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Training Training Content: Content: Sap workflow introduction Sap workflow introduction Automatic workflow customizing Automatic workflow customizing Creation of business objects Creation of business objects Creation of events Creation of events Creation of tasks Creation of tasks Integration of organizational Integration of organizational management management

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Page 1: Sap Workflow Training[1][1]

Sap Workflow TrainingSap Workflow TrainingContent:Content:

Sap workflow introductionSap workflow introduction

Automatic workflow customizingAutomatic workflow customizing

Creation of business objectsCreation of business objects

Creation of eventsCreation of events

Creation of tasksCreation of tasks

Integration of organizational managementIntegration of organizational management

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Sap Workflow TrainingSap Workflow TrainingWorkflow Execution: SAP Business Workflow Workflow Execution: SAP Business Workflow Runtime System Runtime System

Central Access Point for a User: Integrated Inbox Central Access Point for a User: Integrated Inbox

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Sap business workflow introductionSap business workflow introduction

SAP Workflow is a tool to automate complex business processes where SAP Workflow is a tool to automate complex business processes where there is more than one user involved. SAP workflow maps the position in there is more than one user involved. SAP workflow maps the position in organization because SAP believes that Positions are more stable than the organization because SAP believes that Positions are more stable than the people.people.

SAP Workflow is a process tool that is designed to facilitate and automate SAP Workflow is a process tool that is designed to facilitate and automate business processes involving the tasks sequence performed by the users business processes involving the tasks sequence performed by the users (people in the workplace) and ensure that the right work is assigned in the (people in the workplace) and ensure that the right work is assigned in the right sequence at the right time to the right person in the workflow.right sequence at the right time to the right person in the workflow.

The SAP workflow can be linked to other software tools such as Microsoft The SAP workflow can be linked to other software tools such as Microsoft Outlook or Lotus Notes. Using SAP Workflow, each step of a business Outlook or Lotus Notes. Using SAP Workflow, each step of a business transaction can be easily monitored throughout the initiation and completion transaction can be easily monitored throughout the initiation and completion of the business processes.of the business processes.

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Sap business workflow introductionSap business workflow introduction

SAP Business Workflow is the R/3 tool for handling the process SAP Business Workflow is the R/3 tool for handling the process automation within R/3 or between R/3 systems and other systems automation within R/3 or between R/3 systems and other systems involved in the business process. It is flexible enough to handle ad hoc involved in the business process. It is flexible enough to handle ad hoc processes such as the circulation of an electronic document.processes such as the circulation of an electronic document.

Using SAP Workflow, each step of a business transaction can be easily Using SAP Workflow, each step of a business transaction can be easily monitored throughout the initiation and completion of the business monitored throughout the initiation and completion of the business processes. The SAP Workflow enables the process owners to track processes. The SAP Workflow enables the process owners to track deadlines, determine the workload as well as provide statistics on the deadlines, determine the workload as well as provide statistics on the length of time to complete work processes.length of time to complete work processes.

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Sap business workflow introductionSap business workflow introduction

When do I need workflow?When do I need workflow?

It is particularly beneficial:It is particularly beneficial:

when different people are involved in different parts of the process.when different people are involved in different parts of the process.

when a process only occurs periodically and the users need to be when a process only occurs periodically and the users need to be reminded of what they need to do.reminded of what they need to do.

when the duration of the process is critical and deadlines have to be met.when the duration of the process is critical and deadlines have to be met.

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Sap business workflow introductionSap business workflow introduction

How does it work? How does it work?

When the workflow runs it creates work items which are like e-mails, When the workflow runs it creates work items which are like e-mails, butbut

they have the advantage that they contain the intelligence needed to they have the advantage that they contain the intelligence needed to execute the relevant task with the correct data when the operational execute the relevant task with the correct data when the operational user executes them,user executes them,

they provide their own functionality so that the operational user has they provide their own functionality so that the operational user has access to everything that is useful to improve the flow of the process,access to everything that is useful to improve the flow of the process,

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Sap business workflow introductionSap business workflow introduction

How does it work?How does it work?

they disappear on their own when they have been executed by they disappear on their own when they have been executed by someone else or made obsolete.someone else or made obsolete.

These work items can be received in the R/3 business workplace, MS These work items can be received in the R/3 business workplace, MS Outlook© (or any other MAPI compatible client), Lotus Notes, or work Outlook© (or any other MAPI compatible client), Lotus Notes, or work item notifications can be distributed by e-mailitem notifications can be distributed by e-mail

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Sap business workflow introductionSap business workflow introductionAdvantages of sap business workflow:Advantages of sap business workflow:

combines integrated organizational management with flexible combines integrated organizational management with flexible assignment of tasks and responsibilities to locations, positions, jobs, assignment of tasks and responsibilities to locations, positions, jobs, groups, or individuals, groups, or individuals,

actively supports a quick implementation of workflow technologies actively supports a quick implementation of workflow technologies through predefined workflow templates, Workflow Wizards and flexible through predefined workflow templates, Workflow Wizards and flexible adjustment options, adjustment options,

interfaces to other mail clients such as Lotus Notes and MS Outlookinterfaces to other mail clients such as Lotus Notes and MS Outlook

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Automatic workflow customizingAutomatic workflow customizing

Automatic Customizing covers all the activities that concern the technical basic settings.

The following standard settings are amongst those made:

Configuring a client-specific RFC destination

Maintaining a workflow system administrator

Scheduling all background jobs for the workflow system

Setting an active plan version

Classifying SAP tasks and SAP workflows as general tasks

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Automatic workflow customizingAutomatic workflow customizingPath: ABAP Workbench->Development->SAP Business Workflow

->Utilities->Automatic Workflow Customizing-code: SWU3

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Automatic workflow customizingAutomatic workflow customizing

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Automatic workflow customizingAutomatic workflow customizing

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Creation of business objectsCreation of business objects

The business object types are identified and described with their object methods in the Business Object Repository (BOR) of the R/3 System.

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Creation of business objectsCreation of business objects

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Creation of business objectsCreation of business objects

Object Type:

It’s a data with which you want to work in a workflow (e.g. Material, Customer) Objects are created at runtime and are specific instances of defined object types. Many object types are delivered by SAP.

the customer can create new object types or extend SAP objects by creating subtypes (child objects).

New customer objects or subtypes may be desired if the delivered SAP object does not contain all the characteristics (attributes) or processing options (methods) desired.

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Creation of business objectsCreation of business objects

Hands On An Existing Object Type

Transaction Code: SWO1 for Object type:

a) New Custom Business Object

b) Enhancement of existing BO (Delegation Required)

Internal technical key of a business object in the Business Object Repository (BOR).

Business objects are identified in the BOR by object type (for example BUS2000270) and a descriptive English name (for example CRM Grantor application). Both identifiers must be unique across all object types.

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Creation of business objectsCreation of business objects

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Creation of business objectsCreation of business objects

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Creation of business objectsCreation of business objects

Interfaces:

Interfaces are a combination of attributes, methods, and events to be used in common among multiple object types.

The purpose of interfaces is to define common functionality in one object type, and to assign that common functionality via an interface to multiple object types across the Business Object Repository.

This avoids redundancy of data and functionality definition.

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Creation of business objectsCreation of business objects

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Creation of business objectsCreation of business objects

Key Fields: Key fields are designed to uniquely identify the object type.

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Creation of business objectsCreation of business objects

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Creation of business objectsCreation of business objects

Attributes:

Carries the properties for the key field. It provides access to data.

The majority of attributes are data-dictionary fields (for example, the current user status attribute is defined by CRMT_STATUS_INFO-USER_STAT). When you access an attribute of an object, you execute a SQL statement that retrieves the corresponding field in the database.

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Creation of Sub objects typeCreation of Sub objects type

A subtype of an object is another object whose creation is based upon a parent object (see the preceding manager/employee example).

The subtype maintains references to all the attributes and methods of its parent object. This means that any methods and attributes defined on the parent can be executed and accessed on the child object

If a subtype object were merely a copy of its parent, then all the code contained within the parent would be physically copied to the child. This is not the case.

The subtype simply maintains references to its parents methods and attributes. The real difference is that the subtype lets you redefine these methods and attributes.

You can easily add your own business rules to the parent methods by redefining the subtypes method. In the following example, I will show why this distinction is so important.

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Creation of sub object typeCreation of sub object typeCreate sub business object type:

Path: ABAP Workbench ->Development->Business Object Builder T-code: SWO1.

Enter standard business object name for which you need to create sub type.

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Creation of sub object typeCreation of sub object type

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Creation of sub object typeCreation of sub object typeDelegation:

Now that you have implemented a new zrmsfmwfgetdetails method, you need to tell the SAP system to use the defined version of zrmsfmwfgetdetails and not the version that was delivered on the bus2000270 object. This is similar to object-oriented inheritance but the two concepts do have fundamental differences.

This delegation is powerful because it lets you implement your own business logic without modifying any SAP code. As long as the objects are properly delegated, your method will be executed.

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Creation of sub object typeCreation of sub object type

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Creation of sub object typeCreation of sub object type

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Creation of business objectsCreation of business objects

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Creation of business objectsCreation of business objects

Methods:

the methods of an object represent the actions you take with objects attributes..

Methods usually refer to existing ABAP functions, such as function modules, transactions and dialog modules.

They are called using a standard interface, which is determined basically by the method ID and the method parameters. The actual implementation of a method is not externally apparent.

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Creation of business objectsCreation of business objects

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Creation of methodsCreation of methods

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Creation of methodsCreation of methods

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Creation of methodsCreation of methods

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Creation of methodsCreation of methods

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Creation of methodsCreation of methods

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Creation of methodsCreation of methods

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Creation of methodsCreation of methods

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Creation of methodsCreation of methods

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Creation of methodsCreation of methods

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Creation of eventsCreation of events

Events An event may start, terminate or continue tasks and workflows. The list of possible events is defined with the relevant object type in the Business Object Builder. This list can be extended according to customer requirements using the delegation concept. The actual creation of the events added must be catered for. Each event carries information from its creation context in its event container. This information is available to the receiver of the event and can be used for event-driven control and communication mechanisms..

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Creation of eventsCreation of events

Types of event creation method:

•Creation of Events Upon Status Changes

•Creation of Events When Change Documents are Written

•Creation of Events via Message Control

•Creation of Events Upon LIS Exceptions

•Creation of Events via Business Transaction Events 

•Creation of Events by Calling a Function Module •Creation of Events by Using ABAP Classes

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Creation of eventsCreation of events

Creation of Events Upon Status Changes:

Event creation can be connected to changes in system status or user status without modifying an existing application.

A status is an indicator that can have only the states set (active) or not set (not active). Statuses that can have more than these two states are not supported.

These statuses can be set by the system (system status) and by the user (user status). System statuses are indicators that are only set by the system. Their purpose is to document the current state of an object from the system viewpoint.

User statuses are indicators defined by the user, which document the processing state of the object from the viewpoint of the user.

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Creation of events Upon Status ChangeCreation of events Upon Status Change

Choose Tools → Business Workflow → Development → Definition Tools → Events → Event Creation → Status Management. Alternately, you can go to transaction BSVW.

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Creation of events Upon Status ChangeCreation of events Upon Status Change

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Creation of events Upon Status ChangeCreation of events Upon Status Change

Enter a status object type in the field StatusOT and the object type whose status change is to be indicated by the event created in the field BusinessOT. Enter the ID of the event to be created in the field Event. For ex-As an event is to be triggered for a change in the status of a grantor application, then status object type should be chosen as GRH and the object type has been created with BUS2000270 (Grant application). zuser_status_e0018 (dept pending check) as triggering event for dept level workflow.

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Creation of events Upon Status ChangeCreation of events Upon Status Change

Then select the row and click on “Status Restrictions”. Click on new entries and add the statuses with which the event needs to be linked. For ex- If the statuses E0018 (Dept pending check) are to be linked, then these are added to system statuses. Afterwards, save the entries.

Thus, if any grant application are saved with status E0018, the event ZUSER_STATUS_E0018 would be triggered. Thus this event can now be used as the triggering event of a workflow or a task as usual.

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Creation of events Upon Status ChangeCreation of events Upon Status Change

If you got this error message "No key information available for status object GRH". Then go to SM30 enter view name BSVWVCOUP6

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Creation of eventsCreation of eventsEvaluation and Maintenance of Type Linkages 

The type linkage describes the assignment of a receiver function module and a receiver type to a particular combination of object type and event.

A type linkage must be created if the system is always to react to an event of a particular object type. The type linkages are evaluated at runtime by the event manager. The event

receiver should define a type linkage using a function module provided.

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Creation of eventsCreation of eventsIf you enter an event as a triggering event of a workflow, for example, the following

entries are made automatically:Object type and event IDWorkflow to be started as receiver type

Function module SWW_WI_CREATE_VIA_EVENT_IBF as receiver function module

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Creation of eventsCreation of events

Evaluation and Maintenance of Instance Linkages

The instance linkage describes the assignment of a receiver instance to a particular combination of object type, object key and event.

This linkage defined by the receiver instance itself using a function module provided.An instance linkage is always defined at event receiver runtime.

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Creation of eventsCreation of events

The general part of the instance linkage is the same as a type linkage that uses the entry WORKITEM or EVENTITEM as receiver type. There can be several instance linkages for one type linkage of this kind.

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Creation of events using change documentCreation of events using change document

Change Documents

Many business objects are changed frequently, and these changes are logged into change documents to make the changes traceable. Change documents can be created for changes already made as well as for planned changes. The creation of an event can be connected to the writing of these change documents, thus connecting them to triggering of workflows.

The assignment between a change document object and a business object type/event must be maintained in a system table. The system then creates the event whenever a change document is written for the change document object. The change document is written when the change is updated.

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Creation of events using change documentCreation of events using change documentPath: ABAP Workbench ->Development->SAP Business Workflow->Definition tools

->Events->Event creation->Change documents-> OverviewT-code: SCDO

Select create button

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Creation of events using change documentCreation of events using change document

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Creation of events using change documentCreation of events using change documentTo maintain assignment between a particular change document and an event, go to transaction SWEC. Alternately, you can go to Tools → Business Workflow → Development → Definition Tools → Events → Event Creation → Change Documents → Linkage .

Click on New Entries and add a new record linking the change document to the required event. It is to be remembered that the business object type to which the event belongs and the change documents must have the same key fields.

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Creation of events using change documentCreation of events using change documentFinally, before a change document object can be used for event creation, certain settings must be made. This information is required, for example, for correct assignment between change document object and object type. To maintain the workflow-relevant settings of change documents, choose Tools → Business Workflow → Development → Definition tools → Events → Event creation → Change documents → Define workflow properties. Alternately, you could go to transaction SWED.

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Creation of events usingCreation of events using Business Transaction Business Transaction

Business Transaction Events: G/L accounting and accounts receivable/payable accounting provide publish and subscribe interfaces, which inform other application components or external interested parties (partners, customers) that particular events (such as document entered) have taken place in financial accounting. The data this creates can be used by the interested parties for their own subsequent processing. But no data can be returned to G/L accounting or accounts receivable/payable accounting. SAP Business Workflow uses this interface to create events of object types defined in the Business Object Repository from its events. These events can be used as triggering events of a workflow. Let us look at a simple scenario of configuring Business Transaction Events: Go to Financial Accounting → Financial Accounting Global Settings → Business Transaction Events.

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Creation of events usingCreation of events using Business Transaction Business Transaction

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Creation of events usingCreation of events using Business Transaction Business TransactionExecute and go to Environment → Infosystem (Processes).

Execute the transaction with the default values.

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Creation of events usingCreation of events using Business Transaction Business TransactionFind the correct interface for updating the document.

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Creation of events usingCreation of events using Business Transaction Business Transaction

Place the cursor on the key 00001120 and click on Sample Function Module This navigates you to SE37 (Function Builder). Copy the function module (SAMPLE_PROCESS_00001120) for coding.

Inside the created function module ZSAMPLE_PROCESS_00001120, you can call the function module SWE_EVENT_CREATE to trigger any event which has been added as the triggering element for a workflow or a task.

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Creation of events using Business TransactionCreation of events using Business TransactionReturn to the main screen for Business Transaction Events. In order to assign the function module to an event, create a product as shown.

Add a New entry as shown. Ensure that the Active check box is checked, otherwise the BTE won’t trigger. Save and return to the main menu.

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Creation of events using change documentCreation of events using change document

Add a new entry as shown for 00001120 and save it.

Now, that the configuration steps are completed, if a new document is created through transaction FB01, the triggering event for the workflow will be created along with it.

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Creation of events Upon LIS ExceptionCreation of events Upon LIS ExceptionCreation of Events Upon LIS Exceptions

The Early Warning System uses the key figures of the Logistics Information System (LIS). The Early Warning System enables you to select and check weak points within Logistics. The Early Warning System enables you to search for exceptional situations,

thus helping you to recognize and rectify potential problems at an early stage.

You define the exceptional situation as Exception within the Early Warning System. An exception consists of the specification of characteristics and/or characteristic values (such as vendor, material) and conditions. Conditions can be created as threshold

values (such as materials/vendors with an order value greater than €5000), as trends (such as a positive trend in the order value) or as planned/actual comparisons.

For more information on the LIS and the Early Warning System choose Logistics ->Logistics (General) ->Logistics Information System -> Early Warning System:

Overview.

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Creation of events by calling function moduleCreation of events by calling function moduleCreation of Events by Calling a Function Module

You can create events from application or system programs by calling one of the relevant function modules SWE_EVENT_CREATE or

SAP_WAPI_CREATE_EVENT .

For the following special cases, there are other function modules, which actually use the functionality of the above function module internally:

SWE_EVENT_CREATE_IN_UPD_TASK This function module makes it possible to create events in an update task. In

contrast to the function module SWE_EVENT_CREATE , it can be called with the addition of IN UPDATE TASK .

SWE_EVENT_CREATE_FOR_UPD_TASKThe event is created in the update task.

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Creation of Events by Using ABAP ClassesCreation of Events by Using ABAP Classes The triggering of events described here relates to events that are processed by the event manager. These events must be triggered by the ABAP class CL_SWF_EVT_EVENT.

If an event is triggered by the following ABAP objects command, this has no significance for the event manager:RAISE EVENT <evt> EXPORTING... <ei> = <f i>...However, in the event handler method the event can be triggered for the event manager by using the ABAP class CL_SWF_EVT_EVENT. See also:     ABAP Objects -> Triggering and Handling Events.

There are implementation examples in the CL_SWF_FORMABSENCdemo class. To trigger the event, use a static method (method: DELETE of the demo class) or an instance method (method: UPDATE of the demo class).

For a description of the internal processing, see Creation of Events by Calling a Function Module. The ABAP class CL_SWF_EVT_EVENT has two methods, RAISE and RAISE_IN_UPDATE_TASK, which behave in the same way as the function modules SWE_EVENT_CREATE and SWE_EVENT_CREATE_FOR_UPD_TASK.

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Event SimulationEvent Simulation The creation of an event is simulated and the result specifies which tasks and workflows would be started as receivers of this event.

The result of the test also shows whether errors were diagnosed in connection with the simulated start of the task, which may result in the task or workflow not being started.

The respective error causes are designated with a letter. The legend can be consulted for an short explanation of the error causes. The most common error causes are:

•There is no workflow definition for the workflow to be started (error cause a). •The workflow is not activated (error causes b, c).

•The type linkage between the triggering event and the task or workflow has not been activated (error cause e).

The binding definition from the event container to the workflow or task container has errors (error causes h, i). The task or workflow may nevertheless be started but will

probably not be processed as expected.

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Event SimulationEvent Simulation

Path: ABAP Workbench->Development->SAP Business Workflow-> Utilities-> Events-> Simulate event

T-code: SWU0

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Event Trace Event Trace  All events created correctly are logged in the event trace irrespective of whether

potential receivers exist. If a receiver is entered in the event trace, it does not necessarily mean that this

receiver was called successfully.

Event TracePath: ABAP Workbench->Development->SAP Business Workflow-> Utilities-> Events-> Event Trace-> Switch Event Trace On/Off

T-code: SWELS

Event data:Triggering object type,

triggering object Event ID,

Triggering program, Trigger date and time.

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Display Event Trace Display Event Trace 

Path: ABAP Workbench->Development->SAP Business Workflow-> Utilities-> Events-> Event Trace-> Display Event Trace

T-code: SWEL

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Creation of tasksCreation of tasks

Tasks are the central element in the workflow system. Tasks are used to describe a business process. These tasks may require a single step

(single-step task) to be executed or several, possibly parallel, steps (multistep task)

Customer tasks are client-dependent and have a period of validity. They are therefore integrated in organizational management with its planning and time

limitation options. Standard tasks are client-independent and are defined without a period of validity

Standard task (single-step task, task type TS) Customer task (single-step task, task type T )

Workflow template (multistep task, task type WS) Workflow task (multistep task, task type WS)

Task group (task type TG)

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Creation of standard taskCreation of standard task

The workflow system automatically makes proposals for the following binding definitions:

Binding definition from workflow container to task container Binding definition from task container to workflow container

Binding definition from task container to method container Binding definition from method container to task container

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Creation of standard taskCreation of standard task

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Creation of sub object typeCreation of sub object type

Task container is used to process the container elements. Each task container already contains the workflow system elements and any additional elements for the method parameters of the referenced object method.

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Creation of sub object typeCreation of sub object type

You can define bindings from the task container to the following containers:Workflow container

Role container Method container

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Creation of standard taskCreation of standard task

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Creation of standard taskCreation of standard task

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Workflow builder Workflow builder

The Workflow Builder provides a graphical view of the workflow definition. The alphanumeric workflow editor provides a textual view of the workflow definition in a tree display, as an alternative to the Workflow Builder.

Steps used to create workflow:•Activity•User decision•Condition•Multiple condition•Event for event•Fork•Loop •Wait for condition•Container operation

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ActivityActivity

Execution of a task. This task can be a single-step task or a multistep task.

The system inserts a step of the type Activity into the workflow definition. To ensure the consistency of the workflow definition, all active outcomes are inserted with the actual step. For each outcome, the system adds a branch in the workflow definition and puts an undefined step into this branch. To ensure the consistency of the block

structure, all branches created are brought together before the next step of the workflow definition.

At runtime, an activity is represented with a work item of one of the following types: Dialog work item if the activity references a single-step task with dialog.

Background work item if the activity references a single-step task processed by the system without dialog.

Workflow work item if the activity represents a multistep task.

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Activity Activity

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Activity Activity

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User Decision User Decision

In a user decision, the recipients receive the task description together with the possible decision options during execution. You can use a user decision in the

following situations:Only one of several possible alternatives can be processed in the workflow from a

business point of view at execution time.A decision about the progression of the workflow must be made in dialog with a user.An instruction (= user decision with only one decision option) is required to continue

the workflow.For approval and release steps, possibly in connection with a secondary method

(the latter is possible without the application having to cater for these functions).

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User Decision User Decision

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