SAP Business Workflow Is a tool automate the business processes

To define business process that are not mapped in SAP system

Is suitable for situations in which the processes have to be run through repeatedly

Right Agent doing the Right Work at Right Time

Goals

Make process flows clear / transparent to those involved

Increase employee responsibility

Increase benefits to customers

Optimize the quality of process

Reduce long turnaround time

High level of work distribution

Creating a Workflow ScenarioIdentify the Business process Does an SAP Workflow already exits in the standard system?Use the SAP Workflow1. Create a Workflow2. Implement the Workflow3. Test the WorkflowYesNo

Organization ManagementOption 1: There is one chart for the whole company All workflows have to be connected to organizational from this structure This option does not have any specific structure for the workflow alone

Option 2: HR managers the general structure for all the employees in the company To support the workflow, there is a small specific structure for each business process

Option 3: Your company does not have a general HR structure for all the employees To support the workflows, there will be one small structure for each process

TerminologyTask: Tasks are the central element in the workflow system.

Method: Model function that is executed when Workflow is running.

Position: An Employee occupies a Position.

Event: A triggering point to start/stop the workflow.

Work Item : A mail in ones Business Workplace / Workflow Inbox.

Agents in Organization ManagementOrganization Unit : FI DeptPosition : FI Dept HeadPosition : SecretaryPosition : Administrator 1Position : Administrator 2Manager JobSecretary JobFI employee JobUser 1User 2User 3User 4Tasks: 1, 2Tasks: 2, 5Tasks: 4, 6Task: 1Task: 1

Business ObjectsA Business Object is described of the following elements :

Object Id-Unique Id of Object Type Key Field-Unique identifier of the object at runtime Attribute-Property of an Object: Entered by, Entered on, etc. Method-How can an object be edited? Create, Edit, Display etc. Event-Which state can an object adopt? Created, Changed etc.

Status of Object TypesObject Types and their components have for statuses :

Modeled: There is not yet a program for object type.

Implemented: Program of the object can be called, but its not completed.

Released: The program of the object type can be called by anyone.

Obsolete: The object type/component has been replaced by another one.

After the Object type has been released it has to be delegated so that the changes will be reflected in the system.

TasksThere are two main types of tasks :

Tasks: Abbreviation TS, is one method of an object type and represent one step in the business process. A task must have possible agents based on organization model, an activity group or all SAP users (general task).

Workflow: Abbreviation WS, represents the business process and consists of a sequence of individual tasks and control steps.

Type of Tasks

Synchronous Tasks

Task with synchronous method can have import, export parameters. Task is completed when the method returns the final confirmation. Task is completed when the application triggers the terminating event.

Asynchronous Tasks

Task with asynchronous method can have only import parameters. Task is completed when the application triggers the terminating event.

ContainersTask Container: Task container always contains an element that can save the reference to the object to be processed in the relevant single-step task (_WI_Object_ID). It also contains the element _WI_Actual_Agent who actually executes the work item.

Workflow Container : Contains the details of the Business Objects used in the Workflow.

Event Container : Contains an element that can save the object reference to the object whose change of the status is made known using the event _EVT_Object. It also always contains an element with the name of the user who is responsible for changing the object (_EVT_Creator)

Method Container : Contains elements that are import parameters in connection with the method execution.

Binding DirectionsBinding Example :

Binding

Event Workflow Container&EVT_CREATOR& &_WF_INITIATOR&&EVT_OBJECT& &BUSINESS OBJECT&

Binding

Workflow Container Task Container&BUSINESS OBJECT& &_WI_OBJECT_ID&

How Does Data Reach the Containers

Workflow Container-From the container elements of the triggering event-From the export parameters or results of the task-By specifying input data when testing the workflow

Task Container-From Workflow Container-From the terminating event-From method parameters

Rules and Responsibilities

What is a Rule : It helps the application to find out the person responsible for a particular job.

When a Rule is Required : When we have to find out who is responsible for a particular job.

How Rule is Defined: It does not have to be programmed. Its purely configuration and no code is involved in this.

Ad Hoc Processing OptionsWhy Ad Hoc ?

When it is not possible to find responsible agents at the time of definition

Determine agents dynamically at runtime

Define tasks for a business process step dynamically

Use the ad-hoc anchor step to extend the workflow definition by adding an additional workflow

Monitoring Steps in Business Workflow

Requested Start : Earliest possible time for start of processing. The work item does not become visible in recipients Business Workplace until this time.

Requested End : Requested deadline for completion of processing of a work item.

Latest Start : Latest deadline for starting of processing of a work item.

Latest End : Latest deadline for completion of processing of a work item.

JOB SWWDHEX HAS TO BE SCHEDULED TO EVALUATE THE MISSED DEADLINES

Events and Workflow

Event processing in a Workflow : What do you have to do?

Which item have to be processed?Where is the setting implemented?

1. The event must be defined in Business Object Repository the Business Object Repository for the object type.

2. Workflow and Triggering Event Workflow Builder / Basic data must be actively linked to each other.

3. Terminating Event for a TaskTask Definition can/must be defined.

Linking the Workflow and the Event

Steps required for an Event to become a Triggering Event:

In workflow container Business Object should have Importand Mandatory properties checked.

Enter the Event in the Triggering Event in the Workflow Template.

Check the binding : _WF_Initiator _EVT_CREATOR _EVT_OBJECT

Activate the event linkage

Test the linkage between the event and the workflow using T-Code, SWUE

Test Options in Event Environment

Checks in the Event Environment

Check whether the event ink is error-free. -- Transaction SWU0 -- Simulate Event

Check whether the workflow starts and finishes correctly -- Transaction SWUE -- Create Event

Check whether the event is actually created by an application -- Transaction SWEL -- Event Trace

Check all the possible testing required-- Transaction SWUD -- Outlines all the test transactions

Testing a WorkflowTesting a workflow : Problems and Possible solutions

An Event controlled workflow does not start.-Check the event trace was the event triggered?-If no: How is the event triggered?

A workflow is triggered repeatedly.-Check the event trace how many and which events are triggered?-Check the triggered events.

A workflow becomes corrupt.-Check the technical workflow log.

Work item is not in workplace of expected user.-Search for created work item where is the work item?-Check agent assignment of the workflow step and the task

More Steps in Workflow

Use of Step type Fork and Document from Template

Process multiline attributes of an object type

Use the step types Loop and Form

Enter conditions affecting the start and end of a work item in the Workflow Builder.