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7UDGHPDUNV�n Some software products marketed by SAP AG and its distributors contain proprietary software

components of other software vendors.n Microsoft®, WINDOWS®, NT®, EXCEL®, Word® and SQL Server® are registered trademarks of

Microsoft Corporation.n IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®,

AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.n ORACLE® is a registered trademark of ORACLE Corporation, California, USA.n INFORMIX®-OnLine for SAP and Informix® Dynamic ServerTM are registered trademarks of

Informix Software Incorporated.n UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of The Open Group.n HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide

Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute ofTechnology, 545 Technology Square, Cambridge, MA 02139.

n JAVA® is a registered trademark of Sun Microsystems, Inc. , 901 San Antonio Road, Palo Alto, CA94303 USA.

n JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license fortechnology invented and implemented by Netscape.

n SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.comBusiness Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP™, SAPBusiness Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit,SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countriesall over the world. All other products mentioned are trademarks or registered trademarks of theirrespective companies.

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) SAP R/3 Systems are FOLHQW�V\VWHPV. The client concept enables the parallel operation, in one

system, of several enterprises that are independent of each other in business terms. The componentsSAP Business Information Warehouse (BW) and SAP Knowledge Warehouse (KW) are exceptionsto this: in these cases only one client is used. During each user session you can only access the dataof the client selected during logon.

) A FOLHQW�is, in organizational terms, an independent unit in the system. Each client has its own data

environment and therefore its own master data and transaction data, assigned user master records andcharts of accounts, and specific Customizing parameters.

) For a user to log on to the system, a master record must exist in the system for that user. To protect

access, a password is required for logon. The password is hidden as you type (you only seeasterisks).

) SAP R/3 Systems are available in several languages. Use the /DQJXDJH input field to select the logon

language for each session.)

Multiple logons are always logged in the system beginning with SAP R/3 4.6. This is for security aswell as licensing reasons. A warning message appears if the same user attempts to log on twice ormore. This message offers three options:

é Continue with current logon and end any other logons of the same user in the system

é Continue with current logon without ending any other logons in the system (logged in system)

é Terminate current logon attempt)

You can place your own text on the initial screen in a number of ways. For more information, see theSAP Note mentioned above. The GuiXT (covered at the end of this chapter) offers a further option.

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n &RPPDQG�ILHOG��You can use the command field to go to applications directly by entering thetransaction code. You can find the transaction code either in the 6$3�(DV\�$FFHVV�menu tree (see thepage 8VHU�6SHFLILF�3HUVRQDOL]DWLRQ) or in the appropriate application by choosing 6\VWHP→ 6WDWXV.

n 6WDQGDUG�WRROEDU� The icons in the standard toolbar are available on all SAP R/3 screens. Any iconsthat you cannot use on a particular screen are dimmed. If you leave the cursor on an icon for amoment, a QuickInfo appears with the name (or function) of that icon. You will also see thecorresponding function key. The DSSOLFDWLRQ�WRROEDU shows you which functions are available in thecurrent application.

n &KHFNER[HV��Checkboxes allow you to select several options simultaneously within a group.

n 5DGLR�EXWWRQV��Radio buttons allow you to select one option only.

n 7DEV� Tabs provide a clearer overview of several information screens.

n 6WDWXV�EDU� The status bar displays information on the current system status, for example, warningsor error messages.

Other elements are:

� 0HQX�EDU��The menus shown here depend on which application you are working in. These menuscontain cascading menu options.

� 7LWOH�EDU��The title bar displays your current position and activity in the system.

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n 6$3�(DV\�$FFHVV is the standard entry screen displayed after logon. You navigate through thesystem using a compact tree structure.

n You can include an image on the right-hand side of the screen such as your company logo. Thisimage can only be entered systemwide, and is a cross-client setting. Assuming you have theappropriate authorization, you can find a detailed description of the necessary settings by choosing([WUDV → $GPLQLVWUDWLRQ�,QIRUPDWLRQ. Note that this image is stored in the system and transported tothe SAP Frontend every time it is called by SAP Easy Access. Although this transfer is compressed,the image for the initial screen should not be bigger than around 20 kB. You can prevent this imagebeing called either by using the setting /RZ�6SHHG�&RQQHFWLRQ in the SAPLogon program (see SAPNote 161053), or by switching off the calling of the image under ([WUDV→6HWWLQJV. See also 8VHU�6SHFLILF�3HUVRQDOL]DWLRQ.

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n You can select system functions in the following ways:

é Use the mouse to choose

- Menu options

- Favorites

- SAP Easy Access options

é Use the keyboard (ALT + the underlined letter of the relevant menu option)

é Enter a WUDQVDFWLRQ�FRGH�LQ�WKH�FRPPDQG�ILHOG:A transaction code is assigned to each function in SAP R/3 Systems. You can access the assignedtransaction code from any screen in the system. For example, to display customer master data,enter /n and the appropriate transaction code (in this case /nfd03). You can find the transactioncode for the function you are working in under the 6WDWXV�option of the 6\VWHP menu. Otherpossible entries:

- /n ends the current transaction.

- /i ends the current session.

- /osm04 creates a new session and goes to the transaction specified (SM04).

n You can also use the keyboard to go to the command field. Use the CTRL + TAB key combinationto move the cursor from one (input) field group to the next.Use TAB to move between fields within a group.

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FavoritesGreat Transactions

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Interesting WWW PagesURL - The Herald TribuneURL - Time Magazine

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n A�5ROH�describes a set of logically linked transactions in the system. These represent the range offunctions users typically need for their work.

n 8VHU�UROHV (previously “activity groups”) have to be set up using the Profile Generator so that SAPR/3 System users can work with XVHU�VSHFLILF�or SRVLWLRQ�UHODWHG�menus.

n The authorizations for the activities listed in the menus are also assigned to the users using userroles. With Release 4.6, predefined user roles from all application areas are included in the standardsystem.

n Users who have been assigned a user role can choose between the user menu and the SAP standardmenu.

n The above screen shows the role-based user menu for a user with the name "Enjoy". You can findroles that are supplied in the standard SAP R/3 System by choosing 2WKHU�PHQX on the 6$3�(DV\$FFHVV� initial screen.

n Every enduser can personalize the initial screen using )DYRULWHV. You can create your own )DYRULWHVOLVW containing the transactions, reports, files, and Web addresses that you use most often.

n You can add favorites either by choosing )DYRULWHV or by using the mouse to “drag & drop” itemsinto the )DYRULWHV�directory.

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Customer Edit Goto Extras Environment System Help

Customer

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System.}�x u�z(w�~�q�x wWhen creating a customer master record, the user either enters the

account number of the customer or has the system determine the

number when the record is saved, depending on the type of number

assignment used. The account group determines how numbers are

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n For help on fields, menus, functions, and messages, use )�.

n F1 help also provides technical information on the relevant field. This includes, for example, theparameter ID, which you can use to assign values for your user to input fields , which have to referto these parameter IDs.

n For information on what values you can enter, use )�. You can also access F4 help for a selectedfield using the button immediately to the right of that field.

n If input fields are marked with a small icon with a checkmark, then you can only continue in thatapplication by entering a permitted value. You can mark many fields in an application as eitherrequired entry fields or optional entry fields. You can also hide fields and preassign values usingtransaction or screen variants or Customizing.

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n SAP R/3 Systems provide comprehensive online help. You can display the help from any screen inthe system. You can always request help using the +HOS�menu or using the relevant icon (the yellowquestion mark).

n You can access the SAP Library quickly and comfortably by using the SAP Service Marketplace.There you can find the 6$3�+HOS�3RUWDO�under .QRZOHGJH�DQG�7UDLQLQJ��where you can not onlyaccess Help in HTML format, but can also perform efficient full-text searches in the SAP Library. Ifyou have the SAP Library installed, you also have, of course, these opportunities within yourcompany.

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n The 6\VWHP menu contains, among others, the following options:

é Create/End Session: Allows you to create and end sessions. The maximum number of sessions canbe set to a number between 2 and 6 by the system administrator using the parameterrdisp/max_alt_modes.

é User profile: This is where you can enter user-specific settings. For example, you can useParameter IDs in 2ZQ�'DWD, in order to set default values for specific user-dependent fields in thesystem (for example the company code field).

é List: Contains important list functions, such as searching for character strings, saving in PC files,printing, and so on.

é Status: Enables you to display important user and system data.

é Log off: Ends the R/3 session with a confirmation prompt.

n The +HOS menu contains, among others, the following options:

é Context-sensitive $SSOLFDWLRQ�+HOSé Access to the 6$3�/LEUDU\ (see previous page)

é a *ORVVDU\é ...

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n The end user has many possibilities for personalizing the system. Some are described below:

é You can alter the layout of your initial screen under ([WUDV → 6HWWLQJV, for example by switchingoff the image in the right-hand part of the window or by turning on the option to display thetechnical names (transaction codes) in the SAP Easy Access Menu.

é Among other things, you can activate a quick cut and paste in the 2SWLRQV�PHQX� Using 2SWLRQVyou can change the reaction speed of the QuickInfo that is displayed when you hold your mousecursor over an icon or a push button.

é By following the path 6\VWHP→�8VHU�SURILOH→�2ZQ�GDWD� you can set personal standard values.You can choose the tabs $GGUHVV��'HIDXOWV� and�3DUDPHWHUV. As an example, the setting of3DUDPHWHUV�is explained here:

- Parameters: Here you can set defaults for frequently used input fields. In order to be able set adefault value for a field, it must have been assigned a Parameter ID.

- 3URFHGXUH�IRU�ILQGLQJ�WKH�3DUDPHWHU�,'��Go to the field for which you wish to set a defaultvalue. Select the F1 help, and then choose 7HFKQLFDO�,QIR. The system displays an informationwindow that contains the relevant parameter ID under the heading )LHOG�'DWD (as long as thefield has been assigned a 3DUDPHWHU�,').

© SAP AG BC600 1-13

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Parameters Value Text

Company codeProcessing groupBank key

Sales order type

Choose Variants

Maintain Variants

Use as standard setting

Variant

Save

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Current setting

Create

Delete

Administrator

My variant

Basic setting

Table Settings

n Use the 7DEOH�6HWWLQJV�function to�change, in the table control, the individual basic table settings thatare supplied with the system. This is particularly useful for tables where you do not need all thecolumns. You can use the mouse to drag & drop column positions and widths, or even make thecolumn disappear.

n Save the changed table settings as a YDULDQW. The number of different variants you can create pertable is not restricted.

n The first variant is called the EDVLF�VHWWLQJ; the SAP System defines this setting. You cannot deletethe basic setting (you can delete the variants you define yourself).

n The table settings are stored with your user name. The system uses the variant currently valid untilyou exit the relevant application. If you then select the application again, the system will use thestandard settings valid for this table.

n 1RWH� you can change table settings wherever you see the table control icon in the top right-handcorner of a table.

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n SAP R/3 Systems offer numerous options for settings and adjustments:

é Define default values for input fields

é Hide screen elements

é Deactivate screen elements (dimmed)You can do this by, for example, defining transaction variants.

n SAP offers *XL;7, as of SAP R/3 Release 4.6. In addition to all of the above functions, you cannow:

é Include graphics

é Convert fields and add pushbuttons and text

é Change input fields (or their F4 help results) into radio buttons

n *XL;7�scripts are stored on the Frontend. In accordance with local scripts, the GUIXT scriptsdetermine how data sent from the application server is displayed. These scripts can be standardthroughout a company, or they can be different for each Frontend.

n 127(��The GuiXT will support the mySAP.com Workplace only as of the end of the year 2000.This means that until then you should use HLWKHU the SAP GUI for the Windows Environment and theGuiXT RU the mySAP.com Workplace with the SAP GUI for HTML (or the SAP GUI for Java or theSAP GUI for Windows).

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

• Log on to an SAP R/3 System

• Find transaction codes

• Access the SAP Library

• Use F1 help to find field information

• Use F4 help to search for possible field entries

As a new user of an SAP R/3 System, you begin to navigate the systemusing the menu paths and transaction codes. You also begin to access thevarious types of online help.

1-1 Logging on to the system

Select the appropriate system for this course. Use the client, user name, initialpassword and logon language specified by the instructor. The first time you log on,you will get a prompt in which you must enter your new password, which youchoose yourself, twice. Make a note of the following:

Client: _ _ _ User: _ _ _ _ _ _ Password: ____________ Language: _ _.

1-2 What is the maximum number of sessions (windows in the SAP R/3 System) youcan have open simultaneously? __

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1-3 Identify the functions and find the transaction codes that correspond to thefollowing menu paths.

1-3-1 7RROV→ $GPLQLVWUDWLRQ → 0RQLWRU → 6\VWHP�0RQLWRULQJ→ 8VHU2YHUYLHZ

Name of function: ___________________________________________

Transaction: _________________________________________________

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Enter &XVWRPHU��and &RPSDQ\�&RGH�� to go to the nextscreen.

Name of function: _____________________________________

Transaction: ___________________________________________

1-4 Help

1-4-1 If you choose $SSOLFDWLRQ�KHOS in the 6$3�(DV\�$FFHVV�initial screen, whicharea of the SAP Library does it take you to?

_________________________________________________________

To answer the questions below, you will need to go to the 'LVSOD\&XVWRPHU��,QLWLDO�6FUHHQ.

1-4-2 Use )� help on the &XVWRPHU field. What is this field used for?Write a brief summary of the business-related information.

______________________________________________________

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1-4-3 Use the )��help on the &RPSDQ\�FRGH field. If you choose the $SSOLFDWLRQKHOS�icon from the F1 help screen, which area of the SAP Library does ittake you to?

______________________________________________________

1-4-4 Which icon do you need to use on the F1 help screen to find the parameterID for the &RPSDQ\�FRGH field?Hint: See the notes on the slide 8VHU�6SHFLILF�3HUVRQDOL]DWLRQ

______________________________________________________

1-4-5 Use )� help on the &XVWRPHU field to find the customer number for %HFNHU��. To do this, use the 6HDUFK�WHUP�"Becker*" after calling the F4 help.

Note: ## corresponds to your assigned group number.

___________________________________________________

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• Set a user parameter for a field

• Set user defaults

• Maintain your favorites

• Select a start transaction of your choice

You begin to set various user-specific settings.

Exercises marked * are optional.

2-1 Setting user parameters.

2-1-1 Assign a parameter value for the &RPSDQ\�FRGH field to your user profile.

Note: The instructor will tell you what parameter value to enter (for example1000). For information about defaults, see the notes on the slide 8VHU�6SHFLILF�3HUVRQDOL]DWLRQ.

Parameter ID: ___ ___ ___

Parameter value: ___ ___ ___ ___

2-2 Defining User-Specific Settings using System → User profile → Own Data

2-2-1 In your user profile, set your logon language to the value used for thecourse.

2-2-2 In your user profile, set the decimal notation and date format of your choice.

© SAP AG BC600 1-20

2-3 Defining your favorites

2-3-1 Insert at least one new folder under the )DYRULWHV�folder.

2-3-2 Add any two of your favorite transactions to the corresponding folders.

2-3-3 Add the Internet address http://www.sap.com with the text 6$3+RPHSDJH.

2-4* Setting a start transaction using the ([WUDV menu.

2-4-1 Enter a transaction of your choice as the initial transaction. You will thenneed to log off and on again for the change to take effect.

Note: If desired, you can change the initial transaction back to the defaultvalue simply by deleting the transaction code that you entered.

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1-1 Log on to the system specified by the instructor and change your initial password.

1-2 To open and close sessions, choose 6\VWHP�→�&UHDWH�VHVVLRQ�(or use theappropriate icon) or 6\VWHP�→�(QG�VHVVLRQ.The maximum number of sessions you can have open simultaneously is six (6),depending on your system settings.

1-3 To find the transaction code, choose 6\VWHP�→�6WDWXV. These function names andtransaction codes correspond to the menu paths:

1-3-1 Transaction: SM04 for Function Name: 8VHU�OLVW1-3-2 Transaction: FD03 for Function Name: 'LVSOD\�&XVWRPHU��*HQHUDO�'DWD

1-4 Help

1-4-1 The section of the unit *HWWLQJ�6WDUWHG�that deals with using SAP EasyAccess is displayed.

1-4-2 Customer ## (## corresponds to your assigned group number)

When you select )��in the &XVWRPHU�field, the 5HVWULFW�9DOXH�5DQJH windowappears. You can explore the various tabs to see the different search criteriaavailable. Find a tab that includes the 6HDUFK�WHUP�field and enter thefollowing:

)LHOG�1DPH 9DOXH6HDUFK�WHUP %HFNHU

Choose (QWHU. A window appears listing the customer account numbers thatmatch your search criteria. Select the line that corresponds to Becker ##,then choose &RS\. This automatically copies the customer account numberinto the &XVWRPHU field.

1-4-3 Suggestion: The customer is a unique key (account number) used to clearlyidentify the customer within the system.

1-4-4 FI – Accounts Receivable and Accounts Payable

1-4-5 To find the 3DUDPHWHU�,'��BUK, choose 7HFKQLFDO�,QIR

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2-1 Setting user parameters.

2-1-1 To assign a parameter value to a field you will need the parameter ID of thefield. First you need to select a transaction that contains this field. Forexample, &RPSDQ\�FRGH can be found in transaction )'��. Next, place thecursor on that field (click it with the mouse). To display the required info,choose:

)��→�7HFKQLFDO�,QIR�→�3DUDPHWHU�,'gives you the required information. For the &RPSDQ\�FRGH field, theparameter ID is %8..

Finally, enter the parameter ID and desired value in your user profile:

6\VWHP�→�8VHU�SURILOH�→�2ZQ�GDWDOn the 3DUDPHWHU tab page you enter the parameter ID and value that youwant to be entered into the field. 6DYH your entries.

2-2 Setting user defaults.

2-2-1 To set the logon language, go to your user profile:

6\VWHP�→�8VHU�SURILOH�→�2ZQ�GDWDOn the 'HIDXOWV�tab page, enter the language of your choice in the /RJRQODQJXDJH field.

2-2-2 To set the decimal notation and date format, remain on the 'HIDXOWV tab inyour user profile. Select the indicator adjacent to the notation and formatyou desire. 6DYH your selections.

2-3 Defining favorites of your choice.

2-3-1 )DYRULWHV�→�,QVHUW�IROGHUType any name for the folder then select (QWHU. You can add as manyfolders as you desire. Once created, folders can be dragged and dropped toposition them where you want.

2-3-2 To create favorites, select specific applications (transactions) that you needas favorites for your daily work from the menu tree of the SAP standardmenu. Add them to your Favorites list by selecting them and choosing)DYRULWHV�→�$GG from the menu bar. Alternatively, use the mouse to drag &drop favorites to a folder. You can also use the menu path )DYRULWHV�→,QVHUW�WUDQVDFWLRQ to add using a transaction code.� Finally, you can moveexisting favorites to different folders later by choosing )DYRULWHV�→�0RYHor using drag & drop.

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2-3-3 Create Internet addresses by choosing )DYRULWHV�→�$GG�:HE�DGGUHVV�RUILOH. When you select 6$3�+RPHSDJH from your favorites, an Internetbrowser will open and you will be connected to SAP’s homepage.

2-4 Setting a start transaction.

2-4-1 ([WUDV�→�6HW�VWDUW�WUDQVDFWLRQEnter a transaction of your choice then choose (QWHU. Notice the systemmessage on the status bar indicates that your selected transaction has beenset as the start transaction. The next time you log on, the system will godirectly to your start transaction.

Note: To change back to SAP Easy Access as the initial screen, follow themenu path again, delete the transaction code and select (QWHU. The next timeyou log on, SAP Easy Access will be the initial screen.

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n Several studies have identified the following to be fundamental problems in the area of officecommunication and organization:

• Long processing times

• Lack of process transparency

• Lots of people involved and historically assigned tasks with the associated inefficiencies

• Archives without secure and rapid access to documents

• Inefficient and slow communication between those involved in processes

n The aims of workflow management systems are to support business processes comprehensively, tomake information accessible quickly, and to reduce throughput times, waiting times and transporttimes dramatically.

n For this reorganization of business processes to be successful, management must actively support theproject.

n Every department must play an active role in the development process. All employees shouldcontribute their knowledge and experience.

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n Workflow management systems are information technology tools for the technologicalimplementation of Business Process Reengineering. They support and speed up business processes.They enable the employees involved to carry out complex business processes irrespective of timeand place.

n The flow of work is controlled and coordinated actively by the workflow management system.Control includes the monitoring of individual work steps and the initiation of appropriate escalationprocedures if deadlines are missed. It is also possible to establish the current status of a process atany time.

n SAP Business Workflow functions integrate and add to the comprehensive business functions of theR/3 System.

n The integration of Organizational Management in SAP Business Workflow enables tasks to belinked with agents using organizational assignments.

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n Workflow cannot make up for missing SAP functions. If you cannot execute a function manually,you cannot execute it with a workflow either. The function must exist in the program code before itcan be used by workflow.

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n As soon as a task comes up, it is delivered to the user in their electronic inbox.(The burden of fetching the task is removed because the system delivers it.)

n All the information, explanations and instructions available are delivered to the user at the sametime.

n The workflow goes automatically to the appropriate R/3 transactions.The workflow definition represents the business process or part thereof.

n Insurance companies were probably one of the first to demonstrate the advantages of a seamlessprocessing chain. Here, clerks are responsible for acquiring customers, concluding contracts, andproviding support. This contradicts the basic principles of Taylorism, since the clerk must carry outthese tasks across several applications and functions.

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n Deadline monitoring is a means of process control. It includes the option of initiating escalationprocedures. For example, an enterprise aims to answer customer inquiries or create an invoice oneweek after the purchase order is received.

n An escalation procedure can ensure that a particular employee is notified when a deadline is missed.A second type of escalation procedure caters for something to be done when a deadline is missed.

n The employee responsible, either for processing the object or for escalation procedures, isdetermined automatically at runtime using the organizational structure or role resolution. Forexample, an employee could be responsible for verifying invoices by virtue of the fact that they arein a certain department in Organizational Management. The employee responsible when a deadline ismissed can also be determined using the role ‘Find superior of’, for example.

n Since agents are found by evaluating the organizational plan at runtime, the organization can easilybe changed. The workflow will always determine the correct agents. It is not necessary to change theworkflow.

n Process flows can change. The workflow definition can be adapted in the Workflow Builder. Achange takes effect when a new version of the workflow is activated.

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n In the case of purchase orders, you can find out the current processing status - a function that isparticularly important for customer service or for answering customer inquiries.

n Even data for processes that have already been terminated is still available. You can thereforeidentify weak points in the process and optimize the process flow.

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n It is possible for a change to a material master record to trigger a workflow automatically.

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n A workflow glossary is available to help with terminology. You will find the glossary in theappendix as well as in the online documentation.

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n A workflow definition describes the business process to be mapped, for example approving vacation.

n A workflow definition is made up of individual successive steps.Each step describes an action in the workflow process.Example:

• Create request

• Check request

• Loop for resubmission

• Wait for the result of another process

n As examples 3 and 4 show, actions in the workflow can be control steps.You can also refer to specific tasks, which have to be executed by selected agents. (Examples 1 and2.) This is how a superior usually approves a leave request, for example.

n Every step type in the workflow has its own symbol to make the definition easy to read.

n Workflows are usually triggered by events. These events are not dependent on the workflow, andmust be actively linked to it.

n The data is passed on automatically from workflow step to workflow step.The workflow container is the interface for this.

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n The Workflow Builder is the main SAP Business Workflow tool.It can be used for creating, changing, testing, and displaying workflow definitions.

n The Workflow Builder is dealt with in greater detail in course BC601.

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n This question refers to each individual item of work (task) that is to be executed.

n A task might execute a transaction, a report, a function module, run a routine in an external system,update a spreadsheet, or simply act as a reminder that something is to be carried out manually.

n For practical reasons as well as in consideration of the consistency and reusability of the logicrequired to execute the transaction/report/etc., object-oriented techniques were used for theprogramming (methods of business objects). For further information, refer to the workflow coursesBC601 and BC610.

n A task can be used as a mini workflow itself. For example, in IDoc error handling where we justwant to notify someone that an error has occurred.

n If a task has to be performed by an actual person (rather than by the system in the background), anagent has to be assigned.

n At runtime, the task generates a work item in the agent’s Business Workplace. This work item notonly notifies the agent that something is to be done, it also contains the necessary instructions andenables the agent to carry out the work directly from the work item.

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n 2EMHFWV consist of related information that can only be accessed with an identification key.

n 2EMHFWV�are created at runtime and are the specific instances of a previously defined REMHFW�W\SH,which have been assigned values.

n 2EMHFW�W\SHV�are the generic descriptions of REMHFWV��2EMHFW�W\SHV�are described and implementedin the Business Object Builder by specifying their components.

n The components of an object type include:

• Attributes of an object

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• Methods of an object (actions that can be executed on the object)

n SAP Business Workflow uses the methods of an object type to model the individual processactivities.

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n 7DVNV�represent the steps in the business process. The process to be mapped must be divided intoindividual tasks during definition.

n What tasks are processed in what order in a process is specified in the workflow definition.

n A task refers to one object type in the Business Object Repository, and to one of its methods definedthere.

n A business process may only have one task.Even under these circumstances, a workflow definition should be created.

n At workflow runtime, a task is represented by a ZRUN�LWHP.The work item appears in the %XVLQHVV�:RUNSODFHV of the responsible agents (employee inboxes).

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n A list of SRVVLEOH�DJHQWV is required for a task (TS). This list contains the employees in yourenterprise who are authorized to receive this work item (runtime representation of task).

n Create the possible agents under ‘Additional data - Maintain agent assignment’.

n When defining, you can choose <Properties> and create a "general task", or choose "Agentassignment - Create" and create a relationship with an organizational object.Any system user can execute general tasks.

n The actual recipients of the work item are determined at runtime.

n You do not have to have HR for the relationships with organizational objects. The functions areprovided with the Basis system.

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n When you insert a task into a workflow definition, you define a workflow step. You must specify’responsible agents’ in this workflow step as well.You can also exclude agents explicitly.The slide shows how agents can be assigned in the step.

n The system determines the ’responsible agents’ for the work items at runtime. For each userdetermined, the system checks that they are one of the possible agents and that they were notexcluded in the workflow step definition.

n If both checks give a positive result, the user receives a work item in their Business Workplace.

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n The aim of workflow-driven processes is for the correct agents of a process step to be determinedautomatically.For example, a leave request should always be sent to the superior of the applicant. Invoices forposting should go to all employees who occupy an ‘invoice receipt clerk’ position.

n SAP Business Workflow makes this automatic agent determination possible by requiring that anumber of ‘possible agents’ be defined for each individual task.An agent's position in the enterprise determines whether or not they are a possible agent.It is possible to define a ‘general task’ if an activity is to be executable by all R/3 users.

n The number of recipients can be restricted dynamically at workflow runtime. To this end, thespecific agents who are to actually receive the work item are specified when the workflow step isdefined. You can use elements of Organizational Management for this, as well roles or assignment toagents of previous steps.

n All agents determined in the workflow step must be possible agents of the task. Otherwise, the workitem created cannot be seen in their worklist.

n It is possible to specify agents for exclusion from processing in the workflow step.

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n Events inform the workflow that something has happenedThe workflow can react to an event if they are actively linked together.

n Events (for example, purchase requisition created) are published in the system and can be evaluatedby all existing workflows.

n An outcome is a possible result of a step. You can define a specific reaction for each outcome in theworkflow.Possible outcomes of the task ‘approve request’ may be: approved, rejected, revised.

n A work item can be completed by an event. An exception or a method result can lead to an outcome.In the workflow step, the possible outcomes are displayed on the 'Outcomes' tab page.

n Outcomes can be deactivated, meaning that modeling is no longer necessary.The workflow then assumes an error status as soon as it reaches the outcome.

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n Like the methods, the possible events are defined as components of object types in the BusinessObject Builder. They describe the status changes of objects.

n The event is only defined in the Business Object Repository.

n If the status of an object changes during a process, the application must trigger the relevant event.This publishes the event across the system enabling a workflow to react to it.

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n Your business process can be converted into a workflow.

n The Workflow Builder is the tool for arranging the steps in the right order.

n A step in the process can be a task or a control step.

n Agents are assigned to every task and every step.The correct number of recipients for the work item can be determined at runtime using agentassignment on the definition level.

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$XWRPDWLF�V\VWHP�DFWLYLWLHV- Printing and sending reports- Automatic archiving- Automatic posting of data (see CATTs)

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• Define basic workflow terminology

As one of the business analysts in your company, you would like to usethe SAP R/3 system to support a few business processes in which allemployees of your company might participate. A previous business re-engineering project concluded that two businessprocesses would be best suited for this goal:

• Purchase Requisition Release

• Vacation Requests

To reach this goal, you must first ensure that you know the terminology.

1-1 Different people in your organization deem themselves to be workflow ”experts.”In meetings, they make a number of statements to you. But not all of them are true.You need to determine which of the following statements are true and which arefalse.

1-1-1 An Object Type is created at runtime and is the specific instance of apreviously defined entity which has been assigned a value.

________________________________________________

1-1-2 An event is a status change to an object.

________________________________________________

1-1-3 A method is an operation that can be performed on an object.

________________________________________________

1-2 You are reading through a lot of documentation in preparation for this assignment.You run across a lot of workflow specific terminology. In order to help the otherpeople on the team, you want to make a glossary, so you need to match the termswith the correct definitions.

1 Workflow Builder 2 Task 3 Object type

4 Workflow 5 Work item 6 Agent

7 Business Workplace

© SAP AG BC600 3-29

1-2-1 A person or mechanism executing a work item ___

1-2-2 The runtime term for a task in a workflow ___

1-2-3 A tool to use to define a workflow ___

1-2-4 A single step in a workflow ___

1-2-5 A representation of a business process in SAP ___

1-2-6 Is described and implemented in the Object Repository ___

1-2-7 Where a user finds workitems ___

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1-1 Different people in your organization deem themselves to be workflow ” experts.”In meetings, they make a number of statements to you. But not all of them are true.You need to determine which of the following statements are true and which arefalse.

1-1-1 An Object Type is created at runtime and is the specific instance of apreviously defined entity which has been assigned a value.

)DOVH1-1-2 An event is a status change to an object.

7UXH1-1-3 A method is an operation that can be performed on an object.

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1-2 You are reading through a lot of documentation in preparation for this assignment.You run across a lot of workflow specific terminology. In order to help the otherpeople on the team, you want to make a glossary, so you need to match the termswith the correct definitions.

1 Workflow Builder 2 Task 3 Object type

4 Workflow 5 Work item 6 Agent

7 Business Workplace

1-2-1 A person or mechanism executing a work item. �1-2-2 The runtime term for a task in a workflow. �1-2-3 A tool to use to define a workflow. �1-2-4 A single step in a workflow. �1-2-5 A representation of a business process in SAP. �1-2-6 Is described and implemented in the Object Repository. �1-2-7 Where a user finds workitems. �

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n The head of the finance department of the company ’John Smith’ has a budget to hire 3 financespecialists for their team in Anchorage.

n In an SAP organizational chart, an individual position is assigned to each of these three newemployees.

• A portion of the budget for wages and benefits is required for each position.

• Each position corresponds to a physical workstation.

n The work that will be carried out by these three employees is described using an activity list ofaccounts receivable tasks.

• Each of these activities is a task in SAP terms.

n A job in SAP terms consists of a complete task list.

• To reduce HR administration, you can assign a job to a position.

• This assigns the complete task list of the job to the position as well.

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n Organizational units reflect the organizational plan of the enterprise.

n They contain positions. The positions are occupied by employees, usually one employee perposition. It is possible for a position to be occupied by more than one person on a percentage basis.Jobs are abstract descriptions of task assignments.Positions can be linked to jobs. They then inherit all the tasks assigned to the job.

n Workflow tasks can be assigned to organizational units, positions or jobs.

n Workflow tasks can also be allocated to users. However, this nullifies the flexibility of assignmentsin the event of enterprise reorganizations.

n One active plan version is recognized by the HR organizational plan and SAP Business Workflow.This plan version reflects the current organization for the whole enterprise.

n The workflow system uses the current organizational plan to route work items to the correctrecipients.This enables the workflow to react to staffing changes and reorganizations.If positions are occupied by more than one person, the workflow does not take this into account!

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n The integration of Organizational Management into SAP Business Workflow enables tasks to belinked with the agents possible as far as organization is concerned. This relationship enables the"correct" agents to be determined and makes the active assignment of tasks via the workflowmanagement system possible.

n A high degree of transparency of business processes and their responsibilities is ensured. Changescan be made in the organizational plan of the enterprise without necessitating immediate changes inthe SAP Business Workflow definitions or programming in an application.

n SAP Business Workflow separates the organizational aspects of the control logic from theapplication logic.

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n Example: SAP workflow template ’Change Management’

n The customer has to create the organizational plan.

n The customer has to define the possible agents for each task.

n Example: Construction of a car with passenger airbag.

n The workflow provided by SAP for change management consists of two workflows, which aresynchronized by events.

n The workflow would consist of a feasibility check to determine if adding a passenger airbag to theexisting offer of a driver airbag would be possible from both a technical and an economicperspective. Various departments would be involved in the process. After the approval, a formalchange request would be made to the engineering department. After completion of the engineeringchange, the quality assurance group would be instructed to test the safety standards before the newproduct is released for the market.

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n If the agents of the individual workflow steps are determined using the customer-specificorganizational chart, your agent assignment in the workflow is flexible if changes are made.

n You have three options for connecting your workflows to the SAP organizational plan.

n ([DPSOH��:

• There is only one chart for the whole enterprise.

• All workflows have to be connected to organizational objects from this structure.

• With this option, there would not be any special structures just for the workflow.

n ([DPSOH��:

• The HR department manages the general structure for all employees in the enterprise.

• For each business process, there is a small structure to support the workflow.

n ([DPSOH��:

• There is no general structure for all employees (yet).

• To support the workflows, there will be a small structure for each process.

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User

Position

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n Using Simple Maintenance to set up organizational units, jobs, positions, and tasks eliminates all butthe most important details. Simple Maintenance knows which relationships are most commonlyrequired, and generates these relationships automatically when you create an object.

n Create most of the objects and relationships of your organizational structure using SimpleMaintenance. Detail Maintenance is best used for maintaining individual objects, especially forupdating a particular object’s infotypes.

n With Simple Maintenance you can:

• Establish and maintain the basic details required for an organizational plan

• Establish and maintain a reporting structure (chain of command) for the positions in anorganizational plan

• Establish and maintain cost center assignments and standard settings for cost centers

n To minimize procedures, some HR functions are not available. For example, you cannot create andmaintain work centers.

n All objects you create with Simple Maintenance are automatically assigned the status "active".

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n Maintenance of SAP Organizational Management is available to all R/3 users.

n You work with one main window and three main functions. Each function covers a specific group ofmaintenance activities.

n The "Create Organizational Unit" symbol allows you to create and maintain the organizationalstructure for your organizational plan.

n The "Create Position" symbol allows you to specify the basic HR data required for the organizationalplan. The "Tasks" function allows you to create, maintain and display task profiles for jobs,positions, and users.

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Tasks: Word processing, schedulingmeetings, phone calls

Februar 1 2 3 4 5 6 7 8 6 1 9 9 :; 2 < = 5 > ? @ @ = A BC 4 A 4 6 8 D E 4 F G H A F = 6 I = 6 8 J 4 KL = B M A N 4 D 4 B O P M Q : 1 : R> 4 G 6 N 4 4 G 6 J 4 6 ; 2 > ? @ @ = A B ST 4 G 8 U 4 6 4 F 4 A J D V B F G 4 K 7 D 4 K 8 J 6 8 ? A ? A N@ 4 4 J ? A N J = K 4 U 4 D = I F = 7 6 B 4 @ 8 J 4 6 ? 8 D W = 6 A 4 X JV 4 8 6 2 Y D 4 8 B 4 F = @ I ? D 4 8 D ? B J = W I = B B ? 5 D 4 J = I ? F B5 V 3 4 5 6 7 8 6 V 1 Q J G 2 H Z ? D D 5 4 F 6 4 8 J ? A N 8 I 6 ? = 6 ? J VD ? B J ? A N W = 6 J G 4 B 4

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6WHS��&UHDWHMREV Administrative

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Administrativeassistant,Sales Mexico

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ProductionProduction Sales Mexico Sales Mexico Executive BoardExecutive Board

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n For PD users, Simple Maintenance is best used to create a basic framework when you first beginorganizational plan development.

n The above diagram illustrates that the first step in Simple Maintenance is to create a rootorganizational unit. Once one organizational unit has been created, the organizational units below ithave to be created.

n Organizational units and jobs may be created in any order but must exist before the associatedpositions are created.

n Jobs may exist in the job index or may be created once the model contains an organizational unit.

n Positions are created once the relevant jobs have been created in the job index.

n Tasks are assigned using jobs and positions.

n Holders are assigned to positions, not to jobs.

n In Release 4.6B, jobs can only be created after positions. Steps 3 and 4 are the other way around.

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n The search area:Use the matchcode and other selection options to search for objects such as organizational units,persons, jobs, positions, tasks, or users.Example: Search for "Manager" jobs that are directly related to the organizational unit "Treasury".Save your search variants as favorites.

n The selection area:From the search results, choose an object to be used in the Overview and/or Detail areas.Use the results of your search to maintain objects or assign them to other objects using Drag&Drop.

n The overview area:Display the hierarchy or the staff assignments of an organizational unit.Display organizational units as a tree structure and double-click them to put them into the detail areafor processing.Create new objects within a structure or individually.Choose the list display to view the staff assignments for an organizational unit.

n The detail area:Maintain object properties and attributes.

n &KRRVH�WKH�µ,FRQ�OHJHQG¶�LFRQ�IRU�WKH�PHDQLQJV�RI�WKH�YDULRXV�LFRQV�

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n The symbols are only available if the functions are possible.

n Changes cannot be undone once the data has been stored in the database.

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n If positions are connected to jobs, the positions inherit all the properties of the describing job. Thisincludes the tasks associated with the job.Connecting positions to jobs saves time in task assignment because it is no longer necessary toconnect each position individually to a workflow task.

n Once a job exists, positions referring to it can be created.

n Jobs are independent of organizational units.Positions are connected directly to an organizational unit.

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n You have created a new organizational unit and want to enter the associated positions.

n The details of the new position are entered in the ’Details’ area.

n Chief positions are marked ’Head of own organizational unit’.

n Any number of positions can be created in the organizational unit by selecting the organization unitand choosing the Create button.

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n Assigning a user to a position creates an infotype record (relationship).

n Positions can be occupied by persons (HR view) or users (SAP users).

n ‘Persons’ are maintained as HR master data with the HR data model.

• 'Persons' are employees of the organization.

• A work item can then be sent to a ‘person’, if the infotype 105 is assigned to the master record inHR. A relationship between person and SAP user is created in this infotype.

n In contrast, users of the system are not necessarily employees in the organizational plan sense, anddo not necessarily have to have an HR master record.

• System users have a user master record in the R/3 System, and are authorized to use R/3functions.

• From the workflow perspective, a system user must always be assigned to a position.

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User 1User 1

User 3User 3

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n All the tasks required (such as approve request, create purchase order, update customer master) arecreated as part of the workflow definition.

n Only if a user is defined as a possible agent of a task will they be authorized to process the relevantwork item at runtime.

n In this diagram you can see all the basic options that you have to establish the connection when usingthe organizational plan for these definitions.The relevant users receive a work item at runtime.

• Task 1: User 1 (via manager job)

• Task 2: User 1, user 2 (via manager job/job for secretary)

• Task 3: User 1, user 2, user 3, user 4 (via organizational unit)

• Task 4: User 1, user 3, user 4 (via position for head of FI department/job for FI employee)

• Task 5: User 2 (via secretary job)

• Task 6: User 3, user 4 (via job for FI employee)

n It is best to assign workflow tasks to organizational objects within task maintenance. (Refer to theunit ’Workflow Architecture’.)

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At the conclusion of these exercises, you will be able to:

• Set up an organization plan

• Connect the organizational plan to a workflow

Now you must look for options for referring each pertinent step in thetemplate to your organization.

The Human Resources department has created a current organizationalstructure of your enterprise for you.

Your next task is to establish the connection between this organizationalstructure and your workflow.

1-1 What are the main components of an organizational structure created using SAPR/3 Simple Maintenance?

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

1-2 Logon to SAP R/3 as the user :)�&/(5.��. From your workflow inbox,establish what positions and organizational units you are assigned to, and whatother positions are assigned to these organizational units.

1-2-1 What positions and organizational units are you assigned to?

_________________________________________________________

1-2-2 What are the chief positions of these organizational units called?

_________________________________________________________

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1-3 You need to find some information about the &KLFDJR�3URGXFWLRQ�6LWH�within theIDES organizational structure. There are a number of questions about it.

1-3-1 Within the IDES organizational structure, where is the &KLFDJR�3URGXFWLRQ6LWH located?

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1-3-2 What organization unit number is assigned to the &KLFDJR�3URGXFWLRQ�6LWH?

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1-3-3 What is the object period of the &KLFDJR�3URGXFWLRQ�6LWH?

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1-4 In order to set up a workflow correctly, you must familiarize yourself with the staffassignments at the &KLFDJR�3URGXFWLRQ�6LWH.

1-4-1 What position types are used in the &KLFDJR�3URGXFWLRQ�6LWH?

_________________________________________________________

1-4-2 What job does the chief position refer to?

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1-4-3 In what way is this position connected to the standard task $SSURYHQRWLILFDWLRQ�RI�DEVHQFH?_________________________________________________________

1-4-4 Who is the holder of this position?

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1-4-5 How do you find out the SAP user ID of the holder of this position?

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1-4-6 What position is held by Caroline Douglas?

_________________________________________________________

© SAP AG BC600 4-23

1-5 Now you have to create the organizational plan for your enterprise.

1-5-1 You begin by creating the organizational unit for the enterprise group ##.Use the abbreviation =��BJURXS for this.1RWH��VWDQGV�IRU�WKH�JURXS�QXPEHU�WKDW�KDV�EHHQ�DVVLJQHG�WR�\RX.

Within this organizational plan, you have to create subunits for finance,sales and engineering departments.

Using names like =��B),, =��B6', and =��B(1 for thesedepartments will make the structure easier to follow.

1-6 Create two positions within the finance department, one for an FI Manager and onefor an Accounts Payable Accountant.

8VH�QDPHV�VWDUWLQJ�ZLWK�=��IRU�WKH�SRVLWLRQV�Since the user names used in the previous exercise currently belongto an organizational unit, you will use new user names for the nextexercises.

Usually the instructor will assign new user names, such as 7($0�� and 0$1$*(5��

1-6-1 Define the FI Manager position.

1-6-2 Define the FI Manager position as the FKLHI�SRVLWLRQ of this unit.

1-6-3 Assign the user 0$1$*(5��as the holder of the FI Manager position.

1-6-4 Define the Accounts Payable Accountant position.

1-6-5 Assign the user 7($0�� as the holder of the Accounts PayableAccountant position.

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1-1 What are the main components of an organizational structure created using SAPR/3 Simple Maintenance?

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1-2 Log on to SAP R/3 as the user :)�%&�&/(5.. From your workflow inbox,establish what positions and organizational units you are assigned to, and whatother positions are assigned to these organizational units.

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1-2-2 What are the chief positions of these organizational units called?

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1-3 You need to find some information about the &KLFDJR�3URGXFWLRQ�6LWH�within theIDES organizational structure. There are a number of questions about it.

1-3-1 Within the IDES organizational structure, where is the &KLFDJR3URGXFWLRQ�6LWH located?

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1-3-2 What organization unit number is assigned to the &KLFDJR�3URGXFWLRQ6LWH?6HOHFW�RUJDQL]DWLRQDO�XQLW�DQG�FKRRVH�*RWR�→�'HWDLO�REMHFW�→�(QKDQFHGREMHFW�GHVFULSWLRQ(QWU\�LQ�2EMHFW�,'

1-3-3 What is the object period of the &KLFDJR�3URGXFWLRQ�6LWH?

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1-4 In order to set up a workflow correctly, you must familiarize yourself with the staffassignments at the &KLFDJR�3URGXFWLRQ�6LWH.

1-4-1 What position types are used in the &KLFDJR�3URGXFWLRQ�6LWH?

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1-4-2 What job does the chief position refer to?

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1-4-4 Who is the holder of this position?

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1-4-5 How do you find out the SAP user ID of the holder of this position?

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1-4-6 What position is held by Caroline Douglas?

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1-5 Now you have to create the organizational plan for your enterprise.

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1-5-1 You begin by creating the organizational unit for the enterprise group ##.0DNH�WKH�IROORZLQJ�HQWULHV�LQ�WKH�GHWDLO�VFUHHQ�RI�WKH�RUJDQL]DWLRQDO�XQLW�2UJDQL]DWLRQDO�XQLW� �=��BJURXS1DPH� �(QWHUSULVH�JURXS��5HWXUQ

1-5-2 Within this organizational plan, you have to create subunits for finance,sales and engineering departments.

Using names like =��B),, =��B6', and =��B(1 for thesedepartments will make the structure easier to follow.

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1-6 Create two positions within the finance department, one for an FI Manager and onefor an Accounts Payable Accountant.

For the positions and jobs use names starting with =��You will assign the users 7($0�� and 0$1$*(5��

1-6-1 Define the FI Manager position.

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1-6-2 Define the FI Manager position as the FKLHI�SRVLWLRQ of this unit.

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1-6-3 Assign the user 0$1$*(5��as the holder of the FI Manager position.

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1-6-4 Define the Accounts Payable Accountant position.

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1-6-5 Assign the user 7($0�� as the holder of the Accounts PayableAccountant position.

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n The workflow templates provided are executable.

n Responsible agents have to be assigned to the tasks used in these templates.

n You cannot change SAP workflows. However, you can create extensions to these workflows byredefining predefined values within a ‘configuration’.The creation of a configuration is covered in Unit 9 of this course.

n If you want to modify the step logic of an SAP workflow, you must copy it to a customer-specifictemplate of your own. You can then change this template in any way you want.

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n To find the workflow templates in the system, choose:SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Definition Tools ->Tasks/Task Groups -> Display.

n Workflow templates have a key consisting of the the task type WS and a sequence number.

n You can use the structure search to locate a template for a specific application area.

n You can drill down to the workflow definition and the Workflow Builder from this list.

© SAP AG BC600 5-7

SAP AG 1999

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Basis Customizing (BC-CUS) Kernel Components (BC-KRN) Network Integration ABAP Programming and Runtime Environ Basis Services/Communication Interfaces Computing Center Management System Upgrade - General (BC-UPG) Change and Transport System (BC-CTS) Operating System Platforms (BC-OP) Database Interface, Database Platforms Frontend Services (BC-FES) ABAP Workbench (BC-DWB) Documentation and Translation Tools Security (BC-SEC) Component Integration/Installation Business Engineer Business Management (BC-BMT-WFM) SAP Business Workflow

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SAP Business Workflow SAP-Referenzdokumentation BC-Workflow-Szenarien in denAnwendungen

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n The templates are described in detail in the Workflow Scenarios section of the online helpdocumentation.

n Choose the following to access the template documentation:Basis -> Business Management -> SAP Business Workflow ->Reference Documentation ->Workflow Scenarios in Applications

n Choose the following for the workflow documentation:Basis -> Business Management -> SAP Business Workflow ->Reference Documentation ->SAP Business Workflow - Navigation

n A glossary is also available if you use the online help.

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n Assets are re-valuated or cleared.

n A work queue is created within the AM application according to particular criteria.

n The work queue is released. This creates a work item for each asset.

n These work items are generally processed (automatically) in the background.

n The original agent is informed if an error occurs.

� Also available are SAP workflows for:

• bulk changes to master data

• processing of incomplete assets

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n Entering a parked document creates an event which starts a workflow for releasing the document.

n The release can be split between:

• a general release relating to the correctness of the entire document

• an amount release relating to individual line items

n When all releases have been executed successfully, the document is released and posted.

n The release procedure is dependent on the amount, company code, …

n Rejection processing included.

n To use this template, Customizing needs to be carried out in the FI area.

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n A purchase requisition that has been entered is reviewed by a person with the appropriateauthorization.

n After the decision has been made by the person responsible, the original creator is informed with awork item in their Business Workplace inbox.

© SAP AG BC600 5-12

SAP AG 1999

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n The engineering change request is created and change objects are entered.

n A feasibility check is carried out by the department affected by the change.

n The engineering change request can be approved and will then be converted into an engineeringchange order.

n The changes in the engineering change order can be applied.

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n Business-to-Business Procurement (BBP) users only access the BBP system via a Web browser.

n BBP needs SAP Business Workflow and provides workflow templates for processing one-level andtwo-level approval procedures.It also provides a workflow that deals with requirement coverage requests that do not require anyparticular approval.

© SAP AG BC600 5-14

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n BBP differentiates 3 types of workflow:

• Workflows for processing approvals

• Workflows for user administration

• Workflows for error handling

n Each workflow that is to be used in BBP must be activated.The event linkage must be activated at least for those denoted ’mandatory’ on the slide.The activation of event linkages is covered in the unit entitled ’Workflow Architecture’.

© SAP AG BC600 5-15

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n The process occurs when a requirement coverage request is issued, or a confirmation for goodsdelivered or services rendered is sent. A one-level approval procedure is to be used for theconfirmation of goods delivered/services rendered.

n Process flow:

• The user issues a requirement coverage request. This triggers the event ’SAVED’, which startsthe approval workflow.

• The system evaluates the start conditions in Customizing. Customizing includes the particularconditions under which particular workflows are to be executed.

• If approval is required, the relevant approval procedure is performed. The user can change or delete the requirement coverage request while this is going on.

n When the complete requirement coverage request has been approved, the spooler is called and thefurther processing (= status evaluation) takes place in a subworkflow.

© SAP AG BC600 5-16

SAP AG 1999

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n If at least one item in the requirement coverage request is rejected, a work item is created in theBusiness Workplace (inbox) of the creator. All those who have approved so far receive an e-mail forinformation purposes. The creator can approve or reject the change. The workflow is terminated ineither case. If the change is rejected, the user can change the requirement coverage request. A newapproval workflow is then started for this.

n If the requirement coverage request is rejected, the creator receives a work item. All those who haveapproved so far receive an e-mail for information purposes.

n If the creator deletes the requirement coverage request, all those persons who have approved so farreceive an e-mail for information purposes. The workflow is terminated.

n If the creator changes the requirement coverage request, all those persons who have approved so farreceive an e-mail for information purposes. A new workflow is started.

© SAP AG BC600 5-17

SAP AG 1999

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n The notification form is entered by an employee and automatically routed to the employee’smanager.

n The employee to manager relationship is maintained within an HR org. structure.

© SAP AG BC600 5-18

SAP AG 1999

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n The first step in designing a business process for inclusion in a workflow should be to determine thebusiness objective for which the workflow is to be implemented.

n SAP provides workflow templates that may suit your objectives. Information about these standardtemplates and their business scenarios is available in the online documentation and the IDESdocumentation.

n If the SAP R/3 System has not yet been set up for SAP Business Workflow, Customizing is required.Transaction SWU3 calls the SAP Business Workflow Customizing menu where these activities canbe carried out and verified.

n If necessary, the information texts belonging to the workflow tasks can be redefined on a customer-specific basis.

n You must assign agents to the tasks in the workflow template and the process steps. To this end, youmust establish an organizational structure in the system or use your existing organizational structure.Remember that a workflow only recognizes system users. If you use your existing organizationalstructure, you must maintain infotype 105 for the persons addressed.

n Activating the linkage between events and task to start the workflow in the runtime system.Finally, test the workflow template.

© SAP AG BC600 5-19

SAP AG 1999

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n In the ’Workflow runtime system’ section, the traffic light should be on green.

n If there is an entry missing for ’Number range for customer tasks’ in the ’Workflow developmentenvironment’ section, you can ignore this.

n The individual Customizing entries are covered in the course BC601.

n If the error ’PD control tables not complete’ occurs, start the report RHSOBJCH.

© SAP AG BC600 5-20

SAP AG 1999

When an employeecreates a notification ofabsence,

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l The head of department decides whether toapprove the request

l If the request approved, it is released byHR

l If the request is to be changed, it is returnedto the creator for update

l If the request is not approved, the applicantcan withdraw it or change it

l The scenario is repeated if changes aremade

l The creator of the notification of absencecan cancel at any time

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n The design team must decide :

• What is the overall business objective?

• What business processes are involved at the task level?

• What departments and employees are affected by the assignment of the tasks?

• How will SAP Business Workflow increase the productivity of the process?

n It is important to get the consent of management and the end users who will be affected by thereengineering of the business processes in their daily tasks.

n If possible, all parties should participate in demo and feedback sessions to exchange importantinformation during the design and test phases of the project. This will help to ensure that all partiesresponsible work together to achieve the established objectives.

n Demo sessions can also be used to show management how the automation of tasks can enhanceproductivity, and to demonstrate to end users how SAP Business Workflow can simplify their tasksand lighten their daily workload.

© SAP AG BC600 5-21

SAP AG 1999

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n Use the templates provided by SAP at the beginning of your workflow implementation project.

n The unit entitled ’Applying Workflow to Your Enterprise’ deals with the topic of ’Configuration’.Configuration means modifying an existing template or creating a copy.

n The adaptation of information texts is dealt with in the unit entitled ’Workflow Architecture’.

n You can extend an existing template or use one as a basis for creating a new template.If you want to change the flow logic of a template, you must copy it to a customer-specific workflowtemplate. You can then edit this template however you want.

© SAP AG BC600 5-22

SAP AG 1999

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n In addition to the general Customizing for the workflow system, each workflow template also has itsown specific Customizing usually within the application in the IMG.

n The Customizing steps required are detailed in the documentation for the individual templates.

© SAP AG BC600 5-23

SAP AG 1999

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Maintain the settings EC_DECISION (columns inworkflow inbox) and EC_MAIL (URL in work itemtext)

Determine activity groups as possible agents

Values for start conditions

n Read the documentation on the Online Help CD.

n Activate the workflow runtime system in the BBP system using transaction SWU3.(The aim is to have green checkmarks everywhere.)

n Select the processes that you want to use in BBP.

n Activate the event linkages for the workflow templates designated ’mandatory’ on slide 14.

n Activate all the other event linkages of the workflows that you want to use.

n Call the IMG reference menu.

n Only assign activity groups to the workflow tasks as possible agents.

• ‘Approve requirement coverage request’ (SAPB2B_MANAGER)

• ‘Maintain requirement coverage request’ (SAPB2B_EMPLOYEE)

n Test your workflow.

© SAP AG BC600 5-24

SAP AG 1999

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• Execute the “notification of absence” workflow template in thesystem.

Some business processes in SAP are supported with “ready-to-use” multi-step workflow processes. These processes are provided by SAP as SAPworkflows.

Your next goal is to examine these templates in detail in your own SAPR/3 System. For a thorough examination, you must first read through thedocumentation, and then work with example templates in order tofamiliarize yourself with the workflow functions.

1-1 Execute the “notification of absence” workflow template to test the process andfamiliarize yourself with the workflow functions. You will be using two user IDsfor this exercise. The first user ID in your group, ôöõÉ÷Lø]ùûúËü�ýþ÷Lÿÿ , will representthe �� , and the second, ô õÉ÷� ��îüÝ÷Vÿÿ , will represent the �� . Theexisting organizational structure incorporates a relationship between employee userIDs and manager user IDs.

1-1-1 Before you execute the template, check what is already in the system so youcan see the exact effect of executing the “notification of absence” templatelater on. Determine how many work items are in the �� workflowinbox. Remember, the manager’ s ID is ô õ�÷� �� ü]÷Lÿÿ .

How many work items are there?

________________________________________________________

1-2 To test this process, you will have to log on in two separate sessions, one as themanager, ID ô õ�÷ !� üÝ÷Vÿÿ , and the other as the employee, ID ôöõÉ÷Lø]ùËúûüÝýè÷Vÿÿ .

1-2-1 Begin the process of creating a “notification of absence” form with the��"��#� user ID, ô õ�÷VøÝùËúËü�ýþ÷Lÿÿ .

1-2-2 Check your ��$��%&� Business Workplace. A new work item should nowbe displayed there.

1-2-3 You are asked to execute a particular task with reference to the work item inquestion and you play a particular role in this context. What is the task andwhat is the role?

________________________________________________________

________________________________________________________

© SAP AG BC600 5-26

1-3 The next step of the test is to execute the work item in the �� workflowinbox. The best way to test and see the entire process is to reject the work item.

1-3-1 Reject the notification of absence.

1-3-2 Include an attachment to explain why you are rejecting the work item.

1-4 To see the effect of the manager’ s actions, access your �#�'�$��#�� workflow inbox.

1-4-1 Check the work item’ s attachment.

1-4-2 You are asked to execute a particular task with reference to the work item inquestion and you play a particular role in this context. What is the task andwhat is the role?

________________________________________________________

________________________________________________________

1-4-3 Change the notification of absence.

1-5 Check the effect of this change by refreshing your ��(� workflow inbox.

1-5-1 What task are you asked to execute now?

________________________________________________________

________________________________________________________

1-5-2 Approve the notification of absence.

1-6 Determine whether this had an effect on the employee user ID.

1-6-1 What tasks are you to execute now and with what role?

________________________________________________________

________________________________________________________

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• Perform a structure search for templates

• Find the workflow template documentation

If you want to learn how to work with the existing templates, you mustfirst determine what templates are available. You will do this byperforming structure searches for templates in various applications.

You should then read through the documentation and work with exampletemplates to familiarize yourself with the basic workflow functions.

2-1 The easiest way to determine what templates are available is to perform a structuresearch for templates within an application. Test this function now by performing astructure search for templates. Structure searches are performed at the task levelwithin the workflow application.

2-1-1 Display all the workflow templates for Basis under Basis Components. The“ notification of absence” template is stored here.

2-1-2 Call the graphical display for the “ Maintain notification of absence”template.

2-2 For more information about this template, see the SAP Library documentation forthe “ notification of absence” template.

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You have to execute a workflow template for a notification of absence in order tofamiliarize yourself with workflow templates in general and to test them. Begin byensuring that you know the process.

1-1 Execute the “ notification of absence” workflow template to test the process andfamiliarize yourself with the workflow functions. You will be using two user IDsfor this exercise. The first user ID in your group, ôöõÉ÷Lø]ùûúËü�ýþ÷Lÿÿ , will representthe �� , and the second, ô õÉ÷� !� üÝ÷Vÿÿ , will represent the �� . Theexisting organizational structure incorporates a relationship between employee userIDs and manager user IDs.

1-1-1 Before you execute the template, check what is already in the system so youcan see the exact effect of executing the “ notification of absence” templatelater on. Determine how many work items are in your ��-��(� BusinessWorkplace. Remember, the manager’ s ID is ôöõÉ÷� !� üÝ÷Vÿÿ .

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You can also display your Business Workplace from the SAP EasyAccess menu by choosing 0HQX�→�%XVLQHVV�:RUNSODFH or .

2SHQ�WKH�³,QER[´�IROGHU�DQG�FOLFN�RQ�WKH�³:RUNIORZ´�IROGHU�How many work items are there? �

1-2 To test this process, you will have to log on in two separate sessions, one as themanager, ID ô õ�÷ !� üÝ÷Vÿÿ , and the other as the employee, ID ôöõÉ÷Lø]ùËúûüÝýè÷Vÿÿ .

1-2-1 Begin the process of creating a “ notification of absence” form with the��.��#� user ID, ô õ�÷Lø]ùûúËü�ýþ÷Lÿÿ .

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1-2-2 Check your ��%&� workflow inbox. A new work item should now bedisplayed there.

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1-2-3 You are asked to execute a particular task with reference to the work itemin question and you play a particular role in this context. What is the taskand what is the role?

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1-3 The next step of the test is to execute the work item in the �� workflowinbox. The best way to test and see the entire process is to reject the work item.

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1-3-2 Include an attachment to explain why you are rejecting the work item.

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1-4 To see the effect of the manager’ s actions, access your �#�'�$��#�� workflow inbox.

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1-4-1 Check the work item’ s attachment.

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1-4-2 You are asked to execute a particular task with reference to the work itemin question and you play a particular role in this context. What is the taskand what is the role?

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1-4-3 Change the notification of absence.

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1-5 Check the effect of this change by refreshing your ��(� workflow inbox.Switch to the SAP R/3 user ôöõ�÷� �� ü]÷Lÿÿ/6HOHFW�1-5-1 What task are you asked to execute now?

$V�PDQDJHU��\RX�DUH�DVNHG�WR�FKHFN�WKH�UHYLVHG�QRWLILFDWLRQ�RI�DEVHQFH�1-5-2 Approve the notification of absence.

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1-6 Determine whether this had an effect on the employee user ID.

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2-1 The easiest way to determine what templates are available is to perform a structuresearch for templates within an application. Test this function now by performing astructure search for templates. Structure searches are performed at the task levelwithin the workflow application.

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2-1-1 Display all the workflow templates for Basis under Basis Components. The“ notification of absence” template is stored here.

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2-1-2 Call the graphical display for the “ Maintain notification of absence”template.

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2-2 For more information about this template, see the SAP Library documentation forthe “ notification of absence” template.

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n The Business Workplace is part of the SAP Business Workflow runtime environment. Theemployees responsible receive the documents and work items for processing in the BusinessWorkplace.Once a task (= a work item) has been executed and completed, the process can be continued.

n Using the structure of organizational units, which define roles and responsibilities in the enterprisestructure, the work required for a given process is routed to the appropriate agent.

n The worklist contains all the work items (all the activities to be processed) assigned to this user. TheBusiness Workplace is therefore the most important interface for an employee in their day-to-daywork.

n In addition to the worklist (list of work items), the document inbox (e-mail, Internet mail and fax) isalso displayed in the Business Workplace. This simplifies an employee’s access to the informationthat is important to them.

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7KH�%XVLQHVV�:RUNSODFH�KDV�WKUHH�VFUHHQ�DUHDV�n Overview tree

On the left side of the Business Workplace, you find the overview tree. You can choose work itemsto be executed, workflows you have started or documents.

n Worklist

The worklist is displayed in the upper right corner of the Business Workplace screen when you selectthe folder Workflow. The system groups entries of this folder automatically. There are specialfolders where you can find work items that are overdue, or missed deadline work items. If you selectInbox within the overview tree, you will see all work items and documents in this screen area.

n Work item preview

In the lower right corner of the Business Workplace screen , the work item selected in the worklist isdisplayed in a preview. Not all the functions of the work item display or the workflow log areavailable. It is possible to execute a user decision from the work item preview.

A user exit can be used to configure the work item preview to suit your individual requirements. Theexample above shows the work item preview of a demo workflow.

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n The work items can be executed directly from the worklist. The applications in question are startedand provided with the data required when you double-click.

n Recipients can display the attachments of the work item and add new ones. You can attach manytypes of document to a work item, including SAPscript documents, Microsoft Office documents orInternet pages.

n The workflow system determines the recipients of the work item. All selected recipients can see and(potentially) execute the work item in their Business Workplaces. But only one user can actuallyexecute the work item. So, once a user starts execution, the other recipients can no longer execute thework item.

n A recipient can reserve a work item. A reserved work item can only be executed by the user whoreserved it. If you choose 5HSODFH, you release the work item from its reserved status and make itavailable again to all the selected agents. The work item status is then reset to "ready".

n You can specify that the completion of processing of a workflow step is to be confirmed explicitly.After a work item is executed, a dialog box is displayed in which you can complete the execution ofthe work item. If you choose &DQFHO at this point, the work item remains in the worklist and is set to“executed”. Within the worklist, you can choose 6HW�WR³GRQH´ for work items with the status“executed”. Until this occurs, the work item can be executed or forwarded repeatedly.

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n The content of the worklist is compiled on a user-specific basis, so the worklist displayed alwayscorresponds to the appropriate role, which can change according to the organizational assignment ofthe employee. The worklist is therefore not compiled until the Business Workplace is called by theuser.

n R/3 buffers the organizational assignment data for a user the first time the user logs on, and compilesthe worklist according to this data each time it is called.If a new task is assigned to the user after this buffering, they can see the work item in their worklist,but cannot execute it. They receive the message ‘User cannot reserve the work item’.If this occurs, refresh the organizational environment.In the Business Workplace, choose Settings -> Workflow settings > Refresh organizationalenvironment.

n You can forward a work item to another user for execution. The 'Properties' of a task dictate whetheryou can forward a work item to the possible agents or to all users. You can also make the work itemavailable to users who are not recipients.

n You can resubmit a work item if you want to execute it at a specific point in time in the future.

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n You can configure the worklist individually by selecting the fields to be displayed. Choose the arrownext to 6HOHFW�OD\RXW��Change the layout (select the fields that are to be displayed using the arrowbuttons), save it and select it.

n There are six dynamic columns available too. The data displayed in these dynamic columns can beconfigured IRU�HDFK�WDVN�LQGLYLGXDOO\.

1. Define dynamic columns

SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Definition Tools ->Worklist Client -> Dynamic Columns for WorklistYou can then choose the desired fields from the variables of the interface of a task, and specifycolumn names.

2. Under ‘Grouped according to task’ in the workflow inbox in the Business Workplace, choose thetask for which you have created a dynamic column.Then determine a personal layout using the ‘Select layout’ icon.Your dynamic columns are among the selectable columns, and you can use Drag&Drop to putthem into the display wherever you want them.

n Dynamic columns are not possible in the Web inbox or the MiniApps of the mySAP.comWorkplace.

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n To create and activate a substitution, choose:SAP EASY ACCESS -> Workplace icon (or Office -> Workplace) -> Settings-> Workflow settings -> Maintain substitute/Activate substitute

n To actively adopt or end a substitution, choose:SAP EASY ACCESS -> Workplace icon (or Office -> Workplace) -> Settings-> Workflow settings -> Adopt substitution/End substitution

n If you define a substitute as a substitute for a position, they only receive the work items if the agentswere determined using the position.([DPSOH��:The task step in the workflow underlying a work item has the position assigned.The substitute for the position receives the work item.

([DPSOH��:The task step underlying a work item has a role assigned and this role determines a user.The substitute does not receive the work item.

n Recommendation: Every user should maintain a personal substitute. This substitute can then adoptthe substitution if, for example in the event of an accident, there was no time to activate a substitute.

n As of 4.6C, it is also possible to maintain substitutes in the Web inbox.

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n The standard work item display hides the technical information not required for normal day-to-daytasks.

n The fact that attachments appear and can be called immediately makes it easier for the user. Thework item description is also integrated, making SAPscript formatting possible.

n The priority can be changed on the spot.

n All additional information (such as users, attachments) can be called by clicking on a link.

n The work item display contains the tab pages ‘Basic data’ and ‘Available objects’ as standard.

n The work item display can be extended by the addition of a user-defined tab page.

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n The technical work item display contains technical information, such as:

é Work item ID

é Messages

é Containers

n Attachments do not appear immediately and have to be called using pushbuttons.

n The work item can be changed.

n This work item display can be used for diagnosis. You see the work item ID, the deadlines and canaccess all the technical information.

n To access the technical display, choose the following:Settings -> Workflow settings -> Personal settings: Work item display - Technical view.You can also go to the technical view from the standard view by choosing Goto - Technical workitem display.

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Graphical workflow log

Workflow log

Detailssection

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n The workflow log contains all information about a business process.

n Dependent on the role there are different views:

é Standard view, this view is available in different forms:

é Chronological: What was done by whom and when?

é Agents: Who did what activities and when?

é Objects: Which objects were processed by whom and in what way?

é Technical view

é Graphical workflow log

n The workflow log answers the following questions:

• What is the status?

• Who fulfilled a specific task?

• What kind of information led to a specific decision?

n The log gives access to more detailed information up to the work items or the contents of attacheddocuments, and so on.

n Within any view, you can call additional, technical information, such as error information, conditionsfor task routing or even container elements (internal workflow information).

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SAP AG 1999

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l Task statusesat a glance

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n The workflow outbox enables an agent to access the work items they have executed at a later date.

n The agent also has an overview of the work items they have forwarded to another agents.

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n The workflow system supports various clients.Workflow users can opt for various clients without the workflow definition having to be changed.

n For those users who, as SAP powerusers, process all types of work item, SAP GUI for Windows isthe best user interface as far as usability and performance are concerned.Personal settings such as dynamic columns, preview and layouts are only possible in this inbox. Italso offers all functions that can be executed on work items.

n Those employees who only receive work via work items a few times a year will display these workitems in their standard mail system or mySAP.com Workplace.

n It is possible to display work items in standard mail systems, such as Outlook or (as of Release 4.6C)Lotus Notes.There are conditions for execution. (See the unit ’Outlook Integration’.)

n A report can be scheduled in the system, which sends a notification to a user’s mail addressmaintained in the system when the user receives a work item in their Business Workplace in the R/3System.

© SAP AG BC600 6-17

SAP AG 1999

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n The e-mail text is derived from the description text of the task underlying the work item.

n The program also offers the option of including the URL address of the Web inbox of the R/3System with the e-mail.

n You can use transaction SCOT to establish whether the processes required are running in the system.You can also initiate the send process from there.

n The send process is called RSCONN01.

n Refer to note 200996 if you want to send missed deadline work items.

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n The mySAP.com Workplace is the ideal solution for occasional workflow users. It provides a centralaccess point, but has minimal desktop requirements.

n Course MY301 deals with the mySAP.com Workplace.

n The SAP intranet help portal with the mySAP.com Workplace documentation can be found athttp://helpportal.wdf.sap-ag.de:1080.

n The mySAP.com Workplace documentation is currently only available as HTML help, not plainHTML.

n The mySAP.com Workplace works with:

• All mySAP.com Components

• R/3 as of Release 3.1H

• Non-SAP components

n Customizing activities for the mySAP.com Workplace

• Setting-up the logical destinations

• Setting-up the ITS

• Central settings for the Workplace

• Setting-up roles/assigning users to roles

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SAP AG 1999

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n MiniApps are small applications that speed up access to information and functions required on adaily basis.

n MiniApps are provided as self-contained Web documents by the Workplace Server using a URL.The Workplace architecture supports various MiniApp solutions, as well as data exchange withdifferent servers. It is therefore open to software from other providers.

n MiniApps are part of the mySAP.com Workplace solution provided centrally. The firstpreconfigured SAP MiniApp is provided with Release 2.0 of the Workplace. The customer can alsocreate their own MiniApps and link them to the business role specifications. MiniApps can also beused to access data from SAP components and components from other providers.As of Release 2.0 of the Workplace, it is also possible to create MiniApps using Web reporting.

n The relevant user role determines what MiniApps are displayed in the individual mySAP.comWorkplace.

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n The mySAP.com Component systems to be integrated into the Workplace must be at least Release3.1H. The additional software must also be installed for the Workplace.

n R/3 is Internet-compatible as of Release 3.1I.

n Most mySAP.com Components can be integrated into the Workplace Server by specifying a targetsystem for the role-specific menu.The Workplace user can then access the transactions and reports released for them.

n Components that can be integrated :BW (Business Information Warehouse), ESS (Employee Self-Service), BBP (Business-to-BusinessProcurement), APO (Advanced Planner & Optimizer), CRM (Customer Relationship Management),CFM (Corporate Finance Management), SEM (Strategic Enterprise Management)

n External services can also be integrated into the Workplace.The URL is incorporated into the role specification for this purpose. If the URL is createddynamically, the creation rules may be stored on the Workplace Server.

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SAP AG 1999

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n The Workflow Inbox is the only MiniApp supplied in Release 2.0 of the mySAP.com Workplace.Around 50 MiniApps are supplied in Release 2.1.

n The systems scanned for work items are maintained in tables SWLIGL and SWLIAG.

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SAP AG 1999

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• 6HUYHU:- Basis technology

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- Infrastructure management

n The slide shows how the Workflow Inbox is compiled and how it is connected to the variousCustomizing settings.

n The Workplace ITS server is responsible for displaying the inbox in accordance with theCustomizing settings. (4) It translates the results of the query from the satellite systems into URLsfor the inbox. It also generates HTML code to display workflow MiniApps.

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• Use the worklist functions for workflow activities and monitoringwork items

The user interface for a workflow is the Business Workplace.

Different users have different requirements. Here you will learn how youcan take these into consideration when working with the BusinessWorkplace and the configuration options.

The inbox of the Business Workplace contains folders for documents,which contain e-mails, Internet mails, fax messages, and work items. Thecontent of the workflow folder is called the “ worklist” .

The worklist contains all the work items (all the activities to be processed)assigned to this user.

The Business Workplace is therefore the most important interface for anemployee in their daily work with workflow.

1-1 First, ensure that you can use the Business Workplace functions. To do this, youneed to have a few work items in your worklist. Executing a template puts workitems in the worklist.

1-1-1 To do this, log on to R/3 as the employee :)�&/(5.�� and execute theQRWLILFDWLRQ�RI�DEVHQFH workflow. When the form is displayed, fill it outand save it. The form is put in the manager’ s Business Workplace forreview. Log on as the manager :)�0*5�� and carry on with theexercise.

1-1-2 Review the information displayed for the work item(s) in the worklist. Notethat some information is displayed in text form and some in graphicalsymbols. What do the symbols displayed in your worklist for the work itemsrepresent?

____________________________________________________________

____________________________________________________________

____________________________________________________________

© SAP AG BC600 6-25

1-2 Review the organizational assignment for the work items in your worklist for thefollowing critical information:

1-2-1 What name is maintained in the user address?

________________________________________________________

1-2-2 What is the organizational unit?

________________________________________________________

1-2-3 What are the position and position description?

________________________________________________________

1-2-4 Review the staff assignments.

1-3 Display some detailed information about the work item.

1-3-1 Display some of the options available for processing a work item.

1-3-2 Display the associated task.Display the selected agents.

1-4 Display the statuses of your work items in the worklist.

1-4-1 What are the two options available for displaying a work item status?

________________________________________________________

1-4-2 What statuses do the work items in your worklist have?

________________________________________________________

1-5 Create an attachment for your work item providing text information to be displayedwith your work item.

1-6 Displaying the log

1-6-1 Review the flow logic of the underlying workflow.

1-6-2 Display the information from the technical log for the workflow.

1-7 Technical data

1-7-1 Switch the view to a ’technical view’ on the work item.

1-7-2 What task was started and what is the name of the underlying workflow?

© SAP AG BC600 6-26

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1-1 First, ensure that you can use the Business Workplace functions. To do this, youneed to have a few work items in your worklist. Executing a template puts workitems in the worklist.

1-1-1 To do this, log on to R/3 as the employee WF-CLERK-## and execute theworkflow task from the workflow area.

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This puts the forms created into your superior’ s Business Workplace. Logon to R/3 as the manager :)�0*5�� and display the work item thatappears in the worklist.

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1-1-2 Review the information displayed for the work item(s) in the worklist. Notethat some information is displayed in text form and some in graphicalsymbols. What do the symbols displayed in your worklist for the work itemsrepresent?

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1-2 Review the organizational assignment for the work items in your worklist for thefollowing critical information:

1-2-1 What name is maintained in the user address?

1-2-2 What is the organizational unit?

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1-2-4 Review the staff assignments.6HOHFW�WKH�RUJDQL]DWLRQDO�XQLW�DQG�FOLFN�RQ�WKH�&KRRVH�LFRQ��PDJQLI\LQJJODVV�V\PERO�

1-3 Review some detailed information about the work item.

1-3-1 Display some of the options available for processing a work item.

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1-3-2 Display the associated task and the selected agents.

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1-4 Display the statuses of your work items in the worklist.

1-4-1 What are the two options available for displaying a work item status?

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1-5 Create an attachment for your work item providing text information to be displayedwith your work item.

Note that there is a "Create attachment" button on the 'LVSOD\�ZRUNLWHP screen, and that the "Attachment" symbol appears in the menubar of the %XVLQHVV�:RUNSODFH�RI�:)�0*5��. Click on the iconnext to symbol. You can now display, create, change or delete theattachment. You can also position the cursor on the work item titleand right mouse click to display, create, change, or delete anattachment using the pull-down menu.

© SAP AG BC600 6-28

1-6 Displaying the log

1-6-1 Review the flow logic of the underlying workflow.

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1-6-2 Display the information from the technical log for the workflow.

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1-7 Technical data

1-7-1 Switch the view to a ’technical view’ on the work item.

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1-7-2 What task was started and what is the name of the underlying workflow?

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n A connection between an MS Outlook client and R/3 can be realized with Outlook integration. TheSAP MAPI Service Provider is the technical basis.

n The SAP MAPI Service Provider is an interface that enables access to the R/3 mail server fromOutlook.

n See also notes 77099 and 131795.

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n SAP MAPI Service Provider/Outlook integration offers:

• Business Workplace functions, for example managing, sending, or receiving documents

n Mails can be processed offline without an R/3 connection.Synchronization takes place when R/3 connection is reestablished.

n Work items can be processed online. A connection to the associated R/3 System is established.Offline processing of work items is possible if:

• The scenario uses a form (SAPforms integration)

• The task is a generic decision task and the runtime modules of SAPforms are installed.

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n The parameters are set in the profiles of the mail system.

n No parameters must be set for transport. The transport service provider runs asynchronously andassumes responsibility only for send operations for R/3 addresses.

n For information about the services described here, see the documentation on the SAP MAPI ServiceProvider. Path:SAP Library - Basis - Basis Services/Communications Interface - Business Workplace and Services- SAP MAPI Service Provider

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� Outlook Integration based on the SAP MAPI Service Provider comprises:

• The three services: SAP Workplace�Message Store (storage of documents and work items),Transport, and Address Book (PSVDS��GOO)

• Executable programs (PSGE�H[H and PSUIFVY�H[H)

• Workflow/Business Object Attachment Interpreter (PSLQWHUS�H[H, PSEXVREM�H[H andPSVWXE�H[H)

• Files for column display for workflows (PSIRUP�LFR and PSIRUP�FIJ)

• PST file (personal folders) for special SAPIRUPV Outlook form for offline workflow support andsetup (ZNISXEOL�H[H, VDSZNI�SUI�and VDSZNI�SVW)

• NEWPROF configuration template (VDSWHPSO�SUI) -Extended help documentation (UHDGPH�W[Wand PDSLIDT�KWP)

� Under Windows 95 and NT 4.0, the MAPI subsystem and Microsoft Windows Messaging (a MAPI-

compatible client) are provided with the operating system. Windows 3.1 is supported up to Release3.1I.

� If you have installed the SAP MAPI Service Provider, the error message /RFDO�FDFKH�QRW�IRXQG is

displayed when you start the MAPI client for the first time. This error is caused by the fact that thelocal cache can only be created in online mode. You should therefore confirm the error message andlog on when the next dialog box appears. The local cache is created now.

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n Data sheets, downloads and product information are available on the Lotus Internet page.

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n The procedure for creating a�QHZ profile is described in the documentation on the SAP MAPIService Provider. Path:SAP Library - Basis - Basis Services/Communications Interface - Business Workplace and Services- SAP MAPI Service Provider: Creating profiles

n 5XQWLPH:The MAPI client reads the contents of the SAP Business Workplace. The result is a list with thevarious entries of the workplace, including work items.The required entry is selected from this list.The contents of the message are retrieved from the SAP Message Store.

n 6FHQDULR�� - MS Outlook is installed without an Outlook form for work items:The message text can be displayed on the MAPI client. In the case of work items, one or moreattachments can also be attached to the message text for the processing functions (such asdisplay/execute work items).

n 6FHQDULR�� - MS Outlook is installed with an Outlook form for work items:The work item is not represented by a mail; it is displayed in the Outlook form for the work item

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n If you are a selected agent for a work item, it appears on your PC in the LQER[ of the MAPI client.The work item text is displayed as the subject. The "message" text is the task description.

n Work items that do not use a form (SAPforms integration) can be processed online: There must be anR/3 connection.When the user double-clicks the attachment, the object method to be executed with this work item iscalled in R/3 and can be processed there.

n If the work item is a generic decision task it can also be processed offline, if the SAPforms runtimemodules are installed.

n Work items using a form (including generic decision tasks) need SAPforms and can be processedonline and offline.

n Prerequisites for the installation of Outlook 97:

• VB Script Runtime 2.0 or above

• OLE Messages Library 1.0 or Active Messages Library 1.1 or CDO 1.2

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n A work item is represented as a mail with an attachment. You can double-click the attachment todisplay or execute the work item.

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n Execute work item:If you are in online mode (there is a connection to R/3), a SAP GUI is started. The work item isexecuted.

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n A work item is not represented as a mail with an attachment.

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n The slide shows another interface for displaying a work item.An Outlook form has been created for SAP Business Workflow to display the work item and addnew functions.

• Forward work item, reserve work item, move attachments with Drag&Drop

n For installation information, refer to www.saplabs.com

• Install MAPI component (package installation)

• Install SAPforms (package installation)

• Publish form to make it available to all users

n The rules for executing a work item are identical to those described on slide 11.

n The Outlook form for work items is not installed automatically. (Refer to WWW.SAPLABS.COM)

n The form ZRUNLWHP�RIW is only available in English. The menu options are therefore all in English.However, you can translate the form with the standard procedures in MS Outlook.

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n SAPforms is always required to start a workflow.

n If you want to process work items offline, you need SAPforms. The only exception is displayingwork items.

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n Tasks describe which business activity is to be executed.They therefore represent ‘WHAT’ in the workflow process.

n Agents are assigned to tasks. The agents represent ‘WHO’ in the workflow process.

n From the organizational viewpoint, tasks are the central element in the workflow system. Eachindividual task can adopt a process step.The sequence of the individual task steps in a workflow represents ‘WHEN’.

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SAP AG 1999

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n Tasks are the building blocks for workflows.

n The key for tasks and workflows is made up of the following:XX (two-character code that represents the task type)yyyyyyyy (eight-digit number)

n Tasks (code TS) and workflows (code WS) are time-independent and client-independent.

n From Release 4.5 onwards, the menu option ’ Create tasks' only offers the creation of client-independent tasks and workflows.

n Up to and including Release 4.0, time-dependent and client-dependent tasks and workflows couldalso be created. Their codes in the system are T (customer task) and WF (workflow task).

n Existing WF and T in your system can still be executed. You should not, however, create new WFand T, because WF and T are not being further developed.

n A workflow template (WS) may not contain customer tasks (T).

n To find maintenance of tasks in the system, choose:SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Definition Tools ->Tasks/Task Groups

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SAP AG 1999

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n SAP tasks (TS) are the single-step tasks provided by SAP along with the workflow templates (WS).

n SAP tasks are client-independent and can be called from any client located in a given R/3 System.

n As a customer, you can create tasks (TS) and workflow templates (WS) at any time.The system recognizes the standard TS and WS from the eight-digit sequence number. There is nospecial indicator.

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� Who will beresponsible forthe task ?

� Who will beresponsible forthe task ?

� What will beexecuted bythe task?

� Work item text: Title ofwork item in worklist� Task description� Notification text� Latest end text� Requested end text� Latest start text

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n Tasks identify an action that needs to be executed.They always refer to one method of an object type.

n The action may be a step that the system executes independently in the background.In this case, no agents are assigned.

n The action may be a dialog task.In this case, the task has responsible agents.You will find the assignment of agents by choosing the menu option ‘Additional data -> Maintainagent assignment’ .

n The work item text is the text in the ‘Title’ column of the worklist.

n The task description is shown in the work item preview and the work item detail display.

n A notification text can be sent to the message recipient when the work item processing is completed.

n If deadline monitoring is activated for a workflow step and 'LVSOD\�WH[W is activated as a reaction ,texts to be sent if deadlines are missed must be defined.

n Variables can be included in all texts, which are supplied with values from the workflow interface atruntime.

n You can find description, notification, and missed deadline texts on the corresponding tab pages.

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SAP AG 1999

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n Object type (definition time):

• Generic description (definition) of the components (keys, attributes, events, methods) of an object

n Object (runtime):

• An object is an instance of an object type with particular attribute values

• The attribute values are table entries in the R/3 database, or are determined from known values at runtime

• You can access an object using a unique identification key

n Methods: Allowed functions for an objectMethods encapsulate the familiar and comprehensive functions of the R/3 System making themaccessible to the workflow system. Implementation information is stored in the object type definitionand is not required on the user interface and/or control level.The object methods refer to available ABAP functions (transactions, function modules, dialogmodules, and so on).

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n A list of SRVVLEOH�DJHQWV is required for a task (TS). This list contains the employees in yourenterprise who are authorized to receive this work item (runtime representation of task).

n Create the possible agents under ‘Additional data - Maintain agent assignment’ .

n When defining, you can choose <Properties> and create a "general task", or choose "Agentassignment - Create" and create a relationship with an organizational object.Any system user can execute general tasks.

n The actual recipients of the work item are determined at runtime.

n You do not have to have HR for the relationships with organizational objects. The functions areprovided with the Basis system.

© SAP AG BC600 8-11

SAP AG 1999

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ÍCustomer - Manley Corp.Í Invoiced amount - $258,300

Invoiced amount: < $ 50,000

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Customer names: O-ZCustomer names: O-Z

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n The dynamic role resolution in the workflow step finds the VHOHFWHG�DJHQWV.n Within a workflow for accounts payable accounting there is a step for posting an FI document.

This step is based on the task "Post document".

n All FI clerks are authorized to process this step.They become the possible agents of this task.Only possible agents can execute this task at runtime, meaning no other user can work with this task.

n You may want to avoid a flood of information at runtime.The work item should only be delivered to those agents who are responsible for the invoices of aparticular business partner. The dynamic role resolution has two important import parameters forselecting the clerk responsible from all possible clerks.

n Only the three agents in the red circle receive the work item in their Business Workplaces at runtime.The first agent to start processing the task blocks the work item in the other two worklists.When the other two agents refresh their Business Workplaces, this work item is deleted.

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SAP AG 1999

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Agents on the basis ofentries in workflow(may be the result of role resolution)

Agents on the basis ofentries in workflow(may be the result of role resolution)

Employees assigned to the taskas SRVVLEOH�agents

Employees assigned to the taskas SRVVLEOH�agents

Employees who are�VHOHFWHG�agents

Employees who are�VHOHFWHG�agents

n SAP users can be agents for a workflow.

n There are two types of agent: possible agents of a task, and selected agents.Only the selected agents will receive the work item in their worklists.

n In this scenario, the three users marked are the recipients of a work item.

n The simplest assignment for possible agents is the "general task".In this case, all SAP users are automatically possible agents and can execute the task.

n The workflow step establishes its own valid agents for the step on the basis of the entries for agents.

n The agents who belong to both groups receive the work item.

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SAP AG 1999

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n Only Bert is successful.

n The workflow cannot send Fred’s request, since his manager is not linked to the manager job.

n Jo is also unlucky. The organizational chart does not have a "chief position" indicator for hermanager.

n Jim has no manager to approve the request.

n Karl’s manager has no "chief position" indicator or link to the manager job.

© SAP AG BC600 8-14

SAP AG 1999

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n The work item text is defined on the task level, and is displayed in the Business Workplace atruntime.

n Standard tasks are supplied with an SAP standard text.They can be re-defined on a customer-specific basis.Procedure:

• View the standard task (Display mode)

• Click on the ‘Redefine work item text’ icon directly beneath the work item text

• Enter a text of your choice and save

n Variables can be entered in the work item text to supplement the text using current runtime data.System information, such as the current date and time, or the user who initiated the workflow, is thentransferred at runtime to the variables specified, and displayed in the worklist along with thepredefined text.

n Procedure for inserting variables:

• View the work item text

• Position the cursor at the point where you want to insert the variable

• Select the required variable from the interface

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SAP AG 1999

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n The description text for workflow tasks provides help and documentation for the end user.

n This could be, for example, details of how to process the transaction called for the work item. Thiscould also be important information about the business process, or behavior in the event of an error.

n Long texts can also be customer-specifically redefined in workflow templates delivered by SAP.

n To include variables in long texts in the editor, choose Include ->Expression.

n Long texts are in the task definition, on the tab page "Description".You can maintain the following texts:

• Description (task description, appears in the preview of the work item in the BusinessWorkplace, or in the work item detail view)

• Completion text (text sent to specified user if the work item is completed)

• Missed deadline texts (texts sent to specified user if the work item is not processed within the specified time)

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n A workflow template contains:

• Basic data of the workflow definition. This includes details about buffering reporting data, automatic forwarding, and so on.

• Specification of triggering events. If the specified event occurs in the system, the workflow starts.

• Initial values

• Interface specifications (workflow container and event container)

• Reference to the relevant workflow definition, meaning specification of the individual workflow steps to be carried out.

n Binding identifies the relevant data required for the execution of the workflow. It provides theconnection between the data required as input for executing a task, and the output data that has to bepassed on to subsequent steps in the workflow as a result of the task.

n From Release 4.5 onwards, workflows can be triggered not only by events, but also by maintaining astart transaction.Generating start transactions is covered in course BC601.

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n The technical representation of business processes in the SAP R/3 System can be carried out as aworkflow definition. The workflow template is the framework for each workflow definition.

n You can call a workflow definition directly within the Workflow Builder.SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Workflow Builder. Youonly need to call the definition of a workflow template if you want to change texts or initial valueassignments.SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Definition Tools ->Tasks/Task Groups -> Change

n A workflow definition is made up of individual steps in a modular fashion. When creating a step in aworkflow definition, you must first specify the step type.

n There are steps that refer to business activities (tasks, document generation and user decisions), andsteps that are used for internal process control and process monitoring (condition, multiple condition,loop, and so on).

n The processing sequence of the steps depends on the result of the respective preceding step. Thesuccessors for all possible results of a step are established in the workflow definition. The possibleresults of a step are normally derived from the underlying business functionality, and generatedaccording to the task definition.

n The workflow template includes not only the flow logic that is reflected in the workflow definition,but also the specification of triggering events, the interface definition, and basic data information(covered in course BC601).

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SAP AG 1999

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Submit notification of absenceSubmit notification of absence

notification ofabsence created

Approve notificationof absence

approved

6HQG�PDLOsent

Resubmit?

no

Terminateworkflow

Workflowterminated

rejectedRevise notificationof absence?

no

canceled

yesRevise notificationof absence

revised

n As soon as a user creates a notification of absence, the application generates the event “notificationof absence created”.

n The event “notification of absence created” starts the workflow for processing a notification ofabsence, since it is its triggering event.

n Once the workflow has been started by the triggering event, all subsequent processing steps definedin the workflow definition are processed in the defined sequence until completion.

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n The workflow definition is created in the Workflow Builder and displayed graphically in a network.

n The Workflow Builder is divided into the following areas:

é Steps: Tree structure with sequence of the workflow steps. Double click on a step to call thecorresponding step definition.

é Container: Variables of the workflow interface

é Task: Provides tasks and workflows for easy insertion and navigation.

é Document templates: Displays existing document templates

é Overview: Displays the complete workflow definition

é Step types: All available step types for Drag&Drop into the workflow definition

é Message: Displays all messages generated in where-used lists and workflow tests

n The areas Container, Task and Document templates are disjunct in the display. You have to chooseone each time.

n In the graphical representation, all steps and events have particular symbols depending on their type.

© SAP AG BC600 8-20

SAP AG 1999


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n 'HILQLWLRQ�WRROV: Components for implementing a workflow definition (Workflow Builder, BusinessObject Repository - BOR)

At runtime, the workflow definition forms the basis of the workflow executions based on it(workflow instances).

n 5XQWLPH�V\VWHP��Execution components

• For controlling and coordinating the workflow process (workflow manager)

• For managing execution of individual work steps (work items) including assignment to agentsand deadline monitoring (work item manager)

• For evaluating the event receiver linkage table and for managing event receivers registered for anevent (event manager)

• For managing the data required for the execution of the tasks defined in the workflow definition.

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n %XVLQHVV�:RUNSODFH�- Runtime interaction with users and provision of application functions.

n The�ZRUNIORZ�PDQDJHU�starts runtime workflow "instances" and performs control functions forautomated processes across all R/3 application modules:

• Control

• Monitoring

• Coordination

• Synchronizing

n The�ZRUN�LWHP�PDQDJHU interacts with the application called in the method of the task.

n The runtime tools of the workflow management system are covered in detail in the course BC610.

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• Modify the text of a single-step task

• Use the graphical editor to navigate within a workflow definition

You have found a template that might fit your business process. Now youwant to explore the workflow definition to obtain more details about theworkflow steps. While you accessing these steps you can change thework item texts.

1-1 Display the single-step task “ Approve notification of absence” for your group.(AF_APPROVExx)1RWH�7KH�VWDQGDUG�WHPSODWH�:6��KDV�DOUHDG\�EHHQ�FRSLHG��WLPHV�DQGWKHUH�LV�D�WHPSODWH�IRU�HYHU\�JURXS�WDNLQJ�SDUW�LQ�WKH�FRXUVH��7KH�WHPSODWHVFDQ�EH�IRXQG�LQ�WKH�VWUXFWXUH�VHDUFK�XQGHU�7DVNV�ZLWKRXW�DSSOLFDWLRQFRPSRQHQW�$�FRS\�RI�WKH�WDVNV�$SSURYH�QRWLILFDWLRQ�RI�DEVHQFH�DQG�5HYLVH�QRWLILFDWLRQRI�DEVHQFH�KDV�DOVR�EHHQ�PDGH�IRU�HDFK�JURXS�)URP�QRZ�RQ��SOHDVH�XVH�\RXU�JURXS¶V�ZRUNIORZ�WHPSODWH�DQG�VWDQGDUG�WDVNVXQOHVV�RWKHU�WDVNV�ZRUNIORZ�WHPSODWHV�DUH�H[SOLFLWO\�PHQWLRQHG�

1-1-1 What object type is used for this task?

1-1-2 What method of this object type is used for this task?

1-1-3 Which possible agents are assigned to this task? Assign your user MANAGER-## to the task. Generate the agent assignment index for the task.

1-1-4 Change the work item text to 'Group ##: Demo workflow'.

© SAP AG BC600 8-24

1-2 Display your group’ s workflow template “ Process notification of absence” . Thetemplate can be found in the structure search under Tasks without applicationcomponent AF_PROCESSxx.

1-2-1 What is the triggering event for this process?

1-2-2 Display the workflow definition in the graphical editor.

1-2-3 Name all of the different step types.

1-2-4 Name all the tasks and their object types of the activities in thisworkflow.

1-2-5 Define your task 'Revise notification of absence' as a 'general task'.

© SAP AG BC600 8-25

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• Identify the development process for adapting the templates providedby SAP

• Configure a workflow template

• Explain the review and approval process for workflow templates

An employee requests vacation by entering a notification of absence in thesystem. The direct superior of this employee must approve the notificationof absence. The supervisor is determined automatically based on theorganizational plan.

The employee is informed by mail if the leave request is approved. If therequest is rejected, the employee can withdraw the notification of absenceor change it. They can also take into consideration any attachment thesuperior may included to explain their decision.A number of tasks have to be executed when filling out the notification ofabsence. These include the following: Creating the organizational plan,task-specific Customizing, event linkage, and SAPoffice administration.

1-1 The first step in configuring the “ notification of absence” process is creating anorganizational plan.

In the exercise for the “ Organizational Structure” unit, an organizational plan wascreated that defined the positions of a manager (user MANAGER-xx) and anemployee (user TEAM-xx). The manager was designated as the supervisor of theemployee. In this exercise, the “ approval” step in the configuration of the templateis to refer to the manager’ s position.

1-2 Think about who the possible agents for the individual steps of the workflow are inprinciple, and make a note of them.Task “ Approve notification of absence” :Task “ Revise notification of absence” :Task “ Delete notification of absence” :Task “ Send message” :

Think about who the agents in the workflow steps have to be.Step “ Approve notification of absence” :Step “ Revise notification of absence” :Step “ Delete notification of absence” :Step “ Send message long text” :

© SAP AG BC600 8-26

1-3 Copy the template WS30000015 to a new template Zxx_PROCESS of your own.Display this template (Zxx_PROCESS) in the Workflow Builder.Go through all the tasks and check that the agent assignment in the task itself(possible agents) and the agents of the workflow step (agents to be selected) areentered correctly. If necessary, correct the agent assignment.

1-4 If the workflow is to be executed, it must be linked to a triggering event. You haveto activate this linkage.

1-4-1 Activate the event linkage in your template Z##_PROCESS

1-5 You have to test your template to finish off.

1-5-1 Log on to R/3 as the user 7($0�� and start the demo application forfilling out the “ notification of absence” form. Send it to your manager forapproval.

NOTE the number of the form: ______________________ (4 digits)

1-5-2 Log on as the user 0$1$*(5�� and check for the form submitted by theemployee. Carry out the steps to complete the processing of the workflow.

If 0$1$*(5�� receives an error message stating that the workitem cannot be reserved, choose 6HWWLQJV��→�:RUNIORZ�VHWWLQJV�→5HIUHVK�RUJDQL]DWLRQDO�HQYLURQPHQW from the Business Workplacemenu.

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1-1 Display the single-step task “ Approve notification of absence” (AF_APPROVExx).

1RWH�7KH�VWDQGDUG�WHPSODWH�:6��KDV�DOUHDG\�EHHQ�FRSLHG��WLPHV�DQGWKHUH�LV�D�WHPSODWH�IRU�HYHU\�JURXS�WDNLQJ�SDUW�LQ�WKH�FRXUVH��7KH�WHPSODWHVFDQ�EH�IRXQG�LQ�WKH�VWUXFWXUH�VHDUFK�XQGHU�7DVNV�ZLWKRXW�DSSOLFDWLRQFRPSRQHQW�$�FRS\�RI�WKH�WDVNV�$SSURYH�QRWLILFDWLRQ�RI�DEVHQFH�DQG�5HYLVH�QRWLILFDWLRQRI�DEVHQFH�KDV�DOVR�EHHQ�PDGH�IRU�HDFK�JURXS�)URP�QRZ�RQ��SOHDVH�XVH�RQO\�\RXU�JURXSV�ZRUNIORZ�WHPSODWH�DQG�VWDQGDUGWDVNV�7RROV�→�%XVLQHVV�:RUNIORZ�→�'HYHORSPHQW'HILQLWLRQ�7RROV�→�7DVNV�7DVN�*URXSV��!�'LVSOD\7DVN�W\SH��6WDQGDUG�WDVN��76�7DVN��,QSXW�KHOS��VWUXFWXUH�VHDUFK��7DVNV�ZLWKRXW�DSSOLFDWLRQ�FRPSRQHQW�$)B$33529(��7DVN�→�'LVSOD\

1-1-1 What object type is used for this task?

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1-1-2 What method of this object type is used for this task?

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1-1-3 Which possible agents are assigned to this task? Assign your user MANAGER-## to the task and generate the index.

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1-1-4 Change the work item text to ’Group ##: Demo workflow’.

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1-2 Display your group’ s workflow template (AF_PROCESS##). You will find itunder Tasks without application component.

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1-2-1 What is the triggering event for this process?

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1-2-2 Display the workflow definition in the graphical editor.

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1-2-3 Name all of the different step types.$�OHJHQG�ZLWK�WKH�VWHS�W\SHV�LV�GLVSOD\HG�&RPSDUH�WKLV�ZLWK�WKH�VWHSV�XVHG�LQ�\RXU�ZRUNIORZ�6WHS�XVHG�$FWLYLW\&RQWDLQHU�RSHUDWLRQ'HFLVLRQ/RRS��XQWLO�

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1-2-4 Name all the tasks and their object types of the activities in this workflow.

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1-2-5 Define your task ’Revise notification of absence’ as a general task.

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1-1 The first step in configuring the “ notification of absence” process is creating anorganizational plan.

In the exercise for the unit "Organizational Structure", an organizational plan wascreated that defined the positions of a manager and an employee. The manager wasdesignated as the supervisor of the employee. In this exercise, the “ approval” stepin the configuration of the template is to refer to the manager’ s position.

1-2 Think about who the possible agents for the individual steps of the workflow are inprinciple, and make a note of them.Task “ Approve notification of absence” : $OO�SRVLWLRQV�ZLWK�FKLHI�IXQFWLRQTask “ Revise notification of absence” : $OO�XVHUV�RI�WKH�V\VWHPTask “ Delete notification of absence” : %DFNJURXQG�VWHS�SHUIRUPHG�E\�V\VWHPTask “ Send message” : %DFNJURXQG�VWHS�SHUIRUPHG�E\�V\VWHP

Think about who the agents in the workflow steps have to be.Step “ Approve notification of absence” : 0XVW�EH�GHWHUPLQHG�G\QDPLFDOO\�XVLQJD�UROH��UROH��±�GHWHUPLQH�VXSHULRU�RI�XVHU�Step “ Revise notification of absence” : :RUNIORZ�LQLWLDWRUStep “ Delete notification of absence” : 1R�DJHQWStep “ Send message long text” : 1R�DJHQW

1-3 Copy the workflow WS30000015 to a template of your own and display it in theWorkflow Builder.Go through all the tasks and check that the agent assignment in the task itself(possible agents) and the agent assignment in the workflow step (agents to beselected) are entered correctly. If necessary, correct the agent assignment.

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1-4 Another important activity is the creation of an event linkage. The creation of theform is the triggering event of the “ notification of absence” workflow template.

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1-5 You have to test your template to finish off.

1-5-1 Log on to R/3 as the user 7($0�� and start the demo application forfilling out the “ notification of absence” form. Send it to your manager forapproval.

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1-5-2 Log on as the user 0$1$*(5�� and check for the form submitted by theemployee. Carry out the steps to complete the processing of the workflow.

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n All information about workflow processes is available in the R/3 database, and can be evaluatedusing standard reports or customer-specific reports.

n Runtime reporting has two focuses:1. Support in test analysis and error analysis2. Improvement of business process logic based on experience

n The reporting information can help you to assess the current performance of processes, whether thereare problems with waiting times, the development of total processing times, how well serviceagreements are met and whether anything should be changed.

n It is also possible to copy information from runtime tables into tables in the Workflow InformationSystem. It is then available for evaluations even after data has been archived (=cleanup of workitems in runtime tables).

n The workflow reports can be accessed from the SAP EASY ACCESS menu under the optionsReporting, Utilities and Runtime Tools in the Workflow section.

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n Workload analysis gives you an overview of what work has been done or is still to be done by whichusers, jobs, positions, or organizational units.

n When using workload analysis for projects, it may be necessary to get consent from representativesof the employees (works council or staff council).

n Choose the following for workload analysis:SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Reporting -> WorkloadAnalysis

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Monitoring period

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n Work item analysis provides information such as how often a workflow was started and how long ittook to process it.

n You can choose the analysis period. You can also restrict the analysis to particular workflows, ortasks and task groups.

n The standard setting is that you get the work items of tasks. If you want to see the work items ofworkflows, you must set the ‘(Sub)-Workflow’ indicator.

n Work item analysis also provides information as to which workflows were not processed on time.

n Choose the following for work item analysis:SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Reporting ->Work Item Analysis.You can then display the work items by task or by processing duration.You can also look for work items with missed deadlines.

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n The technical log is always the starting point for analyzing problems processing workflows.

n It provides detailed information about results, agents, work items, and statuses of completed or activeworkflows.

n Clicking on the messages gives detailed information about warnings or errors.

n You access the technical log from the detailed display of the work item by choosing the button‘Workflow log’ or the menu path ‘Goto -> List with technical details’.You can access the work item display via work item analysis, for example. Other options aredisplaying directly in the Business Workplace, work item selection or from workload analysis.

n 1RWH:As of 4.5, warnings are only logged if the basic data of the workflow is configured accordingly.Errors and success messages are logged as standard. Success messages can also be hidden.The setting is made in the Workflow Builder on the Control tab page of the basic data.

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n The graphical workflow log enables you to trace the flow of a workflow.This is particularly useful with large workflows.

n If a user view is set as view for the workflow log in personal workflow settings, the following stepsare not displayed:

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• ’Wait for event’ steps

• Event creation

• Steps marked with the indicator ’not in workflow log’ in the workflow definition

n If the technical view is set as view for the workflow log in personal workflow settings, there is nofiltering.

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n Workflow basic Customizing must be activated.

n From work item selection (= display work item with error), you can go to the technical workflowlog.

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n The Diagnosis transaction enables you to go to various checks in the event of errors.

n The workflow runtime system uses the transactional RFC in some workflow steps.As of 3.1, you can use transaction SM58 to check whether transactional RFCs have failed.The transaction also gives you information about the causes of errors.After correcting the error, you can restart the transactional RFC from transaction SM58.

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• Run reports to analyze workflow processes

You sent your leave request a few days ago. Now you want to knowwhere the request is within this business process.

1-1 Display your workflow outboxes for the user IDs TEAM-## and WF-CLERK-##.

1-1-1 How many workflows of the process "notification of absence" have theseusers started?

1-1-2 Display the workflow logs of the completed and/or started workflow(s).Which agents were involved in the processes?

1-2 You would like to see an overview of workflows.

1-2-1 Display the frequency list for the last week. How often was the"notification of absence" workflow started in the last week?

1-2-2 List the statuses of all workflow instances for "notification of absence".

1-3 The workflow system administrator would like to get an overview to determinewhether the workload is evenly distributed.

1-3-1 Look for all the workflows that were processed by employees in theorganizational unit z##_FI

1-3-2 Look for all the workflows that are to be processed by your user IDsTEAM-## and MANAGER-##.

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1-1 Display your workflow outboxes for the user IDs TEAM-## and WF-CLERK-##.

)URP�WKH�6$3�(DV\�$FFHVV�PHQX��RSHQ�WKH�2IILFH�IROGHU�'RXEOH�FOLFN�RQ��:RUNSODFH��2SHQ�WKH��2XWER[��IROGHU�1-1-1 How many workflows of the process "notification of absence" have these

users started?

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1-1-2 Display the workflow logs of the completed and/or started workflow(s).Which agents were involved in the processes?

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1-2 You would like to see an overview of workflows.

)URP�WKH�6$3�(DV\�$FFHVV�PHQX��RSHQ�WKH�IROGHUV�7RROV�→�%XVLQHVV�:RUNIORZ�→�'HYHORSPHQW�→�5HSRUWLQJ�→�:RUN�,WHP$QDO\VLV�1-2-1 Display the frequency list for the last week. How often was the "notification

of absence" workflow started in the last week?

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1-2-2 List the statuses of all workflow instances for "notification of absence".

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1-3 The workflow system administrator would like to get an overview to determinewhether the workload is evenly distributed.

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Chicago Production Site.

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n The message texts (long texts and work item text) can always be used without making any changes.Customer-specific redefinition of the texts is possible even with templates that are to be used withoutany changes being made (for more information, see the ‘Workflow Templates’ unit in this course).

n Workflow configuration can be used to change a workflow step in a SAP workflow on a customer-specific basis without making a copy first.Configuration includes:1. Changing the agent assignment for the step2. Introducing deadline monitoring for the step3. Changing the priority of the work items4. Sending a notification at the end of the step5. Deactivating logging for the step in the workflow log

n Configuration does not allow the workflow definition to be changed.If you want to insert a new step into a workflow template or change a step in respects other thanthose mentioned above, proceed as follows:1. Copy the SAP template2. Make your changes3. Activate your new template

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n Only SAP standard templates can be configured.

n Each workflow template can have one configuration.

n The configuration can be called using the transaction SWDD_CONFIG or by choosing the followingpath:SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Definition Tools ->Workflow Configuration

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n The configuration overwrites the information in the workflow definition. The Workflow Buildertherefore shows if there is a configuration overlying the workflow definition.This information is available in the basic data of the workflow on the tab page‘Technical Information’.

n The configuration data is used at runtime.

n No structural changes to the workflow definitions are not allowed.If you want to insert or delete a task, for example, you must copy the template.You can change the copy.

n Your own customer-specific workflow templates cannot be configured.

© SAP AG BC600 10-8

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n Copy the SAP standard template to a template of your own if you want to make changes to areas thatcannot be configured.You can edit your own template as you please.

n Express work items:As with express mails, you receive a notification popup when an express work item arrives in yourBusiness Workplace.The priority of the work item must be 1.The priority is set either in the configuration or on the tab page ‘Other’ in the workflow step.

n Notification means that the specified recipient is informed when the workflow step is completed.The notification is maintained in the configuration or on the tab page ‘Notification’ in the workflowstep.

n Simple deadline monitoring means that the specified users are informed if a task is not processedwithin a specified period.Deadline monitoring is entered in the configuration or on the tab pages ‘Latest end’, ‘Latest start’,and ‘Requested end’ in the workflow step.

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n Start the configuration with transaction SWDD_CONFIG or by choosing the following path:SAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Definition Tools ->Workflow Configuration

n You can double-click to see the details of a step and all the configuration options.

n Make the entries you require in the detail view.

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n Requested start

• Earliest possible point in time for the commencement of processingThe requested start is not a PRQLWRUHG deadline in the strict sense. It is when a work item firstappears in an agent’s inbox.

n Requested end

• Requested end deadline for processing a step

n Latest start

• Latest start deadline for processing a step

n Latest end

• Deadline by which the processing of a step PXVW be completed.

n The requested end and latest end deadlines can be used within deadline monitoring to set up anescalation procedure.Example:A purchase requisition is to be approved after 2 weeks. If this does not occur, a "requested end" takeseffect and the agent currently selected is notified.If the purchase requisition has still not been processed after 3 weeks, a "latest end" takes effect andthe superior of the appropriate agent is notified.

n Modeled deadlines can be used to start subsequent processing. (See course BC601.)

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n The deadlines are defined with reference to the starting of the workflow, the starting of the workitem or the content of a variable.

n If a deadline is missed, the recipient for missed deadline is informed in the case of simple deadlines.

n With simple deadline monitoring, the work item can be executed at any time after the deadline hasbeen missed. It remains with the original agent.

n Definition takes place within configuration of a workflow template.Definition can also take place at the workflow step level on the‘Latest end’ , ‘Requested start’ , ‘Latest start’ , ‘Requested end’ tab pages.

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• Configure a template

You have found a template in the system and want to adapt it to meet yourown requirements.The changes you want to make concern new agents, deadline monitoringand a notification at the end of a step.

1-1 You have found a template for processing notifications of absence.For the purposes of this exercise, the template is your template AF_PROCESSxx fromthe preceding exercises. Display this template.

1-2 Template configuration:

1-2-1 How many configurations are allowed per SAP template?

1-2-2 Create a configuration for this template

1-2-3 Assign your manager position as agent for the approval task

1-2-4 Schedule new deadline monitoring for latest end. Enter a processing time of 5 minutes from work item creation. If the latest end is missed, the workflow initiator is to receive a

notification.1-2-5 Make the step priority 1 so that a popup appears as notification that an

approval work item has arrived.

1-3 Check whether the triggering event is still active for your workflow template.Activate it again if necessary.

1-4 Test your workflow.Log on as TEAM-xx and fill out a notification of absence form.Your user MANAGER-xx must find a work item with the changed text and deadlinemonitoring in their Workplace.Refresh your organizational environment before you execute the work item.

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1-1 You have found a template for processing notifications of absence.For the purposes of this exercise, the template is your template AF_PROCESSxx fromthe preceding exercises. Display this template.

1-2 Template configuration:

1-2-1 How many configurations are allowed per SAP template? 2QO\�RQH�FRQILJXUDWLRQ�LV�DOORZHG�SHU�WHPSODWH1-2-2 Create a configuration for your template

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1-2-3 Assign your manager position as agent for the approval task

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1-2-4 Schedule new deadline monitoring for latest end. Enter a processing time of 5 minutes from work item creation. If the latest end is missed, the workflow initiator is to receive a notification.

Tab page LATEST ENDReference date/time: Work item creation+: 5 MinutesExpression: Workflow initiator

© SAP AG BC600 10-15

1-2-5 Make the step priority 1 so that a popup appears as notification that an approvalwork item has arrived.

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1-3 Check that the triggering event is active for your workflow template.

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1-4 Test your workflow.Log on as TEAM-xx and fill out a notification of absence form.Your user MANAGER-xx must find a work item with the changed text and deadlinemonitoring in their Workplace.

<RX�FDQ�VHH�WKH�GHWDLOV�RI�WKH�GHDGOLQH�PRQLWRULQJ�LQ�WKH�WHFKQLFDO�GLVSOD\�RI�WKHZRUN�LWHP�Refresh your organizational environment before executing the work item

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n The following courses explain how to build your own workflows without using existing templates:

• BC601 SAP Business Workflow: Build and Use

• BC610 SAP Business Workflow: Programming

n As well as the online documentation, there are tutorials that explain the most important steps of aworkflow definition.

n The duration of the workflow implementation depends on whether you are using an existingtemplate, adapting a template, or creating a new workflow.

n Depending of the complexity of your requirements, even a specifically designed workflow can becompleted in only a few days.

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n The option of defining roles with responsibilities (BC601) has greatly reduced the probability thatyou will have to define your own role function modules.

n The higher the release, the more events are triggered by the application as standard, without the needfor customer intervention.

n Virtual attributes are attributes whose values are not in R/3 tables. The valid values are determined atruntime with the help of program code.

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SAP AG 1999

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n First you have to describe the business process you want to support with SAP Business Workflow.Typical situations in which you might use workflow are time-critical processes with deadlinemonitoring, approval procedures, archiving incoming documents and automatic forwarding to thepersons responsible in your enterprise, or sending messages after particular events in the system.

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SAP AG 1999

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n After identifying a process, you have to design the flow logic of all the steps in your businessscenario.

n An SAP function must be assigned to every step.

n For the dialog steps, you have to assign employees of your enterprise to participate in this workflow.

n When planning the agents, always ensure that you specify an actual group (position: CO clerk,organizational unit: large project consulting, and so on), or specific names (user Jones, user Miller,and so on). You should always avoid anonymous entries.

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n After the feasibility study has been completed you can proceed with the detailed design of yourworkflow.

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n This type of form can act as a template for describing processes.

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n Target groups for process documentation are:

• Workflow end users

• Internal workflow support

• Workflow administrators

• Workflow training

n Length of documentation for a user-developed template: approximately 10 pages

n There is a task for each activity. The task has a task text.It is recommended that you include copies of the texts.

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n If you have chosen the SAP HR organizational structure, there should be an example in which everyworkflow-specific user group is listed.

n Describe your own roles and their structure.

n Describe how to incorporate a new end user into the model and the role.

n The technical description should not be longer than one page. You do not need to document theABAP program.

© SAP AG BC600 11-13

SAP AG 1999

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l 3UHUHTXLVLWHV� There are activity groups in the system for all workflow roles.

If you assign these to a user, a role-based user menu isdisplayed on the SAP Easy Access screen

� Role-based documentation and role-based activity groupsare closely coordinated

l )HDWXUHV� The workflow roles are based on the assumption that you use

SAP Business Workflow in a particular way. It is assumedthat IMG activities are already complete.

� The workflow roles used are stylized, but you can still usethem in your enterprise if you work in a different way.

n You can specify activity groups within the workflow as possible agents for a role.

n BBP only works with the assignment of activity groups.

© SAP AG BC600 11-14

SAP AG 1999

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n Process consultant (SAP_BC_BMT_WFM_PROCESS):Analyzes existing business processes, identifies those that are suitable for SAP Business Workflow,and maps them onto a business process model. The process consultant is also responsible formaintaining the organizational plan required for the workflow.

n Workflow modeler (SAP_BC_BMT_WFM_DEVELOPER):Implements the workflow on the basis of the business process model developed by the processconsultant, and using the SAP Business Workflow definition tools.

n Workflow programmer (SAP_BC_BMT_WFM_DEVELOPER):Implements the requirements of the workflow modeler.

n Workflow system administrator (SAP_BC_BMT_WFM_ADMIN):Responsible for the technical maintenance of the development environment and the runtime behaviorafter Customizing.

n Workflow agent (SAP_BC_SRV_USER):End user in productive workflows. The workflow agent starts workflows and processes work items.Their work area is the Business Workplace.

n Process controller (SAP_BC_BMT_WFM_CONTROLLER):Evaluates the workflow from a business perspective and makes suggestions for improvement.

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SAP AG 1999

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n The profiles provided can be regarded as templates.

n You can use these templates to create your own authorization profiles.

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n Management must specify the goals. A discussion with management is necessary to arrange this.Examples of goals: Cost reduction, process optimization, staff reductions, increased transparency orsimplification of processes, increased customer satisfaction.

n It is not recommended to emphasize the factor ’cost reduction’ to end users. Cost reduction can,however, occur as a consequence of improved process logic.

n Role assignment refers to the project employees.In this context, role is used to mean the role in a work context within the project, as well as the rolein the subsequent workflow context.The role is expressed in an activity group.

© SAP AG BC600 11-17

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n Tools: Interviews, meetings, analysis tools

n It could be helpful to determine the current costs of the isolated process.It will help your cause if you can show cost savings once the workflow goes live.To do this, you will need to estimate the costs involved before and after the implementation.

n This will help you later in process reporting, as you will already have an idea where most costs areincurred (labor costs, scrap costs, contracts that have not materialized, and so on).

� In this project phase, you also determine the interface for the individual end users:

• SAP GUI for Windows

• SAP GUI for HTML

• Outlook integration

• Lotus Notes integration

• mySAP.com Workplace

� This decision will clarify which additional components you may need to install. This could mean,for example, an ITS and a Web server.

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n Tools: Data modeling using the familiar method, interviews with end users, IMG, SWU3

n Application Customizing means checking the system to ensure that the workflow runtime andworkflow development Customizing have been carried out (transaction SWU3). The applicationCustomizing must be complete and in accordance with the workflow requirements.

© SAP AG BC600 11-19

SAP AG 1999


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n Tools: Workflow Builder, Workflow Wizards, Business Object Repository

n When creating the workflow, pay particular attention to avoid synchronization problems.Test the individual components that you create or modify. Business methods can be testedindependently of the workflow using the BOR transaction SWO1.

n Set up the PD organization model to determine the work item/user assignment.If you have a central HR area, you must send your requirements to them.Otherwise, you must create the organization yourself.

n Ensure that the workflow system administrator is defined correctly in Customizing.

n Set up authorization profiles for the various user groups.These authorizations must be tested extensively. All workflow users should have a profile containingthe authorizations of a workflow user.

© SAP AG BC600 11-20

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n Decide in advance whether all users can be trained, or only some users (snowball effect).If only some users can be trained, the documentation is extremely important.Ensure that there are appropriate facilities available for training, and that representatives from everystage of the process are trained.

n After all the system tests you should check whether the system runs correctly.

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n The SAP Organizational Management system supports you in the runtime management of yourworkflows. You can use the SAP organizational chart to minimize the ongoing administration workfor new employees or new responsibilities.

n The workflow system provides all the necessary information to the end user at the right time.The work items in a user’s inbox are "to-do" items, like entries in your appointment calendar.

n The flow logic in a workflow follows a pre-determined workflow definition.The workflow system provides a graphical editor for designing your control flow.

n The various steps in a workflow can represent various types of work:

• SAP R/3 applications and their transactions and function modules.

• Connections to other software systems or manual tasks, such as user decisions.

n There are various ‘inboxes’ available for your work items:

• SAP GUI

• mySAP.com Workplace using a MiniApp

• Outlook (MAPI clients)

• Lotus Notes

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Method

Person Position Org. unit

TaskRoleRole

WF definition WF step

Event

Object

Attribute

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n The SAP workflow system has a three-level architecture.

n The object type level provides all technical services. The object type methods "embrace" existingSAP R/3 applications, like transactions or function modules. The attributes are pointers to SAP data.At runtime, the events start an instance of a workflow or terminate a work item.

n The process level provides the workflow management system. The control flow is defined in theworkflow graphical editor. There is also binding, which passes the information to the SAPapplication at runtime.

n The organizational level provides the connection to the organizational chart. Several possible agentsare assigned to a task. Dynamic role resolution routes a workflow message to one of these users atruntime.This work item refers to a step in the workflow definition. At runtime, the work item executes theassociated method of the object type.

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� The business process "notification of absence" is supported by the workflow template "Processnotification of absence" (WS30000015), which enables communication between Jones and Smith.Jones wants to go on vacation and fills out a request. This request must be approved by Smith.When the form is created, an instance of this workflow is started.

� The approval step routes the request to the responsible manager at runtime. This occurs with thehelp of dynamic role resolution. The step is based on a task that answers the three basic workflowquestions:

� Who does what and what is the message for this user?

� "What" refers to the method "Approve" of the object type ’FORMABSENC’.

� "Who" refers to the possible agents in the organizational chart.

� The message is represented by the work item text. This text can have attributes of the businessobject type "FORMABSENC".

� At runtime, the work item is routed to the inbox of the correct receiver. This receiver was selectedfrom all the possible agents by the role resolution. At runtime, these agents can execute the methodfor this step. This method then starts the appropriate SAP functions.

© SAP AG BC600 12-5

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Workflows have 2 main purposes:

1. To streamline a business process to make it faster.

2. To ensure that a business process is executed correctly.

A workflow formally defines and implements a business process.

So that we can do this, we need to ask five central questions about each part of the businessprocess.

1. Who?

2. What?

3. With what object?

4. When?

5. In what order?

Knowing the answers to the above questions gives us enough information to understand thebusiness process and therefore to put together the workflow.

Starting with question 5 and working our way back up…

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The workflow definition controls the business process including the order in which theindividual items of work are executed, and any temporary data needed along the way. Theworkflow container contains all temporary data.

The workflow definition consists mainly of steps (green rectangles on the graphical display)and events (red hexagons on the graphical display).

Steps may be control logic (for example, if amount > $1000 choose the path "Approvalrequired", else choose the path "No approval required"), or items of work to be carried out (forexample, approve purchase requisition), which we call tasks.

© SAP AG BC600 12-6

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Events inform the workflow that something has happened so that it can react.

Events may be events that are internal to the workflow (for example, "purchase requisitionapproved" in the last step), or system-wide public events (for example, "purchase requisitioncreated" via transaction). A "public" event is required to start a workflow process.

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This question refers to each individual item of work (task) that is to be executed.

A task might execute a transaction, a report, or a function module, run a routine in an externalsystem, update a spreadsheet, or simply act as a reminder that a task is to be performedmanually.

For practical reasons, as well as in consideration of the consistency and reusability of the logicrequired to execute the transaction/report/etc., object-oriented techniques were used for theprogramming (methods of business objects). For more information, see the workflow coursesBC601 and BC610.

A task can be used as a mini workflow itself. For example, in IDoc error handling where wejust want to notify someone that an error has occurred. If a task has to be performed by aperson (rather than by the system in the background), an agent has to be assigned. At runtime,the task generates a work item in the agent’s Business Workplace. This work item not onlynotifies the agent that something is to be done, it also contains the necessary instructions andenables the agent to carry out the work directly from the work item.

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Roles and the organizational plan are used to determine who should receive a work item andthe relevant task. HR is not required for this. The functions are provided with the Basissystem.

The organizational plan details the relationships between different departments, areas andteams (organizational units) in your enterprise. Within an organizational unit, positionsdescribe the actual positions that are to be occupied by holders, while jobs are used for genericclassification of functions in the enterprise. Example: Job - clerk; Position - accounts payableclerk 1. Tasks can be assigned to organizational units, positions, and jobs.

Everyone assigned to a task via the organizational plan receives a work item. If certain usersare to receive the work item based on runtime data, a role can be created as part of the logic.

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$SSHQGL[��*ORVVDU\:RUG 'HILQLWLRQactivity Step type in a workflow definition for executing a task at runtime.

The task can be a single-step task (customer task/standard task)or a multistep task (workflow task/workflow template).

At runtime, an activity is represented by a work item of one of thefollowing types:

� Dialog work item (type W)

� Background work item (type B)

� Workflow work item (type F)

advance with immediatedialog

Execution property of the workflow system. A work item for whichthis indicator is set is executed immediately, if the actual agent ofthe preceding dialog work item is also a recipient of this workitem.

This user does not have to call their Business Workplace toexecute the work item.

after method Method that is executed after the task's method, synchronouslyand on the same screen, during execution of a dialog orbackground work item.

The method can be any object method in the Business ObjectRepository. It does not have to refer to the same object as thetask's method.

If the work item is executed several times (say, for example, theterminating event has not yet occurred), the after method is alsoexecuted several times.

agent Umbrella term for a system user who participates actively in SAPBusiness Workflow and executes work items.

There are various types of agent:

� Current agent

� Recipient

� Responsible agent

� Excluded agent

� Possible agent

aggregate type Object type that has an "is part of" relationship to other types.

This relationship is not expressed in the assignment of the objecttype in the Business Object Repository, but is a result of theappropriate settings in the basic data of the object type.

Example:

Object type "Order item" is part of the aggregation type "Order".

approval task Single-step task that executes an approval method with a result.The result must be able to assume at least two values, one ofwhich stands for approval and the other for rejection of the objectto be processed.

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:RUG 'HILQLWLRQFor an extended approval, the approval method must be able toassume two more values, one for proposed approval and theother for proposed rejection.

association Relationship between object types in which an object type isreferenced from another object type as an object-type attribute.

Example:

The object type &XVWRPHU is referenced in the 2UGHULQJSDUW\attribute of the &XVWRPHU�RUGHU object type.

asynchronous method Method that does not report back directly to the calling component(in this case the work item manager) after its execution. It doesnot return any UHVXOW, any SDUDPHWHUV or any H[FHSWLRQV.

At least one terminating event PXVW be defined for a single-steptask described with an asynchronous object method.

An asynchronous method must enter its results itself. Importparameters can be passed to it only.

At runtime, the relevant work item is only completed if one of thedefined terminating events occurs.

attachment Additional information for a work item, which can be entered bythe current agent of the work item. Attachments are displayed tothe agents of the subsequent steps of a workflow in read-onlyform.

Attachments can be SAPscript editor texts or PC applicationdocuments.

attribute Object type component: Property or characteristic of an object.

The attributes of an object are defined and implemented as part ofthe object type definition in the Business Object Repository. Theobject type Material can, for example, have the attributes Materialtype, Division and Purchase order.

Attributes can be used to formulate conditions in the workflowdefinition. At runtime, the attribute values are read or calculated,and can also be used to control the workflow.

Object type attributes can return data in the following formats:

� Value of ABAP Dictionary field

� Object reference

� Value calculated at runtime

� Object status in status management

background work item Work item representing a single-step task whose execution doesnot require any dialog and can therefore be controlled by thesystem.

Work items of type B are not displayed in the BusinessWorkplace, but can be found using the selection report for workitems of all types.

before method Method that is executed before the task's method, synchronouslyand on the same screen, during execution of a dialog orbackground work item.

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:RUG 'HILQLWLRQThe method can be any object method in the Business ObjectRepository. It does not have to refer to the same object as thetask's method and it cannot create the object.

If the work item is executed several times, (say, for example, theterminating event has not yet occurred), the before method is alsoexecuted several times.

binding Assignment of values to a container element at runtime.

The assignment rules to be observed are first defined in thebinding definition.

binding definition Specification of assignment rules describing the assignment ofdata to a container element (initial value assignment) or theexchange of data between two container elements.

block Elementary structure element of a workflow definition.

A block always contains a consistent arrangement of steps andoperators. A block has one beginning and one end.

The consistency and robustness of a workflow definition isensured by the fact that a block is always created when a newstep is created or an undefined step changed. Similarly, whenindividual steps are deleted, cut or inserted, the entire block inwhich the step is located is affected.

Business Object Builder Tool for creating and processing business object types.

You can use the Business Object Builder for direct access to thedefinition of an object type. You can also check or generate thebusiness object type, as well as get a where-used list.

You can also create subtypes for an existing business object type.

Business ObjectRepository

Directory of all object types in a hierarchy format. The object typesare each assigned to a development class (and hence indirectly toan application component as well).

Business WorkflowExplorer

Tool for:

� Displaying all tasks assigned to a selected search range

� Editing these tasks

� Creating new tasks

The search range can be restricted according to the followingcriteria:

� Application components

� Task groups

� Local tasks

� SAPphone tasks

� Tasks last processed

� Tasks assigned to particular task groups

Business Workplace A user's integrated work area for:

� Processing work items

� Receiving and sending messages

� Managing documents and work processes

� Distributing and processing information for the wholeenterprise or within a particular group.

© SAP AG BC600 13-5

:RUG 'HILQLWLRQcheck function module Function module called synchronously in the LUW of the event

receiver by the event manager directly before the actual receiverfunction module is called if:

An event receiver was established, and

The name of a check function module is specified.

The check function module has the same interface as the receiverfunction module. This means that the content of the eventcontainer can be checked and the calling of the receiver functionmodule prevented. If the check function module terminates withan exception, the receiver function module is not called and thelinkage between the event and the receiver not created.

There is a template check function module calledSWE_CD_TEMPLATE_CHECK_FB in the function groupSWE_TEMPLATE.

circular Object (document) presented to a predefined number ofemployees for information purposes.

This circular functionality can be implemented as a workflow. AWorkflow Wizard can be used to define an appropriate multisteptask.

composition "Is part of" relationship between object types.

The superordinate object type in this relationship is known as the"aggregate type".

In the composition, the "part" object type's key is an extendedversion of the key of the aggregate type, and the object type has acompletely different functionality from that of the aggregate type.

([DPSOHThe object type RUGHU�LWHP "is part of" the object type RUGHU.The object type RUGHU is then the aggregate type of the objecttype RUGHU�LWHP.

condition Step type in a workflow definition to execute one of two definedpaths in the definition. ("two-way fork").

The Workflow system decides on the path on the basis of thedefined conditions and information contained in the Workflowcontainer as values.

You define conditions using the conditions editor, which allowsyou to define complex and multilevel conditions.

constant Fixed value or object reference as a constituent of a bindingdefinition or an initial value assignment.

container Basic common data structure of the various definition andexecution components of SAP Business Workflow.

Containers have container elements for holding the following:

� Values (constants)

� Structures

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The container elements can be used to control the execution ofwork items and workflows. The container elements are addressedusing an identifying name, and may consist of several lines.

container definition General information about the structure of the data to be stored ina container.

A container definition specifies the elements included in acontainer and the properties of those elements (ID, name, datatype).

A container is always defined when working with one of thedefinition tools (object type definition, role definition, taskdefinition, workflow definition).

container element Entry in a container. It is defined by specifying the following:

� ID

� Name

� Data type reference

container instance Instance of a container at runtime.

container linkage item Type C work item. These work items are used only in the EDIenvironment.

container operation Step type in a workflow definition for performing elementaryarithmetic operations or value assignments on individual elementsof the workflow container at runtime.

creation date/time Point in time at which a work item was first created with the statusUHDG\ or ZDLWLQJ . The latter applies if a "requested start" wasdeclared for the work item.

current agent User who actually processes (or has processed) a work item.

The current agent of a work item is therefore one of the recipientsof a work item.

customer task A single-step task created by a customer to meet their specificrequirements.

The following apply to customer tasks:

� Object type T in Organizational Management

� Client-specific

� Validity period

� Plan version-specific

data type reference Description of the data type of the value that can be assigned to avariable (for example attribute or container element) at runtime.The data type reference is created during definition and enablesthe system to perform checks at definition time.

A data type reference may be:

� Via field reference to an ABAP Dictionary table or

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:RUG 'HILQLWLRQstructure and field.A variable defined in this way has the same data type asthe specified field of the table, structure or view.

� Via structure reference to an ABAP Dictionary structure ortable.A variable defined in this way has the same structure asthe structure specified or as the header line of the tablespecified.

� Via reference to an object type.A variable defined in this way holds a reference to anobject of the type specified.

database field attribute When this type of attribute is defined, reference is made to adatabase field as the source of the required information.

An attribute whose source is a database field can either return thedatabase field contents or an object reference, which isautomatically generated from the field content.

deadline monitoring Functions in the workflow runtime system, which monitor start andend deadlines for the processing of selected work items.

The monitoring of the requested start ensures that the work itemappears in a Business Workplace at a defined point in time, andnot before.

If a latest end, a latest start or a requested end is missed, thereare two possible reactions:

� Missed deadline notificationRecipients of a missed deadline message are notified witha missed deadline work item in their BusinessWorkplaces.

� Modeled deadline monitoringThe reaction is modeled in the workflow definition.

deadline monitoring Function in the workflow runtime system for monitoring the startand end deadlines for processing selected work items.

In deadline monitoring the deadline notification agents are notifiedwith a "missed deadline work items".

decision options List of possible options that are offered to the current agent of auser decision.

There is a branch with modeled steps in the workflow definition foreach of the decision options. One of these branches is processedat runtime depending on the user decision.

decision task Single-step task with which the workflow system executes a userdecision in the workflow. The method "process" of object type"DECISION" is always executed with a decision task. Decisiontasks can differ in the following ways:

� Textual content (task description, notifications)

� Assignment of possible agents

The decision task TS00008267 (generic decision task) suppliedby SAP is used as standard in the user decision. You can specifyanother decision task when defining the user decision.

© SAP AG BC600 13-8

:RUG 'HILQLWLRQdefault attribute Attribute or key field of an object, which is entered in the basic

data of the object type on the tab page 'HIDXOWV.

The value of the default attribute is displayed when an object is tobe described in greater detail. This applies, for example, if a list ofobjects is displayed. The default attribute of an object can also beused as a sort key in the Business Workplace.

Often the default attribute is a key field of the object. If no defaultattribute is defined for object type, the key fields of the object aredisplayed.

default method Method of an object type, which is entered in the basic data of theobject type on the tab page 'HIDXOWV.

The default method is often a method for displaying the object.The default method can de executed by double-clicking on anentry in a list, for example.

Every object type has a default method. The method Display isproposed for new object types.

default role Agent information specified when a single-step task is defined inaddition to the assignment of the possible agents.

If the single-step task is included as an activity in a workflowdefinition and responsible agents are defined there, the defaultrole is not evaluated.

delegation type Object type whose definition is considered at runtime instead ofthe definition of another object type, although this other objecttype is specified in all definition components (for example taskand workflow definition, linkage tables). In all definition tools youcan still refer to the original object type, but the system uses thedefinition of the delegation type for every access.

The delegation type must always be a subtype of the object type itis to replace. The delegation type can have different or additionalmethods, attributes and events.

A delegation type is always defined for an object type on asystem-wide and cross-client basis.

dialog work item Type W work item that represents a single-step task at runtime,which requires dialog with the user. Dialog work items are usuallydisplayed in the Business Workplace.

When a dialog work item is executed, the object methodunderlying the single-step task is called. Dialog work itemexecution can be deadline-monitored.

document Collective term for all types of information generated from anapplication program.

The folowing are examples of documents:

� SAPscript text in RAW format

� Microsoft Word text in DOC format

� Microsoft PowerPoint presentation in PPT format

document from template Step type in a workflow definition for creating documents on the

© SAP AG BC600 13-9

:RUG 'HILQLWLRQbasis of user-defined templates at runtime. The documents canbe created with programs that are installed on the local PC andare OLE-compatible, 32-bit, Windows applications (for exampleMicrosoft Word 97).

end Date/time of end of processing of a work item.

The processing of a work item is terminated if it assumes thestatus ORJLFDOO\�GHOHWHG or the status FRPSOHWHG.

entity type Each object type can be assigned to an entity type, which furtherclassifies the object type in the company environment.

evaluation path An evaluation path describes a relationship chain that exists in ahierarchical structure between particular objects.

For example, the evaluation path ORGEH describes therelationship chain Organizational unit > Position > Person.Evaluation paths are used for the selection of objects inevaluations.

After you have specified an evaluation path, the system evaluatesthe structure along this evaluation path and only takes intoaccount the objects found via the specified evaluation path.

event Status change of an object which is "published" throughout thesystem. Examples: "invoice entered", "purchase order released".

The list of possible events is defined with the relevant object typein the Business Object Builder. This list can be extendedaccording to customer requirements using the delegation concept.You have to ensure that the events added are actually created.

Each event carries information from its creation context in itsevent container. This information is available to the receiver of theevent and can be used for event-driven control andcommunication mechanisms.

An event may start, terminate or continue tasks and workflows.

event container Container that contains the event parameters of an event. Theevent must be defined as an object type component in theBusiness Object Repository (BOR).

Event containers can have bindings with workflow containers ortask containers.

event creation Program or environment in which an event is created.

The creation of an event can be implemented in various ways:

� Directly from an application program

� After a change that is logged by a change documentbeing written

� After a (system or user) status change

� As a separate output type within Message Control

The last three creation mechanisms listed can also be used bycustomers. This means events can be created flexibly and on acustomer-specific basis even where the option has not beenprovided by SAP in the standard version.

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:RUG 'HILQLWLRQAn event can only be created if it is defined as a component of anobject type in the Business Object Repository.

event creator Step type in a workflow definition to create an event at runtime.

event manager All the programs and tools provided by the workflow system forevent handling.

This term includes:

� the definition components (for creating creator-receiverlinkages)

� the runtime components (for triggering an event instance,evaluating the event instance with regard to existinglinkages, managing the assignment of creators toreceivers, and for the actual data transfer)

event parameter Runtime-specific information from the event creation context.Event parameters are defined as elements of the event containerand are passed to the event receivers via binding.

The following event parameters are automatically contained in theevent container:

� The reference to the object whose change of state isdescribed by the event.

� The user name of the party who triggered the eventcreation.

event receiver Application or system program in which an event is evaluated.

The event receiver is started by the asynchronous call to areceiver function module, which is entered in the linkage table.

The event manager evaluates the linkage table and then calls upthe receiver function module.

event type General description of an event incorporating specification of theevent ID and the structure of the data associated with the event.

An event type must be defined before an event of that type can betriggered.

exception Object type component: Error which may occur during methodexecution and indicates whether a method was successful.

Exception categories:

� Application and system error

� Temporary error

Temporary errors can occur when system resources are notavailable. So it might make sense to call the method up againlater.

You can account for application or system errors in Workflow bydefining steps to be carried out when an exception occurs.

excluded agent User who is excluded from processing a work item.

Excluded agents can be established at runtime so that informationfrom the workflow execution environment (agents of previoussteps for example) or from the context of the processedapplication objects can be taken into account.

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:RUG 'HILQLWLRQexpression Umbrella term for constant, variable and system field.

In the context of an expression the following terms have thefollowing meanings:

� ConstantFixed value or fixed object reference

� Variable

� Container element or

� Attribute referenced indirectly via a container element

� System fieldField from table SYST

Expressions are used, for example, to describe the source ordestination of data to be transferred in a binding definition.

fork Arrangement of independent steps in their own individual parallelprocessing branches. You can specify that only a proportion of theparallel processing branches has to be processed in order tocontinue the workflow afterwards.

Parallel processing can be ended by the specification of aminimum number of branches to be processed or by the definitionof a termination condition.

form task Single-step task executed with the method 3URFHVV of object type)250. The various form tasks differ in the following aspects:

� Task container

� Task description

� Agent assignment

If a form task is executed as a step within a workflow, therecipients of this step see a work item in their BusinessWorkplaces. If the relevant system settings have been made, amail is also sent to their Internet addresses. This mail contains thedata from the task container as an R3F attachment.

general task Indicator for a single-step task or a multistep task. Tasks with thisindicator can be executed or started by any user.

The following apply to a work item of this type:

� Recipients are all users, providing no restriction has beenimposed by defining responsible agents.

� It can be forwarded to any user by its recipient.

It can be executed by any employee who finds it using work itemselection or the workflow log.

implementation program ABAP program containing the implementation of methods andattributes of the object type.

When the attributes, methods and events are defined, theinterface of the object type is described, and all essentialinformation about the object type is documented.

Every object type requires one program, containing the following:

� The call to the underlying ABAP function and theprovision of parameters in the form of subroutines foreach method defined.

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:RUG 'HILQLWLRQ� Individual read access for each attribute.

This collection of subroutines is then accessed by the functionmodules of the runtime environment to call methods and readattribute values.

The implementation program is partly created automatically by thesystem from the definition information. Some postprocessing isrequired, however.

inheritance Relationship between object types allowing common attributesand methods to be passed on automatically from supertypes tosubtypes.

With inheritance the subtype usually has the same key fields asits supertype but greater functionality.

instance linkage Assignment of a specific receiver instance to a particularcombination of event, object type, and object key.

The instance linkage is entered in the instance linkage table. TheThe instance linkage table is one of the two linkage tables for theevent-receiver linkage (the other table is the type linkage table).

If events are used in SAP Business Workflow (as triggering andterminating events, in wait steps), the entries required in thelinkage tables are made by the workflow system.

interface Collection of attribute, method and event definitions for an objecttype, which are used in a common context.

Object types can support interfaces. This option ensures that theattributes, methods and events in the interface are implementedcorrectly in the object type.

Interfaces are defined in the Business Object Builder.

No practical standard implementation can be specified for abstractinterfaces. With object types that support abstract interfaces, theinherited attributes and methods must be redefined andimplemented.

interface type Combination of attribute, method, and event definitions which areused in a common context.

An object type can support one or more interface types. Theattributes, methods, and events already defined in the interfacetypes are therefore available to the object type with theirinterfaces and are also inherited by the respective sub-types.

If interface types are used, names and interfaces can bestandardized and the definition of attributes, methods, and eventssimplified in the object type definition.

key field Object type component: Field for unique identification of an object.

A key field is defined for an object type in the Business ObjectBuilder.

The identifying key of an object is made up of all the key fields ofthe object type.

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:RUG 'HILQLWLRQlatest end Latest point in time for the processing of a work item to end.

The processing of a work item ends when it assumes either thestatus ORJLFDOO\�GHOHWHG or the status FRPSOHWHG.

latest end Deadline by which the processing of a work item must beterminated.

latest start Deadline by which one of the recipients of a work item must havestarted to process it.

linkage table Table containing the assignment of events to the event receiversinterested in the event.

A distinction needs to be made between type linkage and instancelinkage which are contained in separate tables.

If events are used in SAP Business Workflow (as triggering orterminating events, in wait steps), the entries required in thelinkage tables are made by the workflow system.

loop Repeated processing of steps within the workflow definition.

UNTIL and WHILE are available as loop types.

message recipient forcompletion

User who is informed when a work item or workflow has been fullyprocessed and its status set to FRPSOHWHG .

The notification takes place in the form of an e-mail in therecipient's Business Workplace. The notification text is stored as acompletion text with the task represented by the completed workitem. This basis text can be updated with values from the runtimeenvironment of the work item (attributes of application objectsinvolved).

message recipient formissed deadline

User who is notified if the workflow runtime system discovers amissed deadline.

The notification takes place in the form of a missed deadline workitem in the recipient's Business Workplace. When this work item isexecuted, information about the monitored deadline is displayed.

method Object type component: Operation that can be executed on anobject.

The methods of an object type are specified and implemented inthe Business Object Builder.

Methods usually refer to existing ABAP functions, such asfunction modules, transactions and dialog modules. They arecalled using a standard interface, which is determined basically bythe method ID and the method parameters. The actualimplementation of a method is not externally apparent.

You can specify the following for each method:

� Import parameters (for synchronous and asynchronousmethods)

� A result (only synchronous methods)

� Export parameters (only synchronous methods)

� Exceptions (only synchronous methods)

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:RUG 'HILQLWLRQmethod parameter Mehod parameters are used to exchange information between the

caller of a method and the method. They can be defined for eachmethod as part of the object type definition.

Parameters of a method are values which are either passed to themethod (import parameters) or are returned from the method(export parameters) at runtime.

The interface of the method call is hence determined with thedefinition of the parameters.

A method will rarely, however, have more than one return valuewhich is returned specifically as its result. Parameters aretherefore generally only used as import parameters of the method.

missed deadline workitem

Work item for notifying the message recipients for misseddeadline if the runtime system discovers a missed deadline for awork item.

The notification takes place in the form of a type D work item inthe Business Workplaces of the relevant recipients. The recipientsare specified when the step is defined. The notification text isentered when the task to be monitored is defined.

When a missed deadline work item is executed, the mostimportant information about the monitored work item is displayed.

multiple condition Step type in a workflow definition to process one of more definedbranches of the workflow definition at runtime. This is based oninformation from the context of the workflow or the objectsprocessed. The value of the basis of comparison (expression fromworkflow container) is checked against the comparison valuesdefined.

multistep task Task containing a workflow definition. It describes the formal"framework" (interface, triggering events) for a workflow definition.

Multistep tasks can be split into workflow templates and workflowtasks.

Workflow template Workflow task

Org. object type WS Org. object type WF

Cross-client Client-specific

Any plan version Plan version-specific

No validity period Validity period

node Superordinate term for steps, outcomes, triggering events andoperators in a workflow definition.

notification of completion Notification of the recipient of the completion message.

The notification of completion is sent as a mail document anddisplayed in the Business Workplace of the relevant recipient.Notifications of completion are sent if the following apply:

� The work item is successfully terminated (statusFRPSOHWHG)

� An appropriate recipient is entered in the definition

© SAP AG BC600 13-15

:RUG 'HILQLWLRQThe notification of completion contains the notification text definedfor the task, and a reference to the workflow log or work itemdisplay.

object Any type of related information which can be accessed uniquelyunder an identifying key. Most of this information is generallystored in an ABAP Dictionary table.

Objects are created at runtime and are the specific instances of apreviously defined object type which have been assigned values.

object manager The tools provided for object handling and object type handlingare referred to as a whole as the object manager.

object reference Reference to the data of an object in the Business ObjectRepository. Object data is made available at runtime in an internaltable. The object reference contains a reference to this internaltable.

object status attribute Attribute whose value is an object status (CO statusmanagement).

object type Description of data (objects) in the system created at definitiontime in the Business Object Builder. Examples:

� Documents (invoices, purchase requisitions, jobapplications, and so on)

� Master data (customer, material, vendor, and so on)

� Transaction data (order, quotation, and so on)

Object types are described and implemented by specifying thefollowing components:

� Basic data

� Key fields

� Attributes

� Methods with parameters, result and exceptions

� Events with parameters

� Implementation program

The Business Object Repository provides a full directory of allobject types.

The object type must be defined before its data (objects) can beused in the system.

object type component You define and implement object types by specifying theircomponents in the Business Object Builder. An object type ismade up of the following components:

� Basic data

� Key fields

� Attributes (= object properties)

� Methods (= operations on objects) with parameters,results and exceptions

� Events with parameters

� Implementation in program

© SAP AG BC600 13-16

:RUG 'HILQLWLRQOrganizationalManagement object

Certain Organizational Management objects are important for theintegration of SAP Business Workflow and PD OrganizationalManagement. The objects are identified using a 2-characteridentifier for their object type and an 8-digit number or 12-character name.

The follow object types are used for the organizational plan andfor the specification of agents and responsibilties:

� Organizational unit (O )

� Job (C ), position (S )

� User (US), employee (P )

� Work center (A )

� Role (AC)

Tasks are identifed as follows:

� Standard tasks (TS), customer tasks (T )

� Workflow templates (WS), workflow tasks (WF)

The Organizational Management objects also have anabbreviation (which is not necessarily unique) and a descriptivename.

possible agent User who is organizationally authorized to start a task andexecute the associated work item.

The possible agents are not usually expressed with a full list of alluser names, but with organizational units, positions and jobs. Thepossible agents of a task are specified in the task definition.

Without possible agents a task cannot be executed or started indialog.

priority Criterion for urgency of work items.

The priority of a work item is defined in the step definition. Therecipients of work items with the priority "1" are informedaccordingly with an "express dialog box". The BusinessWorkplace can be configured to sort work items according topriority.

You can change the priority of a work item at runtime in the workitem display.

process control Step type in a workflow definition for performing the followingoperations at runtime:

� Cancel work items of the current workflow

� Set work items of the current workflow to obsolete

� Terminate the workflow

� Cancel the workflow

process time Time during which a work item is being processed. Thecalculation of the process time depends on the type of the workitem.

receiver function module Function module for receiving an event. The receiver functionmodule is provided by the event receiver.

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:RUG 'HILQLWLRQReceiver function modules are available for using events in theSAP Business Workflow environment. These are usually enteredinto the linkage table by the workflow system.

� The receiver function moduleSWW_WI_CREATE_VIA_EVENT is available for usingevents as triggering events.

� The function modulesSWW_WI_COMP_EVENT_RECEIVE andSWW_EI_EVENT_RECEIVE are available for usingevents as terminating events of single-step tasks.

� A template receiver function moduleSWE_CD_TEMPLATE_REC_FB is available in thefunction group SWE_TEMPLATE.

The interface of this function module is standard and predefined.The receiver function module expects the ID of the event, theevent container and the name of the receiver type as inputparameters. Return parameters are not passed by the receiverfunction module.

The receiver function module is called with the above parametersif the event entered in the type linkage table occurs and the checkfunction module (if any) terminates without an exception.

The receiver function module must be marked as RFC-enabled.

receiver instance Instance that is continued or terminated when an event occurs foran object.

The receiver instance is entered in the instance linkage table atruntime by the potential event receiver. When the event managersets up the instance linkage, it writes the receiver instance intothe event container and passes it to the receiver function moduledeclared in the instance linkage table for further processing.

In a workflow, wait steps and activites that reference a single-steptask with a terminating event create an entry in the instancelinkage table. The number of the work item of the wait step oractivity is used as the receiver instance. The system makes theentry.

receiver type Optional input parameter for the receiver function module.

The receiver type is stored in the type linkage table and is enteredby the system. The entry is made at definition time if triggeringevents are defined for tasks. The entry is made at runtime if a waitstep or activity that references a single-step task with aterminating event is executed.

� With triggering events of tasks, the receiver type is the IDof the task to be started.

� With wait steps or terminating events of single-step tasks,the receiver type is "EVENTITEM" or "WORKITEM".

receiver type functionmodule

Function module for dynamic determination of the receiver type.

The receiver type function module is called before the receiverfunction module is called, provided it is entered in the type linkagetable.

© SAP AG BC600 13-18

:RUG 'HILQLWLRQThe event container is evaluated in the receiver type functionmodule, and a receiver type determined from the informationcontained. Usually no receiver type function module is required.

If you think you need your own receiver type function module, thetemplate function module SWE_CD_TEMPLATE_RECTYPE_FBis available in the function group SWE_TEMPLATE.

recipient User who may actually process a work item and hence sees it intheir Business Workplace.

When a single-step task is used in a workflow definition, a user isonly included among the recipients of a work item, if they are apossible agent of the single-step task and a responsible agent ofthe activity.

relational expression Expression as part of a logical comparison

remote worklist User's worklist in a remote R/3 System.

requested end Deadline by which the processing of a work item VKRXOG beterminated.

requested start Earliest point in time at which the work item can be executed.

A dialog work item appears in the Business Workplaces of itsrecipients when the requested start is reached if the work item isalready available for processing.

If the dialog work item is not created until after the requested start,it appears immediately in the Business Workplaces of itsrecipients.

With background work items, execution starts when the requestedstart is reached at the earliest.

responsible agent User assigned locally to a step in the workflow definition.

The system establishes the recipient(s) of a work item from theintersection of responsible and possible agents.

result A specific parameter of a synchronous method for returning theessential result of this method.

The possible values of this result can be defined in a fixed valuedomain or a check table so that they are known in the workflowdefinition and can be taken into account.

A method can only ever have one result, but it can have anynumber of return parameters as well. A method does notnecessarily have to have a result.

role Method of establishing a user at runtime. This user can be usedas a responsible agent or a recipient of certain notifications.

A role can be defined in the following ways:

� Responsibilities

� Organizational data

� User-programmed function to be executed

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:RUG 'HILQLWLRQRoles are assigned in the step definition.

([DPSOH�� Role: "Superior of <user>"

� Role: "MRP controller for <material>"

� Role: "Employee responsible for <customer> from <ordertotal>"

role definition Description of a role. The definition includes the rule for how andaccording to which information (objects, application data) the roleresolution can be carried out.

role resolution Determination of the agents combined in a role.

Role resolution takes place at runtime depending on theinformation from the current process.

The result of role resolution is a list of agents who are responsiblefor the actual processing of the task.

runtime The period of time when a workflow is being executed. Duringruntime no changes can be made to the workflow andplaceholders in texts are replaced with real values.

SAP Business Workflow SAP Business Workflow comprises technologies and tools for theautomatic control and execution of cross-application processes.This primarily involves coordinating

� the persons involved

� the work steps required

� the data that needs to be processed (business objects)

The main aims of SAP Business Workflow are to reducethroughput times and the costs involved in managing businessprocesses, and to increase transparency and quality.

SAPforms R/3 System interface for the integration of electronic forms.

These forms can be used, for example, to execute a work item orstart a workflow offline.

secondary method Method that is executed in addition to the main method in theexecution of a dialog or background work item.

A secondary method is connected to the leading method of thestep, and is generally used to display additional information.

The secondary method can be any object method defined in theBusiness Object Repository.

If the work item is executed several times, (say, for example, theterminating event has not yet occurred), the secondary method isalso executed several times.

single-step task Task described by an object method.

Single-step tasks can be split into standard tasks and customertasks.

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:RUG 'HILQLWLRQStandard task Customer task

Org. object type TS Org. object type T

Cross-client Client-specific

Any plan version Plan version-specific

No validity period Validity period

standard task Single-step task for use in workflow definitions. You can executemethods of business object types in standard tasks.

The following apply to standard tasks:

� Object type TS in Organizational Management

� Cross-client

� Unrestricted validity period

� Any plan version

start Point in time at which the processing of a work item starts.

The processing of a work item starts when the work item firstassumes the status UHVHUYHG or LQ�SURFHVV.

step Elementary module of a workflow definition.

The following types of step exist:

� Activity (= task reference)

� Condition, multiple condition

� Event creator, wait step

� Container operation

� User decision

� Document generation

� Loop

� Fork

� Undefined step

The individual steps are arranged and processed sequentially.Only steps in forks can be executed simultaneously.

Steps within a workflow definition can only be changed or insertedaccording to certain rules, taking into account block orientation.

step definition Part of a workflow definition. The step definition contains all thedata relevant to the step. The scope depends on the step typedefined.

step name Name to label a step in the workflow definition.

substitute profile Collection of a substitute's "rights".

A substitute profile is assigned to a substitute when thesubstitution is set up. A substitute profile includes a number oftask classes. Task classes are assigned to single-step tasksduring definition.

© SAP AG BC600 13-21

:RUG 'HILQLWLRQSubstitute profiles are defined and task classes combined to forma substitute profile in Customizing.

subtype Copy of an object type, which has inherited all the attributes,events and methods. The subtype can be modified and extended.

Subtypes are used to edit or extend object types supplied by SAP.

subworkflow Workflow template or workflow task used in an activity in aworkflow definition.

At runtime the workflow referenced in the activity is executedwhen the step is executed.

supertype Object type from which another object type (subtype) hasinherited all object type components. Changes to the object typecomponents of the supertype only affect the object typecomponents of the subtype if the components have not beenredefined for the subtype.

synchronous method Method that assumes process control for the duration of itsexecution and reports back to the calling component (in this casethe work item manager) after its execution.

Terminating events can be defined for a single-step taskdescribed with a synchronous object method. At runtime, therelevant work item is completed either when the method has beenprocessed or when one of the events occurs.

A synchronous method can return the following data to theworkflow:

� Return parameters

� 2QH result

� Exceptions

table element Multiline element in the workflow container, which can contain alist of values.

A table element can be specified in the activity definition. Theactivity is executed in parallel processing branches as many timesas there are values in the table.

task Goal-oriented business activity description.

The following tasks exist in the workflow context:

� Single-step task (customer task/standard task)

Activity in which an object method is executed on aspecific object.

� Multistep task (workflow task/workflow template)

Activity whose description includes reference to aworkflow definition.

task container Container of a task for storing data from the task environment.

The task container contains the control information in the form ofconstants and object references:

� Information on execution of the object method (objectreference to the object to be processed, current agent ofwork item, and so on)

© SAP AG BC600 13-22

:RUG 'HILQLWLRQ� Information available after processing the method

The task container already contains some defined workflowsystem variables.

You can define other container elements in the task container,which are of interest, for example, for variable replacement inconnection with the notifications.

task group Collection of standard tasks, workflow templates and other taskgroups, which are used in a common context.

You can set up hierarchies of task groups by inserting task groupsinto other task groups.

Task groups can be cross-application. They can include tasksfrom within one application component as well as tasks fromdifferent application components.

task profile List of tasks that are assigned to a particular job, position,organizational unit or user.

An employee's task profile comprises the tasks assigned to thempersonally and the tasks assigned to them indirectly.

Tasks can be assigned indirectly via:

� The position the employee occupies

� The work center that belongs to their position

� The job that describes this position

� The organizational unit to which this position belongs

A user is assigned to the single-step tasks that belong to theirtask profile as a possible agent. A user can start the multisteptasks that belong to their task profile.

technical work itemdisplay

Display showing all information from the environment of a workitem. Work item data can be changed in the technical view.

terminating event Event whose occurrence terminates a single-step task.

If the indicator FRQILUP�HQG�RI�SURFHVVLQJ is set for the single-steptask, the end of processing must be confirmed by a recipient evenafter the event has occurred.

The event is entered as a terminating event of the single-steptask. A single-step task can have several terminating events.

Single-step tasks that refer to an asynchronous method musthave at least one terminating event. Single-step tasks that refer toa synchronous method can have terminating events.

Single-step tasks with terminating events can be terminated asfollows:

� By the event occurring

� By an agent executing the work item and (possibly)setting it to 'Done' (only for single-step tasks that usesynchronous object type methods)

total time Sum of process time and wait time.

© SAP AG BC600 13-23

:RUG 'HILQLWLRQtriggering event Event whose occurrence starts a task or a workflow.

The event must be entered as a triggering event for the task to bestarted, and the event linkage must be activated. A task orworkflow can have several triggering events.

Information from the event creation context can be passed in thebinding from the event container to the task or workflow container.

The event must be defined as an object type component in the%XVLQHVV�2EMHFW�%XLOGHU.

type linkage Assignment of one or several receiver function modules andreceiver types to an event.

To establish the type linkage, the event manager evaluates thetype linkage table. The event receiver with the receiver functionmodule and receiver type are defined in this table. The event isspecified by the object type and event name. In addition to theinstance linkage table, the type linkage table is one of the twoevent receiver linkage tables managed in the system.

If events are used in SAP Business Workflow (as triggering andterminating events, for wait steps), the entries required in thelinkage table are made by the workflow system.

undefined step Step type without functionality which can be inserted as aplaceholder in a workflow definition.

Undefined steps are always followed by an undefined event.Together they form a unit and therefore ensure the consistency ofa workflow definition.

The initial representation of a workflow definition contains anundefined step and an undefined event. Undefined steps can alsobe inserted whenever individual steps are required in a generatedblock but still need to be specified according to particular rules.

UNTIL loop Step type in a workflow definition for processing a sequence ofsteps repeatedly at runtime until the termination condition definedin the loop command occurs.

The system makes the decision about terminating the loop on thebasis of a termination condition created in the condition editor, inconjunction with values contained in the workflow container.

The first check takes place when the loop has been processedonce.

user decision Step type in a workflow definition to take a branch at runtimebased on a decision made by the current user during the currentworkflow.

At runtime the user decision is represented by a dialog work item(type W work item).

view Selection of work items compiled on the basis of an evaluationpath within the organizational plan.

The evaluation path enables navigation from the user logged on(who wants to compile the view) to other employees in theenterprise and to the tasks assigned to them.

© SAP AG BC600 13-24

:RUG 'HILQLWLRQThe user therefore also sees work items in their BusinessWorkplace, to which they are not assigned as possible agent.

virtual attribute Attribute for which a read procedure always has to beimplemented, since no field content in the database correspondsto this attribute. Its value is established by evaluating what may becomplex database contents at runtime.

It generally applies that multiline attributes and attributes thatreference a object with several key fields are to be implementedas virtual attributes.

A virtual attribute can return the value of an ABAP Dictionary fieldor an object reference.

wait step Step type in a workflow definition for waiting for an event atruntime. Processing in this workflow branch is continued after theexpected event has occurred.

At runtime a wait step is represented by a type E work item.

wait step work item Type E work item representing a wait step in a workflow atruntime, which waits for a published event to occur.

wait time Time during which a work item exists but is not yet beingprocessed. The calculation of the wait time depends on the typeof the work item.

WHILE loop Step type in a workflow definition for processing a sequence ofsteps repeatedly at runtime as long as the comparisons defined inthe step definition apply.

To make the decision, the workflow system checks the value of abasis of comparison (= expression from the workflow container)against the defined comparison values.

The first check is made before the loop is processed.

work item Runtime representation of a task or a step in the workflowdefinition.

There are various types of work item.

work item container Runtime representation of the task container of a single-step task.

work item display All information and activities are displayed, which are relevant inthe environment of the work item in question. Very little technicalinformation is displayed.

As an alternative to the standard view of the work item display,which supports the agent in the processing of the current workitem, you can use the technical view of the work item display.

You can change the status or the deadline data of the work itemin the technical view.

work item manager Active unit which provides methods for the work items.

The work item manager has the following functions:

� The work item manager can initiate calling of backgroundprocesses. This is necessary because activities in theworkflow definition can refer to object methods which runin the background.

© SAP AG BC600 13-25

:RUG 'HILQLWLRQ� The work item manager is responsible for deadline

monitoring and initiating appropriate measures(escalation).

� The work item manager makes available the eventinterface. It acts as the receiver of events for tasks whichare terminated by an event and for wait steps.

work item text Text that appears in the Business Workplace to describe the workitem. The work item text is defined with the single-step task.

The work item text can include up to four expressions that refer tothe task container. A text is then displayed at execution time,which incorportaes the current values of the container elements.

work item type There are various types of work item.

The work item type determines the internal processing. The typealso determines which statuses and status transitions are allowed.

Certain work items are displayed to a user in their BusinessWorkplace, depending on the type. Other work items are onlyused and processed internally within the system.

Work items of the following types are displayed in the BusinessWorkplace:

� Dialog work item (type W)Runtime representation of single-step tasks requiring userdialog.

� Missed deadline work item (type D)Work item for notification upon missed deadline.

� Work queue work item (type A)Runtime representation of a work queue.

There are other work item types that can only be seen using theselection report for displaying work items.

work queue List of objects that are to be processed once and together within aspecified period.

The work queue provides a "framework" for the individual entriesto be processed and manages the list of objects to be processed,including their statuses and the tasks to be executed on them.The status of the work queue work item (type A) indicates theprocessing status of the work queue overall.

work queue work item Work item of type A, which represents a work queue at runtime.

Work items of type A are displayed in the Business Workplace.The processing status of the work queue overall can be derivedfrom the status of the work item.

workflow Execution of a multistep task at runtime.

A workflow consists of a sequence of steps, which are processedeither by people or automatically by the system.

The chronological and logical sequence of the steps, linked to theevaluation of conditions, is monitored by the workflow managerand can be controlled flexibly with event-related responsemechanisms.

© SAP AG BC600 13-26

:RUG 'HILQLWLRQFrom a technical point of view, a workflow is represented by aworkflow work item (type F).

Workflow Builder Modeling tool for creating a workflow definition.

You can create and process workflow definitions in the WorkflowBuilder. The workflow definitions created can be tested andactivated. You can include existing single-step tasks and multisteptasks into the workflow definition using the integrated WorkflowExplorer. The workflow container cannot be processed directly.

workflow container The workflow container contains workflow-specific systemvariables and other container elements to be defined explicitly.

The container elements for which the import or export indicator isset form the data interface of the workflow. This interface appliesto all versions of the workflow definition.

Container elements for which no import or export indicators areset are local container elements in the workflow definition. Theyare subject to versioning and are only valid in the versions of theworkflow defintion in which they were defined. They can be usedas indicators or internal counters amongst other things.

workflow definition Technical description of a workflow.

The workflow is defined using the Workflow Builder and thedefinition is always part of a multistep task.

A workflow definition is made up of individual steps and eventswith one step and one or more events making up one unit. Theseunits can be arranged in sequence or in parallel.

workflow definitionversion

Management information about a workflow definition.

Several versions of a workflow definition can be managed for amultistep task within its validity period.

One version of a workflow definition is marked as active. Allmultistep tasks started refer to the version of the workflowdefinition, which was active when they were started.

It is possible to make an older version the active version again.

workflow extension Way of changing an SAP workflow or a partner workflow in certainrespects without creating a copy of the SAP or partner workflow.

At runtime the data of an existing workflow extension is evaluatedfirst.

Workflow InformationSystem

Workflow-specific component of the Logistics Information System(LIS).

workflow log Log for a workflow, which contains all the workflow steps whoseprocessing has been at least started so far.

You can double-click in a workflow log to display work items (andchange them if you have the appropriate authorization).

Any errors during a workflow are displayed in the workflow logand can be analyzed with the help of the error messagesdisplayed.

© SAP AG BC600 13-27

:RUG 'HILQLWLRQYou can go to the following, amongst other things, from theworkflow log:

� Attachments

� Ad hoc objects

� Processed work items

� Subworkflows

� Agents involved

workflow manager Set of programs and functions provided by SAP BusinessWorkflow at runtime for controlling and managing a workflow.

workflow outbox User-specific list of work items for the tasks that were:

� Started by the user in dialog

� Triggered by an event containing the name of the user inthe container element B(YWB2EMHFW in its event container

The workflow outbox is part of the Business Workplace.

workflow resubmissions User-specific list of work items "resubmitted" by this user. Thework items are displayed with their resubmision dates.

workflow systemadministrator

Person responsible for the workflow definition from a technicalpoint of view.

The workflow system administrator can be set globally in theadministration data of the Workflow Builder, or individually foreach workflow definition in its basic data. The maintenance of theglobal workflow system administrator is part of WorkflowCustomizing.

A workflow system administrator is assigned to each workflow atruntime. The entry in the basic data is evaluated for this. Only ifthis is blank is the entry in the administration data evaluated.

The system administrator of a subworkflow is derivedautomatically from the data of the superordinate workflow. Thisalso applies if another system administrator is maintained in thebasic data of the subworkflow.

Neither changes to the basic data or the Customizing settings nororganizational reassignments have any effect on workflows thathave already been started.

The workflow system administrator should be able to repair errorsin workflows. If a workflow that has been started assumes theHUURU status, the workflow system administrator receives a mail intheir Business Workplace inbox. The workflow log can be used toperform analyses and remove errors.

If a workflow fails to start, only the workflow system administratorentered in the Workflow Builder is notified.

Information about the workflow system administrator is availableas an attribute in the workflow container element B:RUNLWHP.

workflow task Multistep task created by a customer to meet their specificrequirements. These tasks contain a workflow definition.

© SAP AG BC600 13-28

:RUG 'HILQLWLRQThe following apply to workflow tasks:

� Organizational object type WF

� Client-specific

� Validity period

� Plan version-specific

workflow template Multistep task with the following properties:

� Organizational object type WS

� Cross-client

� Unrestricted validity period

� Any plan version

Executable workflows are supplied by SAP as workflowtemplates. You can:

� Use them as models for defining your own workflowtemplates

� Configure them making your own agent and deadlineentries

Workflow Wizard Dialog-driven user guide for the definition of workflows in standardsituations.

There are wizards that create sequences of steps within aworkflow definition. These can be found in the Workflow Builder.

Wizards that create a new workflow definition are located in theWorkflow Wizard Explorer. You can, however, also use thesewizards in existing workflow definitions. In this case, a newworkflow definition is not created.

Workflow WizardExplorer

Tool in which all the available Workflow Wizards are listed withtheir short descriptions and documentation. You can start theWorkflow Wizards from the Workflow Wizard Explorer.

The Workflow Wizard Explorer can also be started from theWorkflow Builder.

Workflow WizardRepository

Directory of the Workflow Wizards available.

The Workflow Wizard Repository is for developing new WorkflowWizards. To work with an existing Workflow Wizard, use theWorkflow Wizard Explorer.

workflow work item Type F work item that represents a multistep task at runtime.

There is one workflow work item for every multistep task started.The workflow log and workflow container of this workflow workitem can be accessed:

� For error diagnosis and correction

� If no work items are displayed for information about stepsalready processed (including their current agents, notesand ad hoc objects)

� For reporting processes completed

Workflow work items are not displayed in the BusinessWorkplace, but can be found using the work item selection. If aworkflow task or workflow template is referenced as an activity

© SAP AG BC600 13-29

:RUG 'HILQLWLRQwithin a workflow definition, this step is also represented with aworkflow work item.

worklist List of all work items that are assigned to a specific user at aparticular time. This user is one of the recipients of each workitem.

The worklist is located in the workflow inbox in the BusinessWorkplace.

workload Workload of individual employees, positions, jobs, ororganizational units.

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© SAP AG BC600 13-35

:KLFK�ZRUNIORZ�WHPSODWHV�DUH�DYDLODEOH"Detailed information is available on the Online Documentation CD as well as in the OnlineHelp. The Templates listed here are internationally available templates. There are othertemplates available for specific countries only.

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&$��&URVV�$SSOLFDWLRQ�&RPSRQHQWV• Processing Document Info Records (CA-DMS)

• Message Control (CA-GTF-BS)

• EDI Status Record Processing (CA-EDI)

• ALE Error handling on incoming Idocs

),��)LQDQFHWorkflow Scenarios in Finance (FI)

• Parked Documents

• Payment Release

• Financial Calendar

Workflow Scenarios in Asset Management (FI-AA)

• Bulk Changes to Master Data

• Mass Retirement

• Processing Incomplete Assets

• Triggering a Workflow From a Validation (FI-SL)

/2��/RJLVWLFV• Changes with Reference to an Engineering Change Request or Engineering Change

Order (LO-ECH)

• Logistics Information System: Trigger Workflow from an Exception in the EarlyWarning System (LO-LIS)

00��0DWHULDOV�0DQDJHPHQW• Releasing a Purchase Requisition (MM-PUR-REQ)

40��4XDOLW\�0DQDJHPHQW• Quality Notification (QM-QN)

• Quality Inspection (QM-IM)

© SAP AG BC600 13-36

30��3ODQW�0DLQWHQDQFH• Maintenance Order Management (PM-WOC-MN)

• Purchase Order Change (PM-WOC-MO)

• Service Management (PM-SMA)

36��3URMHFW�6\VWHP• Workflow in the Project System (PS-EXE-WFL)

3$��3HUVRQQHO�$GPLQLVWUDWLRQ• Recruitment (PA-APP)

• Personnel Administration (PA-PAD)

• Process Absence Approval (PA-TIM-REC)

• Automatic Generation of Documents for HR Applications Using SAP BusinessWorkflow

%&��%DVLV• Demo Example: Processing a Notification of Absence (BC-BEW-WFM)

• Example: Processing a Notification of Absence using SAPforms (BC-BEW-WFMForm)

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),�±�)LQDQFLDO��7UDYHO�([SHQVHV�• Trip request approval (FI-TV)

• Trip Reimbursement approval (FI-TV)

00��0DWHULDOV�0DQDJHPHQW• Releasing a whole Purchase Requisition

• Releasing a Purchase Order

• Releasing a Quotation

• Releasing a Contract

• Releasing a Scheduling Agreement

• Settlement of Agreements in Purchasing

• Release of locked Vendor Data

© SAP AG BC600 13-37

3$��3HUVRQQHO�$GPLQLVWUDWLRQ• Process Absence Approval (using SAPforms)

• Raise of Salary (using SAPforms)

5HWDLO• Currency Conversion (LO-MD)


3'�±�3HUVRQQHO�'HYHORSPHQW��7UDLQLQJ�DQG�(YHQWV�• Business Event Lifecycle (PE)

+5�±�+XPDQ�5HVRXUFH��(66�6FHQDULRV�• Notification change of address (HR-CA)

• ESS Activities after Hire (HR-CA)

• ESS Activities after Leaving (HR-CA)

+5�±�+XPDQ�5HVRXUFH��0DQDJHUV�:RUNEHQFK�• Notification/Approval for New Positions (HR-CA)

• Approval of Organizational Change (HR-CA)

6'�±�6DOHV• Dealing with Credits (SD-SLS-OA)

• Change of Group Contracts (SD-SLS-OA)

7UHDVXU\• Approval of Investments

5HWDLO• Release of Locked Deliverer Data (LO-MD-BP)

5HDO�HVWDWH• Management of Rental Units

© SAP AG BC600 13-38

%DVLV• Customer Record approval via WEB


3$�±�3HUVRQQHO�$GPLQLVWUDWLRQ• Salary & Bonus Approval (PA-CN)

3'�±�3HUVRQQHO�'HYHORSPHQW��7UDLQLQJ�DQG�(YHQWV�• Qualification Planning (PE)