ItemType name="uwl.task.webflow" …

<Actions>

<Action reference="addMemo"/>

<Action reference=“manageAttachments” ….

4. Upload the file and clear the Cache

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Reason 7 …you can enforce areason for rejection

Use the User Decision with Note style

A memo iscreated andautomaticallypassed tosubsequentwork items

Careful!Comments are onlysaved when an answerbutton is pressed. Askusers to use addMemoto add comments whenforwarding.

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Enforcing a reason for rejection

1. Copy the ItemType tag for your decision-based workflow task fromuwl.webflow.<OurSystemAlias> – change decision to your own decision name

<ItemType name=uwl.task.webflow.ourdecision.TS99999999 …

2. Within the ItemType tag, add an Actions tag, with an Action tag for each button

<Actions> <Action name="approved" groupAction="yes" handler="UserDecisionHandler"returnToDetailViewAllowed="yes" launchInNewWindow="no">

<Properties> <Property name="UserDecisionNote" value="true"/>

<Property name="decisionKey" value="1"/>

<Property name="UserDecisionTitle" value="Enter a Rejection Reason"/> </Properties>

<Descriptions default="Approved"/> </Action>

<Action name="rejected" groupAction="yes" handler="UserDecisionHandler"returnToDetailViewAllowed="yes" launchInNewWindow="no">

<Properties> <Property name="UserDecisionNote" value="mandatory"/><Property name="decisionKey" value="2"/> </Properties>

<Descriptions default="Rejected"/> </Action> </Actions>

On the first button only:Turn on the note and setup the note title

On the otherbuttons:Indicate if anote ismandatory

Get the correct values for the decisionKey by running function moduleSAP_WAPI_DECISION_READ against any work item based on therelevant workflow task

Tip!

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You can also hide unwantedfeaturesCompletely hide unwanted features globally by addingthe Exclude from UWL Preview and Detail property

Tip!A list of action names for standardfeatures is found in the UWLconfiguration documentation.

Don’t hide it until you knowwhat it does!

<Action name="launchSAPDetails" …<Properties>

<Propertyname="display_order_priority"value="uwlExcludeFromPreviewDetail“/>

</Properties></Action>

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Reason 8: You can create filters bytasks.Solution: Create your own process-specific filters

Filters show as Subviews if, and only if, the user has work items of thatprocess in his/her worklistFilters automatically give a count of new/total number of work items

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Creating filters by task…

1. Copy the ItemType tag for your workflow task fromuwl.webflow.<OurSystemAlias>

2. Copy the defaultView tag from file uwl.standard. Rename it, add adescription, and link it to your process-specific tasks.

<Views>

<View name=“OurShopCartView" selectionMode="SINGLESELECT" width="98%"supportedItemTypes="uwl.task.webflow.TS10008126,uwl.task.web…. >

<Descriptions default=“Shopping Carts“/> …. </View> </Views>

3. Add the View tag for your business process to the end of the file – justabove </UWLConfiguration>

4. Change the default View of each process-specific task to your View<ItemType name="uwl.task.webflow.TS10008126.<OurSystemAlias>"

connector="WebFlowConnector" defaultView=“OurShopCartView" …

Tip!If there is no ItemType tag for your task in uwl.webflow.<OurSystemAlias>,copy uwl.task.webflow.default from file uwl.webflow and change “default” toyour task ID “TS9999999”

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What Else Can I Do with Filters?

Change sort orderProperty sortby in the View tag

Change column orderProperty columnOrder in the View tag

Change durations for due date color codingProperties dueDateSevere (turns due date red) anddueDateWarning (turns due date yellow)Note: Duration is in milliseconds (e.g., 86400000 = 1 day)

Add columns (DisplayAttributes tag) – try the wizard!Add buttons (Actions tag)Add multi-approval/rejection

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What Else Can I Change for aSpecific Workflow Task?

Hide unwanted buttonsSet the property display_order_priority touwlExcludeFromPreviewDetail for a specific Action within theItemType

Change the launch mechanismE.g., launch a transaction in WinGUI instead of WebGUI

Add extra fields (CustomAttributes tag) for display inthe View or to pass to the launch application

Try the UWL configuration wizard!

Add buttons (Actions tag)

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Reason 9: You can add your owncolumns and..

Add your own Custom Attributes

Tip! Try the UWL Configuration Wizard!

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Reason 9: You can do massprocessing

Use Multi-approval/rejection

Tip!Save time by using the standard view WorkItemApprovalsView

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Use action handlers to create acustom forward button

Add your own actions using theAction handlers (e.g., createyour own custom “Forward toSuperior” button calling yourown custom function moduleusing theFunctionModuleActionHandler)

Tip!Make sure you read the UWLAdvanced Configuration guide tounderstand what properties arerelevant for each handler!

PortalEventLauncherUserDecisionHandlerUpdatingContainerHandlerFunctionModuleActionHandlerTerminatingEventHandlerXhandlerLauncherUrlLauncherObjectNavigationLauncherObjectLinkLauncherSAPBSPLauncherSAPTransactionLauncherSAPWebDynproABAPLauncherSAPWebDynproLauncherSAPIACLauncherSAPMiniAppLauncherSAPAppLauncherIViewLauncher

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Reason 10: We Want One Inbox forAll Work – SAP and Non-SAP

Include non-SAP work in the UWL by using the UWLJava API to create your own UWL Connector

https://help.sap.com/javadocs/NW04S/current/uw/index.html

https://help.sap.com/javadocs/NW04S/current/uw/index.html

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How Much Work Is It to use the UWLAPI?

UWL API has the following parts:

1. Registration Service to register a unique ID for the non-SAP“system ID”

2. UWL Connector Service to push and pull the worklist from thenon-SAP system and map it to the UWL item attributes

3. Action Handler Services to support any buttons you need

4. Attachment Connector Services to support any attachments youneed (optional)

5. UWL XML Configuration for your non-SAP item types

Estimated effort: 10-30 person days depending on depth of integration.Basic integration is usually possible within 10-15 days.

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But Has Any One Else Done This …

Connectors already exist for:WebFlowAd Hoc WorkflowAlertsKM Action InboxGeneric ABAP connector

Publicly available details of how others did it:SONiC Connector – available as part of the SONiC downloadUWL Connector for MDM

See SDN Blog www.sdn.sap.com/irj/sdn/weblogs?blog=/pub/wlg/4762RSS Feeds – presented at SAP TechEd

This has been implemented at a number of customersalready – and it’s the same approach as is used for thestandard connectors

http://www.sdn.sap.com/irj/sdn/weblogs?blog=/pub/wlg/4762

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How Do I Get from My Email Inboxto the UWL?Use Extended Notifications to notify users of work, givinghyperlinks to launch into the UWL. Avoids complexintegration issues with mail groupware versions.

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We Need to Set Up ExtendedNotifications Fast

1. Create a Delivery Schedule2. Add a Subscription to Scenario WORKFLOW Category STANDARD3. Create a Schedule Selection for filter ALL_DELTA4. Adjust the General Settings

Minimum setup of Extended Notifications intransaction SWNCONFIG, then schedule a batch jobfor program SWN_SELSEN

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We Need Details but Not SPAM

By default, emails are only sent if the user has hadwork added to his/her inbox since the last job run,and he/she has not yet executed the work

Additionallysetting Granularityto One MessageContains MultipleNotifications in theSubscription givesa maximum of oneemail per user perjob run, but withsufficient detail toassess theurgency of thework.

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UWL Strategy Tips

Consider what you will need for the long term (not justfor the first-phase workflows)Consider how you want your users to use standardfeatures

Especially Substitution and ForwardingOne workflow inbox in the Portal – the UWL

Decide your corporate attitude towards the Windows GUI SAPBusiness Workplace inbox (avoid supporting it if you can)

Don’t forget the obviousConsistency in subject and detail text format

Don’t turn it off until youunderstand what it does!

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Why Do Texts Matter So Much?

The no-control approach:No consistency, not sortable,critical information is buried

A better way:Sortable on action type, criticalinformation first, quicker toassess and respond

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Give Yourself a Break …

In your Development Portal, turn on the UWL SupportInformation in the Portal Content Directory. This can save youa lot of time when configuring the UWL XML.

Support Information:Appears immediatelybelow the work itempreview.

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Top 10 reasons to use UWL

1. UWL supports multiple tasks types

2. UWL is included in as standard functionality in SAP NetWeaverPortal

3. Basic configuration can be done minutes

4. UWL knows how to launch tasks

5. You can launch develop new UI’s, such as Web Dynpros and usethem to launch tasks

6. UWL look and feel can be customized

7. You can add memos and enforce rejection reasons

8. You can create filters for specific tasks

9. You can add custom columns

10. You can access non-SAP tasks via UWL API

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Key Points to Take Home

Don’t settle for UWL “Out of the Box”

Don’t leave usability up to your developers

Business process owners need to sign off on usability

As a minimum, set up UWL Filters to improve usability

Set enterprise-wide Workflow Standards to improveconsistency

Consider what you will need for the long term

Don’t turn it off until you know what it does

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Resources – UWL Configuration

Advanced Configuration of UWLhttp://help.sap.com/saphelp_nw70/helpdata/en/27/8be9f12c6746158328764a13c0ef99/frameset.htm

SDN UWL Blogswww.sdn.sap.com/irj/sdn/advancedsearch?cat=sdn_weblog&query=UWL&adv=false&sortby=cm_rnd_rankvalue

SDN Extended Notification Blogswww.sdn.sap.com/irj/sdn/advancedsearch?cat=sdn_weblog&query=SWNCONFIG&adv=false&sortby=cm_rnd_rankvalue

SAP SDN BPM and Workflow Forumhttps://forums.sdn.sap.com/forum.jspa?forumID=146

http://help.sap.com/saphelp_nw70/helpdata/en/27/8be9f12c6746158328

http://www.sdn.sap.com/irj/sdn/advancedsearch?cat=sdn_weblog&query=UW

http://www.sdn.sap.com/irj/sdn/advancedsearch?cat=sdn_weblog&query=SW

https://forums.sdn.sap.com/forum.jspa?forumID=146

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Reasons to Use UWL and Customize[1]

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