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Using Forms in Workflows and Guided Procedures

Overview Forms in SAP Business Workflow Forms in Guided Procedures Summary and Appendices


Business Task Management in SAP NetWeaver SAP Interactive Forms by Adobe Guided Procedures and SAP Business Workflow

Business Task Management in SAP NetWeaverIT PracticesUser Productivity Enablement Running an Enterprise Portal

IT ScenariosEnabling User Collboration Business Task Management Mobilizing Business Processes Enterprise Knowledge Management

Data Unification

Master-Data Harmonization

Master-Data Consolidation

Central Master-Data Management

Enterprise Data Warehousing

Business Information Management Business Event Management End-to-End Process Integration

Enterprise Reporting, Query, and Analysis

Business Planning and Analytical Services

Enterprise Data Warehousing

Business Event Resolution Enabling Applicationto-Application Processes

Business Task Management

Enabling Business-toBusiness Processes

Business Process Management

Enabling Platform Interoperability

Business Task Management

Custom Development

Developing, Configuring, and Adapting Applications

Enabling Platform Interoperability

Unified Life-Cycle Management Application Governance & Security

Software Life-Cycle Management

SAP NetWeaver Operations

Authentication and Single Sign-On

Integrated User and Access Management

Consolidation Enterprise Service Architecture Design & Deployment

Enabling Platform Interoperability

SAP NetWeaver Operations

Master-Data Consolidation

Enterprise Knowledge Management

Enabling Enterprise Services

On the concept of IT Practices and IT ScenariosSAP AG 2006, / 4

Business Task Management is Evolutionary+ Guided Procedures + Third Party Duet, UWL API

Universal Business Worklist Workflow


+ Collaboration Tasks

1995 EP 5.0

2003 SAP NetWeaver 04

SAP NetWeaver 2004s

SAP AG 2006, / 5

What Is the Current Situation for Managers?Write performance appraisals Identify and reward top performers Perform specific tasks

Control and reduce costs Manage budgets Perform budget and headcount planning Trigger processes

Motivate employees

Susan F.

Recruit the right people

Delegate tasks

Initiate personnel data changes

SAP AG 2006, / 6

Business Task Management ComponentsUniversal WorklistSingle point of access for managing your work Can be personalized to suit each users working style Process-specific views can be customized for expert users

Collaboration TasksEnables end-users to create their own ad hoc processes and drive collaboration Includes various types of collaboration tasks including actions, approvals, and feedback Users track progress of their delegated task

Guided ProceduresDesigned to implement process flows with greater ease and speed across multiple applications Integrates backend system transactions and interactive forms Includes process templates that can be easily re-used or copied and easily changed

Interactive FormsGenerate forms that contain data extracted from core systems Use dynamic or static forms Accelerate forms-based business processes

SAP Business WorkflowStructured, repeatable, simple to complex business process Manages the tasks that need to be performed and who should perform the tasks Ensures business process deadlines and service agreements are appropriately monitored and enforced

AlertsException-triggered notifications Define follow-on activities Inter-System alerting

DuetProcesses in Microsoft Outlook

SAP AG 2006, / 7

Business Task Management DefinitionBusiness Task Management is the automation, execution and monitoring of tasksCoordinate and execute tasks arising from automated process flows and spontaneous events Track the progress of tasks

Tasks include a wide variety of activitiesBusiness Transaction Alert Form Desktop Document Impromptu Request

SAP AG 2006, / 8


Business Task Management in SAP NetWeaver SAP Interactive Forms by Adobe Guided Procedures and SAP Business Workflow

Understanding FormsForms typically offer a service, share knowledge, or collect and provide answers. A form is the document that an end user views or interacts with. The form design specifies the layout, data capture, and final presentation rules for the form No complex navigation or business rules

SAP AG 2006, / 10

Challenges in Forms-Based ProcessesPaper-based form processes have limitations.Error-prone and easily outdated Manual data re-entry Process status is hard to track High costs (e.g. production, storage) $30 million per year for a global organization*

Casual users (including executives) are typically unfamiliar with enterprise software.Access to enterprise applications needs to be intuitive.

External users (suppliers etc.) are disconnected from the process.System-relevant data capture is cumbersome.

* GISTICS independent study, 2004SAP AG 2006, / 11

Interactive Forms based on Adobe Software Key Capabilities

1 2 3 4 5 6 7SAP AG 2006, / 12

Integrate interactive PDF documents into business processes driven by SAP applications Allow forms-based input combined with workflow to start automated follow-up steps Generate forms that contain data extracted from SAP systems Use dynamic or static forms Complete forms online or offline Submit data from the form back to SAP systems Allow users to print forms

Improving Productivity with Interactive Forms

Eliminate process latency, duplication and errors in paper forms Integrate SAP application Data Support casual and mobile users Minimize training time Get the job done faster, and at lower cost

SAP AG 2006, / 13

Form ScenariosScenarios for capturing or displaying data in a Form1. Interactive formsUsers complete the form (online/offline) Select options online to submit the form data to a predefined process Optional Support for data validations

2. Non-interactive formsDesigned to present information to end users Pre-populated with data Data can not be added or modified

3. Print and fill formsEnd user opens and prints the form Fills it out manually Returns it by fax or mail

SAP AG 2006, / 14

SAP/Adobe PartnershipSAP/Adobe Strategic PartnershipSolution first available with SAP NetWeaver 04

Adobe providesOpen technology, de-facto standard for forms Benefits of combination of PDF with XML

Benefits of SAP/Adobe collaborationAdobe Reader installed on virtually all desktops Natural look and feel of forms User-friendly forms design tool lowers cost of operations Integration of Adobes PDF technology into SAP solutions Interactive Forms based on Adobe Software (Java - ABAP) Generation of forms to mass print, email or archive (ABAP) Linking of processes and Interactive Forms (Java ABAP)

SAP AG 2006, / 15

Where our Integration Starts? Interactive PDFPaper-like layoutSelf-explanatory Natural look and feel

User HandlingSave locally Distribute via email / Portal Apply digital signature Print locally

Background ServicesStructured data in XML Pre-filled application values Pre-filled list boxes, help values, Automatic data extraction and integration in application

SAP AG 2006, / 16

Interactive Forms Design Time and RuntimeNetWeaver Developer Studio ABAP Workbench

SAP NetWeaver Application Server Java PDF Object ABAP PDF Object

Adobe Document Services

SAP J2EE Engine Adobe Document Services

SAP AG 2006, / 17

Interactive Forms Run-Time ArchitectureApplication ServerJ2EEAdobe LiveCycle Designer

ABAPAdobe LiveCycle Designer

Adobe Document ServicesDB and OS Abstraction

SAP NetWeaver Application ServerJ2EE StackApplication Code (Java)

ABAP StackApplication Code (ABAP)

PDF Object (Java) Web Services SOAP Web Services Document Service EJB Adobe Document Services Core Components

PDF Object (ABAP) Web Services


SAP AG 2006, / 18

Adobe LiveCycle DesignerYou are able to create the design of your form with the Adobe LiveCycle Designer. The context elements that were bound to your form can be dragged and dropped onto the form layout.1 2


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Business Task Management in SAP NetWeaver SAP Interactive Forms by Adobe Guided Procedures and SAP Business Workflow

Execution of Business Task ManagementTASK MANAGEMENT UITask 1 Task 2 Task x Events trigger tasks (workitems, notifications)Collaboration tasks Guided Procedures

(Universal Worklist)Business workflows

Human Interaction Collaborative Processes Ad Hoc Processes

User Interaction with BPM Runtime

Dynamic Processes


Stable Processes

SAP AG 2006, / 21

Centralized vs. Decentralized Process ControlWe need to create flexible, robust and highly scalable standardized processes

Central IT

We need to supplement the companies core processes with our own departmental procedures.

Business Department

I want to delegate some of my tasks to colleagues, and track their progress.


SAP AG 2006, / 22

Centralized vs. Decentralized Process ControlWe need to create Unbounded Processes flexible, robust and highly scalable Embedded Processes standardized processesProgrammed Processes SAP NetWeaverTM

Central IT

SAP We NetWeaver need to supplement the companies core Guided Procedures processes