SAP Demo XI30 Integration CcBPM Workflow

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XI 3.0 Sales Order example of a BPM scenario

:

System Access...

.1 Choose the tab page in the Demo Database.

To display the info in an extra window, double-click on IDES Exchange Infrastructure DemoSystems.

Purpose

Sales orders arriving from different systems arrive in XI and a credit check is performed. This credit

check is not shown in the demo. If the credit check fails the sales orders are collected in pairs andsent to a central CRM system where the priority can be decided upon using a simple form (via aworkflow which is triggered in this CRM system). If the order is low priority the workflow replies to XIand the sales order is cancelled. High priority orders will be sent for approval and the result of thisworkflow is returned to XI. If approved, the order is sent by XI to R/3 for production and delivery.

This is a technical demo showing the integration between cross-component business processes andlocal human workflow processes. The cross-component process is triggered by sales orders comingfrom different systems, which are combined into one temporary order that triggers a workflow processto approve or reject the sales order where credit check failed. Normally workflow deals with referencesto the business objects but in this case because some of the orders come from legacy systems thedata has to be displayed in a form.

Data Overview

Logon to the following systems using the details provided herewith

Sys-ID: DC8 XI 3.0

Client 800 Integration Server

User: DEMO / WELCOME

Sys-ID: FEZ CRM 4.0

Client 800 Custom workflow to set priorityUser: DEMO / WELCOME or

RILKEE / WELCOME

User: BENDERT / WELCOME

Created 01.09.2013 Page 1 of 22 IDES

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Process Flow

Swimlane view showing the scenario composition.

Business Analyst view in ARIS


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SAP AG2 004, Title of Presentation / Speaker Name / 1

XI Elke

(Key Accounts)

Tom

(Sales Director)

TriggerTriggerWorkflowWorkflow

Approve

Prioritize

Workflow Process

1. Prerequisite Make sure no instances are already running.Log on to FEZ 800 for users BENDERT (password WELCOME) and RILKEE (passwordWELCOME) and make sure that there are no workflows from this scenario currently running. Todo this, you should log in to the respective inboxes (transaction SBWP as in phase 4) and executeany work items found there.

For checking if there are any running workflows under these user names do the following steps

1) Logon to the CRM system using the user RILKEE and

2) Choose the favorite SAP Business Workplace from the favorites list


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3) Open the Inbox of user Rilkee and check if there are any existing workflows

4) In the above screen shot you see that there is still one workflow.

5) In this case select this workflow and hit the execute button and set the corresponding actionfor the workflow and save the same

6) Make sure that there are no items within the workflow for the rest of the demo to work fine.

7) The same set of steps should also be repeated for user BENDERT (password WELCOME)and see if there are any open workflows.

2. Creating a Sales Order in CRM1. Login to the CRM system (FEZ, client 800) with user DEMO (or RILKEE), password

WELCOME

2. Execute transaction CRMD_ORDER


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3. Choose F5 and create a new sales order

4. Enter the Sold-To-Party 3028

5. Enter Employee Responsible HT0001

6. Enter product ID XI328 and enter the quantity.

7. Goto tab Organization and enter the following information


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Organizational unit - Group D1.

8. Save the Sales Order.


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Note down the transaction number that is created when you save the order. This isneeded to monitor the sales order in R/3.

You must create two orders so that the BPM will start processing the orders in XI.

9. For creating the second sales orders use the same master data as used in the above example theonly difference needs to be for the quantity of the product which can be something different. Notedown the transaction number for the second order created as well.

3. Setting the Priority of the Combined Sales OrderPerform the following actions in the CRM system

...

.2 Log on to CRM (FEZ) with user RILKEE (Ellen Rilke), client 800 and password WELCOME. (oruser DEMO password WELCOME).

CRMCall the Business Workplace

.3 Click on the Inboxbranch of the navigation tree and you will see your work items in the top righthand frame (Set priority).

.4 Double-click on the first work-item or click on the execute button above it so that it is executedand you are shown the form. This form displays information from the two sales orders andallows Ellen to select a priority.

.5 Set the priority high (less than 5) if you want an additional approval step, otherwise set thepriority low (6-9). However, if the priority is low the sales order will be cancelled by XI and NOTsent to R/3 for production and delivery. If you are familiar with workflow you could create anattachment via the Workflow Toolbox at this point.

Save the changes ( ) and return with this button ( ). The work item will have disappearedfrom your inbox.


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.6 Click on the Outbox branch of the navigation tree in the Business Workplace and click on thelog button shown in the top right hand frame (after first selecting the correct work item). Theoutbox shows you the tasks that Ellen has performed and the log will allow you to check that it

has gone to be verified.

.7 You can see from the log that a second step has been created for the priority to be verified.Note: This log is also directly available in the workflow toolbox tabstrip in the form.


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.8 Log off the CRM system.

4. Approving the Combined Sales Order(or use the alternative described in phase 6)

This approval step will be skipped if a low priority was suggested in the previous step (and thesales order will be rejected automatically).

1. Logon to the CRM system (FEZ) client 800 with the manager BENDERT (Tom Bender) passwordWELCOME.

2. Navigate to his Business Workplace using this button andClick on the Inboxbranch of thenavigation tree and you will see your work items in the top right hand frame (Set priority).

3. Double-click on the work-item or click on the execute button above it so that it is executed and youare shown the form. This form displays information from the two sales orders and allows Tom tochange the priority and approve or reject the suggestion. Rejecting it will cause it to default to alow priority before it is returned to XI and the orders will not be forwarded to R/3.Before approving, you can optional perform the Monitoring in Workflowscenario described next.


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.9 The priority and approval statues will now be transmitted back to XI where the cross-componentprocess will update the two original sales order with the new priority.

.10 Log off the systems.

5. Monitoring the Order in XI

Logon to the XI system DC8 client 800 using the user name : DEMO and password : WELCOME

1. Choose transaction SXMB_MONI

2. Double-click on Monitor for Processed XML Messages.

3. On screenXML Message Processingchoose Execute (F8)You can now see two messages (one for each sales order created), in XI.


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4. Select the first message and choose .

5. To see the receiver choose

You can see the recipient of the message as the business process (OrderProcessing)

6.XI now triggers the CRM workflow via a proxy. You will need interrupt this phase and completephases 2 and 3 before continuing to look at the log in this screen.


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7. Once the order is approved in the CRM workflow, the approval is sent back to XI via anoutbound proxy and the two orders are sent to R/3 for confirmation.

In the above screenshot, the red rectangle depicts the approval that arrives in XI via the proxy fromthe workflow while the blue rectangle depicts the two orders being sent to the R/3 backend via thebusiness process.


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8. If the order is rejected in the workflow, the rejection message arrives in XI and is then sentback to CRM by the business process.

In the above screenshot, the red rectangle represents the rejection message that arrives in XI from theworkflow while the blue rectangle represents the rejected orders being sent back to CRM.

9. When the order is opened in CRM, the status Rejected can be viewed in the order.


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6. Monitoring in Workflow(optional addition to phase 4 or 6)

Usually you can navigate directly from the business object or form to the process log as shown in this

optional step.

.1 When displaying the form, click on the Workflow Toolbox

.2 Select the log icon to view the log

.3 You can see the steps that have taken place so far and who did them when. To see a detailedview click on the step you are interested in.


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.4 In this case you can see that Ellen has added an attachment to the process (which was alsodisplayed in the inbox and the main toolbox panel)

This shows how the users involved in a process can navigate directly to the process log and drilldown to the detail they require.

7. Execution of the approval in the Universal Worklist(optional alternative to phase 5)

This approval step will be skipped if a low priority was suggested in the previous step (and thesales order will be rejected automatically).

The Portal currently configured is the portal at http://idesportals6.wdf.sap.corp:1080/ (or use the testportal http://idesportalt6.wdf.sap.corp:1080/ ).

.1 Log on to the portal with user BENDERT password welcome.

.2 Navigate to the Universal Worklist and select the work item as shown below.


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http://idesportals6.wdf.sap.corp:1080/http://idesportalt6.wdf.sap.com:1080/http://idesportals6.wdf.sap.corp:1080/http://idesportalt6.wdf.sap.com:1080/


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.3 You can now process the work item as described in the section Approving the Priority of theCombined Sales Order. You can also monitor the progress of the process with the sectionMonitoring in Workflow (optional).

.4 When you have finished press the approve button and press the return button shown at thebottom of the screen.


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8. Ad Hoc Workflow(optional addition to phase 6)

.1 You can create and ad hoc workflow from the Universal Worklist by selecting the Ad HocWorkflow button as shown below.

.2 Just follow the wizard to create a simple two step workflow. Use the Work task task type tocreate the simplest workflow.

9. Viewing the Order in R/31. Choose the transaction VA03

2. Enter the value of the transaction number copied during order creation in CRM into the fieldPurchase Order No. Prefix this value with three zeros. Choose the Search button


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This opens the order that you created and is displayed with the details.


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End of script


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Created 01 09 2013 Page 22 of 22 IDES

SAP Demo XI30 Integration CcBPM Workflow

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