Www.snt.at SAP Business Workflow Tasks and Rules Rafał Potocki Wroclaw, 27.11.2008.

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SAP Business WorkflowTasks and Rules

Rafał PotockiWroclaw, 27.11.2008

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| 21.04.23

22008-01-16-Slide Master S&T DACH english.ppt

SAP Business Workflow

Content

Page

Technical principles

2

Definition and using standard tasks

5

Workflow definition steps

20

Rules

35


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Technical Principles

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Workflow definition is made up of steps that control the workflow or refer to the tasks to be executed

The workflow is started either manually by the user or by the system. For the system to start a workflow, the workflow definition must contain at least one triggering event (for example the event material created). When the event occurs, the relevant workflow is started automatically.

When you activate a workflow definition, you automatically generate a runtime version. When the workflow is started (manually or automatically), the relevant runtime version is used for the execution. If the workflow definition is changed later and a new runtime version is generated, these changes do not affect workflows that are already being executed

Tasks describe elementary business activities. Tasks always refer to a method of an object type

Possible agents are defined for tasks. Tasks can refer to automatically executable methods (background tasks) or they can require a user to execute them (dialog tasks).


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Technical Principles

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You establish which object method is to be executed with the task and who is responsible for executing it. You then define the tasks by specifying object type and method, and determine the possible agents of the tasks

You check whether tasks are already defined. The tasks available are not usually sufficient, meaning that you have to define additional tasks to meet your requirements


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Content

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Rules

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Task

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From an organizational perspective, tasks are central element in the WF system

Tasks are used to describe a business process. Tasks can be excuted one after the other in the business process. Parallel steps can, however, also be defined.

Within workflow you use tasks for the following purposes: To use methods of an object type in a workflow (single-step task, standard task) As a framework for defining a workflow (multistep task)

Within SAP Business Workflow/Webflow, the terms task and single-step task are treated as equivalents, as are the terms workflow and multistep task. Only when it is not clear from the context are the terms single-step task and multistep task used.

You can process tasks of the following types Standard task (single-step task, task type TS) Customer task (single-step task, task type T ) Workflow template (multistep task, task type WS) Workflow task (multistep task, task type WF) Task group (task type TG)


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Creating tasks

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To create a task: Choose from SAP menu: Tools->Business Workflow->Development->Definition tools-

>Task/Task groups->Create (PFTC) Select the task type

• Standard task• Workflow template• Task group

Name the task Push the button


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Creating standard tasks

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Standard task can be used to define an activity that can be executed within a workflow definition or independently (as a single step)

The definition of task is spread across several tab pages. You can make all the mandatory specifications on the tab page Basic data. The specifications on the other tab pages are optional.

You should adhere to the following sequence when defining tasks: Maintain names, work item text, object type and method (tab page „Basic data”) Maintain agent assignment (menu Additional data->Agent assignment->Maintain) Maintain elements in task container (button „Container”) Maintain triggering events (tab page „Triggering events”) Maintain terminating events (tab page „Terminating events”) Maintain default rules (tab page „Default rules”) Maintain description and notification texts (tab page „Description”) Maintain additional data (menu Additional data->Selection criteria… and Additional data-

>Classification->Change)


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Basic data

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Each task is identified by the object identifier TS (for standard task) and an 8-digit task number allocated automatically by the system.

You can make the settings required for the number assignment in Automatic Workflow Customizing.

You must specify a package when saving

As cross-client transport object, standard task are always connected to the transport system

You define the activity to be executed with a task by specifying an object type method

If method parameters are defined for the object method, the system gives you the option of creating relevant container elements automatically in the task container


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Basic data

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A task or a workflow is identified by its abbreviation (12 signs). It can also be used in input fields as a search term

If you want to use expressions in the work item text, position the cursor at the relevant point in the text and select menu Edit->Work item text->Insert variables or push button „Insert variables” on the subscreen „Work Item Text”

If the indicator „Background processing” is set, the task is executed at runtime as a background work item and no work item appears in the Business Workplace

If this indicator is not set, a dialog work item appears in the Business Workplace

If indicator „Confirm end of processing” is set, the end of processing of the task must be confirmed explicitly at runtime. As long as this confirmation has not taken place, the relevant work item appears in the Business Workplace of the actual agent and has the status Executed


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Classification

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To process the basic properties of a task, choose Additional data Classification Change in task maintenance

Choose the basic property from the following alternatives: General task

• All users can execute the task

• A recipient can forward associated work items to all users General forwarding allowed

• A work item can be forwarded by one of its recipients to all users, even if they are not possible agents of the task

General forwarding not allowed

• A work item can be forwarded by one of its recipients only to the possible agents of the task

Forwarding not allowed

• A work item cannot be forwarded by one of its recipients


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Maintenance of agent assignment

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To assign a task you have defined to its possible agents or process its basic properties, choose menu Additional data->Agent assignment->Maintain

Select the task

Choose menu Agent assignment->Create

Select agent type Work Center Role Job Organizational unit Position Task User

Select an agent (ex. User name)


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Description

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You enter the following information on the tab page „Description” Task description

• The task description is displayed in the work item display Notification texts

• These texts are sent as notification to the message recipients for completion missed deadlines

You can maintain several text types Task description Completion text Latest end text Requested end text Latest start text

To add text variables to your text, choose menu Include->Expression


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Task container

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Each task container already contains the workflow system elements and any additional elements for the method parameters of the referenced object method

You have to add additional elements to the task container if: Additional values are required for variable replacement in the work item text, in the task

description or in the other texts Additional information is required to resolve a default rule

Values are assigned to the task container at runtime in the following ways: By initial value assignment Using binding from the workflow, event, or method container


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Task container – add element

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technical name („Element”) can be used to identify container element uniquely

Data type: select the predefined type (system carries out the necessary entries for the data type) or make the entries manually (for object type or field of structure or dictionary type)


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Task container – add element

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On the tab page Properties, select whether the new element is to be an import and/or an export element. Mark an import element as mandatory if applicable

The values for each of the container elements may be in the form of a multiline list of field values or object references

If necessary, enter an initial value for an import element on the tab page Initial value


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Creating triggering events

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Identify the event by specifying its object type category, its object type, and its name

If you are looking at a task in display mode, whose original system is not the current system, you can create additional triggering events. This creates an extension of the task definition

To activate the type linkage, select the button in column signed with event picture

To define the binding from the event container, select the relevant event line and choose the button Call Binding Editor on the tab page

You can see the properties of the type linkage by selecting the button Event Settings

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Creating terminating events

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Tasks that refer to an asynchronous object method must always be defined with at least one terminating event

Tasks that refer to a synchronous object method can also be defined with terminating events

A terminating event always refers to one object for which the event must be triggered

You define the object for which the event must be triggered in a container element in the task container

If the flag Confirm End of Processing is set for a task, the task is terminated immediately when the terminating event occurs


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Content

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Rules

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Multistep task

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A multistep task is a formal framework for a workflow definition

Multistep tasks can be divided into workflow template and workflow tasks

New multistep tasks must be created as workflow templates

A multistep task contains: reference to a workflow definition definition of the workflow container Triggering events


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Basic data

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Each multistep task is identified by the object identifier WS (for workflow template) or WF (for workflow task) and an 8-digit task number allocated automatically by the system

a workflow is identified by its abbreviation. It can also be used in input fields as a search term

You can make the settings required for the number assignment in Automatic Workflow Customizing

You must specify a package when saving

As cross-client transport object, workflow task are always connected to the transport system

A work item that represents a task is displayed with the work item text

If you do not specify a work item text, the name is used instead

If you want to use expressions in the work item text, position the cursor at the relevant point in the text and select menu Edit->Work item text->Insert variables or push button „Insert variables” on the sub screen „Work Item Text”


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Maintenance of agent assignment

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There are the same functionality like for the standard task which should be setup Maintenance of agent assignment Classification Description Workflow container Triggering events


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Workflow definition

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Choose the button Workflow Builder on tab page Basic Data of workflow template for workflow definition

You create a step in a workflow definition, for example, to execute a task or to control the workflow

You can insert new step as follows: In the workflow area, select a step or an outcome Choose Create in the context menu. The dialog box Step Selection opens Choose a step type


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Types of steps

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Process control The functions Cancel work item or Set work item to obsolete are applied to other work

items of the current workflow

Ad hoc anchor In the definition, you save workflows that can replace this step. At runtime, an

authorized user can select one of the saved workflows. The ad-hoc anchor is then replaced by the steps of this workflow

Activity Execution of a task or subworkflow

Condition One of two branches defined in the workflow definition is processed. The system makes

the decision based on defined conditions. When doing this, this system takes account of information from the context of the workflow or the application objects processed

User decision The process flow of the current workflow is controlled on the basis of a decision made

by the current agent


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Types of steps

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Document from template A document is created from a document template

Container operation Elementary arithmetic operations or value assignments are applied to individual

elements of the workflow container

Event creator An event is created

Form The data in a container element that refers to a structure can be displayed, processed,

or approved as a form

Send mail The text entered in this step type is sent as an e-mail


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Types of steps

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Multiple condition One of several branches defined in the workflow definition is processed. To do this, the

system checks the value of a container element in the workflow container

Fork The processing that follows takes place in a fork. You can define how many branches

have to be executed for the fork to be successfully completed, or you define an end condition in the condition editor

Undefined step No function at runtime. Undefined steps always have an outcome

Loop (UNTIL) A sequence of steps is processed repeatedly until the defined termination condition

occurs

Loop (WHILE) A sequence of steps is processed repeatedly as long as the defined comparisons apply.

The system leaves the loop when the basis of comparison does not agree with any of the comparison values


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Types of steps

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Wait for event The system waits for a specific event. The work item is only completed if the expected

event occurs. The event can also be triggered by the occurrence of an XML document

Web activity The content of container elements is sent to a URL unchanged or in the form of a

generated XML document. The step can wait for a reply. Communication with a process started by a Web activity is possible. A process started by an XML message can communicate with its caller


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Activity – single step


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Step Activity

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The maintenance of an activity is spread across several tab pages

The order of the tab pages defines the recommended sequence of processing

On the tab page Control you define: Which task is executed in this activity Binding between task container and workflow container Who is responsible for processing the activity The properties and descriptive text of the selected task are displayed

On the tab page Details you define: Workflow log visualization Work item response

• Processing can be rejected: If the indicator is set, execution of an associated work item can be rejected. The workflow definition is extended by the addition of a branch in which you must model the reaction to this rejection

• Advance with dialog: If the actual agent of the preceding step is also a recipient of this step, the step is executed immediately


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Step activity

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On the tab page Outcomes you define: determination of the outcomes for which you want to model a reaction. The system

determines the outcomes that are displayed on this tab page from the following specifications:

• Possible values of the result of the method used in the task

• Terminating events of the task

• Exceptions for the method used in the task

• Step definition

On the tab page Methods you define: Before method: Executed before execution of the method Secondary method: Executed at the same time as the method After method: Executed after execution of the method

On the tab page Work item display you define: Work item display with an additional tab page work item preview with graphics or text


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Content

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Rules

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Rules

Usage

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You use Rules in the following cases – transaction PFAC In a workflow Within a Web Activity

In a workflow, you can to specify the responsible agent of a step or the recipient of a single-step task

All Organizational Management Objects can be the result of a rule

If rules are specified, you may need to define binding from the task container to the rule container

When defining workflow definition steps that require user interaction, you can use a rule for agent determination to enter the responsible agents and the recipients for missed deadline or completion


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Rules

Category

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There are various ways of defining rules: Determining agents using function modules Determining agents using evaluation paths Determining agents using organizational data Determining agents using responsibilities Determining agents using the organization model WebFlow rules

Each rule has a rule container that includes the values on which rule resolution is based

Rules are always defined across clients

Rules are always connected to the transport system as cross-client transport objects

When saved, each rule is assigned an eight-digit number by the system that is preceded by AC, which is used for identification purposes


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Rules

Container

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The rule container contains a rule’s parameters

At runtime, the rule parameters contain the current, context-specific information that forms the basis of rule resolution

the rule parameters constitute "input" for rule resolution

In SAP Business Workflow, binding feeds the rule parameters with values from the workflow container

If a task contains default rules, the system fills the rule container from the task container using binding

If a rule is used in a workflow to determine the responsible agent, the result of rule resolution is stored in the container element _RULE_RESULT and can be transferred to the workflow container by binding


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Rules

Definition

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When defining an agent determination rule, you specify the following:

Which information must be available so that rule resolution can be performed when the workflow is executed (rule container)

The regulations in rule resolution that are used to determine the appropriate employees (rule category)


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Rules

Responsibilities

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Category agent determination: Responsibilities: With this rule category you can select agents based on values from the workflow or the

task To do this, you transfer container elements from the task or workflow container to the

rule container using binding In the rule you define responsibilities that relate Organizational Management objects

(job, position, organizational unit, user, and so on) with possible values from container elements in the rule container

• Create container element (tab page Container)

• Create responsibilities (tab page Responsibilities): With a responsibility you define the container element values that you want to trigger processing by the same users. In the responsibility, you define values or value ranges for the container elements of the rule container. If you wish, you can assign a priority to each responsibility

• Assign users or organizational objects to the responsibility (button Insert agent assignment)

If you only want the rule to return users or persons who are directly assigned to the responsibility, set the Personal Rule flag. Otherwise the rule also returns users who are indirectly assigned to the responsibility (for example via an organizational unit)


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Rules

Function to be executed

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Category agent determination: You use function modules for defining agent determination rules when very complex

selection criteria, which cannot be depicted by other rule categories, are required for agent determination

The function module must enable the following process:

• The rule container transferred as the table parameter AC_CONTAINER is read using the macro commands SWC_GET_ELEMENT and SWC_GET_TABLE (you need include <CNTN01>)

• The rule parameters are used to determine the responsible agent(s). At its simplest, this sub-program consists of a loop on a (Customizing) table, from which the agent is selected

• The table ACTOR_TAB is filled

• Example: Function module ‘RH_GET_STRUCTURE’


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BC



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Thank you for your attention!

Contact

Rafał PotockiJunior Consultant

telefon: +48 71 78 32 100fax: +48 71 78 32 200email: [email protected]

The Information Management Group (IMG)IMG Information Management PolskaConsulting Services of S&Tul. Legnicka 51-53PL-54-203 Wrocław

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Www.snt.at SAP Business Workflow Tasks and Rules Rafał Potocki Wroclaw, 27.11.2008.

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