Download - Workflow - I

Apr 8, 2023 Introduction to SAP Workflow V1.0 1

India Delivery Centre

Introduction to SAP Workflow


Agenda

Day By Topic

Day 1 Anita Kembhavi SAP Workflow IIntroduction

Workflow Definition

Organizational Structure

Configuring Workflow

Business Workplace

Day 2 Anita Kembhavi SAP Workflow IIElements of Workflow Builder

Task Definition

Single Step Task - Standard Task (TS)

Multiple Step Task - Workflow Template (WS)

Containers

Binding


Problems of Office & administration process Long lead times due to high transport and wait times Lack of transparency of processes connected to high

work distribution Historically grown task assignments Inefficient communications between process

participants Data entered more than once

Goal Reorganize your business process

• Introduction to Workflow

Introduction to Workflow


Goals of reorganizing Business Process

Increase transparency of procedures used Increase employees responsibility Focus on the interest of the customer Better quality management


SAP Business Workflow

R/3R/3

FIFI

COCO

AMAM

PSPS

WFWF

ISIS

MMMM

HRHR

SDSD

PPPP

QMQMPMPM

Is a tool for the automization of business processesIs not tied to any particular applicationOperates uniformly across applicationsCoordinates all participating tasksProvides users with active support

Why SAP Business Workflow?

Is tailored to customer needs and developments


You can use the SAP Business Workflow system to support your enterprise processes in R/3

The SAP Business Workflow system is able to combine steps from different applications into one process

The SAP Business Workflow system supplies the end user with all the information required for the next step



SAP Business Workflow is a cross-application tool that makes it possible to integrate business tasks across departments, applications and system boundaries

It is a tool that automates business processes in a flexible and transparent way and maps the individual tasks to the users so that a push technology informs and helps the users through the process. Steps which do not require user intervention are carried out automatically, along with business logic and escalation procedures.




Designed to handle all process dimensions

The Process (Business)

The People(Organization)The Impact (Process Information)


Workflow provides a number of tools for defining and analyzing workflows as well as for monitoring operation. They are:

» Workflow Builder

» Business Object Builder

» Business Workplace

» System Admin Tools

Business Workflow Features


Workflow BuilderIt is for displaying and making changes to workflows. We can makeSmall extensions directly to the original workflows supplied by SAP,such as carrying out your own agent assignments or changingdeadline monitoring.

Business Object BuilderBusiness Objects are used to make the functions of the R/3 Systems available to a workflow, this objects can be defined and analyze here. These business objects are made available to the workflow in reusable tasks, thus introducing object Orientation

Business WorkplaceThis is the area where the end user receives information about theactivities they are to carry out. This provides them with a centraloverview of all the activities that they are authorized to carry out.They can commence the activities from here.

Business Workflow Features


What can a Workflow Management System Do?

A Workflow Management System facilitates the electronic processing of structured processes which include a range of activities,

always occur in a similar or identical form, involve several people or departments and require a high degree of coordination. workflow Management Systems control processes

according to a predefined model and are especially

suited to structured organizations.


Workflow Benefits for the End User


Faster, simpler access to information

Easier learning and understanding of processes

Less effort for administrative tasks


Workflow Benefits for Management

Flexible changeof processesof organizational structureof underlying technology

Better controlof informationof deadlinesof service levelsof processing costs


Workflow Benefits for the company

Problems of Office and Administration Processes


Increase productionClearing backlogDistribution of information and work:

Every user gets his work list automatically from the system

Accelerating the processesYou will get cash discount more oftenBetter/quicker reaction to errors

Customers are more satisfiedProcesses are more quickly finishedBetter return on information


Workflow is Not ..!!!!

Simply document administration and imaging; although Workflow uses both!

Standard E-mail and groupware – although Workflow uses these!

-

Data distribution across multiple systems: EDI / ALE is used for this purpose

but Workflow can support this

Screen sequence management within a transaction

option


Workflow is Not ..!!!!

Management of temporary data, management of “one time” processes Repetitive work of a single type, e. g. goods movements

A tool to fill functionality gaps!


Advantages of Using Workflow


SAP Business WorkflowWhen?

Transparent business processes

For modeling and defining Rules, templates Organizational principles

At runtime Current status

of a certain business object the entire process

Afterwards Weak point analysis Optimization and adaptation


Advantages of Using Workflow .


Deadline monitoring (max. processing time)

Automatic notification

Task assignment according to responsibility Along the organizational structure Job description, requirements profile Inheritance hierarchy Dynamically Organizational principles Attributes of business objects

Task assignment according to responsibility


SAP Business Workflow Terminology

EventObject Agent

Task RoleStep

WorkflowWorkitem

BusinessWorkplace


Five Questions….?

Who Should ? Do What ?

To What ? When ?

In What Order?

?


Do What? To What?

Activity / Task

Execute a Transaction

Execute a Report

Execute a Function Module

Run a Routine in an External System

Update a Spreadsheet

Document generation

User decision

automatic control steps

Step


Who Should?


ProcessProcessWorkflow DefinitionWorkflow Definition

OrganizationOrganization

Org. unitOrg. unit

JobJob

PositionPosition

User IDUser ID

RoleRolefunctionfunction

PreviousPreviousworkflowworkflowagentsagents

Business WorkplaceBusiness Workplace

Agent

Dynamic work list at

logon! Work items are

runtime versions of

tasks.


In What Order

Workflow Definition

Controls the Business Process

Consists of steps

Can be triggered by events


When?

out-come3

out-come1

out-come2

Event

Outcomeshows different results of a step

Tells theworkflowthat something has happened

Workflow can be started (triggering event)

Step can be ended (terminating event)

Wait step for reacting to an event

Step type Event creator


Organization Plan .

Organizational Plan

–Representation of the task-related, functional structure of the enterprise.

An organizational Plan is made up of

–an organizational structure, with which the reporting structure and task distribution are created using organizational units (departments, for example).

– Staff assignments for each organizational unit, in which the current persons (employees), users and vacancies are listed.


Organization Plan Terminology

Root Organizational Unit

The highest organizational unit in an organizational structure is the root organizational unit.

Additional Organizational Unit

Depict the functional units of an enterprise with organizational units

Jobs

Jobs simplify the procedure of creating positions. Jobs are classifications of functions in an enterprise (administrator, for example), which are defined by the assignment of characteristics. Jobs serve as job descriptions, that apply to several positions with similar tasks or characteristics.


Organization Plan Terminology

Positions-Positions are specific to your organization-Multiple positions may perform similar job tasks-Represents a post which can be occupied by a person (employee) in the staff assignments of an organizational unit, purchasing administrator, for example.-Positions differ from jobs. -The position automatically inherits the tasks and characteristics of the job. UsersBy assigning a user to a position you determine- where an R/3 user is functionally assigned in your enterprise

- which tasks an R/3 user performs - which R/3 users are to be forwarded tasks in a workflow


M s A

A cco un ts P a ya b le C le rk

M s B

F I D ep ra tm e n t

M r X

P o s it io n fo r co n tro lle r o f P la n t A

M r Y

P o s it io n fo r C o n tro lle r o f P la n t B

P u rcha s ing D ep a rtm e n t

A d m in is tra tion

F a c ilit ies a n d se rv ices

H u m an R e so u rces

C o m p a ny P Q R S

User

Additional Organizational Unit

Positions

Example for Organizational chart

User Positions Additional Organizational Unit Root organizational unit


Steps to create Organizational Plan

Create root organizational unit

Create additional organizational units

Create Positions

Create Jobs

Assign Users/Holders


Create Organizational Unit

Search Area

Overview Area

Selection Area

Detail Area


Uses of Organizational Management

Workflow refers to current organization Automatic routing adjustments are made for employee changes or reassignments

High flexibility with regard to organizational changes


Business Workplace

Work items are displayed to the user for execution in their Business Workplace. Work items are instances of a workflow at runtime. Their are various types of work item. Only certain types are displayed in the Business Workplace.

Business Workplace


Work list as interface for end user


Business Workplace

Execute

Forward ResubmitReplaceReserveDisplay

Business Workplace -


Work Item - Functions


Execute the work Item


Display Workflow Log

Workflow Log


Workflow Log


View With Technical Details

Tech details

Graphics


Graphical Log


Work Item Display


Technical Work Item Display


Unit Test Workflow

Test


History of Work Items


Configuring Workflow

The function automatic customizing allows you to maintain SAP Business workflow standard settings.


Problem with Workflow?


Required Workflow Authorizations

S_WF_ALL - All SAP Business Workflow authorizations

S_WF_PROCORG - Template of a profile for a process organizer

S_WF_USER - Template of a profile for a task agentS_WF_WFADMIN - Template of a profile for a workflow system administrator


Agenda

Day By Topic

Day 2 Anita Kembhavi SAP Workflow IIElements of Workflow Builder

Task Definition

Single Step Task - Standard Task (TS)

Multiple Step Task - Workflow Template (WS)

Containers

Binding


For example

Purchase

Roles

Organizational unit

UserActivitygroups

Who is executing the processing steps?(Organization

Management)

Which steps does theprocess contain?(Workflow Builder)

Business object type level(Business Object

Repository)

What is started?ABAP of ABAP of different different applicationsapplications

Positions

Methods Attributes

Events BAPI

Workflow Architecture


Workflow Project Steps

Identify the Business ProcessIdentify the Business Process

1. Create the workflow

2. Implement the workflow

Does an SAP

workflow already

exist in the

standard system?

Use the SAP workflow

Yes No

3. Test the workflow


Areas of Workflow Builder

Overview

Workflow Definition

Step Types

Messages

Steps

Container

Tasks

DocumentTemplates



The workflow definition is created in the Workflow Builder and is displayed graphically in a network.

The Workflow Builder is subdivided into the following areas:Steps:

Tree structure with sequence of workflow steps. The corresponding step definition can be called by double-clicking on a step.

Container: Variables of the workflow interface. You can generate, change, display, delete, and rename container elements from the context menu.



Task: You can display all tasks and workflows that

are relevant to your workflow and transfer them

to your workflow definition by double clicking

Document templates: Displays existing document templates.

Overview: Display of the whole workflow definition.

Step types: All available step types for Drag&Drop into

the workflow definition. Message:

All messages generated in where-used lists and workflow tests are displayed here.


Workflow Definition : Steps

Internal process controlConditionMultiple conditionEvent creatorWait stepsContainer operationLoop (UNTIL)Loop (WHILE)Fork

Business activityActivityUser decisionDocument from templateWeb activity

Step

Arrangement of steps in sequence or in parallel processing

If required:Deadline monitoring for individual steps

Choose and name corresponding outcome for each step

Workflow Definitionin Workflow Builder


A workflow definition is made up of individual steps in a modular fashion. When creating a step in a workflow definition, the step type must be specified first.

The following step types exist:- Steps that relate to business activities: Activity, user decision, document from template, Web activity - Steps for internal process control and monitoring: Condition, multiple condition, loop,fork, container operation, event creator, wait step

The steps can be arranged in series or in parallel processing.



The processing sequence of the steps depends on the result of the respective preceding step

The possible results of a step are usually derived from the underlying business function and are specfied in the workflow step on the tab page 'Outcomes'The system enters another branch to the processing chain for each possible outcome

In the graphical display, all steps and events have certain symbols depending on their type



WS and TS

SAP functions

Object type

Attribute Method

Workflow template

Organizationalplan

Workflow Definition

Task

Task types:

Workflow template(WS)Tasks(TS)


Task Types

There are 2 main types of tasks: Tasks - abbreviation TS, reference one method of

an object type and represent one step in the business process

Workflows - abbreviation WS, represent the business process and consist of a sequence of individual tasks and control steps

The following questions have to be asked for a new task:

Who will carry out this work? What work has to be done? What should the notification text look like? Do I need additional flags or settings?

For example, "Terminating events".


Tasks

TaskReference to object

method ormanual activity

WorkflowReference to

workflow definition

Standard task

TS

Workflow templateWS


Tasks

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

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

Tasks are designed as client-independent and time-independent, reusable modules.

Tasks are generally executed in the context of a workflow definition. In exceptional cases, they can also be explicitly triggered without being included in a workflow.


Tasks

Like tasks, workflow templates are also client-independent and time-independent.

You may find workflow tasks (WF) and customer tasks (T ) in your system. They are client-specific and have a validity period.

Note: You cannot include customer tasks (T ) in a workflow template.


Integrating a Task in a Workflow

"Activity" step type in aworkflowCall the Workflow Builder

.

Choose the Activity step type

In the workflow step, enter

A task abbreviation or

A workflow abbreviation

Specify names for the outcomes of the step(How does the task/workflow end)

Ensure binding for data exchange betweentask container and workflow container

Define agents

Draw up a deadline escalation when required

Activity 1

Multiple outcomes

Activity 2

Multiple outcomes

... refers to a task

... refers to a workflow



A step in a workflow can refer to an activity. An activity with a single triangle links to a task An activity with three triangles links to a workflow

(the associated workflow is called a "subworkflow") The binding defines the data exchange between

the different containers in a workflow. Every time you integrate a task into a workflow,

you have to make sure that the correct data is transported into the task container when the work item is started and back to the workflow container when the work item is completed.



You determine the work item recipients for this step in the section "Agents".

If they can execute the underlying tasks, these recipients receive the work item in their Workplace.

On the "Notification" tab page, you can specify a recipient who receives a message when the step is completed. The notification text is defined in the underlying task.

There are two main deadline escalation procedures, “simple” and “modeled” deadlines.

You can define special recipients for the “simple” deadlines.


Container: Definition/Runtime

Element Description Data type reference ValueObject type Table field

Form Notification of absence FORMABSENC

Agent Agent in WFSYST-AGENTworkflow

Definition Runtime

Runtime: Object reference to object typein accordance with data type reference

Runtime: Value has data typein accordance withdata type reference

Data type reference to object typein Object Repository

Data type reference to field in ABAP Dictionary

Table like data structure used for Field values

Object references


Container: Definition/Runtime

Containers are table-like data structures.

Containers are exclusively used for accepting attribute values, constants, and object references for control and monitoring, for the workflow process and the execution of work items.

As a customer, you can enhance container definitions at any time.


Workflow container elements

Container element

Meaning, use

_WF_Initiator Initiator of the workflow (user name)

_WF_Priority Priority of the workflow execution

_Attach_Objects List of attachments for the work item.Used internally by the workflow system.

_Adhoc_Objects List of objects inserted ad hoc (object references)Used internally by the workflow system.

_WI_Group_ID Object reference as grouping criterion

_Workitem Object reference to the work item (to the workflow itself here) Name Workflow system administrator Creation date and time Status


Binding

Workflowcontainer

Taskcontainer

What data has to be transferred to support the process?

Question at definition time: Definition of modeling and assignment

rules which are implemented at runtime for Transferring data from

one container to another container

Assigning (initial) values to some container elements

Runtime

Binding definition is executed at runtime This means data is moved

from one container to another


Container and Binding Directions

MethodRole

Roleparametercontainer

Roleparametercontainer

task

Event containerTask container

Workflow

Workflowcontainer

Event

Eventparametercontainer

Eventparametercontainer

Methodparametercontainer


Binding ….



Advantages of Using Workflow (2)

Example for an Organizational Chart •Upper part of the dialog box: Proposal for new container elements in the workflow container.

The system proposes that you create a local container element in the workflow container, which can store the reference to the notification of absence created in this

step.

Lower part of dialog box: Proposed binding definitionThe system proposes that you define a binding from the task container to the workflow container.


Container Elements

The task container always contains an element that can store the reference to the object to be processed in the respective single-step task (_WI_Object_ID). It also contains the element "_WI_Actual_Agent". This is the agent who actually executed the work item. For synchronous tasks with a defined result parameter, the ‘_WI_Result' element can store the result of the underlying object method.

The workflow container always contains an element that can store the user name of the “initiator” of the current workflow (_WF_Initiator).

The event container always contains an element that can store the (object) reference to the object whose change of status is announced using the event '_EVT_Object'. It also always contains an element with the name of the user responsible for changing the status of the object ('_EVT_Creator').

The role container contains the elements required as input in connection with the role resolution to be run at runtime.If a default role is defined for the entry, the binding can also begin from the entry in the role.

The method container contains elements which are import parameters in connection with the method execution.


How Does Data Reach the Containers?

Workflow containerFrom the container elements of the triggering eventFrom the export parameters or results of a taskFrom a container operation stepBy entering initial values

Task containerFrom a terminating eventFrom method parametersBy entering initial values


Where Container Elements Are Used

Work item text

Task description

Missed deadline texts (deadline, latest start, desired end)

Notification text

Export interface to the object method

Export interface to the task

Export interface to the role

Container operations

Secondary methods

Condition Editor

Start conditions for events


Events: Defined for Object Type

Object typeevent

Parked document posted

Order canceled

Project milestone reachedProject milestone reachedCustomer master data changed

Budget limit reached

Recruitment freezeRecruitment freeze

An event describes a possible change in status of an object in R/3. Before an event can be used in a workflow, it must be defined for

the object type in the Business Object Repository. Events must be triggered explicitly.


Deadlines

Deadlines available

Requested Start Requested end Latest end Latest start

Each deadline has An individual reference point A notification agent for deadline monitoring (exception: Requested start) A notification text (exception:Requested start)


Agent Assignment

Approve Form Mar 1Post Invoice Mar 25Post Invoice Apr 5

123

ProcessProcessworkflow definitionworkflow definition

OrganizationOrganization

Org. unitOrg. unit

JobJob

PositionPosition

User IDUser ID

RoleRolefunctionfunction

PreviousPreviousworkflow workflow agents:agents:

WorklistWorklist

Responsibility

Your worklist can display Your worklist can display all work items for which all work items for which you are a recipientyou are a recipient

Prio Tasks Date

BusinessWorkplace


Agent Assignment

Transaction – PPOM / PPOS The workflow system only enters this work item once in the work

item list. All recipients can view this work item by refreshing their worklist. You have the option to make fixed agent assignments. These

include- Members of organizational units- Owners of positions- Owners of positions who have inherited tasks from job assignment- SAP users

They can refer to variables (output) of the workflow container.For example, you can save the agent for the 1st workflow step in a variable of the workflow container and enter this variable in the 5th step of the workflow as the agent for that step.

Another possibility are agents who are found dynamically at runtime using a role. According to runtime entries that are transferred into the role container, a role function module determines responsible users, for example, the superior of the workflow initiator.


Agent Assignment

Organizational unit– Organizational object (object type key O), which forms

the basis of an organizational plan. Organizational units are functional units of an enterprise. Depending on how tasks are distributed in an enterprise, these can be departments, groups or project teams.

Position– Organizational object (object type key S), which is

used to distribute tasks to different posts in an organizational plan as well as to model the reporting structure between posts. Positions are concrete and are occupied by holders (employees or R/3 users), purchasing administrator, European sales manager or secretary in the marketing department, for example.

Job– Organizational object (object type key C), that is used

to create positions when you are creating an organizational plan.


Example1: Role “Superior…”

Possible agents:Group of allmanagers

Possible agents:Group of allmanagers

Responsible agent:Responsible agent:

Role:Restriction of possible agentsaccording to organizational model

Standard Task (Definition):Approve notification of absence

Linked to job: Head of department

Role (agent): Superior...

Parameter for role: Employee

Work item (activity at runtime):Approve notification of absence 4712

Employee: Marcus AdamsEvaluation of organizational planSuperior: David Boss


Example2: Role “Invoice verification Clerk…”

Invoiced amount: < $ 50,000

Invoiced amount: > $ 50,000

Invoice verification clerk

Customer namesO - Z

Role:Restriction of possible agentsaccording to organizational model

Possible Agents of Task:Post document

Linked to job: Invoice verification clerk

Role: “Find invoice verification clerk”

2 Parameters: - Customer name

- Invoiced amount

Work item (activity at runtime):Post document 4712

Customer - Manley Corp.Invoiced amount - $ 258,300

Customer names A - G

Customer names H - N


Example for Object Type

Object TypeZEMPLOYEE

Interfaces

Key Fields

Attributes

Methods

Events

Name

Date of Birth

Address

Emp Id

Base Salary

Variable Comp

Current Project

Methods

Create

Display

Update

CalculateSalary

Allocate Project

Move Out

Events

Joined

AllocatedToProject

Resigned