SAP Business Workflow - Quick Guide SAP Business Workflow - Introduction In SAP system, Business Workflows are used to execute business processes in applications. Workflows are a key component of SAP system wherein they help design the business processes - it can be a simple release or a complex repeated business process such as creating a material master, etc. SAP Business Workflows are predefined in SAP R/3 system and the users can also create their new workflows. The workflow allows the users to manage business processes in an efficient manner such that it can be aligned with compliance. Workflows ensure that right information is sent to the right person at the right time in a correct sequence. To perform a complex task in SAP system such as invoice approval, purchase request, etc. involves going through different steps. These steps can be performed manually or by using some formal communication such as email, notes, etc. When the tasks are performed manually, there are some common problems associated with it, such as - Difficulty tracking the task status Dealing with inefficiency Difficulty tracking formal communications Managing a deadline SharePoint Server Workflow Task 2 Workflow Task 1 Outlook Mail i, Oo SAP Application System cr N SAP workflow _ | = > |The above image depicts a SAP Workflow process. It is a tool for automating business processes and works uniformly across all the applications. As you can see, it is suitable where the business processes involve multiple people or a group of people. Business workflows can easily be integrated with Organization Management and SAP NetWeaver BI for analysis purposes so it can easily determine the business processes that suits your organization. SAP Business Workflow - Challenges There are different reasons why we need Workflow in business process in SAP system. The longest duration in any business process is the wait time. A Purchase Purchase order Receipts. Invoice Make Payment The above image shows a standard Purchase Requisition process. It shows that each step involves wait time in the business process and with the use of a standard SAP Workflow, this wait time can be eliminated. Following challenges are involved in the business processes of an organization - * = Raising PO, Invoice, and Sales Order - All require approval from specific stakeholders and involves multiple steps. Hence, a lot of wait time is added to the cycle * © Auditing and Compliance - Areas where auditing is required or any specific compliance has to be based on courtly laws, SOX, etc. They are tough to manage using manual business process. * © Specific Processes - Processes which involve standard repeated steps and follow specific bu: ess rules. Example: When a new BP is created, you need to define contact information, credit limit, and other information for managing process. It is recommended to manage these specific processes using SAP Workflow. With the use of SAP Workflows, organizations can easily overcome these challenges and can also perform detailed reporting such as executing time, wait time, ete. SAP Business Workflow - Benefits/Features In SAP system, the workflow ensures that right information is sent to the right person at the right time. SAP Workflows are available with SAP applications such as ERP, CRM, and others. Users can easily athese workflows to map the business processes or these can also be edited using the workflow builder. Note - The Workflow wizard creates workflows, which are not complete and is used only as a framework. To create the workflows which meets your business process requirement, you should use the Workflow Builder. Bie (OMe 5005 GS, Wiorkiion Builder Create ‘Unnamed [New Not saved] |2 Dizi aie TTS IETS ES] coon aaa we | > Se | Flees vetoes Loe Pane ears feb IC Following are the benefits of using SAP Workflow ~ = Workflow provides automation of business processes that consist of sequence of tasks, activities and steps. + © Using workflows, it is easy to manage task dependency and to send notifications in SAP mailbox about pending actions. + © With the use of SAP Workflows, it is easy for users to know what tasks have to be performed. Work items are sent to the user in notifications and with a single click, it calls the correct T-code and navigates to the required screen in the application. + = SAP applications contain workflows, which are ready to use. Users can also edit the predefined business workflows to map them with the organization's processes. + © With the use of different workflow wizards, users can also create a specific part of Business workflows. The workflow builder can be used to display and to make changes to the existing workflows. * © Workflows are not bound to specific SAP applications and it can be customized. + = One of the main benefit of using SAP Workflow is that itis similar across all SAP applications. + © Workflows are useful for processes that include several people or group of people, sequence of tasks, and coordination between different objects. Following image shows a sample Workflow for notification of absence in the Workflow Builder.ela ala SAP Business Workflow - Layers SAP Workflow architecture in SAP Application system consists of the following layers — + © Business Object + = Business Process + © Organization Model A Business Object in SAP Business Workflow is defined as a collection of methods or events for an entity in the business process. Few common Business Objects in the SAP system include: Customer, Material, and Vendor. In SAP Workflow, business processes are defined in the Workflow Builder. Each work process is termed as an activity and contains a single step task or workflow template. Business logic using ABAP code are defined in Business Objects. The organization model contains people or group of people, who are responsible for taking actions in a Business Workflow. People who are responsible for taking an action is also known as an actual agent and they are defined in the workflow activity in the Business Workflow. Actual agents are agents that actually take an action in the Workflow such as approving a business document, sending email notifications or creating some document in the Workflow. SAP System contains different predefined business objects, events, and methods. Following are the common Business Objects in SAP PLM —DRAW BUS1001 BUS1080 ECM BUS1003 BUS7051 Document Management Material Master BOM Change Master Class Notification For each object in SAP system, it comes with a standard set of events and methods to take action on that object. Most common methods and events are — Methods ~ Change, Display, Get Details, Create Events - Created, Changed In SAP system, Business Objects are known to reduce the complexity of SAP system by di iding it into smaller units. Each business object is commonly defined with these properties — + © Object Type ID - It is used for internal identification of the business object. Name ~ It is a descriptive name of the BO. Object Name - It is used for external identification of the business object. Using this property, the external system can interact with SAP system. = Super Type - Itis the parent object from which all the components of the BO are inherited. Description - It is a brief description of the business object type. = Application - The application component to which the BO belongs to, Program - Program contains the ABAP code of the BO. SAP Business Workflow - Architecture As mentioned in the previous chapter, SAP Workflow has a three-layered architecture. Following are the three layers in SAP Workflow architecture — * © Business Object * © Business Process * © Organization ModelOrganization Model SAP Workflow Business Processes Architecture In SAP Workflow architecture, business object is the smallest unit and is at the bottom level. Business Object in SAP Business Workflow is defined as a collection of methods or events for an entity in the business process. Few common Business Objects in SAP system include: Customer, Material, and Vendor. With the use of Business Objects, all services are provided in the form of executable methods. There is a Business Object Repository, which is an object-oriented approach used to model Business Objects and Processes. It is a collection of Business Object types and Interface types with their components such as attributes, methods and events. In the Workflow architecture, business processes are at the middle level and they define the steps to be performed as part of the Workflow. Business processes are defined in the Workflow Builder. Each work process is termed as an activity and contains a single step task or the workflow template. Business logic using ABAP code are defined in Business Objects. In SAP Workflow architecture, organization model is the top layer. Organization model contains people or group of people who are responsible for taking actions in a Business Workflow. People who are responsible for taking an action is also known as actual agent and they are defined in the workflow activity of the Business Workflow. You can create new Business Object using Business Object Builder. Events in Business Object are responsible for the initial start of the workflow and also for the termination of the workflow. Events are also used to call subsequent tasks in the workflow. All the tasks defined under the Workflow will be executed in the mentioned order as per the Workflow definition. ‘Common task examples include - = Release Document © Post Invoice © Approve Absence = Run Report © Change Material oct a* © Check Work and many more The following image depicts how a task is performed in SAP Workflow and how it interacts with object type and object methods, organization model, events and texts. What will be []- Who: executed responsible for Ke | cold rm Terminating Events Linking Process, Business Logic & People In SAP Workflow, business processes are defined in the Workflow Builder. Each step is defined in the Workflow builder and is called an activity. A single step task or workflow template is defined in each of the activities. Following table shows the components of SAP Workflow.Organizational Plan Organizational Unit (a functional unit in your enterprise) Position (represents a post) Job (classification of functions in an enterprise) Staff assignments/assignment of user ids Standard Task Task (a description of an activity) Workflow Builder Overview Step types Tasks Messages Events Triggering Events Terminating Events Business logic is defined in business object and Business Object contains attributes, events and methods in the workflow. Methods contain ABAP code to define tasks. Each and every standard task in the Workflow is linked to a method and a Business Object. In the organizational model, people/aroup of people are responsible for performing actions as per the organizational structure. All these are defined in the Workflow Builder. You can view or create Workflow using T-Code: SWDD (Workflow Builder). er Ta Reeve aa oF Workllow Buin =Chay atin ey 676 =o Re orice (erie nainirttix Barca Rrcomon wy __Cuvemndein > carhton edn [QA Ia) cme mssccat [enix fowrompainsd fy) ns Se et ———————— =e SAP Business Workflow - Business Object Business Object in SAP Business Workflow is defined as a collection of methods or events for an entity in business process. Few common Business Objects in SAP system include: Customer, Material, and a | With the use of Business Objects, all services are provided in the form of executable methods.An object in the Workflow represents a Business entity in SAP system. Common entity example includes: Purchase Order, Material, Vendor, etc. ‘An Object in SAP system performs the following functions — * = A Business Object reduces the complexity of SAP system by dividing it in small units. With the use of Business Objects, different components in SAP system can communicate with each other. © Business Objects can be used in RFCs and Workflows. = With the use of BAPI's and Business Objects, SAP system can communicate with non-SAP system. Components of Business Object in SAP System Each Business Object in SAP system contains the following five components - + & Key Fields = Specification of a unique object key - to access a specific instance of a BO Key field is represented as a combination of one or more fields = Shows a reference to underlying application table © Character based You can read a Business Object from other non-SAP system = You can't change a Business Object from outside = Maximum length of concatenated key field can be 70 characters * © Attribute = Two types of attributes - Virtual (Set by a BO program) and DB Field (Loaded by database) = An attribute can be read from out of SAP system but it can’t be changed An attribute of a BO shows properties and characteristics of the object © An attribute can be shown as one line or multi-line = You can have an attribute which is instance independent or instance dependent + = Events * © Events contain listener outside the BO like SAP Workflow + 5 Itis used to trigger or terminate a SAP Workflow + & It also shows change in occurrence of a Business Object * © MethodsMethod can be of two types - synchronous (result is returned to calling program) and asynchronous (result can be returned to calling program using an event) Method can be instance dependent or instance independent = Method consists of exceptions and parameters such as single/muttiline, optionaVmandatory, etc. * © Interface Types = A Business Object in SAP system can inherit one or more interfaces You can have methods defined in an interface that can be redefined in Business Object type in the Workflow Status of Business Object Component ABO in development can have different development statuses — * = Modeled - This status shows a BO as only defined - i.e. method and its signature * = Implemented - This status shows that ABAP implementation is done and you can use BO for testing purposes * = Released - This shows that the method is ready to use * = Obsolete - This shows that the method/event shouldn’t be used anymore Create a Business Object Step 1 - To create a Business Object, use the Business Object Builder (T-Code - SWO1). The following screenshot pops up. TE Object Type Edit Goto Utilities. | Enyirenment Set’ 9 *|«S/@@@ifaa Business Object Builder: Initial Screen a > 7 OW & Disuttype — susiness object Repository Object/intorface Tyae Category @)Object type Interface type Ge Displey | |#chawe | (DD _ Geate Step 2 - Click Create. The following window opens. Define the object Supertype.& gbectTne Ede bette Type sr moO ‘iities:: erakonment “seeing: Siete He Business Object Builder: Initial Screan 66 SD & Oawype nes opp Repastery Step 3 - Fill screenshot. Step 4 — Next, save the package. Save package in * Supertype Object Type Object name ‘Asset Accounting Name Business Information Warehouse Descrintion ls DASS (contal station) Program ine SOS: Financial accounting in all the other details. Select the application from the search list as shown in the following Generd ledger Human Resources Planning Plant maintenance Publishing Cost Accounting ‘Warehouse Management Matericle management Hospital Human resources Q8S (Quality assurance) Unknown application Basis Enterprise Data Model Sdes MMS (Merchandise mat, system) Customer Head Office Customer branch 24 Entries found package as shown in the following screenshot.fegeceacee eee object _[Razn|Sons|zz0amro E Attributes: | package _ Bastox | Person Responsible Original System Original nguage Created on Step 5 — To change the release status of object type, go to Edit > Change Release Status —> Object Type = To Implemented. [& object Tme [Eat] Goto Utities Envrorment Settings System Help 0 | Cue =? BARI DONDE OB Display OL ? Excntore Sane " cwece we — 2D Me a | Rename © Key tie Carvel Fi Object Type Component To miplenrented @ Aeteibuees——— To released © Methods aan Events ‘Step 6 - Click the Object type and go to Edit. Again to change the release status, go to Change Release Status — Object Type — To released. Step 7 [& object Tme [Eat] Goto Utities Envrorment Settings System Help o| cose . 2 YieHhRi OHHH AA Os Display OL ? Beceptions sae p Object type FE Ta modeled ue EGER SETy| OBERT © Key tie Cancel Fiz Object Type Component = To mplerrented @ Actribuces—— o released! © Methods Events the method name and description as in the following screenshot and click the Tick button. — In the following window, click Methods —> Create button. A pop-up will open, select 'No'. PassStep 8 - Now, select the method created. Go to Edit + Change Release Status. Here, first implement the object type component and then release it. Be of otiact trot Temmmven Greate Farchore | Tycoscae Upon 0 Shseery frm bel ary 19 Ghost exteconce ot Oxoct Sryelen tore Scarnetoage Porchace Order vi Areva nt henge Purenssa Order Ingiviguat tease 01 furciase order Wot oasect tH Create Perches Step 9 - Note that a tick mark in front of the method and BO shows that it is created successfully. Add parameters to the method by clicking the Create button.Change Object Type ZBUSMATO1 7SEea68EG02.0 0 Object type ZBUSMATOT Program Parameters Exceptions G1 Interfaces Key fields accributes © Methods check existence of object object or Materials ‘Events Step 10 - Navigate to “Program” tab for adding code to the method as shown in the following screenshot. Click the Save button to save a created object. @ + « B Favorites + FE SPRO - Customizing - Edit Project + Jk ZFORM - OFFER LETTER + We ZCUSTOMER_DETAILS - customer details + BS SAP Menu Financial Services Netwark Connector » Bootes » BBicross-Appicaton Companents Loaistics » Baaccounting » BlHuman Resources Information Systems » Batoos » Ba Webclent UL Framework He HAHPs Cacreate rele Note that the screen for starting SAP workflows has two parts - You have all the workflows for which you have possible agents defined on the left-hand side and on the right side you can see the details of the workflow selected. ® ‘i@ee! ae Business Viorkplace CPrawenssae racer Girt ecuet ljspunten iene oer st vey eae Workfow 614 nara = Pe — 3x cnpetscoraatesetiey. ( stmales 1 Berane ueeaeeo ote ane > ous é sine ts 2 trates SD orate > Gf foaesswszeeets EDI: Partner profile not ‘Description An cree secured during inbound processing of an Lie (eae SATE ae P mips o tricks: Forward Work Item, available |obsecte and attachments To start a workflow, you need to select the workflow and then cli the Start function on the right screen area. ick the @] icon on the left screen area or When you start a workflow, you can also add information such as notes, deadlines or attachments. You have the following tab pages - Properties In this tab, you can define the priority of the workflow. You also have an option to set a flag - “Create flag for started workflow in inbox”. This option gets a work item in your inbox when you start wokmanually. Note, that this flag is deleted automatically when the workflow is terminated. Page Note At Start The note that you create here is added to the workflow as an attachment. Page 0 Attachments You can use this to create, display, import, and delete attachments. To use the function Start Workflow, you have to navigate to Office + Start Workflow. [ePrewmesace Glrrdoter [rnd document WlAnportment clndsr Eiberbuton kts SeeHo tas) SSE) 2 Workoace:SovOENDUSR none ‘luned Documents 3 Workflow 1.060 Soccer es Stans Ceston 0a, Casto, Epcos Shere ceo meaes seas a | 13062013 103734 = Dincorect eres 0 Be outox Reasbmason rate foters » @ shaes fers » Go Foberssecbad to + Gian + Gsnzed th 2 Hello, SDNDEMOUSR, Click ma to display the Material Tips € tricks: Group Work Tans According to Content... Description onsects and attaciments No tescripticn Avatiabie + Matecials wacersel for You can also navigate to Tools + Business Workflow —> Development — Runtime Tools - > Start Workflow. SAP Easy Access Te % dicthermes | % % A) vy 4 | Cacreateria | abe [e30) ~ fe Toos = + DB ABAP Workbench = > Bastomiing + BB scmnstration > ae + (Bi Business Commurication Bi ausiness Framework 7 Be Busnes: Woikfiow » BBorgenizational Plan loprent_ » Biefiition tools > BS Funtime tools est Workflow @ SWIG - Workflows for Object (2 SwWI14 - Workflows for Object TypeStart Conditions for Workflows You can also add an additional condition at the start of a Workflow. This can be defined for workflows started by the triggering of an event. When you set the start condition, this means that the start of a workflow not only depends on the event but also on this additional condition. Step Types That Can Be inserted Step Type DP Send Mail EaForm user Decision 5a Document fram Template Multiple Condition > Event creator = sR sata oy Via erp (_ Result of Syntax Check _ Step Number Message “Compiling SAPLSWE1 in separate task, You have the following selection criteria available for selecting a particular workflow — Start Condition Using this you can perform a search for the name of a particular start condition defined for a workflow. Business Object This option is used to perform a search for workflows with start conditions using a particular object type. Event In this option you have all the events for the chosen object type, that are linked with workflows as triggering events are available for selection Workflow This is used to perform a direct search for workflows with start conditions. SAP Business Workflow - Condition Editor To pass a start condition to a workflow, the Condition editor is used. There are two ways to use a condition editor — * © Direct Text Entry Made ~ In this mode you can directly pass the expressions and operators using F Input help. * = PC Mode - This is also called the mouse-oriented mode. The screen of the condition editor is divided into three areas, namely operators, expression, and processing.Following is general form of a Condition — [] [ ...] Teen Tana s 0 il 6 = Grosterman os euato ltd aches pater atc iinrychaatss an wird eras can bo ond i atlor :2 “™ dns carter sting ad IM coesretmater sation cdo ot mat c2 lce © tiecatanssloment ct contansc2 Ie Logical Operators Operator Meaning Remarks [AND And OR Or NOT Not The whole condition line is evaluated and the result negated. Note - “NOT” is stronger than “AND”, and “AND” is stronger than “OR” operator. You have the following input fields for Expression — * © System fields * © Container elements You can also define the personal settings of the Condition Editor as below. This includes settings related to Display + © User Interface * © Call mode Technical Options‘luppeame Case orTecmea hues rar niece ‘Sse cnesee Pease) | cae a 3 mos Fur scven Recor or Consors» tO) leut prow condo btieneessinee SAP Business Workflow - Administration In SAP Workflow, an administrator is responsible for managing workflows and for ensuring that workflows are executed, transported workflows are enabled, and the workflow engine is monitored. A Workflow administrator should have access to the following T-codes — SWI2 is T-code used for analysis of Workitem. However, it provides different filtering options for the following transactions — + = swi2_freq * = swi2_adm1 * = swil + = swie (Unlock Workflows) + = swia (Process Workitem as Administrator) + = swpr * = swpc * = swwt © 5 swui * = swud + 5 swid. + 5 swu8 + 5 sbwp + © swel + © swels + = swud + = swue + 3 swul * = swu2 Bo* © swu_obuf + 8 swld * = swb_cond + 9 swus = swil = swi6 = swu3 We will cover these T-codes and other important transactions with description later in this tutorial. A Workflow administration performs various tasks which can be divided into the following categories = Workflow Runtime * © Event Manager + © Workflow definition time * 3 WebFlow Workflow runtime contains different Transactions, which can be used to monitor and control the execution of workflows. T-code: SWDC_RUNTIME Kfiow witonment System *)«Bi@@e AA|® Maintain Administration Data ‘Werkfiow system acmiistrat Role |Organizational Unt Event Manager Administration This includes T-codes which are used for controlling and using events in SAP Workflow. Following tasks can be performed under Event Manager Administration — Event Queue Administration This is used to define an administrator for event queues and to manage who is notified by e-mail, if there are errors relating to events in Workflows.Type Linkages and Instance Linkages This is maintained in the table which contains the assignment of events to the event receivers interested in the event. Event Trace for Workflows You can use Event Trace in Workflows to log all information for creating and using events. Event Queue You can make use of Event queue to store events temporarily. General Settings > Workflow — Maintain the event queue settings ‘Active Configuration ~ © Event qusue switched off @ Background job is active © Delete events © Used for 4 Event linkages MDelete event after delivery 2) Event Linkages Etras 7 Retries when temporary error 002] In an event trace, maintain the following data - + © Event data + © Triggering program + © Trigger date and time + © Triggering object 2 Triggering object Type 2 Event name Following are the useful transactions under SAP Workflow in ABAP development — + = SWE4 - Switch event trace on/off SWEL - Display event trace = RSWELOGD - Delete event trace SWEC - Link change documents to events SWED - Assign change document objects to object types To activate/deactivate the event trace, navigate to the following path — Tools > Business Workflow — Development — Administration > Event Manager — Event — “i Event Trace On/Off or use T-Code: SWELS/SWE4SAP Easy Access f & Mothermen % te # vy « | CBcreatercle | Oy > BB Tools = » (i apap Workbench om Bi customzing + GB adminisiration > BAe , Bi Business Communication Biausiess Framework ~ & Business Workflow + BBorganizational Plan > Be Development Defintion tools BBkuntine tools GBreperting Bautites BS demonstration Benveonment [Administration » BBeasic settings » Be workfow runtine > fm Event Manager + © SWETYPY - Type linkages + @ SWEINST - instance Inkages ~ Bm Event Trace * @SWeL - Display Event Trace + RSWELCGD - Delete Event Trace + © SWEQADM - Event Queue SAP Easy Access (3 & gacthermenn % ta Fy = Tacreateroe + Ge Business Framework = > Busnes: Wolkiow ~ » [xoraanzational Plan + Development » GB bdefinition tools » (BRuntime tools » BeReporting » BBoutites > BE Demonstration » [environment ~ BS Administration ste Settings » BE Worktow Runtime Event Manager + © SWETYPY - Type linkages + © SWEINST - Instance Inkages = = Event Trace ~ @SweL - Displey Event Trace . + GO RSWELOGD - Delete Event Trace = SWEQADM Event Quous » DBWork item Events for Worklst CentsSAP yee eed ( Switch erent trace onjaft (event trace switched on _ Restrictions for trace WEI) To display the event trace, navigate to the following path — Tools — Business Workflow — Development — Administration + Event Manager — Event Trace > Display Event Trace or SWEL as shown in the following screenshot. | SAP Easy Access (a | | eeothermeny 9 He A |v @ | [Bcreatercle | Bhassiqnuseis [BS ~ B Tools - ‘ABAP Workbench = » Bicustomeng » Bi acmnstration > Mae + [Business Communication » Bi eusiness Framework > BB Business workfiow GBorganizational Plan > Be Development Defintion tools » BBhuntine tools » Bakeportng + Boutilties > BeDemonstration environment Administration » DBE Basic Settings » Ba workfow runtime > BB Event Manager + © SWETYPY - Type linkages + © SWEINST - instance Inkages > B Event Trace a i jo + © RSWELOGD - Delete Event Trace + © SWEQADM - Event Queue© Program Edit Display Event Trace @ Evert Data nm Le [2 ‘creator object type Teo | ‘Creator’ object instance «Sto +4 aan (| Program creating event to Cc —tsé‘C*zdq” Creator (User) id to it to System Help eageis « Created From Date/Time Created Unti Date/Time f Racciver Data Receiver Tyre to Receiver Instance re :) Receiver FM es Receiver Type FM Cito check FM te Event Receiver Linkages © with and without Inkages )Only events without linkages Only events with lrkages [Error Status only inkaces with errors To delete the event trace, navigate to the following path — Tools — Business Workflow — Development —> Administration + Event Manager — Event Trace — Delete Event Trace or use T-code: RSWELOGD as shown in the following screenshot.SAP Easy Access 1 sacthermenn % ti A vy « Caceateroe ~ B took - » DBiaBap Workbench = » Bicustomeng » Bi acmnstration > Mae + [Business Communication » Bi eusiness Framework Business Workflow + BBorganizational Plan > evelopment » BEDefintion tools » BBhuntine tools » Bakeportng + Boutilties + [Si Demonstration » environment > BB Administration » BE Basic Settings » Ba workfow Funtime | | > Be Event Manager " + QD SWETYPY - Type linkages + © SWEINST - instance Inkages > B Event Trace + © SWEL - Display Event Trace (swets -< © RSWELOGD. + © SWEQADM - Event Queue SAP Business Workflows With Errors You can also list top workitems with errors in Workflow. SAP List viewer in ABAP system is used to view the workflow with errors and these are grouped based on error reason. Following are the possible causes of workflow errors — * © Agent * © Deadlines + © Binding from workflow to workitem + © Other You can access the processing of workflows with errors navigating to this path: Tools > Business Workflow — Administration > Workflow Runtime — Diagnosis of Workflows with Errors.SAP Easy Access Ca & | fecthermens 5 te P| vy & | [acreatercle | Bbassian tls = » [a pemenstrtion - » BBenvicnment 7B kcninstraton | » [Basic Settinas > Be Workflow Runtime + © SWF_GHP - scmnstrator Oveniew + BB Work Item Deadine Monitoring: » Ba Work ttem ror Monitoring Work Item Rule Monitoring Ba clearing Tasks » BiReorganization » Ba container Handing » BB annication Log » BiNotifcations + @ SWI2_ADM1 - Work items without agents + © SWI2_ADM2 - Work Items with Deleted Users + © SWI2_DEAD - Work Items with Montored Deac: You can use T-code: SWI2_DIAG (Diagnosis of Workflows with Errors) - which is defined as the standard SAP code available within R/3 SAP systems depending on your version and release. @ ¥ eé@eia a _ Access to Work Item Analysis (SW12) a (er Monitcring period os @Teday Last 7 days Last 20 days Last 365 days re » [op ee ea ts Task fiter Tak Tekqoa Task group (TS) Application ComponentTE Ust Edt Goto Settings System Hen el ~, «F/AG@ Sh OHNHHD FAOs Diagnosis of workflows with errors ; P Mretatwokiow BA AZFF Wd > n Be we Exrors overall error cense mb | ‘TD Type Work iten text CreateDate CreateTane ° List contains ne data You can see the error cause in the workflow diagnosis and also “Restart workflow” from here. SAP Business - Workflow Configuration In SAP Workflow, you can create a runtime definition of SAP workflows. These configurations are evaluated when workflows are executed. You can configure the following steps - = © Activity + © User decision * = Document from the template + © Wait For each workflow definition, you can create a separate workflow configuration. You can activate a workflow configuration separately and when a workflow is run, it checks for the activated workflow configuration. Note — Data in the workflow configuration always take precedence from data in the workflow definiti Nn. To start the Workflow configuration, navigate to Tools > Business Workflow —> Development > Definition Tools > Workflow Configuration. Or use T-code: SWDD_CONFIGz workflow. (© Menu Edit Eavorites Extras System = Help o v\« Ge sh@ OHNHGIS SAP Easy Access Ta || Rotermens |W te A | > 4°) Macederce » BB Administration - > Mae ~ » [Bi ausiness Communication » Business Framework + BS business Werkdiow BB oganicational Pan BB Development Definition tools + GB WebFlow Services » [BB aplication Integration © SWOM - Business Worliow Explorer TB Tasts/Task grouns » Be workist client » Brus for agent assignment » BB oraanizationa Management + Beevents + Bcorelations + © SWuY - Execute the Wizard "Create Workflow-Mes, opens the window with the name - Process Workflow Configuration. You have to double- step in the workflow definition to display the step defini SAP Choose multistep task Task Abbreviation versions ‘Active version —_WorkflawType [Version Original Version n to enter the values. When the workflow is executed, these values are then used at runtime instead of the values mentioned in the definition of theWhen a workflow configuration is saved, it is by default active. You can also delete a configuration by navigating to Configuration — Delete. Configuration ] Edit Goto Extras Gaphic System @ Other task/version. cHieshHS |) Display <-> Change Chile Shift4eS Syntax Check cris Center on selected ster Get From Other Version Graphical Model Brint » Nataae Activate configuration Cle Shift+F3 started Deactivate configuration Cle Shift+F4 Test B Exit Shifters Pimim oom ‘SAP Note while using Workflow Configuration from Easy Access You can open the workflow configuration of the open workflow directly from the Workflow Builder. In the workflow configuration, you can adapt a workflow individually without changing the workflow itself. One use of the workflow configuration is for workflows supplied by SAP, which you cannot edit yourself. In the workflow configuration, you can make specifications in the selected input fields, which are given priority in the evaluation during execution. For example, you can adapt the selection of the responsible agents or the message recipients for completion of all the steps. You can also adapt a defined deadline monitoring to meet your own requirements Note - Workflow configuration is specific to the nt in SAP system. It is also possible to transport a workflow definition from one client to another client - only active version of workflow definition is transported. In case WF definition exists in the target system with the same version number and no workflows are running, then it is overwritten, otherwise it is saved with the free version number. SAP Business Workflow - Builder Workflow Builder is the most common tool for creating, editing, and displaying Workflow definitions. It provides a graphical and tree modeling view for workflow definition. While using SAP GUI for Windows, a graphical view of the Workflow Builder is displayed. While using other SAP GUI, tree view is displayed in the Workflow Builder. In the Graphical view of the Workflow builder, following sections are defined - Workflow Information Navigation Objects Messages Step Types a* © Overview The overview area is not displayed in Tree view. On the left side, you have an object, navigation and information pane. In the middle of the screen, you have the Message and the Workflow pane and on the right side you have the Overview and Step Types. [<8 eee on Workflow Bullder- Change ‘BOM flow’ 69 ase 50 (Cares = = [remo 2] (CoN Nee ea) es Ye) ea) (EEL T Aa ceenweaescetes —) [oon ano oetaon 3) » = ee : cio cot ange poste? = iooiz hate ajecconnge Navigation Pane In the Navigation pane, you have the workflow steps displayed as per the workflow defi Users can also navigate directly to any step definition from the list of steps. This is also used to edit the workflow from the context menu. ‘Dipplay Workflow Configuration for 1-PS-DEF_ WL Re BSF SE Fe 0 9% EQQRD cecwewsses maton ares). el | vate, jon [DOH (0000) Definition =] al hesaal O:G019Rener wait pees oN Chea the cece the one + Denrnat Cbjct sein > Werk Bein Doscososuctarge an Proncts = Bioon0ss intrest er Projets Gn = Messages ~ In the Message pane, it contains all the messages and search results, which are generated in where-used lists and workflow tests are displayed here. Information - This pane is used to display the workflow loaded and its definition, the status of the respective workflow and the version number in the system. a[<8 @@eon anO8 Workflow Bullder - Change ‘BOM flow’ Dey esa BC 5 a eee cane [(Bi4 Karka NST SUES SITS eae | esses aor] = ‘ane —— y= an agen area =|— “ese Biovas cot anaes? Bioomni2 Nake cbject change (Sis ae ak onset) Bary pind acuay cant tia Bream. = Calling Workflow Builder You can call workflow builder using different options. You can call it directly from navigating to this path: Tools — Business Workflow — Development — Definition Tools — Workflow Builder — Workflow Builder or you can also use T-Code: SWDD. To call the alphanumeric display of the Workflow Builder directly, navigate to Tools > Business Workflow — Development — Definition Tools > Workflow Builder —> Workflow Builder (Alphanumeric). You can navigate between the change mode and the display mode by using the option You can also select a different workflow for processing by navigating to Tools > Business Workflow —> Development —+ Definition Tools > Workflow Builder —» Workflow Builder (Selection). In case you want to call Workflow Builder directly with a new and empty workflow, navigate to Tools > Business Workflow — Development — Definition Tools > Workflow Builder > Workflow Builder: Create Workflow.SAP Easy Access (& & Hothermens | % te A vy @ | Cacteatercle | Oh » DelHuman Resources = » Bil Information Systems = 7 B Too » TB ABAP Workbench » Baicustomaing > BB administration + IBAE » Bi eusiness Communication » BB eusiness Framework ~ BB Business Workflow » BB oramiestionai Pian > BeDevelopment > [ Defintion tools » Ba webrhw Services » BB Aoplcation Integration + © SWDM - Business Workflow Explorer +_@ SWDD_CONFIG - Workflow Configuration > BS Workfinw Builder We y Bulder + OSW08- Warkilow Buider: Create Workflow + © SWDS - Workflow Buider (Selection) “+ © sWDA - Workflow Bulder (Alphanumeric) Note that a workflow start is represented using an indicator symbol pigy =z Start workflow. When you call a new workflow from the definition of multistep task in which triggering events are defined, it is shown using the symbol jy} In the Graphical workflow definition, you can add a new workflow definition using an undefined step with an outcome and is shown by the symbol | Sep The end of the workflow definition is indicated by BD Wortdiow complet Important transaction codes related to Workflow Builder and configuration are tabulated below.SWDA Workflow builder (Calls the workflow builder in alphanumeric mode) SWDD Workflow builder swps Workflow builder (Selection) SWDD_CONFIG Workflow configuration SBWP. The business workplace SWDC_DEFINITION Workflow builder administration data SWDC_RUNTIME Workflow Runtime administration data SWNCONFIG Extended notifications for business workflow SAP Business Workflow - Import/Export You can also import and export workflows using XML files. Meta-language BPMO.4 is used to describe the structure of workflows. When you export a workflow, following components of the workflow can't be exported along with BPML 0.4 (BPML stands for Business Process Modeling Language). * = Triggering events + 5 Tasks in steps Wait steps * © Event creators Task ID exported as SAP-specific extension + = Incase your workflow contains such step types, during import they are replaced by empty steps + © Complex conditions Data types such as structures, object type references Modeled deadline monitoring * © Activities with more than one outcome Organization management rules/elements served as responsible agents To export a workflow as an XML file, navigate to Workflow —> Import/Export > Export to XML File.tet) Worklow Edt Goto Extias Envionment Oraphic System Help New ctl+shiners Other worktowersion ches eee ca named’ Syntax cherk cari2 - Save eres Fay] Graptioal wodel Save a8, =O) lela) Generate version Print Activation . Fs play 2. File Exit Shiner > peal | fernew You can also navigate to view BPML Export —»> Click Export to xml file and then save the file locally on your system. ~ braphieat Wedel ‘Geapivcat Modo! raphical Wortiow Log Preview ‘Tree Moaolina "00002014 HI You can use this file while importing under Workflow option at the top. To import this, navigate to Workflow —> Import/Export — Import from XML file.[= Workfow Edt Goto Extras Enwronmert — Gtanhic @ *) Business Workflow —> Development — Definition tools > Business Object Builder, you can see the option of Business Object Repository at the top menu. Object/Interface Type Category )Object type Interface type Ke Display | (= Business Object Builder: Initial Screen *\« @@@an ae \@ Change GreateBusiness Object Repository Browser: Display | ml) toes owe} Disptayed eblest Spee sieeiole Dalises Gol eck teeestcors aa) wees tel Displayed relationship types: passes tovcontaine Customer Service [em Production Planting and Control [em project syeton [supply chain Managesent [E® Environment, HesTth and safety [=@ Product Lifecycle Naragenant Portfolio aid Project Management <2 Talont Ranotonent S erolnant 3 Personnel Aanintstration [re ssso19 + Porsomer subarea Emlovee subgroup @ enbioyes Soup jersotnel aren 8 inviovee Etooyee sntormation ‘ius Spel ostion oF eaptovee (ietematicnat) Designation for ergantsntonsl resssigmmert Enployee Docunent 2S sor with i nastor daca Hi In Business Object Repository Browser: Entry Screen, Select Filter Other settings to specify individual filter criteria. To start Business Object Builder, you have to navigate to Tools > Business Workflow —> Development Definition Tools > Business Object Builder. To create a Business Object, you can use T-code Business Object Builder (SWO1). TE Object Type 9 «8/@@@ian Business Object Builder: Initial Screen 62 ® & TF (BD & Disubtype Business abject Repository Edit Goto Uitities Envircnment Set Objetntrface Tine =p | Cateaory | (Olrterfce type Once you click Create, in the next window you have to define the object Super type. All these steps are defined in the previous topic under Business Object definition. To switch directly to the maintenance of an object type, you need to enter the ID of the object type and click Display or Change button in the initial screen. Following screenshot shows a Business Object and how to change the status of an object in the repository.Qhiect Tyre [Edit] Goto Utilities Environment fi choose ® \BHe Hanan anes Test/Execute FB 's Exceptions BO Data Model jusiness objec ration Object Type [8 eee [8 Key fie Cancel Fiz [—f8 aeributes }—t2 nethads = tm zvente i To obst SAP Business Workflow - Abap Classes In SAP ABAP workbench, class builder is a tool in ABAP that allows you to define, change and test global ABAP classes and interfaces. Class Builder has two modes ~ * © Form based mode * = Source code based mode With the use of IF WORKFLOW Interface, you can use ABAP classes in SAP WebFlow Engine. In SAP system, a WebFlow Engine (SAP Business Workflow) is used to define and map the business processes, which are not mapped. It includes the release or approval processes and also complex processes such as creating a Purchase Order, etc. and different actions of the departments involved. SAP WebFlow Engine is mostly used for the processes, which are repeated in nature or involves actions from large number of agents in a predefined order. A WebFlow Engine can also be used to handle errors in the existing processes and workflows. Using WebFlow Engine, you can also start a workflow when predefined events occur. To use ABAP classes on Workflows, it is necessary to implement Interface IF_ WORKFLOW in ABAP class. This interface includes method that creates specific prerequisites such that the object can be used within the SAP WebFlow Engine. Interface IF. WORKFLOW contains the following methods — * © BILPERSISTENT~FIND_BY_LPOR, * © BILPERSISTENT~REFRESH * © BLOBJECT~EXECUTE_DEFAULT_METHOD * © BLPERSISTENT~LPOR * © BILOBJECT~DEFAULT_ATTRIBUTE_VALUE + © BLOBJECT~RELEASE How to Add an IF_WORKFLOW in an ABAP Class? To add an IF WORKFLOW interface to a class, you have to open Class Builder T-Code: SE24.Class Builder: Change Class ZDEMO_CLASS @ */1(6'6@4@ CHR St HS | 2H Ok Class Builder: Change Class ZDEMO_CLASS eo | PRHO m1 as se0F &=| Local Defirtions/Implementat Cass Interface DEN GLASS Inplemented / Inactive (revised) Penns atest (Abas AORTA [Parameter] excepten [fs (EGS (ava (2¢ |) | OA|o| |e] - ‘Method Level Visiiity Me... Description FETCH_DATA Instance Me.. Public data retrieving Method DISPLAY_DATA Instance Me.. Public DEED] Go to the Interface tab, add the IF WORKFLOW interface. Once you add this interface, it also adds two sub-interfaces: BILOBJECT and BILPERSISTENT. When you move to the Methods tab and you will see some methods of these interfaces have been automatically inherited to ABAP Class. For a Utility class to implement IF WORKFLOW interface, you need to open each of the methods inherited from the IF WORKFLOW interface, and then activate the empty source code —> activate the ABAP Class. Note - When you implement IF_ WORKFLOW interface in a class, it can be used in any of the workflows. An ABAP class is automatically released to be used with the implementation of this interface. You should only make compatibility changes after the implementation of the interface and shouldn't remove attributes, type changes, or methods. In SAP system, it doesn't define a list where it mentions that the class is in use in these workflows. Also note that IF WORKFLOW interface shouldn't be implemented in internal classes of an application, as this would mean that each method of ABAP class can be used in the workflows. Extended Notifications You can also configure SAP Workflows to extend the notifications to users that they have work to perform and this can be done using email notifications in MS Outlook or Lotus Notes. You can also ease the work item selection by providing a simplified view of work items. In SAP Workflow, you can also carry out performance analysis using Transaction SWI2_DURA (Work Items by Processing Duration). This can be used to check different performance parameters such as Average Processing Time of Tasks, etc SAP Transaction Code (TCODE): SWI2_DURA Transaction Description: Work Items by Processing Duration SAP Module Description: Basis Componentoe List Edit Goto _Uiies view syetem Help @ 118 €@@ BH8 ah49 fh OB Average Processing Time of Tasks Tekin | = Task: Process OM quality notification tenplate Type: (Sub)eorktlow [ivszascscsrocccccmeea] wumter | vart tame Process tine | Total t1ee 16.09.2003 - 17,00,2004 21h 52a 466] 596 21h 5am 45e| [ [ES (G00) Ea wae [NS This is used to monitor — * © Predefined task groups that can be used to monitor different processes. * @ Single tasks to spot occasional user roles, With the use of extended notification for SAP Business Workflow, you can notify the users about work items that need to be processed. You can send work items to groupware. For example, MS Outlook or Lotus Notes with backend transactions that the user can directly access and take actions. Following is a comparison of different notifications in SAP system for the workflow ~ SAP MAPI contains SAPoffice Message Store, transport and address book (mpsap32.dll), Executable programs, workflow and business object attachment interpreter (mpinterp.exe, mpbusobj.exe and mpstub.exe), files for column display for workflows and PST file (personal folders) for special SAPforms Outlook form for offline workflow support and setup. Report RSWUWFML is a standard executable ABAP Report in SAP system used to send Outlook email notifications to the agent in the Workflow about workitems in the agent SAP inbox.Feature for workflow MAPI RSWUWFML RSWUWML2_ Extended notification Deliver workitems to any e-mail - x x x client SAP shortcut attachments = = x x Prefix AND suffix text > > x x (surrounding workitem description) Enhanced address > = x x determination Enhanced substitution handling - S x x HTML e-mail (Outlook only) a 5 S x Generic decisions - - - x Link to new web Uls > a > x (WebDynpro, etc.) Lists of workitems in one e-mail - S > x Support workitem forwarding - 2 o x via e-mail Notifications Configuration SWN_SELSEN is a standard executable ABAP Report that you can use to select and send the workitems. You can run this report periodically. Transaction SWNCONFIG is for advanced configuration.Qo ~ eae PAHS A ef Change View "Business Scenario": Overview °% Now Ertros (ESO FL EE eccot: poll valo own | SG ip log Structure Business Scenario * Be Business Scenerio |Scenzio ‘Standard icateait aca Mccoy |cacuorzicarion HoTrrtcaTtow [9] GRAN_MOTEFICATION_SCEMARIO ~ lassined Mess iggy OSP_STANDARD CL_SUM_SCENARTO WORKFLOW 4 = ubscription Be ToGoopte ESCALATION ESCALATION OL_cHEC_ESCALATION_scenanz0 BSFite Basic Dota PCNOTEFICATIGN YoTIFTCATION CL_GRPC_NOTIFICATION_SCENARZO + Gifiter settings | PcREMIDER —_-FENTXDER (CL_GRPC_ESCALATTON_scENARTO + [iSthedile Selection | lworkr.ou STANDARD (CL_StW_SCENARTO_WORKTLOW + DaDeivery Schedtle + MGeneral Settings + GBPardler Assignment Message Template On the left side under the dialog structure, there are different options such as — * © Business Scenario + & Schedule Selection + © Delivery Schedule * © General Settings + © Handler Assignment + = Message Template + © Delivery Type You can select any dialog structure and click New Entries to add an entry for notification configuration in SAP system. Transaction SWNADMI below. for basi administration. When you run this T-code, you will be prompted as The sjstemis tying to execute the progtam/isplay the fle to: dni erp, com:£024/sap/te/bsp/sap/swn_confia/index him Do you wart to gant access to this file? (lBemenber My Decision (ater) [F200] Once you click Allow, you will be navigating to the page: Administration of extended notification of the workflow.Cee Medic et NS Nee keh ee a ch GO [aa AE ‘Standard Category = (Be: amilogen2erp coma024 sap(0D DPToNa octhspisapisin configiindex.him —O] a 3 8 8 In this window, you can define extended notifications for your workflows. You can activate/deactivate notifications, define schedule, define messages, recipients, etc. SDIBEPTON MTS in eae aeDerp com eOTT Repaeioncorancectin DENALI reaairnes SE Lm |_ Subscription [sen [iitiessage ad || Nessage Granularity [One Message per Work tem s | sow Wore pay A [HITPLoxnatsions saPGuTorWndors SS) || Shoe work tem Execution As [HIP intthat Stars SAPGOtorvindows SY || Stow Caling of Workflow Inbox As. HTTP Link that Starts SAP Gulfor Windows. | |[ Stow User Decision As: HTP unk | Reminder ater x Days ca | Caen Total Sonate Integration With Non-Sap Workflow Apps You can also integrate your workflows with non-SAP workflow apps using external service calls, web service and API calls. Following are some common integration options ~ * = Create workflow tasks for external service calls and BSPs * = Universal Worklist launch handlers * = SAP NetWeaver Exchange Infrastructure Business Process Management. * = Wf-XML and Web ServicesImporting ABAP Service You can use transaction code: WF_EXTSRV to generate your service. This transaction is used to maintain ‘WebFlow Services. You can also access this from the menu path as below — SAP Easy Access — Tools —> Business Workflow —> Development — Definition tools > WebFlow Services — Maintain WebFlow Services. SAP Easy Access TE Be Sothermens 6% He Ay @ | [acreatercle office = (Bi ctoss-Application Components = BB Loaistics MB Accounting BS Human Resources Bi Information Systems Tools [Bi aBap Workbench (Bi customzing administration aA [Bi Business Communication [Business Framework BB Business Workflow » BB orgaricationd Plan [Development Defrition tools (7 ~ Be WebFiow sences + © WE_EXTSRY - Mantah WebFlow Services \_» G.wws.- Mantan Webflow Services by Using ® } All the Web services that you have to use in SAP Workflow must be registered in the Web service directory. You can either manually register a web service by entering all the data of the web service manually. Use T-Code: WF_EXTSRV. You can also use WSDL file that contains the definition of web service and you can import this directly using T-Code: WFWS. To register a web service, select Service in dialog and click New Entries. Enter a Service ID and a short text for the Web service. Select log with which the Web service is to be called, For Host, add the address of the Web service, and for Port, add a port number. Enter the directory and the call name of the Web service in the field Path, Define the Call mode of the Web service. Here, you determine whether a dialog or a background Web service is involved and whether and then how a callback is performed. Double-click and choose a Parameter in the dialog structure. The parameters determine the interface of the Web service. The task container is created from the parameters in the subsequent task generation. @Enter all the Web service parameters. Make sure you also assign the service ID of your Web service to the parameters. The assignment as import element and export element is required for the subsequent. creation of the task container. Y newetes GRO GRE Dialog Sucre 2 serie CaParametrs Short Tex TTKWEVACATION Decision toy ATP a Host ‘Spi 6 plsap cp Pot s Pah ‘sapibdhspisapitracatonfpubiidecision nim Logial system : CalMods DialopBased Senice 5 Gonos Task To generate your service, click the Generate button as shown in the above screenshot. TE C96 OR SHA ‘Standard Task: Display vee You have the following to perform the configuration tasks - * = WF_HANDCUST to configure the workflow URLs.WebFiow Service Handler Maintenance ©) GRefresh Environment. (Gamnen Handier | Gaback Hanter | Catback Disog Sys Status _/ Gent Systems | Local Launch Handler ey fe Host Tec wef s20,com Port soso Path (san flci webfiow! Handler Name |wshander URL + = WFWS to import external WSDL. Defriton Edt Goto system Help SSS @ *|«8/@@e@ Ale Webfiow: Maintain Web Services Name [_ | \@__ Load Definition | * © WF_EXTSRV for BSPs and ABAP services. * © Generate tasks. * © Extend service to perform callback to WF_HANDCUST URL. SAP Business Workflow - Universal Worklist Universal Worklist (UWL) is a centralized tool to add alerts, notifications, approvals and ad-hoc tasks for the workitems. All the workitems are created as a part of the business processes and can be easily managed using Universal Worklist. UWL provides a ut rm central access to all the workitems. You can also customize UWM views that meets your requirement. You can easily access additional information from object repositories such as attachments, notifications, etc. You can easily delegate your tasks to other users in your absence. @With the use of UWL, you can bring workitems from different systems. These include — 2 Business Workflow = Business Process Management Collaboration Tasks SAP Office Notifications Guided Procedures Workitems fetched by Custom UWL Connectors Universal Work List Setup UWLis used to group the different workflow tasks and alerts that are relevant for HR Administrator. SAP NetWeaver Portal provides UWL Configuration that can be used to configure all the backend workflows. This is totally xml based configuration. To set up UWL go to the portal — Select System Administration —> System Configuration — Universal Worklist and Workflow — Universal Worklist -» UWL System Configuration. Univer salWorklist- Content Configuration Detailed tavigation Universal Worklist Configuration Content ‘Youcan sininisrete Universal Worst confguntion contert (in 0M) here. You can ¢ Seer ieee "+ SystemLand:cape Overvew Fr roubleshootng the contigurtion contents here, ‘UME Configuration eee Te are TOA Tn i ECR AT » Coknowlesoe Management ‘oaniigraion Name | Piotty Zp Fomat Modiied Dale 2006 £2.17 05:38:02, You can set up a new connector, if you do not have a connector in the system connected to the system alias, otherwise you can also use an existing one. Advantages Following are the key advantages of using UWL - You can access guided procedure workitems in the common UWL inbox. You can launch new items, open items in the same window or in a new window. To manage the workitems, you can use inbox customization flexibility. You can also manage item types and view definitions. You can use the pull mechanism that allows you to use auto or manual refresh options for workitems.cms «= (New) (ste | Ree f Hom Types for ew 5 ] na ‘tem type retveval ed regstratonreqes a cnnecton eh sysens aid ay tke coup of rts For ech syst hy are genes ashe cenfgueton named iw weno aystn. lan or lat ‘After contgrtn changes he backna system you must re-repeter he sytem. ine persistent cacte on te: Cache Admbiston Paue Optional Universal Worklist Service Configuration SAP Business - Creating Workflows You can create your workflows in SAP system to automate the business processes that contains sequence of tasks, steps, and events. When you automate tasks using the workflow, this helps the user to easily take action without facing technical/functional difficulties. You can set notifications in the user SAP inbox about pending workitems and with a single click, it calls the correct transaction and navigates to the relevant screen. Let us see how to create a Workflow, when an employee raises a leave request in the system. Following steps have to be performed — Step 1 - Define Organization Plan T-Code PPOCE This transaction is the easiest way to define an organization plan in SAP system. You need to enter the start date of Organization unit — click the Green tick mark as shown in the following screenshot.Step 2 - Create a Workflow template T-Code PFTC_INS. [ Tak Edit Goto View System Help @ | \a@e Hee Task: Mainiain a Task type Task Name: ene | 81 COE BHR D559 Aw @ Workflow Template: Change Wik_notif_abe Work tem ted Notiication ofabsence Notdefined P Workiow definition — [B_ Workow Builder In the Task type field, choose the Workflow template. For Creating tasks: Choose Standard Task in the Task type field as shown above and click Create. Now to build the workflow in the workflow builder, navigate to T-Code: SWDD- ° -Bieeees acon In the Workflow Builder, you have different options called Step types, you can drag and drop and insert into the Workflow. Step 3 - Create a notification of absence. To define the first task, navigate to T-Code: PFTC_INS Select Standard Task in the Task type field. @Enter the following values and Save the task. Once you save the task, you will get code ID in number 93XXX989 © In the Name field, select Form_created = In Abbr, select create_form = In Workitem text, select vik_notif_absence-create © In Object Type, select FORMABSENC 5 In Method field, select CREATE 5 Checkbox Synchronous object method, Object method with dialog checked ‘Step 4 - Add the task created in the previous step to the Workflow. In place of the undefined step in the Workflow, you have to add an activity to your workflow. @ 3/9 B/©Oei OH aa 8 Workflow Builder - Create Unnamed [New,Not saved] conte “Latestend | Requedee stat | Lawsttan | 4 ts08 al © supine 7a Ears a ewido a coonaes | opr 7 ae suvntassonnent ‘© Trskniond byeopession TAF aor —— © Background pocessng (Lt notin wotow bg a raskeompit ‘iPcessrg cane cee lic erin |_itach_Objects ® Confirm end of processing: |Advancewath dialog “aoe Obets [Leow B|_Norkatem Task description - click here to go to task. “i Ye ohbor arian peer ee jeri aimee Tota nataa 2 i As seen in the following screenshot, using T-Code: PFTC_INS, a Task TS99500654 has been created separately.Pa 21K See = Workflow Bullder - Change 'VIKAS_TRAIN' [Active,Saved] Os 2 eine) So ly Si steps [2] 90034 Undetned £0003 Nomination Pej {2 c90043 Undetned DB c00040 Resistor {B] co0052 Undetned [5 eo005¢ Undone - Gutcomes | Notiteation | Latestend | Requested stat | Lateststat | Re} (aps tmsest (Oro coe Step ame Foum_creates igrescen 2 A.W MMATORE bata of versa excused Lael al — 2 —— ret Seppopetes jusionccrate [BO Arent assionment oe ia Att ems Ene @ Backgroend processing _]Stepnot inworkfiow log |ls|_siaen_ojecs ocr | Ifo tense cessing on a | _Wi_Group_id | > Confirm end ofprocessing. Advance with dialog ov | I fatain i 4 [BA |aeprover i Task description - click here to co to task — TIS} ating Nomination Request Va ait In Step Properties, you can select different options as per the requirement. Here, let us select the checkbox - Advance with dialog as shown in the above screenshot. It shows that the workitem of the workflow is made available for processing immediately. As we have entered WF_INITIATOR in Expression under Agents, the person who will start the workflow is one of the recipients of workitem. Binding option is also defined that confirms absence notification is not only in this task but also in the workflow - _WI_Objectld — &ABSENCEFORM. Now the Workflow Builder in graphical mode looks like this —J8 €@@ DMR Oooo B Workflow Builder - Create ‘vik’ [New,Not saved] (enon Greases [Ft FP i Oreupd Step 5 - First task in SAP Inbox. Now the workflow is executed, it creates workitems such as e-mails in the SAP Inbox. When it is executed, it calls the respective task or the transaction screen. When you run this workflow, it shows the Notification of absence form. {8 C6e OH anas Start Workfiow (Test Environment) @ Refresh organizational erviranment |} Warkjlowlog | g® Business Workplace rae Name \Valiaity To Runtime data_~ (1 Inputdata set Input data [Deadline dats set Deadline daia Click Cancel to cancel the processing of the first notification. The workflow inbox holds one item for processing - creating a notification of absence. Select the workitem and click Execute (F8). This will return to “Create notification of absence screen” where the notification of absence form is displayed. Enter the details in the form and click Save. This will remove the Workitem from the inbox.1B Ampointmentcatendar B Distiounon ists [> a2 won Bp iw El Unvead documents 37 Creation of Nnw Puthsse Over E-WA_OBIECTIOPURCHA—() Since ‘Crus ofNow Puthase Oroor &vA_OBIECTIDPURCHA. | > G outbox > G resunmissions > GB Finatetoiders > @ snareartders > rovers sucsirneato Brtash Di stareanasn B cojetnstory vik_notif_absence - create Bescripion Objects ane at} | No deserption avaiable Ne attachments Step 6 - Check Notification of absence in the inbox. The form that has been created will be sent to the supervisor for approval using the object formabsenc- approve object. Next is to create a new task using T-Code: PFTC_INS. 18/660) 008) 5440 8810 Standard Task: Display (GY aa & B container [Ke intialvalues GB Basic data | |Z Description | WR Altetnative methods | 9) Triggering events |») Ter Name Abbr. vik_notif_ch Name nit_check Work item text Check notif of absence form - Vik Release status Noldemned ‘Ohiect method Objecttype FORMABSENC — Notif. of absence Nethod APEROVE Aaprove [¥]_Synenronous object method (| Object method vith dialog Srecuton 7 a‘Step 7 - Add a second task in the Workflow. You have to include Task “Check Notification of Absence in the Workflow” using the task code generated in the previous step. Also, define the binding properties as shown in the following screenshot. @ IH/CGe Gas Doa5 Worktlow Bulider - Change vik_abs' [Active Saved} Dae) ein = sein Teg * “Task cintainer — Worden cortaner eee sare conto! element essen ressi0n T0000 We ote wooed oma es Teak roc ovens ee canoe nae 2 en nits -P o00044 setriag wo «| smpnome T v_oroup_td Bi coon Revise not ae ‘couse setng a2 ||| [ABBR BP coonsr seta 0 LI] | Boao B covve1 Reswwmiss(=) FH oon07e Leave ano | eh - SL “Taokcenaint > Work sotainer i [eo volenen Isplemesson [bssession Fowsicin reae> [al] |S Ml coneca o> 9 tor Fo taptnscuntrone sh ewrencvera spore LP roc _obects (tiaeh_ died oc Bretues bees pam onecs op coe Looms =} Corin Tekapo calc check no ($6) Gl] FS BG | Torconainer | ritow consis || [9 You have to create the Approver variable in the workflow container. Navigate to the left side menu at the bottom, you will see a menu option Workflow container. Double-click the option to create. Enter the following fields - = Element — Approver = Name — Approver 2 Description - Approver of the absence request = Reference table - WFSYST = Reference field - AGENT In the Position field, you have to enter the position ID as per the organization plan. This can be checked using T-Code: PPOCE. Don't prefix “S” in the text field.ee cee She 9555 BA ew Worktiow Burier - Display Vik_abs' [Active,Saved] ee ane = Tle 5 ‘orton ral ease conto | odenas (Neen | absent | Rena | Lats Tron te roe Yor eae || TS yb) mses tt Blcsses nee a (Bin #000086 Set ag oz 7 Beams sate» Ul | paton 2 omar ss 3 cree secornes=| $S¥ 000078 Leave Anerel™ ‘Geppopetes “= SC '@ Tesh determined by epression 7 Step not nworkowiog [Processing can be reece ‘@)advance wi slatog (@ Bexkgiound processing © Tatkeanplete © Centum end otprocessing Enuiry bl ‘Taskcdescription- clickhere to-go to fash. check ali of em Vile If an approver has not made a decision about Leave request, you can also add deadlines to add a workitem for the missed deadline in Approver's Business Workplace. You can see two outcomes in the workflow builder: Approved and Rejected. ‘Step 8 - Again test in the Inbox. Next is to execute the workflow and you will be moved to the workitem for creating notification of absence for processing. This is because of Advancing with immediate dialog option selected at the time of creating a task. Now, navigate to Business Workplace using the user-id of the approver and you will see the workitem to process and other attributes to mention in the Workitem. Select the workitem for checking the mesof absence and choose Execute. Either reject or approve the request. Notice the two buttons: Approve and Reject. Step 9 - Integrate User Decision for resubmit. In case, the leave request is rejected by the approver, you also have an option to add user decision to the rejected output. This allows the requester to make changes and resubmit the request for approval. You need to add Step type: User Decision to the workflow. This will make your Workflow look like the following — 089) Sa) o = [88] DIA 1 O08) C2 [o NOME O[ A/S] cowronakactatecr ‘Nawgaton ate3 S Sisters Bi co000s creas notiean > {BB eo0010 chock nouteat 5) ea0014 Unaernes Bh con018 vourrequesve {000023 Uncurnoa {000025 Undetnes User Decisi 3 BH User season soaare Yourequestwasrmectdty& Renee? | Decision | Contr | Outcomes | Notification | Reuastesstat | Latestend | Regul By evo00ek net (Bl o0011 nir_cneck The ‘Your request was tleted ny & Rowse” Vik Powcienreses)y| Paonetert superovers Parameter? [Bl on0048 Revise noun} |} Pararater 3 Perinaar’ $8 0000550 te5'07| |} [agents = ] SP omoor semen x + = Enter the email text as <"Approved”>When you hit the Enter button, you will be asked for the name and abbreviation of the task. Archiving Workitems In SAP system, it is possible to archive all the completed Workitems. You can also achieve all data in a workitem. You can display the achieved workitems but they can't be loaded in SAP system. When you archive workitems, it includes archiving log data, workflow manager data, dependent workitems and workitem attachments. Workitems with the following status can only be archived. * 5 Workitems completed + © Execution of the workitem is completed + = When workitem is not required for the workflow logic * © Cancelled workitems To archive workitems, you have to navigate to Tools > Business Workflow or Development — Workflow — Administration Workflow Runtime — Reorganization — Archive Work Item. SAP Easy Access 1h © | & | seothermens | ¥ Ha A | y @ | [Acreatercle ses c > B Tools “ > TBLABAP Workbench = > Biastomeng > Bi Administration » Bae > [BiBusiness Communication » Bi Business Framework ~ Be Business Workflow » organizational Plan > BS devalopment » Eabofintion to > Bakuntine tools » Bikepoting » Bavtittcs » Beidemonstration » BiEnvirorment Be Adminstration » Bi Basic Settings > BB Workfow runtime + © SWF _GMP - Adrrinistator Overview » [iWork item Deadine Monitoring » BE Work Item Error Monitoring » [iWork Item Rule Monitoring » Di cearing Tasks > BS Reorganization - “ewe Wok Ten + © SWW_ARCHIN - Display Workflows from Arc + COWL - Delete Werk Item ¥ To archive the workitem, you can use the following selection criteria * = Workitem number + © Task identifier @Actual agent of the workitem Creation date Completion date (© variant Edit Goto Syster of... )« Edit Variants: Report WORKITEM_WRLI, Variant TEST AAO Pattributes | | Work Tern Work Itern 1D 6» ( Restrictions Creation Date to End Date to Tack 1D to § Actual Agent to Options [Delete Unnecessary Lag Entries Processing Options @ Test Made Production Mode Detal Log NoDetallog Log Output Lst 7 Archiving Session Note ———— Grouping List Output System Defauits ~~ Deleting Archived Workitems You can also delete workitems which are not archived. To delete workitems, navigate to Tools — Business Workflow or Development — Workflow and then Administration > Workflow Runtime — Reorganization — Archive Work Item or T-Code: SWWL.SAP Easy Access Te | & | deothermenu 5 Fa A | y * | Cacreaterle | Bhassiany > Busnes workflow - » BB organizational Plan = > BeDevelooment > GBbetntion tools » [Bruntime tools > BeRepatting > Bovuities Demonstration » environment + Be Adminstration » BEBasic Settings ~ BB Workfaw Runtime + © SWF_GMP - Administrator Overview (BWork Item Deadine Monitoring (Work Item Error Monitoring Work Item Fue Monitoring Bi clearing Tasks B Reorganization + © SWW_SARA- Archive Work Item + © SWW_ARCHIV - Display Workflows from &rc * © SWWL_TOPLEVEL - Delete Tap Level Wer + ©SWWH - Delete Work Item History With the selection criteria as shown below, you have an option to delete Workitems immediately/Delete log data as well. To delete Workitem, enter the required fields and click the Execute button at the top. Delete Work Item @ & (Work item i D ‘2 = ype te fl status coi) to ie] Creation date 07.09.2018 to 08.09.2015 Greation tine 00:00:00 to 23:59:59 End Date to (J | foert TANAUSER to fs] Actitional Selection Ciera Task [] Recipients j/\ Top-Level Work Items Only Technical settings Number of work items per LUW 2 Maxirnum Number of Hits | Fipelete immediately ‘) w)Detete log cata as wel To display archived workitems, you have to use report “RSWWARCR".Note — In case you want to delete workitems directly that meet the archiving criteria, it is recommended to archive them first, considering performance-wise to use the delete program of the archiving object WORKITEM than to directly delete the workitems. Using Swi2_Diag Diagnosis This is used to diagnose the workflow with error. You can access the processing of workflows with errors navigating to this path: Tools > Business Workflow — Administration —> Workflow Runtime —> Diagnosis of Workflows with Errors. SAP Easy Access Ta | decthormen | 5 Fa A | «| [Acreatorole | BP assionusors [a0 > Boutilities = Besic Settings > Be Workdiow Runtime + © SWF_GHP - administrator Overview (BWotk Item Ceadine Monitoring » [Ba Wark Item Einar Monitoring » [iWork Item Rule Monitoring fearing Tasks > BiReorgantzation » [Bi container Handing » BB Applicaton Log [Notifications + @SWI2_ADMA - Work items without agents + © SWI2_ADM2 - Work Items with Deleted Users Work Items with Monttored Deac You can use T-code: SWI2_DIAG (Diagnosis of Workflows with Errors) - which is defined as the standard SAP code available within R/3 SAP systems depending on your version and release. You have to enter the selection criteria as shown in the following screenshot and it will show you the list, of all workflows with error.eeeis He|eg Qo ~ Access to Work Item Analysis (SWI2) G& _Monitoring period | Today: Last 7 days @)Last 30 days Last 265 days Tine Interval ( Task flter Task Task aroun (T) i Task group (7G) ‘Appication Component on « eae Diagnosis of workflows with errors (B Wrestat wokiw BAA) SSB) 4 > dl Cel tel | Be LG) lnxrore overall 2 ID Type Work item text CreateDate CreateTime To use this transaction, select the workflow with the error, and find out the workitem number that contains the error. Click “Change the workitem” and make changes to the workitem with error and “Save”. Using The Event Trace As mentioned earlier, this is an important feature to diagnose the workflows with error. You can use Event Trace in Workflows to log all information for creating and using events. Event queue You can make use of Event queue to store events temporarily. General Settings + Workflow — Maintain the event queue settings“Active Configuration, Event quaue switched off Mdelete event after delivery @ Background job is active © Delete events Event Linkages © Used for 4 Event linkages | Extras - Retries when temporary error 02| In an event trace, you maintain the following data — + © Event data + © Triggering program + © Trigger date and time * © Triggering Object * 5 Triggering Object Type = Event Name Following are the useful transactions under SAP Workflow in ABAP development — + = SWE4 - Switch event trace on/off + = SWEL - Display event trace. You can display event trace based on different selection criteria. You have the following selection criteria under Event Trace ~ = Event ID 5 Creator object type © Creator object instance 5 Event + 5 Program creating event, etc.