understanding sap work flows

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Understanding SAP workflows

Created by : Komila Bhayana

Date : 26/10/2009



SAP Workflow – An Introduction

SAP Business Workflow is a cross-application tool that makes it possible to integrate business tasks/processes between applications. Using workflows we can define that theright work is sent to the right person at the right time in the right sequence with the right

information. For example, for a purchase Requisition, we can define the hierarchy ofapprovers based on release strategy and define how the PR flows from 1 approver toanother.

Basic terminologies used in the workflow:

The workflow definition is the set of rules that determine the path that the process takes.For example, how a purchase requisition is processed, from the initial request to thecreation of the purchase order

A Workflow Instance , which is often simply referred to as the workflow, is a single

workflow run. For example, the processing of a single purchase requisition for material.

The Tasks are the steps in the process, which have to be performed either by people orautomatically by the software. For example, to check for the availability of the material inthe company.

A Work item is the task instance that is performed as a single workflow step. Forexample, check that there are no spare computers available in the company.

Agents are the people who process the tasks (via the work items). For example, creator ofthe purchase requisition and an approver.

Container is similar to a variable where all the data used in the workflow is collected.

Binding is the set of rules that define which data is passed to which part of the process.

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

Generally, most of the workflows are started by an event (for example, when a material is

created or when a new purchase requisition arrives). You define which data from thisevent needs to be passed to the workflow via binding .



Designing a workflow for taking Approval

Below is an example to create a simple workflow for getting approval for a workitem.

Call transaction SWDD. When the workflow builder is called for the first time, a

newly created initial workflow definition appears or else last created workflowappears. In such cases you can opt to create a new workflow by pressing “ Create NewWorkflow. The following screen appears.

Figure 1.1

The initial workflow screen has the following parts:

a. Information Area : this area gives workflow details like Name , Version. b. Navigation Area : displays the list of various steps present in our workflowc. Graphical model : In this area we add the steps to create the workflow process.d. Workflow container : this Area displays the list of containers . we can also

choose other options such as Step Types, my workflow and tasks etc

In the Graphical Model section, Following parts exists

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

b. The end of the workflow definition, indicated by .c. The area in which you insert the new workflow definition is indicated by

.



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

Figure 1.2

Now enter the title for the user decision “Kindly decide”. Also enter the decision texts as Approve and Reject . On pressing enter, the outcome values default to the Decision texts but but we specify our own names ‘I Agree’ and ‘I Disagree’,

Now we need to select the agent. Agent is the person to whom the work item needs to be

sent. Please choose the user id to whom you want to send the work item. Agents aregenerally assigned using the expression, agent assignment rule or organization object(job, position etc.).



Figure 1.3

Now click on the tab “Control”:

In the tab “Control”, the standard task that is being used is displayed. In this case, thestandard task that is being used is “TS00008267”.

Figure 1.4



Go to transaction PFTC_COP to copy the standard task. Select “Standard task” in thetask type and enter the task number (without the prefix “TS”) in the “Task”.

Figure 1.5

Click on “Copy task” and Enter the abbreviation and the name as required.

Figure 1.6

Choose “Copy ”. A new task would be created. Please note the task number that iscreated now, in our workflow , the task which is created is numbered 99900014. Tochange the task description, you can use the transaction PFTC. Now go back toworkflow definition, transaction SWDD. Where we have opened the control tab. Nowreplace the standard task with the new task we have just created TS99900014.

Please do not change any of the standard texts. The change would reflect in all theworkflow definitions the task is being used.



Figure 1.7

Double click on the red icon against agents and you are taken to Agent assignmentscreen.

Figure 1.8

Choose Agent Assignment -> Create and following screen appears to choose the type ofagent .choose User as the type of agent

Figure 1.9

Assign a user id and click continue to assign the agent.



Figure 2.0

Thus the agent assignment is visible in green color displaying successful binding

Figure 2.1

Now select Transfer and to graphic button. Following screen appears:



Figure 2.2

Now to send the mail for approval to the user id, we include mail step. Now select theline “Approve” and do a right click. Select Create and choose the step ‘Send Mail’.

Figure 2.3

Now enter the subject and the body of the message for the mail to be sent.



Figure 2.4

Do not change the recipients. Our mail is intended for the persons who triggered thisworkflow. &_WF_INITIATOR& contains the value who executed the workflow.Since this is a test object, we are using &_WF_INITIATOR&. But we wouldn’t beusing this variable in real time scenarios.

Now select Transfer and to graphic button.

A popup appears requesting for the abbreviation and the name for this task. Enter thesame and press enter.

Figure 2.5

Similarly we can create a mail send step for the ‘Reject’ decision of the DecisionStep.



Figure 2.6

The workflow appears as follows.



Figure 2.7

Now choose Basic data (Cap Icon) and mention abbreviation and description of theworkflow

Figure 2.8

Now Save & Activate the workflow application. You need to enter an abbreviation

and name for your workflow as shown below. You can change any of these at anylater point. After saving, a number is assigned to your workflow starting with WS, asshown below.

Figure 2.9



Execute the Workflow

To execute the workflow, activate it by choosing the activate button.

Test the workflow by choosing Test . The following screen appears.

Now choose Execute to start the workflow.

Now the recipient (USR03) would receive a work item in his SAP businessworkplace inbox (Transaction SBWP).



When you double click on the workitem, the following screen appears



Choose one among Approve or Reject as part of the user decision. He can select thethird option to retain the work item in his inbox and make the decision later. Nowsuppose that the recipient has chosen one of the first options. Now a mail would be

sent to the requestor with the status of his request.

understanding sap work flows

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