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Basic Terminology Used in The Workflow

The document discusses building a simple workflow application in SAP. It describes creating a workflow definition with a user decision step to approve or reject a request. If approved, a mail is sent to the requester notifying them. The workflow is tested by executing it, which sends a work item to the recipient's inbox to make a decision. Choosing a decision option completes the workflow.

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Niketh Reddy
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91 views11 pages

Basic Terminology Used in The Workflow

The document discusses building a simple workflow application in SAP. It describes creating a workflow definition with a user decision step to approve or reject a request. If approved, a mail is sent to the requester notifying them. The workflow is tested by executing it, which sends a work item to the recipient's inbox to make a decision. Choosing a decision option completes the workflow.

Uploaded by

Niketh Reddy
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Basic terminology used in the workflow:

The workflow definition is the set of rules that determine the path that the process takes. For example, how a purchase requisition is processed, from the initial request to the creation of the purchase order A Workflow Instance, which is often simply referred to as the workflow, is a single workflow run. For example, the processing of a single purchase requisition for computers. The Tasks are the steps in the process, which have to be performed either by people or automatically by the software. For example, to check for the availability of the spare computers in the company. A Work item is the task instance that is performed as a single workflow step. For example, check that there are no spare computers available in the company. Agents are the people who process the tasks (via the work items . For example, requisitioner and a member of the purchasing department. Container is the place where all the data used in the workflow is collected. Binding is the set of rules that define which data is passed to which part of the process.

Building a simple workflow application


The central tool for creating, displaying and processing a workflow is the workflow builder (Transaction SWDD). Within the workflow builder you can create all components of a workflow, including all the containers you need for getting the data from one step to another.

!enerally, most of the workflows are started by an event (for example, when a material is created or when a new purchase requisition arrives . "ou define which data from this event needs to be passed to the workflow via binding. #owever you can also start any workflow directly. $et us create a simple workflow and start the workflow directly, using the testing tools.
Call transaction SWDD. When the workflow builder is called for the first time, a newly created initial workflow definition appears or else last created workflow appears. n such cases you can opt to create a new workflow by pressing !Create New Workflow(ctrl + shft + F5). The following screen appears.

The initial workflow screen has the following parts"

a. The start of the workflow definition, indicated by b. The end of the workflow definition, indicated by

. .

c.

The area in which you insert the new workflow definition is indicated by

#ow select the undefined step and select Create step or double click the undefined step. #ow among the different steps chose the User Decision by double clicking on it.

#ow enter the title for the user decision ! $lease make a decision%. &lso enter the decision te'ts as Appro e and !e"ect. (n pressing enter, the outcome )alues default to the Decision te'ts but you can specify your own names, if desired. #ow we need to select the agent. &gent is the person to whom the work item needs to be sent.. Since this is *ust a beginning, we would hardcode the user name. Select the User from the drop down list and enter the user name to whom the work item needs to be sent. n general, this type of agent assignment is not done. &gents are generally assigned using the e'pression, agent assignment rule or organi+ation ob*ect (*ob, position etc.).

#ow select

Transfer and to graphic button. ,ollowing screen appears"

#ow we need to include a mail step to be sent to the re-uestor. #ow select the line !&ppro)e% and do a right click. Different options on shown on the conte't menu. Select Create.

#ow select the step !Send .ail% from the list.

#ow enter the sub*ect and the body of the message for the mail to be sent.

Do not change the recipients. (ur mail is intended for the persons who triggered this workflow. /0W,0 # T &T(1/ contains the )alue who e'ecuted the workflow. Since this is a test ob*ect, we are using /0W,0 # T &T(1/. 2ut we wouldn3t be using this )ariable in real time scenarios. We would discuss about this in the coming documents. #ow select Transfer and to graphic button.

& popup appears re-uesting for the abbre)iation and the name for this task. 4nter the same and press enter.

#ow enter the package as local ob*ect and press enter. ,ollow the steps 5 through 6 for the step ! !e"ect. The following screen appears"

$ress S&74 to sa)e the workflow application. 8ou need to enter an abbre)iation and name for your workflow as shown below. 8ou can change any of these at any later point. &fter sa)ing, a number is assigned to your workflow starting with WS, as shown below.

To e'ecute the workflow, acti)ate it by choosing the acti ate button. Test the workflow by choosing #est. The following screen appears.

#ow choose

4'ecute to start the workflow.

#ow the recipient would recei)e a work item in his S&$9 inbo' (Transaction S2W$).

#ow e'ecute the work item by pressing !4'ecute%. The following screen appears"

Choose one among Appro e or !e"ect as part of the user decision. :e can select the third option to retain the work item in his inbo' and make the decision later. #ow suppose that the recipient has chosen one of the first options. #ow a mail would be sent to the re-uestor with the status of his re-uest.

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