07 b 01workflowdefinition

SAP Workflow Course

Section 07B-01: Workflow Definition

November, 2001

SAP Workflow Course – Section 07B-01: Workflow Definition 2

Workflow Definition

Contents:

• Overview of workflow definition

• Workflow Builder components


Workflow Definition: Unit Objectives

• At the conclusion of this section, you will be able to:

• Define components of a workflow definition

• Identify steps in a workflow

• Use the functions of the Workflow Builder


Workflow Definition: Business Scenario

• You laid out the design of your business process on a whiteboard

• You need to learn about the Workflow Builder

• This will allow you to translate your business process into a workflow definition


Workflows: Examples

• Circulation list which has to be processed, signed off and checked

• Checking the master data after changes

• Business processes which cross application boundaries

– From a change request all the way to a production order

– Budget management from request through release of funds

– Recruitment from placing the advertisement through the integration of the new employee in the organization


Workflow Template / SAP workflow

Workflow template (WS)

• customer-defined• reference to the workflow

definition• client-independent

SAP workflow (WS)

• executable• reference to the workflow

definition• client-independent• may not be edited• can be extended• can be used as template

for own workflows


Workflow definitionWorkflow definitionWorkflowWorkflow

(workflow template)(workflow template)

WorkflowWorkflow

(workflow template)(workflow template)

Reference to workflow definition

Specification of triggering events

Initial value assignment

Workflow Definition


EventEvent

StepStep

BlockBlock

Workflow Definition

Workflow Definition: Workflow Builder

Workflow Builder:

• Navigation and display area

• Block-oriented modeling

• Top-down modeling is possible

• Special functions such as cut, paste, move, copy

• Print

• Checking and activating

• Drag and Drop functionality


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

Business activityActivity (task reference)User decisionDocument from template

Step

Workflow Definition: Steps

• Display step

• Arrangement of steps in sequence or in parallel processing

• Deadline monitoring for certain steps

• Choose and name relevant successors for each step

• Block mode operations

Workflow Definition

in Workflow Builder


Workflow Builder: Objects and Task Area

• Objects area

– Increased clarity with Explorer like presentation of workflow steps and navigation

– Workflow container maintained directly in Workflow Builder

– overview of document templates

• Task area

– Existing, defined tasks are used in the workflow definition: They only have to be found

– The task area offers access to all tasks relevant for the workflow in the definition


Definition Tour - The goal


Definition Tour - Scenario

• Step 1: Call Workflow Builder

– Define a new search area for the available tasks

• Step 2: Insert first steps out of the available tasks

– Insert step ‘Create notification of absence’

– Insert step ‘Approve notification of absence’

• Step 3: Insert mail notification about approval

• Step 4: Insert step to delete absence request if rejected

• Step 5: Insert loop to do the approval again

– create a loop and do some cut and paste operations

– insert also functions to take care to terminate the loop

• Step 6 (advanced): Insert creation of word document

• Step 7: Assign agents


Step 1: Call Workflow Builder

1

2

4

3

The search areahas to be defined once

Right mouseclick


Step 1: Introduction

Toolbox

Graphicalnavigation

Navigation and data maintenance

Toolbox of available tasks

Graphical representation of the workflow definition

Message collector with navigation capability


Step 2: Insert step ‘create notification’

1

2

3

Single click

Double click to insert


Step 2: Insert step ‘approve notification’

1

2

doubleclick to insert


Step 3: Insert step to send mail

1

1

2

3

singleclick to mark

Choose wizard ‘send mail’


Step 3: Wizard to create mail step

1

Write text to be sent (values out of the workflow may be used)

Define recipientof mail

Roadmap to maintain orientation Additional information

Standard navigation


Step 4: Delete or not? Insert decision

1

2

3

4

click button ‘create’


Step 4: Delete or not? Insert deletion

1

23



Step 4: Delete or not? Insert update

1

2

3



Step 5: Insert loop

3

4

5

1

2

doubleclick to edit condition

singleclick to drag

singleclick to drop

doubleclick to create flag


Step 5: Define loop - condition

1

2

3


Enter ‘X’ asconstant and press return

singleclick ‘=‘ to insert


Step 5: Move approval into loop

1

2

3

Right mouse button for context menu

click button ‘paste’


Step 5: Take care to leave the loop

1

2

3

singleclick to drag

singleclick to drop


Step 5: Take care to leave the loop

1

2

3

click button ‘paste’

Right mouse button for context menu


Step 6: Assign agents

Who is responsible for what?

• Employee

– Create notification of absence

– User decision - revise or withdraw

– Revise notification of absence

• Manager

– Approve Notification of absence

– Create document from template

• Workflow system

– Send email

– Delete notification of absence


Step 6: Assign agents - how?

1

4

2

3

doubleclick to navigate

doubleclick to navigate


Finish


Start Transactions: Background and Use

• Why start transactions?

– Workflows sometimes have to be started and supplied with values directly

– Until now, a generic transaction (SWUS) has been used to start workflows

– This transaction is a test tool only, not a working tool for users

• Who needs start transactions?

– It is possible to put help texts directly on the screens of the start transaction

– Users who start workflows directly (via area menu or R/3 main menu -> Office -> Start workflow)

– Users who want to start workflows via a short cut from their Windows Desktop


Start Transactions: Creation

• How do you generate start transactions?

• Customizing (one-off activity)

– Determine namespace of transaction codes and module pools in Customizing (transaction SWUT)

• Generation

– In the area menu ‘SAP Business Workflow [Development]’, you will find the menu option ‘Workflow start transactions’ under ‘Definition tools’.

– Specify your workflow template as Task

– Enter ‘100’, for example, as Screen number

– Press the pushbutton ‘Create’ -> the generation now runs automatically

• Personalization

– You then have the opportunity to adapt the start transaction created to your requirements


Start Transactions: Example

NamePersonnel number

DepartmentCost center

Absent from ToReasonContact at

Attachment

Start Deadline Refresh organizational environment

Workflow Edit Goto Environment System Help Input data for task

Request leave

Manually revised screenYou can also put additionalhelp texts here.

Manually revised screenYou can also put additionalhelp texts here.

No programmingrequired

Knowledge of operating thegraphical screen painter isthe only prerequisite.

Knowledge of operating thegraphical screen painter isthe only prerequisite.


Workflow Definition: Unit Summary

• Workflow templates are client-independent

• Workflow definition is the description and implementation of a workflow process

• Workflow definition in step types and their symbols in the Workflow Builder

SAP Workflow Course

PwC ConsultingTM refers to the management consulting services businesses of the member firms of the worldwide PricewaterhouseCoopers organisation.

2001 PricewaterhouseCoopers. All rights reserved.

07 b 01workflowdefinition

Business

loop step

workflow definition

mail step

approval step

notification of absence

navigation workflow

template workflow system

presentation of workflow