bit600 – sap business workflow
TRANSCRIPT
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Patric Beuthen
SAP Consulting
SAP Business WorkflowIntroduction based on BIT600
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Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
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Introduction Why Workflow?
Workflow
The right work
At the right t ime
For the right agent
or
Who does
What
When
With what object
And in what sequence
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Object type withobject method
Task
Features
Task
Features
WHO couldcarry out thetask?
WHAT carriesout the taskand HOW?
Work item text
Task descript ion
Notification text
Latest end text
Required end text
Latest start text
Texts
Organizationalplan
General Information on Task Definitions
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Tasks
Object Method
TasksTasks
Object Method Standard Task (TS)
Standard Task (TS)
Workflow
Workflow
Definition
Workflow
Workflow
Definition
Time-independent &
client-
independent
Task Types
Workf low Template (WS)
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Work item (activity at runtime):Post document 4712
Customer - Manley Corp.
Invoiced amount - $258,300
Invoiced amount: < $ 50,000
Invoiced amount: > $ 50,000
Customer names: A-G
Customer names: A-G FI clerks
FI clerks
Customer names: O - Z
Customer names: O - Z
Possible agent for the task:Post document
linked withjob: Financial
Clerk
Role:Restriction of agents accordingto the organizational chart
Role for the agent responsible:Find FI Clerk
Role parameters:Customer name
Invoiced amount
Customernames: H-N
Customernames: H-N
Step Definition: 'Responsible Agents' Responsibility
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Workflow templates
Workflows: Definition & Runtime Environment
Workflow
definition
Activities
BORABAP
OO
WebFlow
Services
Org + User
Management
Workflow
Work item
Event definition Event
Event
manager
Workflow
manager
Execution
(methods, services)
Work item
manager
Business
Workplace
(Worklist)Rules for
agent
determin-
ation
PFTC_.... transactions
Workflow Builder
Simple maintenance
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Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
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Integration of Organizational Management
Integration of Organizational Management Task assignment according to responsibi lity/expertise at
definition time
Linking of tasks with possible agents and linking ofWorkflow steps with the responsible agents
Dynamic task distr ibution at runtime:
Determination of recipients of work i tems based on
information from the context of the workflow and theobjects processed
High degree of transparency of business
processes and their responsibili ties
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Tasks: Word processing, scheduling
meetings, phone calls
Step 1:
Create the root
organizational uni t
Step 3:
Create positions
SalesAdmin is tration
SalesAdmin is tration
Step 4:
Assign holder
Administrat ive tasks,
Sales Mexico
Administ rat ive tasks,
Sales Mexico
Step 6:Assign tasks
Step 5:Create jobs
ProductionProduction Sales MexicoSales Mexico
Executive BoardExecutive Board
Step 2:
Create additional
organizational units
Lisa ThompsonLisa Thompson
Creating an Organizational Plan (Simple Maintenance)
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Creating an Organizational Unit
Icon:
Createobject:
Organizational unit
Validity period
query
Create a root organizational unit
Valid from 09.12.2002 to 31.12.9999
Organization and Staffing (Workflow) Edit Goto Settings System Help
Create Organization and Staffing (Workflow)
Search for
Organizational unitPosition
Job
Person
User
Task assignment
Enterprise Group 20
Finance unit 20
Sales department 20
Development department 20
09.12.2002 + 3 Months
Select link
Organizational unit
is described by Taskis line manager Organizational unitincludes Position
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Creating a Position
Create
icon
Object 'Posit ion'
Create Organization and Staffing (Workflow)
Organization and Staffing (Workflow) Edit Goto Settings System Help
Search forOrganizational unitPositionJobPerson
UserWorkflow templatesStandard taskTaskTask groupStandard roleObject history
Task assignmentFinancial accounting
FI_managerFI_clerk
Details for position FI_clerk
Basic Data
FI_clerk FI_clerk
General administrator
Position
Job
.......
.......
.......
Select link
Organizational unit
is described by Taskis line manager Organizational unitincludes Position
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Assigning Users to a Position (1)
Search for
the relevantuser and
display it in
the selection
area
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Assigning Users to a Position (2)
Assign user
withDrag&Drop
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Creating a Job
Menu item:
Edit - Create Jobs
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Exercise - Organizational Management (1)
- Create two users in SU01
- Create the following organizational hierarchy in PPOM
- Org Unit Company XX (Z_COMP_XX)
- Org Unit Department XX (Z_DEPT_XX)
- Position Manager XX (Z_MGR_XX)
- Posit ion Employee XX (Z_EMP_XX)
- Assign the users to the positions above
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Exercise - Organizational Management (2)
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Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow Customizing
Workflow Transactions
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Automatic
grouping
Automatic
grouping
Your logo and textYour logo and text
Tips/TricksTips/Tricks
Related
objects
Related
objects
Task descriptionTask descript ion
Worklist
Work item
preview
Work item textWork item text
Special
work items
Special
work items
Business Workplace in R/3
Overview
tree
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ExecuteExecute ReplaceReplace
ReserveReserve
Displayattachment
Displayattachment
Create
attachment
Create
attachment
Business Workplace - Worklist (1)
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ForwardForward ResubmitResubmitDisplayDisplay
Business Workplace - Worklist (2)
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Other funct ions for
processing work items
- Set to Done- Change deadlines- Change priority
Other functions for
processing work items
- Set to Done- Change deadlines- Change priority
Individual configuration of columns displayedIndividual configuration of columns displayed
Dynamic columnsDynamic columns
Business Workplace - Other Functions
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Business Workplace: Substitution
You can maintain substitut ion in two ways: Personal substi tute (for an SAP user)
Position substitute
Substitutes may be
Created and activated at the same time From the time of activation, the subst itute automatically receives
not only their own work items, but also the substitution work
items.
Created and not activated
The substi tute can take active control of the substitut ion funct ion
at any time.
Until the substitute actively ends the substi tution, only the
substi tution work i tems are displayed in h is or her Workplace.
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Work Item Display
Attachments appearimmediately and
can be disp layed
with a click.
Business
information is
displayed.
Appealing display
and clear layout
increase user
acceptance.
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Technical Work Item Display
Technical
information
is displayed
(such as
deadlines).
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Standard
workflow
log
Details
section
Chronological
process view
Details of each step
Green line shows
process progress
Displays all recipients ,possib le and excluded
agents
Workflow Log
Graphical
workflow
log
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ProcessedworkflowsProcessedworkflows
Status of
steps
Status of
steps
Objects
involved
Objects
involved
Quick andsimple overviewof processesinvolved
Task statuses at
a glance
Easier handl ingof customerqueries
Workflows thatyou have
started
Workflows thatyou have
started
Work items thatyou have
carried out
Work items thatyou have
carried out
Work items that you
have forwarded
Work items that youhave forwarded Current
agent
Current
agent
Workflow Outbox for Status Tracking
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User View: Global Settings
Why do we need global settings?
Just one workflow log or work item display is not enough
because different types of user have different requirements:
Workflow modelers and administrators require access to all
technical information such as containers, workitem IDs, step
numbers, all step types and so on.
Workflow end users do not require technical details, but have to
focus mainly on the work item content and would be distracted bytoo many functions.
What steps are required?
The administrator must define the standard values throughout the
system.
All users can then per form their own set tings.
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User View: Personal Settings
Work item
display
Work item
display
workflow
log
Other
settings
Technical
usersApplicat ion
users
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Enterprise PortalsSAP GUI fo r HTML
Microsoft Outlook
E-Mail
Pervasive Computing
Various Inboxes
SAP GUI for WindowsLotus Notes
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Selection of Functions in Workflow Inboxes
Web BrowserSAP GUI + SAP
Lotus Notes
Integration
SAP GUI + SAP
Outlook Integration
Web BrowserSAP GUI
(Windows or
Java)
Desktop i nstallation
Offline
(different folders)Generic decision task
(different folders)
System-wide use poss ible
()Logs
Graphical log
()Query
()Forward
Automatic r efresh
Outbox
Set up substitution
Substitution
()Resubmit
()Add or read attachments
Execute
iView inEnterprise Portal
Lotus NotesInbox
Outlook MailInbox
Easy WebInbox
BusinessWorkplace
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Exercise Business Workflow (Request & Approve)
Objects from
task group
TG70000023
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Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow CustomizingWorkflow Transactions
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Workflow Reports
How many processing deadlines
were missed in the last
month?
How evenly distributed is
the workload?
Was the workflowstarted correctly?
What is the status
of a workflow?
Is there stil l an active workf low
instance for an object?
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Work itemanalysis
Workflowdiagnosis
Workflow
log
Workflow
outbox
Workload
analysisObject-specific
evaluation
Information
system
Information
systemTask
analysis
Reporting System
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Monitoring period
Work item type
Task filter
Today
Last 7 days
Time
Last 365 days
Last 30 days
Intervalonfrom to
Dialog
(Sub) Workflow
Background
Task
Task group (T)
Task group (TG)Application component
Work Items .
Work items Per Task
(frequency)
Work items byProcessing Duration
Work items with
Monitored Deadlines
Work i tems Per Task
(frequency)
Work items byProcessing Duration
Work items with
Monitored Deadlines
Reporting: Work Item Analysis
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Reporting: Workload Analysis
User
Berner
User
Berner
Position
S 500304
Position
S 500304
User
Miller
User
Miller
Job
C 40932
Job
C 40932
Org. Unit
O 500039
Org. Unit
O 500039
Work items processedfor a user
for a position
for a job
for an organizational unit(you can specify a deadline limit)
Work items in the inbox still to
be processedfor a user
for a positionfor a job
for an organizational unit
Work items processedfor a user
for a position
for a job
for an organizational unit(you can specify a deadline limit)
Work items in the inbox still to
be processedfor a user
for a positionfor a job
for an organizational unit
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Criteria for the Selection Report
Work item type
Work item status
Work items
Utilities: Work Item Selection
Display work item
Display workflow log
Change work item
Display agent
Change priority
Work item ID
Task ID
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Dialog work item W
Missed deadline work item D
Workflow work item F
Background work item B
Wait step work item E
Work Item Types
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Runtime Tools: Object Type & Object Information
'Notification
of absence'
object type
Objectof absence'
object number
1960
Which tasks and workflows use
the 'Notification of absence' object type
in their definition?
Which tasks and workflows use
the 'Notification of absence' object type
in their definition?
Which instances exist for workflows and
tasks that use the 'Notification of absence'
object type in their definition?
Which instances exist for workflows and
tasks that use the 'Notification of absence'
object type in their definition?
Which work i tem refers to object1960 of the 'Noti fication of absence' object
type and in which Business Workplace
is it to be found?
Which work i tem refers to object1960 of the 'Noti fication of absence' object
type and in which Business Workplace
is it to be found?
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Consistency check
Workflow definition/task definition
Customize the entire WebFlow engine.
RFC protocol
Manually start a task or workflow. First update the organizational assignment and then
provide the input data.
Test Utilities for the Implementation Team
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Workflow Outbox in the Business Workplace
Business Workplace
Inbox
Outbox
Started workflowsFlow item for WS30000015
Flow item for WS30000161
Flow item for WS99900035
Executed work items
Work item 1 for TS7869
Work item 2 for TS7869
Work item 3 for TS7869
Forwarded work items
Work item 1 for TS99900062
The outbox in theBusiness Workplace
provides each user
with an overview of the
work that he or she
carried out wi thin the
workflow processes.
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The following step types are filtered out in the business log:
Wait for event
Container operation
Event creator
Process control
Undefined steps
Activity and user decision
(marked wi th the 'Not in workflow log' option)
The display is not fil tered in the technical log.
Workflow Logs: Business and Technical
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Create request Completed
Approve request Completed
Notification of absence
Work item status
Access to
- Selected agents
- Possible agents
- Excluded agents
Access to graphical
workflow log
Agent Executed Action Date Time Object Object name
Hugo Boss Dialog step created 07.10.1998 12:58:29Hugo Boss Query sent 07.10.1998 13:00:33 Office document Query (1) ...
Hugo Boss Work i tem reserved for processing 07.10.1998 13:00:33
Hugo Boss Execution started 07.10.1998 14:13:52
Hugo Boss Processing complete 07.10.1998 14:15:32 Notification of absence 0000000245
Access to workitem history
Workflow Log: Workflow Chronicle View
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Workflow Log: Workflow Agent View
Notification of absence
Create request
Patrick Smith
Create request
Create request
Approve request
Approve request
Hugo Boss
Approve request
(Sub)workflow created
Dialog step created
Work item executed automatically
Work item processing complete
Dialog step created
Query sent
Work item processing complete
Send mail
Send mail
Background work item created
Work item processing complete
Workflow system
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Notification of absence
Create request
Notification of absence
Approve request
WI for self method 000000123456
(Sub)workflow created
Dialog step created
Dialog step created
Workflow Log: Workflow Objects View
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Workflow Log: List with Technical Details = Expert Mode
Workflow Test workflow
Workflow instance Test workflowInstance number 000000872350
Start date 22.09.1998 Started by Patrick Smith
Start ti me 10:38:04 Current status In process
Workflow Chroni cle View
Status Work item ID Node no. Task
Agent Executed Action Date Time
872350 1 Test workflow
Patrick Smith (Sub)workflow created 22.09.1998 10:38:04
Patrick Smith SWW_FI_START 22.09.1998 10:38:04
69 First letter of the surname
872351 71 Display all requests by SMITHPA
Patrick Smith Dialog step created 22.09.1998 10:38:04
Patrick Smith Work item executed automatically 22.09.1998 10:38:05
Error
Error
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Graphical Workflow Log
Route
(green path)
Status
Agent
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Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow CustomizingWorkflow Transactions
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Overview of Customizing Activities
Schedule background j ob for clearing report
Schedule background job for event queue
Schedule background j ob for condit ion evaluation
Schedule background j ob for work items witherrors
Schedule background job for missed deadline
Maintain demo and verification environment
Act ivate sending to objects and HR objects
Maintain a s tandard domain for Internet mail
[W1]Your own user IDGenerally classify decision tasks
SY-UNAMEMaintain a system administrator for wo rkflow
User WF-BATCHConfigure RFC Destination
Check number ranges
Maintain prefix numbers
Check entries from the HR control table
01Maintain an active plan version
Default entry usedAlwaysrequired?AutomaticAct ivi ty
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Creating Prefix Numbers for Standard Objects
An entry is required for
each system and client
that you wish to use.
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SWU3
Display view Set Active Plan Version: Overview
Table view Edit Goto Selection Utilities System Help
Destination
RFC user
Documentation
WORKFLOW_LOCAL_401
RFC
password
Valueabbrv.Group
PLOGI PLOGI 01 Integration Plan Version / Active Plan
Version
Human Resources
Set Active Plan Version
DescriptionSem. abbr.
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Activate Deadline Monitoring
Customizing step: Scheduling deadline monitoring - Job SWWDHEX
You must perform the Customizing activity if you want to monitor the
deadlines of individual workflow steps in the WebFlow Engine.
Deadline Monitoring Edit Goto System Help
Configure and Schedule Work Item Deadline Monitoring
Save and Schedule
Save and Schedule (F8)
Interval until next deadline check 3 (in minutes)
Job Attributes
Start date of background job 31.12.2999
Start time of background job 23:59:59
Name of background job SWWDHEX
Number of background job 03254301
Background Job Report RSWWDHEX
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Save and Schedule
Schedule Work Item Error Monitor ing
Work item monitoring List Edit Goto System Help
Information on monitoring temporary
10:25:00
13.06.1998
Name of Background Job
Number of Background Job
Monitoring of Temporary Incorrect Work Items
Interval until next rerun
Retry counter for work items with errors
Start Date of Background Job
-
Start Time of Background Job
SWWERRE
10170901
X20
3
(in minutes)
Set Monitoring of Incorrect Work Items
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SWU3
Start Verification Workflow
List Edit Goto System Help
-
Start Verification Workflow
Event created - Verification workflow started
1. Switch to the Business Workplace. In your workflowinbox, you wil l find a work item with a user decision.
2. Execute this work item. It contains two mails:
notifications of completion for this user decision and for
the following background step.
Integrated inbox
Check Customizing
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Workflow Architecture
Workflow Organization
Business Workplace
Workflow Monitoring
Workflow CustomizingWorkflow Transactions
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Useful Transactions
Leave Request DemoSWXF
Business WorkplaceSBWP
Workflow BuilderSWDD
CustomizingSWU3
Workflow TestSWUS
Event CreationSWUE
Business Object BuilderSWO1
Workflow AnalysisSWI1-8
Event Type LinkageSWE2-3 / SWEL
Organization MaintenancePPOC / PPOM
Task MaintenancePFT / PFCT
Organizational AssignmentPFOS / PFSO
Rule MaintenancePFAC
DescriptionTransaction Code
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