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SAPERION Workflow Version 7.1

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Table of Contents

1 Workflow Introduction ........................................................................................ 1

1.1 Adhoc Workflow .................................................................................................. 1

1.1.1 Characteristics of the Adhoc Workflow .......................................................... 2

1.1.2 Configuration in the Adhoc Workflow Definition ........................................... 2

1.1.3 Configuration of Escalation ............................................................................ 3

2 Administration .................................................................................................... 3

2.1 Workflow Tasks .................................................................................................... 3

2.1.1 The "Workflow Escalations" Task ................................................................... 3

2.1.2 The "Workflow Reminder" Task ...................................................................... 4

2.2 "Workflow" Module ............................................................................................. 5

2.2.1 Workflow Processor ......................................................................................... 6

2.2.2 Definitions ....................................................................................................... 7

2.2.3 Server Processes ............................................................................................. 8

2.2.4 System Log ..................................................................................................... 8

2.2.5 User Interface .................................................................................................. 9

2.2.6 Process Log ..................................................................................................... 9

2.2.7 Not Present ..................................................................................................... 10

2.2.8 Substitution ..................................................................................................... 10

2.2.9 Workflow Inbox ................................................................................................ 10

2.2.10 Workflow Status Colors ................................................................................... 11

2.3 Monitoring Workflow in the Applications Server Branch .................................. 11

2.3.1 "Action" Column ............................................................................................. 12

2.4 Configuring the User Administration ................................................................. 12

2.4.1 Setup Options for Users ................................................................................. 13

Substitute ....................................................................................................... 15

Configuration for Users in Several Organizational Units ............................ 15

2.4.2 Setup Options for Groups .............................................................................. 16

2.4.3 Unauthorized Receiver of a Business Case ................................................... 17

2.5 Setup of Organizational Structure ..................................................................... 17

2.5.1 Reorganization of an Organizational Structure ............................................. 18

Creation of Organizational Units ................................................................. 18

Creating Organization Roles ......................................................................... 19

Assignment of the Organization Roles in the Company Structure ............. 20

Assigning Users within the Company Structure .......................................... 20

2.6 Setting Up Workflow Scenarios .......................................................................... 20

2.6.1 Adjusting the Database Definition (DDC) ..................................................... 20

2.6.2 Adjusting the Query Form .............................................................................. 22

2.7 Setting Up Business Case Starts ........................................................................ 22

2.7.1 Starting a Business Case Automatically when Archiving .............................. 22

2.7.2 Limiting Process Choice ................................................................................ 23

2.7.3 Denying the Manual Start of Business Cases ................................................ 24

2.8 Adjusting the Workflow Inbox ............................................................................ 24

2.8.1 Updating the Inbox Automatically .................................................................. 25

2.8.2 Adjusting the Workflow Folder ....................................................................... 25

Updating the Folder ...................................................................................... 26

2.8.3 De-/ Activating Task Folder ........................................................................... 26

2.8.4 Localization ...................................................................................................... 27

Multiple Languages ....................................................................................... 27

Naming the Workflow Folder ....................................................................... 28

2.8.5 Adjusting the Result List ................................................................................ 28

2.9 Activating and Configuring the Workflow Log ................................................... 28

2.9.1 The PDFDOCVECTOR Log Table ................................................................... 29

2.10 Cleaning Up the XDFDOCVECTOR Business Case Table ................................. 29

3 Workflow Process Design ................................................................................... 30

3.1 The ProcessDesigner .......................................................................................... 30

3.1.1 The Tools of the ProcessDesigner .................................................................. 31

[File] Button ................................................................................................... 31

Ribbon ............................................................................................................ 32

Properties ....................................................................................................... 33

Debug Window .............................................................................................. 34

3.2 The Process Definition ....................................................................................... 34

3.2.1 Versioning a Process Definition ..................................................................... 34

3.2.2 Saving Old Versions ........................................................................................ 35

3.3 Objects ................................................................................................................. 35

3.3.1 Events ............................................................................................................... 36

3.3.2 Gateways .......................................................................................................... 36

Hints regarding Usage of Gateways ............................................................ 36

3.3.3 Tasks ................................................................................................................. 37

3.3.4 Subprocess ...................................................................................................... 37

3.3.5 Sequence Flow ................................................................................................. 38

3.3.6 Artifacts ............................................................................................................ 38

3.4 Creating an Object .............................................................................................. 38

3.4.1 Workflow User Task ......................................................................................... 39

"Receiver Selection" Area ............................................................................. 40

"Receiver Options" Area ............................................................................... 43

"Selectable" Area ........................................................................................... 43

"Role-Group Member Options" Area ........................................................... 44

3.4.2 Script Task ....................................................................................................... 44

3.4.3 Subprocess ...................................................................................................... 45

3.5 Object Properties ................................................................................................ 46

3.5.1 Diagram Properties ......................................................................................... 46

3.5.2 Element Properties .......................................................................................... 47

Task Type ........................................................................................................ 47

Characteristic ................................................................................................. 47

Task Description ............................................................................................ 47

History Entry .................................................................................................. 47

Receiver .......................................................................................................... 48

Communication Medium .............................................................................. 48

Escalation Levels ........................................................................................... 51

Responsible .................................................................................................... 51

Majority Check ............................................................................................... 51

Insert Template .............................................................................................. 52

Receiver becomes Owner ............................................................................. 52

Memorize Receiver ........................................................................................ 52

Estimated Working Time [min] ..................................................................... 52

Index Forms ................................................................................................... 53

Document Access ......................................................................................... 53

Field-Mapping: Document -> Task ............................................................... 54

Field-Mapping: Task -> Document ............................................................... 55

Context Menu ................................................................................................ 56

Events ............................................................................................................. 57

3.5.3 Properties of Automatic Activities .................................................................. 59

Start Activity .................................................................................................. 59

End Activities ................................................................................................. 60

Macro Activity ................................................................................................ 60

3.6 Sequence Flows ................................................................................................... 60

3.6.1 Conditional Flow ............................................................................................. 60

3.6.2 Default Flow .................................................................................................... 61

3.6.3 Manual Flow .................................................................................................... 61

3.6.4 Timer Sequence Flow (interrupting) .............................................................. 61

3.6.5 Timer Sequence Flow (non interrupting) ...................................................... 62

3.6.6 Error Sequence Flow (interrupting) ............................................................... 62

3.7 Creating a Sequence Flow .................................................................................. 62

3.8 Sequence Flows Properties ................................................................................. 63

3.8.1 Diagram Properties ......................................................................................... 63

3.8.2 Sequence Flow Properties .............................................................................. 64

3.9 Owner of a Business Case Activity .................................................................... 65

3.10 Escalation ............................................................................................................. 66

3.10.1 Creating an Escalation Level ........................................................................... 66

3.10.2 Escalation Types .............................................................................................. 67

3.10.3 Receiver Selection for an Escalation .............................................................. 68

3.11 Macros ................................................................................................................. 70

3.11.1 Overview of Macro Process ............................................................................ 70

3.11.2 Macros in Processes ....................................................................................... 71

OnExit/ OnEntry/ OnAction on the Workflow Server .................................. 71

OnExit on the Client ..................................................................................... 71

3.11.3 "Document.DocflowAction" ............................................................................ 71

3.11.4 Macros on the Server ..................................................................................... 72

3.11.5 Macros on the Client ...................................................................................... 73

4 Workflow API ....................................................................................................... 73

4.1 Methods ............................................................................................................... 73

4.1.1 "WFRequest" Method ..................................................................................... 73

Function Description of Workflow Actions .................................................. 74

4.1.2 "SelectUser" Method ...................................................................................... 78

4.1.3 "WfGetInstances" Method ............................................................................ 78

4.1.4 "WfGetParent" Method ................................................................................... 79

4.1.5 "WfGetChildren" Method .............................................................................. 79

4.1.6 "WfGetMainInstance" Method ...................................................................... 80

4.1.7 "WfGetTokenId" Method ............................................................................... 80

4.2 Status Information after an "Escalation Event" ................................................. 81

4.3 Starting Business Cases by Task ........................................................................ 82

4.4 Notes for the API Use ....................................................................................... 83

4.4.1 Combining the "Pause" and "End" Workflow Actions ................................... 83

4.4.2 Refresh the Results List after a Workflow Action ......................................... 83

4.4.3 Workflow Action from a Form ........................................................................ 83

4.4.4 Setting Business Case Values in the Start Activity using OnAction Macro or

Mapping ...........................................................................................................

83

4.5 Examples of API Use .......................................................................................... 83

4.5.1 Starting Business Case on Several Documents ............................................. 83

4.5.2 Starting Business Case with Query of the Process Definition ....................... 84

4.5.3 Dual Control .................................................................................................... 85

4.5.4 Forwarding from an Index Using a Macro ..................................................... 86

4.6 API Error Codes ................................................................................................... 86

4.6.1 System Error Communication Layer .............................................................. 86

4.6.2 Regular Return Codes ..................................................................................... 86

4.6.3 Regular Document Access Runtime Errors ................................................... 88

4.6.4 Init Errors ......................................................................................................... 88

4.6.5 Internal Errors ................................................................................................. 89

4.6.6 File Errors ........................................................................................................ 90

4.6.7 Database Errors ............................................................................................... 90

4.7 API Error Codes ................................................................................................... 90

4.7.1 System Error Communication Layer ............................................................ 90

4.7.2 Regular Return Codes ..................................................................................... 91

4.7.3 Regular Document Access Runtime Errors ................................................... 92

4.7.4 Init Errors ......................................................................................................... 92

4.7.5 Internal Errors ................................................................................................. 93

4.7.6 File Errors ........................................................................................................ 94

4.7.7 Database Errors ............................................................................................... 94

5 Appendix .............................................................................................................. 95

5.1 Defining a Receiver of a User Task .................................................................... 95

5.1.1 Receiver Selection "Predetermined" ............................................................... 95

5.1.2 Receiver Selection "User selects recipient" ................................................... 96

5.2 PROGRAM.INI/ ARCHIEF.INI ............................................................................ 97

5.2.1 [Docflow] Section ............................................................................................ 98

5.2.2 [Docflow. Docflow Escalations] Section ......................................................... 101

5.2.3 [Docflow. Docflow Reminder] Section ............................................................ 102

5.2.4 [Docflow.Processes] Section ........................................................................... 102

1.1 Adhoc Workflow

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SAPERION Workflow Version 7.1

1 Workflow Introduction

The SAPERION Workflow option provides tools to automate your business processes:

+ Display of structured processes

+ Rules for distribution to users/groups using their roles in the organizational structure

+ Escalation rules, reminder date

+ Substitute rules/holiday substitution based on the organizational structure

+ SAPERION forms, e-mail notifications

+ Integration of external applications (for data exchange)

+ Historizing, monitoring, and process controlling

The "Workflow" option corresponds to the usual SAPERION standards in terms of simple installation,

configuration, and use. Due to complete integration in SAPERION, all business cases carry the

advantages of archived documents from the start, and in particular feature complete revision security.

The "Workflow" option is tuned to the typical applications in the office environment, for example,

initialing, approval and forwarding of documents and task reminders.

The user receives the business cases requiring processing in his or her distribution center, the workflow

inbox, which is an adaptable query form. Common functions to process business cases are available

here. The query form is represented by an additional basket in the SAPERION user interface. The user

can therefore continue to work with his/her usual interface, and there is no need for training.

SAPERION offers a simple way to create a workflow process through integration of the ProcessDesigner

in the "Workflow" option. The processes are created using basic graphical operations. The following

features characterize the ProcessDesigner:

+ Intuitive use

+ No programming experience required.

+ Predefined objects

+ Integration in the SAPERION user interface

i The sending of e-mails from SAPERION needs to be configured before you can use the "E-mail"

property.

1.1 Adhoc Workflow

Adhoc workflow also gives you the possibility to create and automate a routing list without workflow

licensing. A number of activities are available for this that allow sequential forwarding and step-by-step

processing of a document.

1 Workflow Introduction

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This allows users to intuitively define and forward smaller processes. Adhoc workflow is designed for

unstructured, small processes that are used from time to time.

! As in the general workflow, the database definitions of the original document must be

workflow-enabled.

1.1.1 Characteristics of the Adhoc Workflow

The following limitations need to be remembered when working with adhoc workflow:

+ Activities with several users cannot be used, as only one receiver can be entered

+ Only escalations of the type "unread" and notification may be used

+ It is not possible to go back more than one step (approval, verification)

+ If a document form is stored for the activities, the adhoc workflow is only able to use one archive

+ Preset receivers do not have an influence on the display of the hierarchy in the routing list

Compared with the normal workflow, the following changes have been made to the delivery in the

ADHOC.DFD process definition that is used for the adhoc workflow:

+ The editor is noted

+ Forwarding to everyone

+ The context function "not responsible" has been hidden

1.1.2 Configuration in the Adhoc Workflow Definition

The adhoc workflow is defined by editing the process definition "ADHOC.DFD" with the help of

the ProcessDesigner. The supplied "ADHOC.DFD" is the process definition with the smallest set of

activities. The administrator can make any changes to the process definition. Since no adhoc-specific

consistency check is carried out by the ProcessDesigner, the administrator is responsible for setting the

corresponding configurations. The following points should be observed here:

+ Existing activities can be deleted

+ Further activities can be inserted

2.1 Workflow Tasks

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+ It is not worthwhile using start, end, subflow, and macro activities

1.1.3 Configuration of Escalation

No escalations are preset in the supplied "ADHOC.DFD" process definition. They can be configured

with the aid of the ProcessDesigner. Except for forwarding via output links, all levels and types can be

used in their entirety.

2 Administration

You can make a number of configuration settings in the Microsoft Management Console (MMC) to set

up your SAPERION workflow.

2.1 Workflow Tasks

The tasks for the Workflow are displayed in the "Tasks" area of the Core Server when the workflow server

is running.

Fig. 2–1: MMC – Workflow-Tasks

2.1.1 The "Workflow Escalations" Task

The "Workflow Escalations" task allows you to specify when and how often the system checks whether

an escalation case has occurred. The configuration screen is opened using the "Edit" entry from the

right-click shortcut menu.

For each activity in the ProcessDesigner, the user specifies when an escalation is set for a business case

and which action should be run when the escalation time arrives.

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Fig. 2–2: Dialog "Edit Task" - Docflow Escalations

In the "Scheduled" section, specify when and how the task should be carried out. The settings that must

be chosen should be selected based on how precise the time must be at which the escalation occurs.

In time-critical applications, a value in the minute range is set. In less critical cases, it may be sufficient

for the task to be executed once during the night.

The following start types are possible:

Start types

Start Type Description

Disabled With this start type, the task does not run.

Run periodically For this start type, a time interval (such as every 10 minutes) as well as a time frame (such

as between 10:00 p.m. and 11:00 p.m.) can be specified as parameters.

Run immediately With this start type, the task runs immediately.

Later execution With this start type, a time can be specified at which the task will run.

! Any time settings you have made here will be overwritten in the INI-file settings when you reboot.

Be sure that the entries match up.

2.1.2 The "Workflow Reminder" Task

This task is for controlling reminders. Here you can specify how often the system checks whether a

document exists for which a reminder must be generated.

Fig. 2–3: "Edit task" dialog – Docflow Reminder

In the "Scheduled" section, specify when and how the task should be carried out. The settings to be

chosen depend on how soon the business cases must be fetched from the reminder. In time-critical

applications, a value in the minute range is set. In less critical cases, it may be sufficient for the task to

be executed once during the night.

The following start types are possible:

2.2 "Workflow" Module

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Start types

Start Type Description

Disabled With this start type, the task does not run.

Run periodically For this start type, a time interval (such as every 10 minutes) as well as a time frame (such

as between 10:00 p.m. and 11:00 p.m.) can be specified as parameters.

Run immediately With this start type, the task runs immediately.

Later execution With this start type, a time can be specified at which the task will run.

i If the Core Server is working at an average of more than 50% capacity, and reminders and

escalations are frequently used, causing performance to be sharply reduced while these tasks are

taking place, we recommend setting up a separate Core Server for these tasks.


When using the "Workflow" option, an entry in the Application Server branch will be displayed that

indicates you are using the option.

Fig. 2–4: MMC: Applications branch

Double clicking the "Workflow" entry opens a window in which you can configure the "Workflow" options.

The settings made here are saved in ARCHIEF.INI on the server.

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Fig. 2–5: Dialog "Options" – MMC

2.2.1 Workflow Processor

"Workflow Processor" area

Parameter Description

Business case cache The business case vectors are reserved in a special read cache on the drive. The use of this

cache provides improved performance at the expense of the main drive. The number of

business cases that are to be cached is set. It is recommended to dimension the cache for

the amount of business cases that are to be processed in three days. A typical business ca-

se may contain about 1 MByte of data. The cache is cleared taking age and frequency of ac-

cess into account.

The value can also be configured using the INI-files.

Queue The number of unprocessed workflow requests is shown here. Under "max.", the number

of foreseen requests is shown, while number currently being used is shown under "cur-

rent."

By default, the maximum number of foreseen requests is 1000. This number is raised auto-

matically, however, if more are needed.


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Processing pipelines The number of pipelines (queues) can be changed here. A custom thread is created on the

server for each pipeline, which raises the server load and improves performance. It is advi-

sable to raise the number of pipelines if the thread monitor shows that the queues are con-

stantly occupied. This is the case when a green icon constantly appears next to the work-

flow queues in the "Diagnostics > Threads" branch (see also figure "MMC - Threads work-

flow queue" below).

However, the administration of the queues also uses processor resources. The optimum

number of queues, therefore, must be ascertained through experimentation where necessa-

ry.

Experience has shown that 8 pipelines are necessary to achieve proper system behavior for

a single-processor machine with 1 GByte of RAM.


Asynchronous processing (no messages) By default, you can only work with the client again once the forwarding of the business case

to the next activity has been completed. When the checkbox is selected, you can continue

work with the client beforehand. Please note that any messages, for example, receiver ab-

sence notes, are not displayed.

NOTE: This setting should be used if the connections to the database or workflow server

are slow. The performance mainly depends on the ping times in this case. The limits are:

LAN: 1 ms, WAN: 5 ms

Fig. 2–6: MMC – Threads workflow queue

2.2.2 Definitions

"Definitions" area

Settings Description

Business Cases This field indicates which table is used for the administration of the business cases. By

default, this is the XDFDOCVECTOR table. Unless this setting requires modification in a

project, it should not be changed.

NOTE: If it should be necessary to expand the tables, we recommend using the tables un-

der another name for later updates.


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Localization This field indicates the table for the language setting. By default, the LOCALIZE table is

used. Unless this setting requires modification in a project, it should not be changed.

NOTE: If you specify a different table here, you must ensure that this table is also refe-

renced as a translation table in the workflow forms; i.e., appropriate adjustments must be

made here as well.


2.2.3 Server Processes

"Server Processes" area


Escalation This setting indicates the interval at which the system checks whether an escalation must

be executed. The display is only for your information and cannot be edited here.

NOTE: The escalation setting should be deactivated for backup servers in a failover system.

After the installation, the default setting is "60 seconds." This value places unnecessary

stress on the system and should be set to at least 15 minutes. In less critical escalation en-

vironments, the value can be set even higher. If escalation is not used, the task should be

deactivated.

Reminder This setting indicates the interval at which the system checks whether a business case

should be retrieved from the reminder. The display is only for your information and cannot

be edited here.

NOTE: The reminder setting should be deactivated for backup servers in a failover system.

After the installation, the default setting is "60 seconds." This value places unnecessary

stress on the system and should be set to at least 15 minutes (900 seconds). In less critical

reminder environments, the value can be set even higher. If the reminder is not used, the

task should be deactivated.

User context The user context indicates the user – and thus the rights – within which the workflow ser-

ver works. By default, a user called "DfEngine" is used, which is created with a correspon-

ding profile during the installation. The default setting can be changed here.


2.2.4 System Log

Here you can select the workflow actions that will be logged in the "WORKFLOW.LOG" log file. The log

can, on the one hand, be written to the Core Server, where the Core Server actions are logged; and on

the other hand, to the client, where the client actions are logged. In each case, the log files are located

in the default temp folder.

The following settings are possible:

Log settings


Workflow operations The workflow operations are logged along with their results.


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Workflow engine All operations carried out by the workflow engine are logged to determine the next activity

with the respective user.

Workflow repository Loading and saving of XML-files are logged.

Event script macros Call, execution, and results of macros are logged.

Memory Reserved for internal use.

Debug window The debug readings are issued not only in the log file, but also in the DBWIN window. This

requires a system restart.

Client operations On each client, all workflow operations are logged in the workflow.log file in the default

temp folder.

Delete With this setting, the administrator can delete the current workflow.log file.

To make the log file more manageable, a setting can be made to create a new log file when a defined

file size has been reached.

2.2.5 User Interface

"User Interface" area


Add workflow to doc. menu If the "Business case menu on original document" checkbox in this area is enabled, the for-

warding functions of the business case are also displayed in the context menu of the origi-

nal document in the original scenario. This only holds for an original document with an ac-

tive business case.

NOTE: This setting does not apply until the Core Server has been restarted.

Short user name When this checkbox is enabled, the short name will be used instead of the complete name.

The setting made in this location has no effect on display in the inbox. If the user name

from the inbox is to be used, this must be configured separately.

Select user context If a user is registered in several organizational units, it may be necessary when starting a

business case to determine in which context the user functions relative to this business ca-

se. If the checkbox is enabled, a dialog for selecting the organizational unit is opened at the

beginning for the business case. If the function is not enabled, the first organizational unit

to show up alphabetically will be used.

2.2.6 Process Log

The following settings can be made in the "Process Log" area:

"Process Log" area


Log time If the checkbox is enabled, the performed action will be logged with the exact time.

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Log user names If the checkbox is enabled, the performed action will be logged with the name of the active

user.

NOTE: Please note that, in some countries, it is not permitted to store personal informati-

on that allows a detailed examination of the working time. For this reason, it is recommen-

ded to use logging either without personal names or limited to the date.

2.2.7 Not Present

"Not Present" area


Message If the "Message" checkbox is enabled, the user receives an appropriate message if he or

she sends a business case to an absent user.

Once If the "once" checkbox is enabled, the user receives this message only once a day per recei-

ver.

The value can also be configured using the INI files.

2.2.8 Substitution

"Substitution" area


Message If the "Message" checkbox is enabled, the user receives an appropriate message if the ab-

sent user has been substituted.

Once If the "once" checkbox is enabled, the user receives this message only once a day per recei-

ver.

Substitutions The substitution depth controls how far reassignment may propagate from the defined

substitutes. If a depth of 1 is specified, reassignment will only continue to the substitu-

te of the original receiver. If a depth of 2 is specified, reassignment will continue to the

substitute's substitute if he is also absent, and so on.

The value can also be configured using the INI files.

2.2.9 Workflow Inbox

You can change the appearance of the inbox using the three checkboxes provided here.

+ Groups

+ Organizational units

+ Roles

If you clear one or more of the checkboxes, the corresponding outliner entries will not be created by

the server.

2.3 Monitoring Workflow in the Applications Server Branch

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! The configuration made here will only be evaluated when the workflow inbox is opened for the

first time and the folders will be created accordingly.

2.2.10 Workflow Status Colors

You may define a color for each of the following case statuses (this is intended to signal the status to

the affected user). Click the following buttons to open the color selection dialog:

+ Error

+ Substitute

+ Escalation

+ Not present

2.3 Monitoring Workflow in the Applications Server

Branch

The workflow monitor provides an overview of the currently running workflow actions.

Fig. 2–7: MMC – Workflow Monitor

The workflow monitor contains the following information (columns):

Workflow monitor

Column Description

Action see chapter entitled "The "Action" Column" below.

Date/ Time Date and time that the action was executed.

Actor Name of the user who has executed the action.

Subject Contents of the SUBJECT table field in the XDFDOCVECTOR business case table at the ti-

me the action was executed.

Activity Name of the relevant activity along with its ID in the process definition. In the ProcessDesi-

gner, this is a text underneath the activity.

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Column Description

Process Name of the relevant process definition.

Business case-ID ID of the relevant business case from the DFUID field of the XDFDOCVECTOR business

case table.

Document-ID Current XHDOC of the original document linked to the business case.

2.3.1 "Action" Column

The "Action" column is given in the following format:

<Symbol for operation status> <System operation> <System user>.<Docflow action>][<Execution status>]

"Action" column

Entry Description

<Symbol for operation status> + A red square indicates that the workflow action is currently

being executed or that an error has occurred.

+ A green triangle indicates that the workflow action has been

executed without error.

<System operation> There are three different system operations:

+ Update: The entry in the XDFDOCVECTOR business case

table has been changed based on the status change affected

by the executed workflow action.

+ Protocol: An entry has been written to the PDFDOCVECTOR

log table.

+ Mail: The business case has also been sent by e-mail.

<System user> The action has been executed in the context of this user. This corresponds to the setting in

the "User context" workflow option in the MMC.

<Docflow action> This entry references the executed workflow action. Details are located in the workflow API

table.

<Execution status> The following entries are possible here:

+ OK: The action has been executed without error.

+ <Error>: If an error has occurred, a text appears here with a

reference to the error that has arisen.

2.4 Configuring the User Administration

To use the "Workflow" option, you must make certain settings in user administration in the Rich Client.

1. Log in to the Rich Client. In order to be able to make the necessary settings, you will need

appropriate administrator rights.


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2. Click the ADMINISTRATION ribbon > USERS group > ADMINISTRATION command. The

"User Manager" dialog appears.

3. Open the "User properties" dialog by double-clicking an entry in the list of available users

or clicking the [New] button.

Workflow-relevant settings are made in this dialog under the "Workflow" tab. Furthermore, an

organization can be set up with which you can mirror the hierarchical structures within a company.

i When you use the "Workflow" option, we recommend using an SQL database for the user

administration.

The following entries are automatically made in the user administration when the "Workflow" option

is installed:

+ DfEngine User

A user called "DfEngine" is created in the user administration. This user has administrative rights

over membership to the "grpDfEngine" group, which is also created.

+ grpDfEngine Group

A group called "grpDfEngine" is created. Membership in this group gives the user "DfEngine"

administrative rights.

+ roleDfEngine Profile

The profile called "roleDfEngine" is assigned to the "grpDfEngine" group. It contains full

administrative rights.

! The user, group, and profile are created automatically when the "Workflow" option is created.

These entities involve internal parameters for the Core Server, to which no alterations can be made.

2.4.1 Setup Options for Users

You may now make a range of settings for use of the "Workflow" option for the individually created

SAPERION users. These settings can be found on the "Workflow" tab of the user properties.

Fig. 2–8: "User Properties" dialog – Workflow

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"User Properties" dialog


E-mail An e-mail address can be entered in the field to be used to send messages for various acti-

ons within the workflow (e.g., escalation).

NOTE: A prerequisite for the use of the e-mail property is the installed e-mail function in

SAPERION.

In some cases, it may be necessary to ensure that no replies are sent to workflow e-mails. If

so, a no-reply address should be used as the mailing address. This no-reply address is defi-

ned using the ReplyTo=<address> parameter in the [Setup.Mail] section. This option is only

valid for SMTP.

Communication Medium The communication medium determines how users are informed of sent business cases

and in which form editing can take place. The following options may be selected:

+ SAPERION: The business cases appear in the SAPERION

workflow inbox.

+ SAPERION & E-mail: The business cases appear in the SA-

PERION workflow inbox. Additionally, the receiver of the

business case receives an e-mail with a reference to it.

Present The "Present" checkbox shows the presence or absence of a user. Except in the user mana-

ger, the use of which requires administrative rights, the presence setting can also be chan-

ged in the personal user settings. A "Present" checkbox has been integrated into the dialog

box. Changes to the presence setting apply immediately.

The following consequences arise through the absence of a user:

+ Business cases that are sent to a user who is not present

are forwarded to a defined substitute. The substitute can be

the personal substitute. If the business case has been sent

to a role whose owner is the absent user, an entered role

substitution has precedence over the personal substitute.

+ If a substitute cannot be specified, the receiver is retained

and the business case is tagged with the [head] icon and

highlighted in orange, thus allowing the owner or an admi-

nistrator for this business case to recognize it more easily

and respond promptly.

+ The personal inbox of the user being substituted can be seen

by the substitute and the previously available business case

can be taken over and edited by the substitute. The real edi-

tor is entered in the history.

Substitute See chapter entitled "Substitute" below.

Substitute has access to user's inbox If this checkbox is enabled and tasks are in the substituted person’s personal inbox, the

"Tasks" folder will be displayed to the substitute.

Display of substitutions may be controlled both centrally by the administrator and perso-

nally by the user.

NOTE: Tasks transferred after the point at which the substituted person became absent will

automatically be filed in the substitute’s folder.

The substitute can take these tasks over and process them according to the workflow defi-

nition, or return them


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2.4.1.1 Substitute

A substitute can be created for each user.

The organizational structure can be shown using the [Substitute] button, a substitute can be selected

and dragged to the "Selected" area with the left mouse button held down.

It is also possible to search for specific people. You can search using the wildcard "*".

Searching for a specific name where the first two letters are known must always be used in combination

with "*". Otherwise initials beginning in this way will be found.

For example, to find the name "Pfennig," you must enter "PF*". Omitting the "*" will search for an initial

starting with the letters PF.

The substitute will only see the inbox in his folder structure if the substituted person had unprocessed

tasks in his inbox before his absence. Work items in this folder can be taken over and put back.

i A substitute does not have a forwarding menu for the business case if he is not a member of the

ACL on the original document. In this case, the substitute cannot forward the business case, but

only declare himself not responsible for it.

New activities that are sent to the user being substituted are forwarded to the substitute’s personal

inbox, and are highlighted in green.

i If the substitute for the registered user is also absent, the business case remains with the original

receiver.

The following can be selected as a substitute:

+ User

+ Organizational units

+ Organization roles (role classes)

+ Roles (role entities)

i Here it is also possible to select a substitute through the personal user settings of the user.

2.4.1.2 Configuration for Users in Several Organizational Units

If users are entered as members in several organizational units, then it is necessary to know the context

in which the user is to be used for this business case at the start of the business case or the query. The

following settings can be made in ARCHIEF.INI:

Example

[Docflow]

AskForContext=TRUE

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[Docflow] section


AskForContext TRUE = If a user is in more than one organizational unit, the list of available organizational

units for the user is displayed for selection during every start. The last selected organizatio-

nal unit is selected by default.

FALSE = When starting, the first organizational unit of the user is used; if the user does

not belong to an organizational unit, then the first organizational unit of the system is valid

(default).

2.4.2 Setup Options for Groups

Settings can also be made to the workflow in the created groups and organizational units of SAPERION.

These settings can also be found on the "Workflow" tab of the group properties dialog box.

Fig. 2–9: "Group Properties" dialog

"Group Properties"


E-mail distributor An e-mail distributor can be entered in this field to be used to send messages for various

actions within the Workflow. For example, an e-mail is sent to this address if "SAPERION &

e-mail" has been selected as the communication medium for the members of the group.

NOTE: A prerequisite for the use of the e-mail property is the installed e-mail function in

SAPERION.

In some cases it is necessary that workflow e-mails should not be replied. Then, a no-reply

mail address has to be used. This address is defined by the switch ReplyTo = <address> in

the [Setup.Mail] section. This is only possible when using SMTP.

Activating the workflow pool If you activate the "Enable in workflow inbox" checkbox and a task is in the group folder,

the pool will be displayed to a user who is a member of the group or organizational unit.

If the checkbox is not enabled, the pool will be hidden.

2.5 Setup of Organizational Structure

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Direct access storage Tasks routed to a group or organizational unit must – if manual transfer is defined – be ta-

ken over from the group folder by a member of the group before they can be processed and

forwarded.

In this case, two steps must be carried out. To minimize work for the group members, the

settings for groups or organizational units may be set so that direct processing and forwar-

ding is possible.

Enable the "Direct Access Storage" checkbox to allow direct forwarding. The receiver will

see the context menu in his inbox and the button in the Tasks ribbon, which is also availa-

ble for a task in his personal task folder.

If the checkbox is disabled, direct forwarding is not possible. In this case, the receiver must

first transfer the task to his personal tasks folder.

2.4.3 Unauthorized Receiver of a Business Case

Over the course of a process, a receiver not included in the original document ACL may receive a business

case based on this document. By default, the receiver will receive the business case with empty metadata;

the corresponding document is marked with a [Lock] icon in the workflow inbox. In this case, it is possible

for the user to edit the business case metadata and run workflow functions. The cause is that the business

case receives the ACL of the original document at the start.

To suppress this transfer of access rights using the ACL, make the following entry in the [Docflow] section

of ARCHIEF.INI:

[Docflow]

NoCaseACL=TRUE

As before, the business case receiver will still not be able to edit the document, but all workflow functions

will be possible (e.g., reassign the case or declare themselves as not responsible).


You will need a so-called organizational structure to use the "Workflow" option. This is used to depict

the hierarchical structures within a company.

To create this organizational structure, open the User Manager by selecting ADMINISTRATION ribbon

> USER group > ADMINISTRATION command.

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Fig. 2–10: Displaying the organizational structure

This section in the User Manager is used to depict the organizational structure of a company with its

departments, sub departments, and other hierarchical structures.

i The entry "BroadcastUserChanges=TRUE" needs to be added to the [Core] section of the

PROGRAM.INI so that any changes made are also visible on the other Core Servers when several

Core Servers are being used.

2.5.1 Reorganization of an Organizational Structure

When an organizational structure is reorganized, only the two entries "Organization" and "Organization

Roles" are displayed in the organizational structure section. We recommend the following procedure:

+ Creation of organizational units

+ Creation of organization roles (e.g., department manager)

+ Assignment of the organization roles in the company structure (drag and drop)

+ Assignment of the users in the company structure (drag and drop)

2.5.1.1 Creation of Organizational Units

In the organization section, you can depict the structure of a company with its departments and areas.

To facilitate this depiction, so-called organizational units are used. Technically, organizational units are

groups that have advanced properties.

In general, organizational units behave the same way as SAPERION groups. This means that they must

have a unique name within an organization and in reference to the SAPERION groups, also when they


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are placed in different branches. Because of a special identifier, organizational units are not shown in all

forms where SAPERION has access to group lists.

Proceed as follows to create a new organizational unit:

1. Select "Organization" and click the "New" entry from the right-click shortcut menu. The

"Group Properties" dialog appears.

2. For further workflow settings, see the chapter entitled "Setup Options for Groups."

i Please note that you only provide the name of an organizational unit once – if a new organizational

unit is created that already exists, no warning is issued.

2.5.1.2 Creating Organization Roles

In the organization role section, you can define recurring roles of a company, for example, head of

department, deputy head of department, etc.

Organization roles serve as placeholders within a process definition. This allows you to ensure that a

single change within the organization does not require that all affected positions in the process definition

be changed but only the relation of the user to the role.

Example using the "Supervisor" Role

The role assignment constellation in our example is as follows:

Every organizational unit is assigned a "Supervisor." The "Supervisor" role is respectively allocated to

one user. Other users are then assigned to the organizational unit.

When an activity is received, only the direct members of the respective organizational unit are reached,

but not the user with the respective "Supervisor" role instance. If this user is also meant to receive the

activity, he or she must also be entered directly in the organizational unit.

+ If the current activity is followed by an activity with a concrete role instance as a receiver, this user

receives the activity in his or her inbox.

+ If the current activity is followed by an activity with a role class as the receiver, the user in the

respective role of the group of last users receives the activity in his or her inbox.

+ If a role is assigned more than one user, each of these users receives an additional group inbox,

which they can all access.

Proceed as follows to create a new organization role:

1. Select "Organization roles" and click the "New" entry from the right-click shortcut menu.

The "Group Properties" dialog appears.

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2. In the "General" tab, you can assign a name, description, and further information to the

individual roles.

3. You can assign substitute role classes in the "Workflow" tab.

Example

The "Manager" role class is the assigned "Manager substitute" as a substitute.

In the sales and marketing organizational units, the "Manager" and "Manager substitute"

roles are each assigned a different person. If the person with the "Manager in sales" role

responds as being absent, then only the person with the "Manager substitute in sales"

receives the future business cases, and not the person with the "Manager in marketing"

role.

2.5.1.3 Assignment of the Organization Roles in the Company Structure

The individual organization roles (role class) can be integrated in the company structure displayed under

"Organization" using drag and drop. In contrast to the organizational units, which are unique (having

unique names within the organizational structure), a role class can occur as often as desired (role

instance) in the organizational structure.

If it is necessary to remove a user from a group, select the respective user and click the "Remove from

group" entry from the right-click shortcut menu.

2.5.1.4 Assigning Users within the Company Structure

Once the organizational structure and the organization roles have been distributed, you can now also

distribute the individual users among the individual structure points of the organization using drag and

drop.

2.6 Setting Up Workflow Scenarios

2.6.1 Adjusting the Database Definition (DDC)

In order for the documents in the scenarios to be available for processing using the Workflow or

Adhoc Workflow options, the SYSDOCFLOWDATA field must be added to the corresponding database

definition.

2.6 Setting Up Workflow Scenarios

21

This is done by selecting the "Enable Workflow" checkbox when creating the DDC. The drop-down box

in the Parameters column allows you to specify how many business cases can be started at the same

time for a document (1 - 5 or unlimited).

Fig. 2–11: "Edit Tables Definition" dialog

i Even existing database definitions can be made Workflow-capable by adding the two fields.

+ SYSACLLIST

Data type: Character

Length: Variable, depending on the maximum number of ACLs to be assigned

You should expect about 12 bytes for every ACL that is entered in the "sysACLList" field. We

recommend a length of 128 bytes, which is designed for the normally sufficient number of 10 ACLs.

+ SYSDOCFLOWDATA

Data type: Character

Length: 45 characters

Multi-value field separators: Semicolon

Recommendations

+ We recommend that you do not put mandatory fields in the database definition, but only in the

properties of the field in the form. In the form designer, the "Form Field" dialog will automatically

appear when inserting a field. This dialog contains the "Mandatory" checkbox on the "Processing"

tab. This must be enabled.

During the processing of a business case, it may happen that changes to the index fields of the

original document cannot be accepted because mandatory fields cannot be filled in. Use the "Index

form validation" activity property to ensure the completeness and correctness of the index data for

the original document at the time it is forwarded.

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+ If at a given time only one business case is active for a document, then it is only possible to

work with this scenario. In such a case, we recommend using the "ACTIVITY," "STATUS," and

"RECEIVER" fields in the definition of this table. These fields should be synchronized with the

"DESCRIPTION," "STATUSTEXT," and "USERNAME" fields, respectively, in the XDFDOCVECTOR

table for each activity. In this case, the user can search for entries with the user or the user’s group

in the scenario and process the relevant business cases from here. This allows the user to avoid

using the workflow inbox.

2.6.2 Adjusting the Query Form

If a database definition is workflow-capable, additions can be made as necessary in the query forms of

the relevant scenarios at the start of business cases.

In a workflow-capable scenario, the user receives additional functions in the context menu of the result

list, as well as a symbol indicating whether a business case has been started for a document. Additional

details on working with the query form can be found in the chapter of the same name.

Macro buttons can also be built into the form, allowing you to use the workflow API, execute appropriate

workflow actions, and start business cases.

A business case can only be started with a SAPERION document that is already located in the archive. For

the sake of clarity, note that a SAPERION document consists of an index record from the relevant archive

table and, optionally, a document or structured document. A document is not strictly necessary, i.e., it

is possible for business cases to be processed with only the index form in the sense of form processing.

Examples are vacation requests and business trip requests.

2.7 Setting Up Business Case Starts

Administrators can configure different business case starts as required: business cases can be started

automatically - this can be triggered for example by a certain event like the initial archiving of a document.

Furthermore process definitions to be started can be limited for end users.

In this chapter you will learn about the different configuration possibilities.

2.7.1 Starting a Business Case Automatically when Archiving

You can use archiving events for documents which are newly archived to start automatically a business

case. This is done via the definition of a content type.

1. First create a new content type by clicking the ADMINISTRATION ribbon > RECORDS

MANAGEMENT group > NEW CONTENT TYPE command.

2. In the "Edit Content Type" dialog, specify the name of the content type.

2.7 Setting Up Business Case Starts

23

3. Then enter the name of the workflow process in the field "Process definition" that should

be started when archiving.

4. Open the DDC designer in order to add the the system field SYSCONTENTTYPE to the

workflow-enabled database definition.

5. The field SYSCONTENTTYPE must then be integrated to the used index form.

With these information the business case will be started with the specified process definition once a

document is archived with the selected content type.

2.7.2 Limiting Process Choice

By default, all users can manually start all process definition for any scenario (original document). This

takes place through the "Start business case" function in the context menu of the original document.

The corresponding section of the ARCHIEF.INI of the Core Server contains the following entry:

[Docflow.Processes]

Count=0

You may differentiate a process manually startable only for certain archive definitions.

To accomplish this, the following settings must be made:

Example

[Docflow.Processes]

Count=2

[Docflow.Processes.1]

ProcessName=SIMPLE

ProcessDescr=My Test Process

AllowedDefs=TRADING;TEST


ProcessName=RELEASE

ProcessDescr=Approval procedure

AllowedDefs=TRADING;TEST

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[Docflow.Processes] section


count Amount of the following specified process definitions

[Docflow.Processes.1] Start of the first section for the configuration of the first process definition.

ProcessName Name of the process definition. This name is shown to the user in the list of possible pro-

cess definition for the manual start.

ProcessDescr Short text describing the process definition, which is only used here.

AllowedDefs List of the names of archive definitions, which may be selected for the start of a business

case.

As soon as this section of ARCHIEF.INI is used, only the entered process definitions will be offered for

the manual start of a business case via the user interface. The value of "ProcessName" is shown as

process definition name.

If no process definitions are explicitly named, they can only be called via API.

2.7.3 Denying the Manual Start of Business Cases

If you wish to completely deny users the right to start business cases manually, the "Count" key can be

set to "1," and the value "none" entered for the "AllowedDefs" key in the first section. Although the users

still retain the "Start business case" context menu item, they receive the following message: "You cannot

start a business case for this document."

The corresponding configuration in ARCHIEF.INI will then appear as follows:

[Docflow.Processes]

Count=1


ProcessName=RELEASE

ProcessDescr=Approval procedure

AllowedDefs=NONE

i Administrators always have access to the selection form with all processes.

2.8 Adjusting the Workflow Inbox

The workflow inbox is a special form for which an additional folder is created in the user interface. The

workflow inbox serves as a distribution center for all incoming business cases for all users, regardless of

the archive in which the original documents are located or which process definition serves as the basis.


25

Fig. 2–12: Example: A user’s workflow inbox

2.8.1 Updating the Inbox Automatically

The workflow inbox is normally refreshed by clicking the [Search] button. However, it is possible to refresh

the inbox automatically at regular intervals, by adding the following switch to your INI-file:

[Navigation]

RefreshTimerMs=1000

The setting is in milliseconds, and the default is 1000. By setting RefreshTimerMs=0, you effectively

cancel the automatic refresh.

2.8.2 Adjusting the Workflow Folder

A Workflow inbox is based on the XDFDOCVECTOR archive definition and consists of the default "Tasks"

folder structure in the navigation area. The following workflow-relevant folders are displayed beneath

this item:

+ Overdue Tasks

+ Reminder

+ Owned Tasks

+ Task Pools

+ Substitutions

+ Forwarded (hidden by default)

You can use the localization table to show and hide workflow folders. You can also carry out the

localization of folder names in this way (see chapter entitled "Localization").

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2.8.2.1 Updating the Folder

Workflow folders also feature a display of all elements in a folder. These appear in brackets behind the

folder name and indicate the number of unread and total elements.

Configuration to enable automatic update of the folder can be made in the INI-switch. To do so, define the

interval in which the workflow folder should be updated (by default, this is set to 10 minutes). If the user

clicks the folder in question before the defined interval has elapsed, an update will also be carried out.

Example

WfFolderRefresh=600 in seconds

i A counter configured in this way is only effective for the uppermost folder level, e.g., for the "Tasks"

folder. Grouped folders are not taken into consideration.

PROGRAM.INI

In the PROGRAM.INI the following configuration can be done:

Example

[Docflow]

Sync=1

[Docflow] section

Value Description

1 After each workflow action the inbox will be updated, a query inclusive the counter () can

be submitted to the database. This setting is recommended for quick systems. It is also the

default setting at new installations.

0 After each workflow action the current item is greyed out, an update will be processed with

the next automatic update. This setting is recommended for systems with poor performan-

ce.

2.8.3 De-/ Activating Task Folder

As administrator you have the facility of de-/ activating task folder for all users. This can be executed via

the context menu entry "Activate" respectively "Deactivate".

Fig. 2–13: Deactivate a workflow folder


27

i Deactivated task folders are shown in italics to the administrator.

2.8.4 Localization

2.8.4.1 Multiple Languages

We recommend that you use only default workflow terminology for the inbox designations in the forms,

and that you specify the definitive individual terms for a language with the help of the LOCALIZE table. If

the appropriate entry for the selected language does not exist in the localization table, the English entry

will be used automatically.

i Administrator rights are required to edit the localization table.

Fig. 2–14: Localize table

Server logging can also be influenced by the settings in this table. If the default text is entered here and

another text for each language, it uses the terms saved here for the history and logging, dependent on

the language that is set for it.

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i To increase the performance of the workflow inbox, the LOCALIZE table should be enabled as the

global localization table and removed from the properties of all workflow forms using the Forms

Designer.

2.8.4.2 Naming the Workflow Folder

You can show and hide the default workflow folder using the localization table. To do so, you can filter

out the all workflow entries from the localization form for editing using a standard filter.

+ Workflow folder names can be titled using "%s %s", e.g., "%s Tasks%s" for the "Tasks" folder.

+ The "NULL" translation value hides the folder.

+ The " " translation value (no entry) means the default text will be used.

2.8.5 Adjusting the Result List

First and foremost, the result list presents information on the status of the business case. This includes

the date the business case was started and received, the last active user, the name of the process and

of the current activity, and the last action. The subject serves the user as the main criterion for the

business case (e.g., process number, title, etc.) and should be mapped accordingly at the beginning of

the business case (see the "Mapping:Document -> Task" activity property). The use of the subject should

be discussed with the user during the fine design process.

If the contents of additional fields of the original document are meant to be shown in the result list of

the inbox, the user-defined fields "USERDEFINED1 – 5" in the XDFDOCVECTOR table should be used

for mapping. These fields must be added to the result list.

The configuration of the workflow inbox is an essential task in the fine design process. This involves

the general look of the form, which inboxes the user will be given, and which columns the result list

will present. It is especially important to clarify the use of the fields "USERDEFINED1 – 5", i.e., which

data from the original document should be mapped here so that the user receives useful information

on the business case.

i If the user works with very different processes, i.e., if user-defined fields become occupied by more

than one entry, then it is necessary to work with more than one form for the inbox.

2.9 Activating and Configuring the Workflow Log

i Workflow logging is deactivated by default.

The logging of all Workflow actions for the purpose of statistical evaluation is activated as follows:

1. In the Rich Client, select the ADMINISTRATION ribbon > LOGGING group > SETTINGS

command. The "Define Logs" dialog appears.

2.10 Cleaning Up the XDFDOCVECTOR Business Case Table

29

2. Enable the checkbox for the "Workflow" event.

3. Enter the director path where the logs are to be saved.

4. Click the [OK] button.

! If logging of the workflow actions is enabled or disabled here, the

server will then have to be restarted.

2.9.1 The PDFDOCVECTOR Log Table

The PDFDOCVECTOR default log table is used for logging.

Please observe the following points:

+ The "USERDEFINDE1-5" fields of the XDFDOCVECTOR business case table are, by default, not

contained in the PDFDOCVECTOR definition and must be added if needed. This will be the case

especially if statistical evaluation requires stronger differentiation with respect to scenario data, e.g.,

by document type, sales region, etc.

+ If additional fields are added to the XDFDOCVECTOR business case table, and if their current

contents are meant to be logged at the time that logging takes place, then these fields must be added

to the PDFDOCVECTOR definition and referenced in the XDFDOCVECTOR definition as log fields.

i Active logging affects the performance behavior of the Core Server and database servers.

2.10 Cleaning Up the XDFDOCVECTOR Business Case

Table

Records from closed business cases (e.g., status) are saved in the XDFDOCVECTOR database table and

are not automatically deleted. For performance reasons, it is recommended to delete workflow records

from the table.

3 Workflow Process Design

30

If "SAPERION" is used as the repository, delete the records over the COM API using

"iCursor.DeleteCurrent".


3.1 The ProcessDesigner

The ProcessDesigner is available for the design of workflow processes in SAPERION. The

ProcessDesigner can be opened by clicking the DESIGN ribbon > MODELLING group > PROCESS

DESIGNER command.

i To be able to design a workflow process, you have to be logged in as an administrator.

Fig. 3–1: The SAPERION ProcessDesigner

The ProcessDesigner window is divided into the following sections:

+ Ribbon

Multifunctional bar with elements divided into tabs, groups, and the actual commands.

+ Left-hand window area

In the left-hand window area – the drawing sheet – the process is created and graphically displayed.

+ Right-hand window area

The properties of the selected activities and links are displayed and can in some cases be edited.

+ Lower window area

The lower window area is the status area. The results of the syntax check are displayed here.

Within the ProcessDesigner, a process is displayed through activities and established links to which

corresponding attributes have been assigned.

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3.1.1 The Tools of the ProcessDesigner

3.1.1.1 [File] Button

The [File] button can be used to call general functions.

Fig. 3–2: [File] Button

When you click the [File] button, a list of menu commands appears. This list contains the following

entries:

[File] menu commands

Menu Item Function

New You can create a new process definition for editing on the drawing sheet. The start activi-

ties of the process are created automatically.

Load... An already existing process definition is opened in the ProcessDesigner. The selection win-

dow will appear. The last build of a definition is always displayed; it is not possible to open

a previous version of the process definition.

Back up a previous build by keeping a copy of the file in another directory.

Save By default, the process definition is saved in the "<Process name>.DFD" form in the

"DocFlow" folder of the SAPERION directory on the Core Server. The name given when

the file is saved is the valid process name, which is displayed to the user when selecting a

workflow process.

Save as... The currently opened process definition can be saved under a different name by means of

this command.

Export as XPDL... The currently opened process definition will be saved as an XPDL file along with an XSL

template and a CSS stylesheet, which support the display of the XPDL file.

XPDL (XML Process Definition Language) is an XML-based language used for the descrip-

tion of business processes in the workflow.

View documentation... Shows a process documentation based on an XPDL file. This appears exactly as the display

of an exported file.

Print Both, the process documentation and graphical workflow process are printed.

Print preview A preview of the created process opens.


32

Menu Item Function

Create version Using this tool, you can save a process definition as a version.

Syntax check... The current process definition is checked for syntax errors. The result of the check is shown

in the status window.

Close The ProcessDesigner is closed. If changes have been made to a process definition, a confir-

mation message appears asking if you want to save the changes.

3.1.1.2 Ribbon

The ribbon contains the respective editing functions in contextual groups.

Fig. 3–3: Ribbon

Ribbon commands

Command Function

EDIT group

Delete The objects selected on the drawing sheet are deleted.

Select all All activities and links are selected for collective editing. The selected objects can be moved

or deleted together.

Objects group

Select While holding the right mouse button, an area can be drawn on the drawing sheet, and all

elements within the rectangle will be selected.

Create new activity While holding the right mouse button, an area can be drawn on the drawing sheet. After

the button is released, the dialog to select a new element will appear.

Order Foreground: The selected object is always in the foreground when it overlaps with other ob-

jects.

Background: The selected object is always in the background with it overlaps with other ob-

jects.

Adjust All selected objects are aligned in the same way. The alignment is based on the element po-

sitioned at the top, bottom, left, or right.

Resize The selected object will be resized to the maximal or minimal height or width.

Appearance group

Size You can enlarge and reduce the view of the process chart on the drawing sheet (zoom).

Font You can specify and configure the default font.

NOTE: For existing processes, the font change will only affect new elements.

Background color You can define the background color.

Grid The "Grid" function displays a grid on the drawing sheet as a guide for aligning objects.


33

Command Function

Snap to grid The "Snap to Grid" function automatically snaps all objects to the next grid point.

3.1.1.3 Properties

Diagram Properties

The diagram properties of a selected object are displayed in the "Properties" section. It reflects the

appearance of the activity in the chart. You can also make changes to properties here.

Fig. 3–4: Example: Diagram properties

The left column of the table lists the respective property (e.g., text, font, etc.). The right column contains

the associated values, which you can adjust according to your needs. To do so, click the corresponding

entry and make changes.

Element Properties

The activities of the respectively selected activity (synonym: node) and links inside the workflow process

are displayed here.

Fig. 3–5: Example: Element properties

Depending on the type of activity or link, the corresponding properties are displayed. The left column

of the table lists the respective property (e.g., escalation level, insert template, etc.). The right column

contains the associated values, which you can adjust according to your needs. To do so, click the

corresponding entry and make changes.


34

For further details, see the chapter entitled "Object Properties."

3.1.1.4 Debug Window

Debug output appears in the DBWIN window.

3.2 The Process Definition

Process indicates a series of defined activities, which are executed to reach one or more goals. The

smallest possible process consists of three elements – "Start, Activity, and End" – which must be linked

with one another through sequence flows.

The process definition is used to created automated and non-automated processes, and to model

them in temporally logical workflows. The generated process diagram serves as a basis for SAPERION

workflow, which ensures development of a process complying with the definitions specified in the

system.

SAPERION includes the ProcessDesigner (available in the Rich Client with administrator rights) for

the modeling of business processes. It supports Business Process Modeling Notation (BPMN), the

standardized specification language belonging to the DESCRIPTIVE conformity class.

The core elements of a process chart are:

+ Events

+ Gateways (conditions)

+ Tasks

+ Sequence Flow (links between the activities)

+ Subprocesses

+ Artifacts

3.2.1 Versioning a Process Definition

If you make changes to the workflows inside a process chart, for example, if it becomes necessary to

add additional process steps or remove already created activities, the original process definition will be

modified in a way that may lead to inconsistencies.

For running business cases, it is important that changes to the process model do not have an immediate

effect on the already started workflow. To avoid this, you can version the process modeling.

With each save operation in the process definition, a build is created that is placed in the "..\docflow"

directory with the name of the definition and the ending "DFD" (Doc Flow Definition). If the saved build

is modified, the change applies to all running business cases that were started with this build.

If the affected business case is run with the original build of the process definition, a version of the

build must be available. The number of the version and the build are displayed in the title bar of the

ProcessDesigner.

3.3 Objects

35

Example

"<BuildName> V0/ B1"

For the file name, a version receives a consecutive number beginning with "1" after the name of the

process definition, as well as the ending "DFV".

As long as no version exists, the current build (there is only one file) is always used for the start of

a business case. If versions exist, the file with the highest version number is always used to start. An

exception is made for the administrator through the test mode. If, after the last creation of a version, the

process definition is again changed and saved, a new build is created and the file is saved with the ending

"DFD". In order for this new build to be tested, i.e., for a business case to be started with this build, the

administrator must activate the test mode via the context menu in the inbox. If the administrator starts

the business case in test mode, the DFD files are always started, i.e., not the DFV files of the last version.

As soon as the tested process definition is to become productive, a version must be created again.

! In test mode, the current build is used for processing business cases that have already been

started. The administrator must be especially careful to ensure that the changes made to the build

that will be used do not create any problems with respect to the version formerly used. This could

be the case if, for example, different link conditions are used for which there were no parameters

in the old version.

The business cases that were started with a version proceed with this version until the end. A version

cannot be changed.

A version receives a consecutive number beginning with 1 following the name of the ProcessDefinition,

and the ending "DFV".

Since macros are frequently linked with a flow and form a unit with a graph, this must also be considered

during the versioning. For this reason, the selection of macros is limited to a macro file of the same

name within a process definition.

3.2.2 Saving Old Versions

Only one loadable build exists for the ProcessDesigner; this build is the current version.

If you want to use older versions of a process definitions again later, you must save the relevant build

(*.DFD) under an appropriate name in a separate directory. This makes it possible to specifically load

this version at a later time using the ProcessDesigner.

3.3 Objects

Objects can be fundamentally differentiated into two different types: One is a link between already created

elements (sequence flow), the other includes objects that depict an activity (tasks, events, gateways, or

subprocesses).

When creating an object, a list of all available objects will appear. These objects and their properties are

described in more details in the following chapters.


36

3.3.1 Events

The following events are available:

+ Start

+ End

+ Termination

+ Notification

A process may make use of only one start event, but several end events. If a termination event is reached,

further processing of the process is aborted.

The process ends when an end event is reached. Any asynchronous subprocesses started by the process

are not affected by the end of the process and will continue to run.

3.3.2 Gateways

Gateways are responsible for control of a process in which different branches may be processed.

The gateway and its output sequences specify the conditions under which a branch is run.

Gateways always constitute a pair: A pair typically consists of a gateway that splits the process. Its

counterpart is a join gateway.

There are a total of three different gateway types available for selection:

+ Parallel (AND)

All output sequence flows run after passing through this gateway. Depending on the number of

outputs, n parallel processes will be processed independently of one another.

i A splitting parallel gateway must be followed by a merging join gateway.

+ Exclusive Gateway (XOR)

This gateway also has n output sequence flows, however each one contains conditions. A condition

must be set so that only one flow is taken (true). A default flow must be present, to be followed

if all conditions are false.

+ Inclusive Gateway (OR)

An inclusive gateway runs all output sequence flows that are true. This may be one or several flows.

3.3.2.1 Hints regarding Usage of Gateways

Using the OR- and AND split gateways the branches must always brought together with the appropriate

join gateways, otherwise the defined process definition will not work. This procedure in modeling is also

BPNM-specific.

+ after an OR split gateway the OR join gateway or an end event must follow

+ after an AND split gateway the AND join gateway or an end event must follow

3.3 Objects

37

+ interleaving of an AND and an OR gateway is not possible

+ it is not allowed to simplify the process by dragging the exits of two or more AND/OR gateways

to one OR/AND join gateway.

+ during runtime at least one exit of an AND/OR gateway must reach its AND/OR join gateway,

otherwise the system will report Df_NotJoined error.

The only exception is: If all exits of an AND gateway are terminated the process is finished if no

more instances exist (exclude notifications) and only one end event is defined. If more than one

end event is defined Df_DeadEnd is reported.

+ a task with free user selection must not follow after gateways.

3.3.3 Tasks

Tasks are the central objects used to carry out the desired purpose of the business process.

The following types are available:

+ User Task

A user task is used if the process requires a person for an action, for example, authorization or

checking for a received invoice.

+ Script Task

A script task is processed automatically by the workflow engine.

+ Rule Engine Task

The rule engine tasks requires the integration of a Rule Engine. The Rule Engine decides how the

process will proceed based on stored rules.

+ Service Task

Here, the appropriate performer class is defined when the Business Rules Server is in use.

3.3.4 Subprocess

In highly complex processes, it may make sense to separate the process into main and subprocesses.

Subprocesses are defined in separate process definitions. Their notation follows the general rules for

process definitions.

Subprocesses are integrated in the main process using two different elements:

+ Subprocess

This object is used to synchronously integrate the subprocess. Once the main process reaches this

task, it stops. The subprocess then begins. The main process will only continue when the subprocess

is complete.

+ Asynchronous subprocess


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This object is used to asynchronously integrate the subprocess. When the main process reaches this

task, it does not stop. The subprocess starts, and the main process continues. The main process

does not wait for the subprocess to complete – both process are run in parallel.

3.3.5 Sequence Flow

Sequence flows represent the link between objects. They control the direction in which a business

process is processed. In the Designer, they appear as dotted arrows between events, gateways, tasks,

and subprocesses.

The following sequence flow types are available:

i Events, gateways, tasks, and subprocesses provide different sequence flows depending on their

characteristics.

Sequence flows and their properties are described in detail in the respective sections below.

3.3.6 Artifacts

Artifacts are used as explanations in process charts. The "Text" object can be used to attach explanatory

text to an object.

The "Rectangle" object can be used to visualize groupings. This can be used to depict pools and lanes

in BPMN 2.0.

3.4 Creating an Object

For the creation of an object the ProcessDesigner provides a selection of all available objects in a library.

The following definition of object parameters is made in further dialogs.

Proceed as follows to create a new object:

1. In the Designer, click the DESIGNER ribbon > OBJECTS group > CREATE NEW ELEMENT

radio button.

2. Draw a rectangle while holding the left mouse button down. The "Object Library" dialog

will appear when you release the mouse button.


39

3. All available activities are listed in the library. Select the desired entry. The respective

objects are displayed in the right half of the dialog.

4. Make the following entries:

+ Name

This entry represents the label in your process modeling chart, and serves solely to

provide a better overview. It is not visible to the user.

+ History and Log

Text in the history and log.

+ Task Description

The task description appears for the user in the workflow inbox inside the results list

and in the right-click context menu.

Click the [Next] button.

5. If you have selected a user task or notification event, you must make more specific settings

for the receiver in the next step. The "Workflow User Task" dialog appears.

Configure settings to select the receiver and any receiver options (see the chapter entitled

"Workflow User Task" below).

6. If you selected a script, business rule, or Service Task, you must enter the corresponding

formula in the next step (see chapter entitled "Script Task").

7. If you selected the "Subprocess" or "Subprocess (asynchronous)" activity, you must select

the desired subprocess in the next step (see chapter entitled "Subprocesses").

8. Click the [Next] button. This completes the object definition.

3.4.1 Workflow User Task

If you have selected an activity of the "User Task" or "Notification Event" type, you must configure more

specific settings for the receiver in the next step. This takes place in the "Workflow User Task" dialog,

which appears automatically.


40

Fig. 3–6: "Workflow User Task" dialog

The dialog "Workflow User Task" is divided into four main areas.

+ Receiver Selection

+ Receiver Options

+ Selectable

+ Role-Group Member Options

These four areas are described in detail in the following sections.

3.4.1.1 "Receiver Selection" Area

In the "Receiver Selection" dialog area, you can define how the editor in the activity is determined if the

business case is sent to the corresponding activity during runtime.

Following types of determination are available whereas only one type can be selected:

+ Predetermined

"Predetermined" means that the receiver of this activity is already defined when the process is

designed (see chapter "Predetermined" below).

+ User selects recipient

"User selects recipient" means that the recipient is defined by the user at runtime (see chapter

"User selects recipient" below).

+ To owner of the business case

"To owner of the business case" means that the current owner of the business case is the recipient

of the activity (see chapter "To owner of the business case" below).

+ Selection macro

"Selection macro" means that the receiver is defined by a macro (see chapter "Selection macro").

Depending on the type of determination the dialog guidance is different. Details are described in the

chapters regarding types of determination.

You will find in chapter "Defining a Receiver of a User Task" in the appendix of this manual a matrix of

possible combinations for the selection of receiver and also impact during the workflow runtime.

Predetermined


41

"Predetermined" means that the receiver is already determined during modeling of the activity. Therefore

the activity will be sent to the defined recipient at runtime.

i An organizational unit or a group can also be entered as the receiver. This does not mean, however,

that all members of the group can or must process the activity. As soon as a processor has taken

on the business case in his or her personal in tray, the business case can no longer be seen by the

other members, unless the processor places the case back in the common tray. If the processor

does this, then another member can take on and process the business case.

If you have selected the "Predetermined" option you must define the receiver out of the organization unit.

1. Activate the "Predetermined" radio button in the "Receiver selection" area. The

2Organizational Structure" dialog appears.

2. In the left-hand section of the window the existing organizational structure (as it is

designed in the user administration) is viewed. In the left-hand side the selected entry

is shown. The selection is made either by dragging the desired entry with the left mouse

button held down into the right area, or by double-clicking or via the "Search for user"-

function.

3. If the selected receiver is an organization (group or organization role) you have to specify

the final processor (via a context menu) because event though the receiver of the activity is

an organization but a single member will deal with it). You have the following possibilities

for the allocation:

+ Manual transfer

+ Automatic evenly distributed

+ Automatic by load


42

4. If you have chosen the "Several recipients" option you can enter multiple recipients who

are reached sequentially or in parallel at runtime.

In this case the behavior of forwarding is controlled by the activity property "Majority

check" and also by the connection properties "Voting" and "Minimum value".

5. Click [OK] to complete your selection.

User Selects Recipient

Upon activation of this option the user of the previous activity specifies which editor receives the

business case at runtime. At runtime, a window opens in which the next receiver must be selected.

i This window allows you to use the "*" wildcard for searching. Searching for a specific name where

the first two letters are known must always be used in combination with "*". Otherwise, initials

beginning in this way will be found. For example, to find the name "Pfennig", you must enter

"PF*". Omitting the "*" will search for an initial starting with the letters "PF".

To Owner of the Business Case

The business case is sent to the current owner of the business case. The person who started the business

case is the owner by default. The owner of a business case can be changed during runtime using the

property "Receiver becomes owner." Furthermore, a change is also made on the administrative level.

Selection Macro

A macro with which the receiver is defined needs to be specified. This macro can either run on the

workflow server or on the client computer. The "On client" checkbox allows you to run the selected macro

on the client computer. This is necessary, for example, if computer-specific settings are contained in the

macro, for example, the call of an external application not available on all computers, or for interactions

with the user. The macro works in the context of the business case, including the original document. The

use of methods is not restricted. Since the return value must be a string, a function must be used.

Example

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Function SetRecipient() As String

Dim sRecipient1 As String

' sRecipient = "<User's full name>"

' sRecipient = "<Unique name of an organizational unit>/<User within an organizational unit>"

' sRecipient = "<Unique name of an organizational unit>"

sRecipient = "<instance of a roll class>"

' sRecipient = "<roll class>"

Dim sRecipient2 As String

...

SetRecipient = sRecipient1;sRecipient2

End Function

Following sample statements are allowed:

SetRecipient="<usershortname> ; <usershortname>

SetRecipient="<user full name> ; <user full name>

3.4.1.2 "Receiver Options" Area

If you have chosen the "Predetemined" option you have to make some configuration in the "Receiver

Options" area. Select here one of the entry:

+ One recipient

"One recipient" means that the activity is forwarded by one single user or by one group at runtime.

+ Several recipients (serial)

"Several recipients (serial)" means that the activity will be sent to a list of multiple defined receivers

at runtime. These can be single users and/ or groups. "Serial" signifies the dispatch of the activity

from one user to the next. The activity is then finished when all users of the list have handled the task.

Exceptions apply to models with majority decisions.

+ Several recipients (parallel)

"Several recipients (parallel)" means that the activity will be sent to a list of multiple defined

receivers at runtime. These can be single users and/ or groups. "Parallel" signifies the dispatch of

the activity to all listed recipients in parallel. The activity is then finished when all users of the list

have handled the task.

Exceptions apply to models with majority decisions.

3.4.1.3 "Selectable" Area

The "Selectable" section is only relevant if you specified previously that the user defines the receiver. In

this case, you can define in this section the receiver or receiver group of the business case to which the

user can forward. The following self-explanatory possibilities are available:

+ Single users


44

+ Role group members

+ Groups, roles

3.4.1.4 "Role-Group Member Options" Area

In this section, you can specify the way the business cases should be distributed within a group, an

organizational unit or a role with more than one member. The following options are available:

+ automatic evenly distributed

The business cases are distributed equally among all members. If new members are added, they

are included in the distribution from this time point. If members are removed from a group, they

will no longer receive any new business cases from that time on.

+ automatic by load

The business cases are automatically divided among the individual users according to the load.

Consideration is only taken as to how many yet to be edited business cases each user has in their

inbox. No weighting is performed.

+ manual transfer

The business cases are stored in a common inbox. The members pick up the business case manually

from this inbox.

3.4.2 Script Task

If you selected a script, business rule, or Service Task, the "Formula" dialog will automatically appear for

the entry of the corresponding formula/ macro.

This macro is run automatically when this point in the process is reached without user intervention,

but is executed in the context of the forwarding processor, provided that the macro is not registered in

the definition under another context. That is to say that if this macro activity is followed by an activity

involving receiver selection on the part of the user, the processor will also be requested to specify the

receiver.

1. Click the [Macro...] button in the dialog "Formula". The "EventScript" dialog appears.


45

2. Select the desired macro or create a new one by clicking the button [New].

i If an error occurs in the specification of the next activity after the macro activity, the business case

remains with the forwarding processor and is marked with an error designation. In this case, the

administrator should be notified.

3.4.3 Subprocess

If you have selected the "Subprocess" or "Subprocess (asynchronous)" activities, the "Load Workflow"

dialog will appear automatically. You can load a created workflow process and integrate it in your process

definition here.


46

Fig. 3–7: "Load Workflow" dialog

3.5 Object Properties

The properties of the selected object are displayed in the right area of the ProcessDesigner window.

Properties of activities (synonym: nodes) and connections within a workflow process are represented.

i Depending on the type of activity or link, various properties are displayed.

3.5.1 Diagram Properties

The object properties of a selected element are displayed in the "Properties" section. It reflects the

appearance of the activity in the chart and may be adjusted if necessary.

Fig. 3–8: Properties

You can make settings for the general graphical display of your chart in the chart properties.

Diagram properties

Property Description

Text Text that is displayed in the activity.

ToolTip Text displayed as a tool tip for this activity.

Font Font and font size for displaying text.

Shape Shape of the displayed activity.


47


Draw style Shape of the displayed line.

Draw width Weight of the displayed line.

Left Position of the object related to the left-hand edge.

Top Position of the object related to the top edge.

Transparent Display with transparent background.

3.5.2 Element Properties

Fig. 3–9: Element Properties

3.5.2.1 Task Type

The task type is selected when creating the activity and cannot be modified afterwards.

3.5.2.2 Characteristic

Describes the element type.

3.5.2.3 Task Description

You can add additional information to the activity which is also displayed by default in the workflow input

under "Description."

3.5.2.4 History Entry

The attribute is specified by entering it in the "History and log" field in the first property box when an

activity is created. It can be changed later in this same box.

The content of the attribute is written in the PDFDOCVECTOR log table if "Workflow" has been selected

in the log options.

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i Activities with identical system-wide task descriptions should have different log descriptions so

that they can be distinguished in the history.

3.5.2.5 Receiver

The set receiver is shown here. Clicking the [...] button opens the dialog for selecting a receiver, where

you are able to edit the configured receiver.

3.5.2.6 Communication Medium

The communication medium determines how a user is informed about arriving business cases and

which application will be used for the process. The following options can be selected:

Fig. 3–10: Element Property: Communication medium

+ SAPERION: The new business cases only arrive in the appropriate workflow inboxes

+ E-Mail: An e-mail with a corresponding message is sent to the corresponding user. The e-mail is

structured as follows:

E-Mail

The e-Mail of the business Case receiver is built as follows:

For the sender address, you can select whether only the server address or the address of last forwarding

user is to be shown. A corresponding INI-entry is available for this in the ARCHIEF.INI in the following

section:

[Setup.Mail]

Interface=4

Server=<Server address>

ServerPort=25

SenderAddress=<Sender address>

SenderName=<Sender name>

The keys in the LOCALTEXT field are as follows:

Keys in the field LOCALTEXT

Key Description

MAILBUSINESSCASE := Default: "..." This hyperlink directly opens a window with the list of possible workflow functions.

MAILCONTEXT := Default: "Basisdokument" This hyperlink opens the HTML index form of the original document that was configured in

the activity.

MAILINBOX := Default: "Geschäftsfall"/"Business

Case"

This hyperlink opens the HTML inbox.

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i If an empty string is entered for one of the keys, the corresponding menu item does not appear

in the body of the mail.

Furthermore, you can configure further e-mail settings:

Fig. 3–11: Property: E-mail options

E-mail configuration


E-mail format You can choose between various formats here. The following are available:

+ SDL link to business case: Send an e-mail with the standard

link SDL.

+ HTML template: Send an e-mail which uses a HTML-file as

template (see sample template below).

+ Macro generated: Sending an e-mail with a standard subject

and a freely designed mail body. A macro with which the text

is created is required for this.

NOTE: The HTML formats can only be used with SMTP.

Workflow inbox The form that opens when you double-click the standard link SDL is stored with the work-

flow inbox.

HTML index form Configure HTML template:

In order to use a HTML template for the mail creation you have to set up a dummy query

form (e.g., "HTM_Dummy.qbe") The form name equals the name of the used HTML tem-

plate (see chapter entitled "HTML-Template" below).

Mail subject (formula) A formula that is responsible for the set-up of the mail subject is entered here.

Example

"SAPERION: >" + Df.NodeName + "< >" + UserName + "< >" + DocName

+ "<"

The workflow properties are accessed here through df.<propertyname>, so in this case

"Df.NodeName".

The document properties are accessed through <propertyname>, in this case "DocName".

Mail message text (formula) The name of macro with which the text in the mail body should be created is saved.

Macro generated The name of the macro with which the text in the mail body is to be generated is entered

here. The macro has full control, so e-mail dispatch must also be controlled by the macro.

NOTE: No dialogs can be used since the macros run on the server.

HTML Template

Using HTML-templates properties of the workflow object can be integrated into the template. In this

way the e-mail is equipped with additional information.

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i Please note that properties of the associated base document cannot be used in this context.

You have to copy the appropriate HTML-template into the istallation directory of the Core Server (root

directory in case of an All-in-One installation or "Application" folder in case of a distributed installation).

The fields are integrated according to this syntax:

$Feldname$

Sample Template

<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.01 Transitional//EN">

<html>

<head>

<title>Workflow HTML Mail</title>

</head>

<body>



Good day, 

 

USERDEFINED1: $USERDEFINED1$ 





 

Subject: $SUBJECT$ 

Last user: $LASTUSER$ 

 

Please complete the following request! 



</body>

</html>

! It is imperative that the file extension contains ".htm" (in this example: "HTM_Dummy.htm").

The received e-mail looks like the following:


51

Fig. 3–12: Example: Received e-mail

Business Case per E-Mail

If a business case is sent to the receiver by e-mail, the e-mail will contain a link to the business case.

Clicking the link opens the SAPERION Client with the last used client-type setting.

You can configure whether only the server address is to be shown in the e-mail as sender or the last

forwarding user.

The corresponding entry in ARCHIEF.INI is as follows:

[Docflow]

UseDocflowUserMailAddress=TRUE / FALSE (default: TRUE)

Business case per e-mail


UseDocflowUserMailAddress TRUE = The e-mail address of the last forwarding user is shown as sender (default).

FALSE = The server address is shown shown as sender.

3.5.2.7 Escalation Levels

To prevent inactivity in a business case, e.g., if the responsible receiver does not process it for a long

period of time, you can introduce escalation levels, the number of which is displayed here. See also

chapter entitled "Escalation" below.

3.5.2.8 Responsible

You can specify a responsible person for every user activity. This person is authorized to make decisions

on the further processing of the business case in question in the case of errors or problems.

3.5.2.9 Majority Check

This property is configured only for the user activities with the "Several receivers" option. Together

with the "Majority value" and "Majority" link properties, this property regulates when the business case

should be forwarded to the next activity. In the case of the "After all Users" value, the system does not


52

check which link should be used to forward the business case to the next activity until after the last

receiver has been reached. In the case of the "After each User" value, the system checks after each

receiver whether the business case can be forwarded. This could be the case, for example, when a simple

majority, i.e., over 50%, of the specified receivers have forwarded the case via one of the links.

i If votes are tied (e.g., three for and three against out of six receivers), forwarding will take place

via the first link.

3.5.2.10 Insert Template

For certain activities, a SAPERION document can be added to a business case as a template document.

The pages of the document are added to the original document of the business case when the activity

is set up.

i In order for a document to be added, the original document must be a structured document.

The template document can be dragged from a result list to a previously selected activity. This causes

the UID of the document to be entered in the activity properties.

3.5.2.11 Receiver becomes Owner

Business cases have only one user at any given time, who plays an administrative role in case an error

occurs. It is only one user, never a role or an organizational unit.

If this option is activated, the corresponding editor becomes the owner of the business case when

entering into the activities (see "Owner of a business case").

In the case of groups, the one who accepts the business case from the group folder becomes the owner

of the business case. When it is returned to the group folder, this user remains the owner until the

business case is taken over again.

i When workflow tasks are processed directly from a group inbox, the user processing the task is

not set as the owner.

3.5.2.12 Memorize Receiver

The "Memorize Receiver" property controls whether or not the last editor of the activity is saved. When

the activity is reactivated – after a loop run, for example – the saved editor receives the activity again. This

is a useful feature when a group has been entered as the receiver according to the process definition,

but the last editor should resume work on the business case.

3.5.2.13 Estimated Working Time [min]

This property is for statistical purposes. The times are logged in the PDFDOCVECTOR table

(ESTWORKINGTIMEAC and ESTWORKINGTIMEBC fields) and are made available for evaluation. If you


53

enter a value >0 here, the affected user editing the business case will automatically be asked to enter his

actual working time in a dialog. The specified value is saved in the WORKINGTIMEAC field.

i Currently, it is not possible for SAPERION to determine the working time because it cannot reliably

determine when processing of a business case begins and ends, or whether there have been

pauses during that period. For a given project you must ensure that, for each of the decisive

starting and ending events (punch in/punch out) for processing, an individual entry is written in

the log table. This allows a well-founded evaluation of the processing time. Pauses taken during

this period are still a problem, however.

3.5.2.14 Index Forms

Index forms for various properties can be entered in this area:

Fig. 3–13: Property: Index forms

Configuration index forms


Task Here you can enter the name of the index form that opens when a user opens the index of

a business case in the result list of the workflow inbox or via the context menu.

Document Here you can enter the index form that can be opened from the result list of the workflow

inbox if editing of the document attributes is allowed.

Validation Here you can enter the index form with which the available index data from the original do-

cument can be checked in the background after forwarding is triggered by the user. If the

results of the check are not satisfactory, the form is opened and the editor must correct the

data as necessary. Canceling does not leave the activity and forwarding does not take place.

The forms for the business case and the document can be entered in the start activity. If no other form

is entered later in the activity, the form entered here applies.

3.5.2.15 Document Access

The settings for editing the individual documents are brought together in the "Document access" area.

Fig. 3–14: Property: Document access


54

Configuration document access


Edit document This property controls the right to open and edit the original document in this activity. If

this right is withdrawn, the function is grayed out in the context menu of the workflow in-

box. This right is activated by default.

Edit document index This property controls the right to edit the index data of the document during the activity.

This assumes that a correct index form is entered under "Index form (document)". If this

right has been withdrawn, the function is grayed out in the Context menu in the workflow

inbox. This right is activated by default.

Edit task index This property controls the right to edit the index data of the business case during the activi-

ty. This assumes that a correct index form is entered under "Index form (task)". If this right

has been withdrawn, the function is grayed out in the Context menu in the workflow inbox.

This right is activated by default.

Lock document This property controls whether the original document is blocked for general editing as long

as the activity is active. This property is set by default, so the document is shown in the re-

sults list, but access is denied. If the applicable property is deactivated later in the defini-

tion, this change applies only to the business cases that later reach this activity. This also

applies for a loop in the process. All business cases that are in the activity at the time the

change is made remain in the preexisting condition. Reassignment of the activity does not

change this condition. If a process definition without version is used and the attribute is

changed, then this business case change will only be effective after its next forwarding.

Document ACL One or more additional access control lists can be entered here. The lists can be entered in

such a way that the corresponding rights are either granted or denied. This makes it possi-

ble for users who lack sufficient rights for accessing the document to have access during

the activity.

3.5.2.16 Field-Mapping: Document -> Task

This property allows the field contents of the original document to be synchronized with the field contents

of the business case. (Multi-value fields are also supported.)

Fig. 3–15: Property: Field-Mapping: Document -> task

In the "Field-mapping: document-> task" group, only the uncritical, changeable fields of the business

case table XDFDOCVECTOR are listed. In the other group, the complete set of fields for mapping is

provided.

Mapping is accomplished through the following workflow actions:

+ Reaching the activity

+ Taking and returning the task from or to the group folder

55

+ Reassigning the business case

The following differentiation is maintained in the syntax when defining formula during mapping:

<GF-Fieldname> = <Dok-Fieldname>

The fieldname in the original document definition to/from which mapping is to be carried out is used as

the value of the property. The business case subject and the "free formula" property are special cases.

It is also possible to use strings in the cases.

Examples

+ Field of the group "Field-Mapping: Document -> Task"

Betreff: VorgangsNr + "/" + EingangsDatum

3.5.2.17 Field-Mapping: Task -> Document

For mapping from the task to the document, a revision of the original document is created.

If the main document contains the SYSINDEXSTATE field, this will be set by default to the value 2. As a

result, the data is only written in the database table allowing the maximum performance to be reached.

The value can be changed with an entry in ARCHIEF.INI on the Core Server.

If an identical mapping is to be carried out for every activity, you can specify this mapping in the start

activity once so that it is automatically run for all following activities.

Fig. 3–16: Property: Field-Mapping: Task -> Document

The syntax for the definition of the formula is as follows:

<Dok-Fieldname> = Df.<GF-Fieldname>


56

Examples

+ Field of the group "Filed-mapping: Task -> document"

Free formula: DocStatus="gebucht";ExtraFeld=USERDEFINED6

+ For the property "System folder"

DTFOLDERSYS="My documents

DTFOLDER1=DokKlasse

DTFOLDER2=DokTyp

"DokKlasse" und "DokTyp" are free field names of the archive for the original document. If new

values are mapped to the DTFOLDERSYS and DTFOLDER1-5 business fields, the corresponding

subfolders are automatically created for the outliner.

+ In order to prevent mapping with some workflow actions, forms can also be used in the mapping

lines.

The "Status" field is occupied with "Forward" if the last workflow action code was "2". Otherwise,

the field is mapped with the value of the business case status.

Status: DFAction=2?"Forward":DF.Status

+ Filed-Mapping task -> document with a free formula

USERDEFINED1=BPMN_Mapping_Macro_05!GetAnsi

3.5.2.18 Context Menu

Define the functions of the context menu within the workflow inbox here. The individual commands of

the context menu can be shown and hidden from here (i.e., "Reminder", "Comments", "Not responsible"

etc.)

Fig. 3–17: Property: Context menu

When the checkboxes are enabled, the corresponding entry is hidden in the context menu.

Owner/ Admin Menu

By making the context menu entry "Owner/ Admin" invisible the owner of the business case is deprived

of workflow administrative rights.


57

i Despite of being hidden administrators with admin client license do have corresponding menu

entries so that they could intervene in case errors occurs in the workflow.

Reassign

For the context menu entry "Reassign" you can select the according command in the dropdown menu:

+ None

+ Any (the receiver is allowed to choose from the user selection dialog one of all available users in

SAPERION).

+ Group (this function only effects tasks that are taken out of the group inbox. The receiver is allowed

to choose one of the users who is member of this group.)

"OK", Reject" and "For Correction"

Hiding the menu entries "OK", Reject" and "For Correction" has only effect for processes of SAPERION

version 6. These entries are only hidden when the receiver of the activity is working with an index client.

If the user is working with an admin client the entries are visible in spite of being hidden.

i Manual gateways with corresponding notation (e.g. "OK") in processes of SAPERION version 7

cannot be affected.

3.5.2.19 Events

All properties pertaining to the use of macros are brought together here.

Fig. 3–18: Property: Events

OnEntry macro

Every user activity has the "OnEntry" event, which is executed as soon as a business case reaches,

escalates, or reassigns this activity. A macro can be entered for this event, which is then run

synchronously on the server before the business case is shown in an inbox. If a FALSE is returned, the

action is canceled, a message announcing the cancellation is issued, and the current activity remains

active.

i When a workflow action is based on a "Reassign"-action a cancellation will not take place but an

assignment to the delegated user.

At the time the macro is executed, the server does not know the context of this activity, i.e., the receiver,

the date of receipt, and several other metadata have not yet been updated. Because the macro runs

synchronously, the server waits until the macro has ended.

The new receiver should be defined with USERNAME when there is reassignment.


58

The following macro example shows the "status" of the last run workflow action and the "user" of the

executing user. In addition to the usual workflow action values, the following settings are also available:

+ 36 Reminder was reset

+ 37 Reminder was reached

Function check_4_eyes( status As Long, user As String ) As Boolean

check_open_twice = True

If status = 7 Then

If Document.GetProperty("FistSigner") = user Then

check_open_twice = False

docflow.SetProperty "ErrMsg", "You're not allowed to take over this document"

End If

End Select

End If

End Function

OnExit macro

Every user activity has the OnExit event, which is executed as soon as a business case exits this activity.

A macro can be entered for this event, which is then run synchronously on the server as soon as the user

forwards the business case. If a FALSE is returned, the action is canceled, a message announcing the

cancellation is issued, and the current activity remains active.

Function Besitzerwechsel() as Boolean

Dim retc As Intege

retc = Document.DocflowAction (15, "", Application.username, "", false )

Besitzerwechsel=TRUE

End Function

Because the macro runs synchronously, the server waits until the macro has ended. The following macro

finds the ID of the link, which corresponds to the "order" link property, displayed in the ProcessDesigner,

through which forwarding takes place:

Function Bearbeiten_OnExit( status As Long, user As String) As Boolean

Bearbeiten_OnExit = True

End Function

Function GetLinkId() As Integer

Dim sLinkID As String

Dim iFirst As Integer

Dim iLast As Integer

sLinkID = Docflow.GetProperty("svDfVars")

If Len(sLinkID) > 0 Then

iFirst = InStr(1, sLinkID, "LinkId=") + 7

iLast = InStr( iFirst, sLinkID , ";")

If iLast = 0 Then iLast = Len (sLinkID)+1

GetLinkId = CInt(Mid(sLinkID, iFirst, iLast-iFirst))


59

Else

GetLinkId = 0

End If

End Function

OnAction

The "OnAction" property contains a formula or the name of the macro that is executed synchronously

on the server if the evaluation of the "OnEntry" property has run positively, and the activity has thus been

entered as positive in the business case. At this point, the entire context of the activity is known.

The macro is executed only when the activity is reached, and is not executed again when the case is

returned to the group tray or delegated.

Macro context

The "Macro context" records the name of the user in whose profile the macro entered in the "Macro"

property is executed. This is necessary, for example, if actions are to be executed that require more rights

than the forwarding editor possesses.

Escalation levels

The actions that are defined in the escalation levels will be carried out at a specified time (see chapter

entitled "Escalation" below).

3.5.3 Properties of Automatic Activities

The automatic activities "start," "end," and "macro" have several other properties, which are discussed

in this chapter.

3.5.3.1 Start Activity

The "start" type activity is set automatically in the ProcessDesigner when a new process is created.

Because there can only be one start activity, it is not possible to select further start activities from the

library.

The start activity can have any desired number of link outputs. It has no link input.

In the workflow inbox, the entry for the activity that follows the start activity is designated with a

corresponding symbol ([cog] icon).

A revision is created for the original document at the start of the business case.

The forms entered in the "index form, business case & document" properties apply to the entire process.

If other forms are to be used in other user activities, they must be indicated explicitly there.


60

If a mapping is defined in the start activity, this mapping also applies for each other activity. This allows

synchronization with the business case and the data to be made accordingly visible in the user’s inbox,

for example, if data in the original document changes frequently.

3.5.3.2 End Activities

The "end" type activity must occur at least once in the diagram and can occur several times.

When the business case reaches this activity, it is marked as "finished" by the Server, which prevents it

from appearing in any other inbox. The business case history is attached by the repository (XML file) to

the original document, and a revision is created.

The activity is executed in the context of the last processor. This and other information are documented

in the history.

Deletion of the business case with its data from the XDFDOCVECTOR business case table and from the

repository can be set as the end activity with the "delete" type escalation.

3.5.3.3 Macro Activity

The "macro" type activity can have any desired number of outputs for the "continue" link type.

This is an automatic activity without interaction with the user. Any desired macro can be specified, which

will be executed by the server as appropriate. After the macro is executed, the business case is forwarded

to the next activity.

3.6 Sequence Flows

Sequence flows are directional graphics, each of which links two objects. In the ProcessDesigner, these

links are displayed using arrows, the direction of which indicates advancement within the process.

Sequence flows can only be created between two already existing objects.

Different link types may be selected from a library, depending on the starting activity, for process design.

The following list introduces these link types.

3.6.1 Conditional Flow

The conditional sequence flow is displayed as a directional arrow with a diamond at the starting point.

The condition appears in the chart.

The conditional flow contains a condition which defines when it is run and when not.

For conditional flow, it is also necessary to define the corresponding condition using a formula or macro.

An activity with conditional flow typically has several outputs, each of which corresponds with one

condition.

3.6 Sequence Flows

61

For the case that none of the defined conditions matches, a default flow (see the chapter entitled "Default

Flow") must also be defined.

3.6.2 Default Flow

The default flow is displayed as a directional arrow with a vertical line at the starting point. The "Default

Flow" link may only be selected once.

The default flow is run if all other conditions do not apply (see the chapter entitled "Conditional Flow").

3.6.3 Manual Flow

The manual flow is displayed as a directional arrow.

In a manual flow, the respective user decides on how to forward to a particular following activity. This

means that there are always multiple outputs for this case. The available actions are collected in your

process definition, which are available for the user as a context menu entry. The label of the context menu

entry is made in the "Activity" field of the "Workflow Activity Properties" dialog.

i The "Description" dialog is used to specify the label on this chart. This improves clarity and is

only displayed to you in the ProcessDesigner.

3.6.4 Timer Sequence Flow (interrupting)

The timer sequence flow (interrupting) is displayed as a directional arrow with a clock icon in a circle at

the starting point. The starting point is attached to the lower right corner of the activity.

With the timer sequence flow (interrupting), you must specify a termination. If the activity has not

progressed to a following activity after a certain period of time you have defined has elapsed, it will be

interrupted. The process flow is directed to a following activity created for this purpose (e.g., the business

case is returned, unprocessed, to the owner).

Specify the time period in the "Escalation Level" dialog.


62

Fig. 3–19: Dialog "Escalation Level"

3.6.5 Timer Sequence Flow (non interrupting)

With the timer sequence flow (non-interrupting), you must specify a termination. If the activity has not

progressed to a following activity after a certain period of time you have defined has elapsed, a following

activity you have defined will be run. The business case is not interrupted. For example, the administrator

may be notified after a certain period of time has elapsed.

3.6.6 Error Sequence Flow (interrupting)

The error sequence flow (interrupting) is displayed as a red directional arrow with a lightning icon in a

circle at the starting point. The starting point is attached to the upper right corner of the activity.

The error sequence flow serves as a regulator. If an error occurs when processing a business case task,

the activity is interrupted and your defined following activity will be run (so that the administrator can

intervene to make corrections, for example).

3.7 Creating a Sequence Flow

1. The process link between two activities is made by clicking the starting activity. Then drag

the mouse cursor from the middle of the starting activity to the target activity. The "Object

Library" dialog appears.

3.8 Sequence Flows Properties

63

2. Depending on the starting activity, a number of different options will be displayed for

selection.

3. Select the desired sequence flow and click [Next].

4. Depending on the type of link, further dialogs will appear, for example, to specify the label

or the macro.

After successfully configuring the link, it is graphically displayed in the ProcessDesigner

with the corresponding properties.

3.8 Sequence Flows Properties

The properties of the links are displayed in the top right-hand section of the ProcessDesigner window.

To display the properties, you must select the link in question in the process chart. You can then change

and adjust the properties of the link if necessary.

3.8.1 Diagram Properties

The diagram properties reflect the appearance of links in the process chart. The following properties are

displayed and may be adjusted:

Fig. 3–20: Diagram properties


64

Diagram Properties


Text Text that is displayed in the link line.

ToolTip Text that is displayed as a tooltip for this link line.

Middle arrow Form of an arrow displayed in the center of the link.

ArrowOrg Form of an arrow displayed at the start of the line.

ArrowDst Form of an arrow displayed at the end of the line.

Font Font and size for displaying text.

Draw width Thickness of the displayed link line.

Draw color Color of the displayed link line.

Link style Style in which the start and end points are linked with one another.

Draw style Style of the displayed line.

Orienting text Style for how text is aligned against the line.

Text segment

3.8.2 Sequence Flow Properties

Depending on the type of link, the following properties are specified in the ProcessDesigner for the active

link:

Sequence flow properties


Sequence flow type Specification of the type of link (see above for description). It is not possible to change the

type of link at a later stage.

Forwarding condition The "Forwarding condition" attribute pertains only to the "Forward" type. To handle ca-

ses where there is more than one "Forward," a formula or the name of the checking macro

should be included. The server checks one link after the next until a TRUE value is returned.

If the macro returns a TRUE value, the process continues along this link. The order of the

check follows the number that is displayed in the "Order" link property. The number is de-

termined by the time at which the link was made and always pertains to the activity from

which the link originates. The syntax of the formula corresponds to that of the evaluation of

fields in the forms. The field names of the archive definition of the original document can

be used directly in the formula. If the field names of the business-case vector XDFDOC-

VECTOR are used, a "Df." must be placed in front.

Example

Amount > 5000 AND Df.PRIORITY = 2

Macro You may specify a macro here. The corresponding macro is running when the server advan-

ces the business case along this link.

NOTE: The macro is executed only. The return value is Boolean.

History entry Enter a text here to be displayed in the business case's log (table PDFDOCVECTOR).

3.9 Owner of a Business Case Activity

65


Confirmation This property can be used to cancel a forwarding operation that the user selected by mista-

ke. Enter the text here that is displayed in a message box in the case of intentional forwar-

ding (e.g., confirmation query that triggers forwarding when [OK] is clicked). This property

is only available for links of the "Manual flow" type.

Order The "Order" property contains a number from 1 upward, which corresponds to the order of

the creation of the link that originates from the respective activity. The order can be chan-

ged here, but a clear order is important.

Reason You can use this checkbox to force the user in question to enter a reason. The reason is en-

tered in the "Comment" field, the history and the comment list.

Authentication An authentication can be set for forwarding documents over certain branches. Forwar-

ding over this branch is only possible with the corresponding authentication. Entering a

password or a signature can be used as authentication. This can also be linked simulta-

neously with a document approval.

Voting If the link originates from an activity with the "Several receivers" option, a majority can be

specified here that must be reached in order for forwarding to take place using this link.

+ With the "Simple majority" setting, the business case is for-

warded via the link if the majority of users have chosen this

link.

+ With "unanimous" setting, the business case is forwarded

via the link if all users have chosen this link.

+ If there is a discrepancy, the person who is entered in the

"Responsible" task property receives the business case for

further processing.

+ With the "Quorum" and "Minimum percentage" settings,

the business case is forwarded via this link if the "Minimum

value" that was set in the provided field is reached.

Majority determination Specify here if the business case can be forwarded prematurely if a majority has been rea-

ched. Note that the voting type is specified in all outgoing links of an activity. All links must

contain the same voting type.

For example, if a voting of type "Simple majority" is carried out, all outgoing links from the

activity must be configured with the corresponding majority type.

NOTE: In case the user is not to be given the possibility of forwarding by using the cor-

responding link in the context menu for the business case, the designation of the "Menu

font" property can be set to "$" from the start. This makes forwarding using this link only

possible via API.

3.9 Owner of a Business Case Activity

A responsible person is specified for every business case activity. This is the owner of the business case,

and they receive special rights. This person will always be informed or will receive the business case in

their personal inbox if no responsible person was set in the process definition and one of the following

events occurs:

+ An editor declares themselves not responsible


66

+ An error occurs during the process

This allows the owner of the business case to rectify the problem and continue the workflow process.

Furthermore, every user has a "My Tasks" folder in their personal folder, in which all business cases

for which they are the owner are displayed. These business cases can be edited by the user with owner

functions, if appropriately configured.

Business cases have exactly one owner, which may only be one single user, at any time. Roles or

organizational units cannot act as owner of a business case.

With the start of a business case, the starting user is automatically set as the owner of the business case.

There is the possibility to change the owner while editing the business case via the "Receiver becomes

owner" property, or through the workflow API.

3.10 Escalation

Workflow documents may stay for an unnecessarily long period of time in an inbox if they are not

processed by the responsible user. This holds up the process of working through a business case.

To prevent this, you can specify any number of escalation levels for each running process activity. The

actions specified in the escalation levels are run after a definable time. In this way, you can regulate and

guarantee advancement through the workflow process using control mechanisms (for example, e-mail

notifications to the owner).

3.10.1 Creating an Escalation Level

1. In the "Properties" area, click the "Escalation levels" entry. The number of escalation levels

will appear.

2. Then click the [...] button. The "Escalations" dialog appears. The overview displays the

already defined escalation levels with specification of the action, the time, and the target.

3. Click [New] to specify an additional escalation level, or select an entry from the list and

click [Edit] to edit it. The "Escalation level" dialog appears.

3.10 Escalation

67

4. Configure the following settings:

+ Type

Select the desired escalation action from the dropdown-list (see chapter entitled

"Escalation Types").

+ Timeframe

Specify the timeframe in which the defined escalation level should commence.

+ Receiver Selection

You can specify the receiver of the notification in the case of escalation in this area.

5. Click [OK] to save your settings. The newly created escalation level then appears on the

list of escalations.

3.10.2 Escalation Types

You can select different escalation types to intervene to regulate a business case. This takes place in the

"Escalation Level" dialog. Select the desired escalation type from the "Type" dropdown list.

Escalation Types

Escalation Type Description

Set unread If the deadline is missed, the business case is set to unread and appears in the workflow

inbox in bold.

E-mail notification When a deadline is exceeded, an e-mail notification is sent to the selected user if an e-mail

address has been entered and an e-mail connection has been set up. The e-mail is sent in

the format specified under the "E-mail options" configuration item.

68

Escalation Type Description

For information When a deadline is exceeded, the selected user receives an entry in the result list of the

workflow inbox. The entry is deleted using the context menu.

Move to When a deadline is about to be exceeded, the selected user or the selected group is entered

as the new user/ receiver. This causes the business case to appear in the corresponding re-

sult list in the workflow inbox.

E-mail notification (non-interrupting) If a deadline has been missed, the selected user is automatically sent an e-mail with corre-

sponding information.

Notification (non-interrupting) If a deadline has been missed, the selected user is automatically sent a notification with

corresponding information.

Cyclic e-mail notification (non-interrupting) If a deadline has been missed, the selected user is automatically sent a notification with

corresponding information. The procedure repeats over the time interval defined in the "Ti-

meframe" area.

Cyclic notification (non-interrupting) If a deadline has been missed, the selected user is automatically sent a notification with

corresponding information. The procedure repeats over the time interval defined in the "Ti-

meframe" area.

Delete The end activity only offers one (special) escalation type for selection. This is the "Delete"

escalation. The workflow information (like information from other documents as well) is

saved to a medium. The "Delete" escalation deletes the workflow information from this

medium.

3.10.3 Receiver Selection for an Escalation

Depending on the escalation types you selected, it may be necessary to select a receiver for an escalation,

for example, for the "E-mail notification" escalation type. This is done in the "Receiver selection" section

of the "Escalation Level" dialog.

In addition to the options

+ owner

+ last actor

+ receiver

+ Predetermined

To define a receiver, click the [...] button to select a receiver from the created organizational structure.

The "Organizational Structure" dialog appears.

+ Macro

To query the escalation levels in a macro, the following call needs to be carried out:

Docflow.GetProperty("svDFVars")

"ESCALATIONID=<ID>", "ESCALATIONTYPE=<TYPEID>" will be returned as a result.

The following values can result for TYPEID:

EscalationUnread = 0

EscalationMail = 1

EscalationNotice = 2

3.10 Escalation

69

EscalationMoveTo = 3

EscalationPutBack = 4

EscalationAutomatic = 5

EscalationMacro = 6

EscalationTerminate = 7

EscalationRemove = 8

EscalationSetNode = 9

EscalationForward1 = 10










EscalationForwardFormel = 20

Example

Function Bearbeiten_OnEscal( status As Long, user As String ) As String

Dim s As String

Dim result As String

Dim pair As String

Dim varName As String

Dim value As String

Dim escId As Long

Dim u As Object

On Error GoTo OnEscalError

s = Docflow.GetProperty( "svDfVars" )

Set u = Application.Utility

If u.ParseInit(s, ";") Then

pair = u.Parsenext()

If u.ParseRelease() Then

End If

If Len(pair) > 0 Then

If u.ParseInit(pair, "=") Then

varName = u.ParseNext( )

value = u.ParseNext()

escId = Val(value)

If u.ParseRelease() Then

End If

If escId = 1 Then

result = Str(Date()) + ";14:30"

Else

result = u.AddDays( Str(Date()), 2 ) + ";9:00"

End If

Bearbeiten_OnEscal = Trim(result)

End If

End If


70

End If

' Bearbeiten_OnEscal = "Fehler:" + s

Set u = Nothing

Exit Function

OnEscalError:

' Error handler

Exit Function

End Function

3.11 Macros

Macros can be run either on the workflow server or on the client. In some cases this can be controlled

by a checkbox when selecting the macro. On other location, the macros are run only on the server.

Macros can only be selected from a file that is labeled exactly like the workflow (see chapter "Versioning").

When creating a macro, a procedure is predefined that suggests the required parameters and the

function type. If necessary, the name must be modified since it could contain possible impermissible

special characters.

! Please do not use Unicode characters for the macro file names because only ANSI characters are

supported.

Each macro has two objects of the class "Saperion.Document":

+ Workflow: Business case document

+ Document: Original document

3.11.1 Overview of Macro Process

Overview of macro process

Macro interface Client Server

User selection X X

OnEntry X

On Action X

OnExit X X

Escalation type macro X

Link conditions X

3.11 Macros

71

Macro interface Client Server

Action activity X

3.11.2 Macros in Processes

3.11.2.1 OnExit/ OnEntry/ OnAction on the Workflow Server

Changes to the business case are saved by workflow server.

3.11.2.2 OnExit on the Client

Changes to document must be saved by you (Document.SaveChanges).

Changes to the vector must be saved by you (Docflow.SaveChanges)

3.11.3 "Document.DocflowAction"

In principle, "Document.DocflowAction" should only be called when the respective document is not

locked (e.g., by opening the index form), since the Queue Server has to lock the document itself within

a macro or for other reasons.

When starting/ ending a process, a lock to the main document is placed by the Queue Server. With all

other workflow actions, a lock can also be necessary, for example, if a server macro wants to influence

the main document.

Beware of macros that do not explicitly lock the document and then run a "Save changes." It may happen

that the client and the Queue Server work against each other and overwrite one another.

To ensure that the user or process has exclusive access to the document, the methods "lock" and

"unlock" for the document object must be used for all critical actions. Critical actions related to the

document object are all of those that make a revision necessary as a consequence of the action. The

competing accesses that may result from the actions can damage the revision chain if "lock" and

"unlock" are not used. All locked documents with a reference to the locking user are listed in the XLOCKS

system table.

Example

Set oCursor = Application.SelectSQL(INDEX_TABLE, "Status='Neu' order by

DocNr asc")

If oCursor.First() Then

Write_Log MODULE_NAME & " | " & oCursor.Count() &

" business cases in start queue ", LOG_FILENAME

On Error GoTo ErrorHandler

Do

Set oDocument = oCursor.Document()

sXHDOC = oCursor.Document.HEXUID()

72

If oDocument.Load() Then

If oDocument.Unlock() Then

If oDocument.Lock() Then

If Len(oDocument.GetProperty("OE")) > 0 Then

sDfName = DFPOST & oDocument.GetProperty("OE")

Else

sDfName = DFPOST & "Korrektur"

End If

iRetCode = oDocument.DocflowAction(1, sDfName, "")

If iRetCode <> 0 Then

Write_Log MODULE_NAME & " | " & sDfName & " nicht

erfolgreich gestartet " & sXHDOC & " | " &

oDocument.LastErrorMsg() & " Error = " & Str(iRetCode),

LOG_FILENAME


Else

Write_Log MODULE_NAME & " | " & sDfName & "

erfolgreich gestartet " & sXHDOC, LOG_FILENAME


End If

If oDocument.Unlock() Then

Else

Write_Log MODULE_NAME & " | Dokument konnte nicht entsperrt

werden!", LOG_FILENAME

End If

Else

Write_Log MODULE_NAME & " | Dokument konnte nicht gesperrt


End If

Else

Write_Log MODULE_NAME & " | Dokument konnte nicht entsperrt


End If

Else

Write_Log MODULE_NAME & " | Dokument konnte nicht geladen werden -

" & sXHDOC, LOG_FILENAME


End If

Loop until Not oCursor.Next()

Else

Write_Log MODULE_NAME & " | start queue ist leer", LOG_FILENAME


End If

3.11.4 Macros on the Server

For macros running on the server, the user under which they run plays an important role. The following

rules apply:

+ If a special context (user) is given, the macro is run with this context.

4.1 Methods

73

+ With normal user activities, they are always run under the registration of the active user (even when

the macro runs on the server).

+ With action activities, they are run with the context of the last user.

+ For action activities, you can optionally specify a special context.

3.11.5 Macros on the Client

For macros that run on the client, the following rule applies:

+ The macros run in the context of the logged in user.

+ All local macros are run under the last active user until the document reaches a user activity or the

business case ends. This can also mean that the affected machine may be locked for a period of

time while the macro runs.

4 Workflow API

This chapter deals with macro programming and describes the workflow-specific API.

The API comprises all methods also used by the inbox.

4.1 Methods

4.1.1 "WFRequest" Method

! As of SAPERION version 6, the "DocFlowAction" method is renamed to "WFRequest." If you

are still using scripts that call the DocFlowAction method, no change is necessary, since the API

automatically interprets these as WfRequest.

Syntax

INTEGER WFRequest (Action code [ , Par1 ] [ , Par2 ] [ , Par3 ] [ , Par4 ] [ , Par5 ] [ , Par6 ] [ , Par7 ] [ , Par8 ] [ , Par9 ] )

"WfRequest" method


Action code Number that designates the action to be performed (Integer)

Par1 Parameter depending on action code [Optional](String)

For action code=16, the NodeID is specified here.

For action code=50, SetEscalationDate is specified here (dd.mm.yyyy;hh:mm:ss). The associated escalation le-

vel is specified in the last parameter.

Par2 Parameter depending on action code [Optional](String)

For action code=16, nextuser is specified here.

4 Workflow API

74


Par3 User name, within whose user context the action is run [Optional](String)

Default: logged in user

Par4 Specifies if the action is carried out synchronously (TRUE) or asynchronously (FALSE) with reference to the cli-

ent running it [Optional](Boolean)

Par5 Specifies if the action is carried out synchronously (TRUE) or asynchronously (FALSE) with reference to the cli-

ent running it [Optional](Boolean)

Default: FALSE

Par6 Comment – Content of additional entries in the history and the comment fields. If a "?" is passed for workflow

Action 9 (Reminder), the reminder dialog will appear.

NOTE: Only use on the client, as user interaction is required.

Par7 Parameter is only used when calling from within an original document form. TRUE will delay execution of

the call until the form is closed. It is buffered in the "vDocflowAction" temporary variable. It is also possi-

ble to save multiple calls. If the form is closed with a cancel operation, the variable should still be set to ""

[Optional](Boolean)

Par8 For a forwarding (Action 2, 4, 5), the time (WORKINGTIMEAC field) used to process the business case in the

current activity may be specified in minutes for the entry in the PDFDOCVECTOR.

Par9 ContextCheck. If the parameter is set to TRUE, only actions which can be called from the business case context

menu may be run. (Boolean).

Default: FALSE

Return value

The return value of the method includes an error code.

4.1.1.1 Function Description of Workflow Actions

Action code 1: Start business case

INTEGER WFRequest (1, <Process definition>, <Next recipient/ organizational unit>, <User>, <TRUE/ FALSE>,

<History/status comment>, <TRUE/ FALSE>)

Action code 2: Forward

INTEGER WFRequest (2 , <Name/ ID of link>, <Next recipient/ organizational unit>, <User>, <TRUE/ FALSE>, " ",

<TRUE/ FALSE>)

Action code 4: Reject

INTEGER WFRequest (4 , " ", <Next recipient/ organizational unit>, <User>, <TRUE/ FALSE>, " ", <TRUE/ FALSE>)

Action code 5: Correction

INTEGER WFRequest (5 , " ", <Next recipient/ organizational unit>, <User>, <TRUE/ FALSE>, " ", <TRUE/ FALSE>)

4.1 Methods

75

Action code 6: Not responsible

INTEGER WFRequest (6 , " ", " ", <User>, <TRUE/ FALSE>, <History/ status comment>, <TRUE/ FALSE>)

Action code 7: Take over

INTEGER WFRequest (7 , " ", " ", <User>, <TRUE/ FALSE>, " ", <TRUE/ FALSE>)

This action can only be processed out of a group inbox.

Action code 8: Delete business case

INTEGER WFRequest (8)

The business case must have been stopped previously.

Action code 9: Set reminder

INTEGER WFRequest (9 , <Reminder date:date;time>, " " , <User>, <TRUE/ FALSE>, " ", <TRUE/ FALSE>)

The escalation level will not be changed with this action.

Action code 11: Call activity information


With this action a file is copied into the Temp directory and an XML-formatted string including the file

name is returned.

Action code 12: Pause


Action code 13: Continue


The action must have been paused previously.

Action code 14: Terminate

4 Workflow API

76

Action code 15: Change owner

INTEGER WFRequest (15 , " ", <User/ organizational unit>, <User>, <TRUE/ FALSE>, " ", <TRUE/ FALSE>)


Action code 16: Go to activity

i This action can only be used if no recipient is specified.

INTEGER WFRequest (16 , <ActivityID>, <Recipient/ organizational unit>, <User>, <TRUE/ FALSE>, " ", <TRUE/

FALSE>)

This action enables any desired positioning within the business case.

Action code 17: Delegate

INTEGER WFRequest (17 , (Internally reserved), <Recipient/ organizational unit>, <User>, <TRUE/ FALSE>, <Comment>,

<TRUE/ FALSE>)

Action code 20: Get user information


With this action an XML-formatted string including user information user information is returned.

Action code 21: Get history entry


With this action an XML-formatted string including history information is returned.

Action code 22: Put back


This action can only processed out of a personal inbox.

Action code 23: Delete asynchronous notification


Action code 25: Add history entry

INTEGER WFRequest (25 , " ", " ", <User>, <TRUE/ FALSE>, <Comment>, <TRUE/ FALSE>)

4.1 Methods

77

Action code 26: Get comment


With this action an XML-formatted string including comments is returned..

Action code 27: New comment

INTEGER WFRequest (27 , <Comment>, " ", <User>, <TRUE/ FALSE>, <Comment>, <TRUE/ FALSE>)

Action code 29: Start adhoc workflow

WFRequest ( 29 , Adhoc)

API

WF_STARTADHOC = 29

iDocument.WfRequest ( WF_STARTADHOC, processName )

the process name formats <adhoc process>!<template>!<subject>

<adhoc process> =

if workflow option is enabled any process starting with ADHOC,

if workflow option is not enabled only ADHOC is valid

<template> =

name of the public or private template.

Public is preferred.

?M? shows dialog to load private template,

?P? to load public template

<subject> =

any ANSI subject,

unicode subjects only by link formula from ddc,

if left blank the link formula is used,

e.g. iDocument.WfRequest ( WF_STARTADHOC, "ADHOC!PublicTemplate!My Subject" )

! The existing DFD file "Adhoc.DFD" may not be renamed.

Action code 36: Delete reminder

INTEGER WFRequest (36)

With this action the reminder is removed, but the escalation date is not changed.

Action code 50: Set escalation date

INTEGER WFRequest (50 , <Escalation date:date;time>, " ", <User>, <TRUE/ FALSE>, " ", <TRUE/ FALSE>)

4 Workflow API

78

With this action the specified escalation date is set for the current escalation level.

4.1.2 "SelectUser" Method

The "SelectUser" method opens the user selection and returns the selected objects of the organizational

structure, separated by semicolons ";". A more detailed description is contained in the documentation

of the COM objects.

+ STRING SelectUser (Multiuser , "" , "" , Filter, <List> , <Title>)

+ Multiuser:boolean with TRUE selection of more than one element of the user administration is

allowed (Default: FALSE).

+ Filter:boolean with TRUE selection is restricted to the branches of the organizational structure given

under "List" (Default: FALSE).

+ ListSTRING; list of the names of the groups and organizational units, separated with semicolons,

for restricting the selection.

+ TitleSTRING Title of the selection window

Example

Selection of several users:

s = Application.SelectUser ( TRUE, "", "", TRUE, "Meier;Müller;Vertrieb", "Benutzerauswahl" )

Selection of one user:

s = Application.SelectUser ( FALSE, "", "", TRUE, "Meier", "Benutzerauswahl" )

4.1.3 "WfGetInstances" Method

By means of the "WfGetInstances" method a collection of all workflow instances (iDocument Object)

for this document object is returned. Each object is iDocument object of the XDFDOCVECTOR DDC

and has to be loaded by iDocument.LoadLink() before workflow commands on it can be executed by

iDocument.WfRequest()

Syntax

Public Sub WfGetInstances( _

) As Object

Return value

iDocument object collection

The method returns an empty collection if the document object has no workflow started. An exception

is thrown, when the workflow items cannot be found anymore.

4.1 Methods

79

Before any workflow operation can be executed the object must be loaded by iDocument.loadlink(). All

workflow commands can then be executed with iDocument.WfRequest().

4.1.4 "WfGetParent" Method

By means of the "WfGetParent" method the main instance of a workflow item is delivered.

Syntax

Public Sub WfGetParent( _

) As Object

Return value

iDocument object of the (main) parent workflow item

The method can fail with an exception if the parent cannot be found. If the object has no parent

the iDocument object is the current item. You can access the properties like process name, process

version, SYSROWID etc. directly with the document object after you have loaded the instance by

iDocument.LoadLink().

4.1.5 "WfGetChildren" Method

By means of the "WfGetChildren" method a collection of all sub instances (iDocument Object) for this

workflow item is returned. Objects are for example synchronous sub processes, interrupting timer events

or gateway tokens.

Syntax

Public Sub WfGetChildren ( _

) As Object

Return value

iDocument object collection

The document object of this collection contains the index data but not the content. Before a workflow

operation can be executed the object must be loaded by iDocument.loadlink(). All workflow commands

can then be executed by iDocument.WfRequest().

For identifying the gateway token you have to check the document property TokenID.

4 Workflow API

80

If the collection has the count "0" the item is a instance and not a gateway. Check by the "WfGetParent"

method whether it is the main instance.

4.1.6 "WfGetMainInstance" Method

The "WfGetMainInstance" method returns the main workflow instance (iDocument Object) for this

workflow item. Key feature is that the ancestor of the instance has no ancestors itself.

Syntax

Public Sub WfGetMainInstance( _

) As Object

Return value

iDocument object

The document object returned contains the index data but not the content. Before a workflow operation

can be executed the object must be loaded by iDocument.loadlink(). All workflow commands can then

be executed by iDocu-ment.WfRequest().

4.1.7 "WfGetTokenId" Method

The "WfGetTkenId" method returns the token ID of this instance. If the instance has no parent instance

the token ID is invalid. Otherwise it is the ID which the split sequence flow assigns to its token.

Syntax

Public Sub WfGetTokenId( _

) As String

Return value

String

Example

Dim wfInstances As Object

Dim wfTasks As Object

Dim wfInstance As Object

Dim wfTask As Object

Dim tokenID As String

‘get the started workflows for a archived document object (sysdocflowdata)

Set wfInstances = Document.WfGetInstances()

‘get one workflow instance object (xdfdocvector document)

Set wfInstance = wfInstances(1)

4.2 Status Information after an "Escalation Event"

81

‘ get all sub instances for this main instance

Set wfTasks = wfInstance. WfGetChildren ()

If wfTasks.Count() = 0 Then

‘if the workflow instance has no sub instances we have a simple single instance process and can work with this instance

directly

Set wfTask = wfInstance

Else

Set WfTask = wfTasks(1)

‘ load the task object (xdfdocvector document)

wfTask.LoadLink

‘ get the new TokenID property

tokenID = wfTask.WfGetTokenId()

End if

‘ Forward the task

wfTask.WfRequest ( 2 )

4.2 Status Information after an "Escalation Event"

After an "Escalation Event," an "OnEntry" macro can be used to query what exactly was triggered. The

"svDfVars" system variable is used for this:

svDfVars=ESCALATIONID=<ID>;ESCALATIONTYPE=<TYPE>

ID = Stufe der Eskalation beginnend mit 1

TYPE

1 = set unread

2 = a mail is sent to the processor

3 = a mail is sent to to s.o. else

4 = the document is moved to a user

5 = put back to pool

6 = select automatically from pool

7 = a macro is executed

8 = terminate case

9 = remove case

10 = set to activity

11 = 1. link direct

12 = 2. link direct

13 = 3. link direct

14 = 4. link direct

15 = 5. link direct

16 = 6. link direct

17 = 7. link direct

18 = 8. link direct

19 = 9. link direct

20 = 10. link direct

4 Workflow API

82

21 = Escalation by evaluation formular

4.3 Starting Business Cases by Task

You can link a macro with a periodically running task so that business cases with the "OrderProcessing"

process definition with different document statuses and types are started in the "MyOrderArchive"

archive.

Example

Private Function BrokerTaskDFStart(sDocType As String, sState As String) As

Boolean

Dim oCur As Object

Dim oDoc As Object

Dim bThere As Boolean

Dim iRetC As Long

Dim sDocID As String

On Error GoTo BrokerTaskDFStartERR

'----------------------------------------

' search for open orders

'----------------------------------------

Set oCur = Application.SelectSQL("MyOrderArchive","DocType='" &

sDocType & "' AND State='"& sState & "'")

bThere = oCur.First

If bThere Then'dokumentsfound

While bThere

Set oDoc = oCur.document'get document

oDoc.load

iRetC = oDoc.DocflowAction (1, "OrderProcessing" , "")'start business case

If iRetC <> 0 Then

HandleDfError iRetC

ElseIf conLogLevel = "0" Then'alles loggen

sDocID = Str( oDoc.GetProperty("DocID") )

End If

bThere = oCur.next

Set oDoc = nothing

Wend

End If

BrokerTaskDFStart= TRUE

Set oDoc = nothing

Set oCur = nothing

Exit Function

BrokerTaskDFStartERR:

BrokerTaskDFStart= False

Set oDoc = nothing

Set oCur = nothing

4.4 Notes for the API Use

83

End Function

4.4 Notes for the API Use

4.4.1 Combining the "Pause" and "End" Workflow Actions

If workflow actions 12 and 14 are executed directly one after the other, we recommend inserting an

execution pause of at least three seconds with util.sleep 3000. Otherwise, the revision chaining of the

original document may be destroyed.

4.4.2 Refresh the Results List after a Workflow Action

If a workflow action is executed for selected documents in the result list of the inbox using a button,

it may be necessary for the result list to be reconstructed afterward. This is especially the case with

forwarding or reminders. To refresh the list, "Mask.RefreshList=TRUE" can be called. This causes the

result list to behave as if the workflow action had been called via the context menu.

4.4.3 Workflow Action from a Form

If a form was called with document.editindex using a button, a workflow action, e.g., forwarding using a

certain link can also be done here. If the document is linked to more than one business case, the relevant

DFUID of the desired business case must be attached to the document as a vDocflowUID variable.

Example

Document.DocFlowAction 2, "Freigeben","","",FALSE,"", TRUE

Document.AddProperty "vDocflowUid", FALSE, Left(Document.GetProperty("SysDocflowData" ), 44 )

Mask.OK

4.4.4 Setting Business Case Values in the Start Activity using

OnAction Macro or Mapping

If business case values are set in the start activity using an "OnAction" macro or mapping, these values

can only be evaluated with the "OnAction" macro of the next reached activity. In other words, a macro

for a link condition cannot yet evaluate these set values. Therefore, only the index values of the original

document can be evaluated on the links after the start activity.

4.5 Examples of API Use

4.5.1 Starting Business Case on Several Documents

The following example can be used to start a business case on several selected documents in the results

list of a query form, each of which will go first to the same receiver. The macro is started using a button.

4 Workflow API

84

Sub StartBusinessCases( )

Dim iRetc As Integer

Dim oUtil As Object

Dim oDoc As Object

Dim sUids As String

Dim sUid As String

Dim sReceiver As String

Dim sFlow As String

sFlow=MyFlow

On Error GoTo Start_Err

sUids = Mask.Selected ' uid list of marked business cases

If Len(sUids) > 0 Then

'First let the user select a receiver for each business case that will be started

sReceiver=Application.SelectUser(False,"","",TRUE,"MyCompany","Select User")

Set oUtil = Application.Utility

If oUtil.ParseInit (sUids, ";") Then

While oUtil.ParseHasNext() ' cycle throught each business case

sUid=oUtil.ParseNext() ' Get next UID of business Case

Set oDoc = CreateObject( "Saperion.Document" ) ' load business Case

oDoc.Load sUid

retc = oDoc.DocflowAction (1, sFlow , sReceiver , "" ,false) ' take context of current user, asynchronious

Wend

oUtil.ParseRelease

Set oDoc=nothing

End If

Set oUtil=nothing

Else

MsgBox "Please, select one or more business cases",64,"Start"

End If

Exit Sub

Start_Err

Dim iErr As Integer

MsgBox "Workflow: General Error at Start of Business Case",16,"Start"

Set oUtil=nothing

Set oDoc=nothing

End Sub

4.5.2 Starting Business Case with Query of the Process Definition

The following example shows the start of business cases for which the dialog is called for the selection

of the process definition. Error processing is omitted here.

Sub StartDocflow()

Dim oDoc As Object

Dim iRetC As Integer

Dim sUids As String

Dim sUid As String

Dim oUtil As Object

4.5 Examples of API Use

85

Set oUtil = Application.Utility

sUids = Mask.Selected

If oUtil.ParseInit (sUids, ";") Then

While oUtil.ParseHasNext()

sUid=oUtil.ParseNext() ' Get Next UID of document list

set oDoc = application.createdoc ()

oDoc.Load sUid

IRetC = oDoc.docflowAction (1, "", "", "", true )

Set oDoc = Nothing

Wend

Set oUtil = Nothing

End If

End Sub

4.5.3 Dual Control

After verification by a colleague of an organizational unit, the first activity of a business case is approved.

The following activity is then forwarded to the same organizational unit. By using the following "OnEntry"

macro, you can be sure that the same employee will not receive the case again.

Function check_open_twice( status As Long, user As String ) As Boolean

check_4_eyes = True

If status = 2 or status = 1 Then

docFlow.AddProperty "DFVarLastUser", true

If docflow.getproperty("DESCRIPTION") = "1st Check Activity" Then

docFlow.setProperty "DFVarLastUser", Docment.getproperty("firstsigner")

End If

End If

If status = 7 Then

Select Case DocFlow.GetProperty("NodeName")

Case "2nd Check Actitvity"

If Document.GetProperty("firstsigner") = User Then

check_4_eyes = False

docflow.SetProperty "ErrMsg", "You're not allowed to take over this document"

End If

End Select

End If

End Function

The transfer parameters of the function are the last workflow action for the status and the executing

user for the user. Something must be done in this macro if the activity is reached (forward) or a transfer

(take) is made into the personal inbox.

If the activity is reached, the first signer variable is determined by setting the system "DFVarLastUser"

variables to the last user. Workflow writes the value in the LASTUSER column of the XDFDOCVECTOR

table. By doing so, the name of the approver is shown in the inbox in the LASTUSER column of the result

4 Workflow API

86

list. In this way, it is clear to the user which of the business cases he can approve himself and can no

longer take over.

If, however, the user does take over the case, the second part of the macro makes sure that he receives

a message and the take over is canceled.

4.5.4 Forwarding from an Index Using a Macro

If a business case is to be forwarded from an index form using a macro, you can use the following

configuration:

Set Doc = Mask.Document

If Doc.UID"" Then

ok=Doc.SaveChanges ' Speicherung von neuem Index

If ok=True Then

If Doc.GetProperty("v1ZahlungNEIN")="Ja" or

Doc.GetProperty("v2ZahlungNEIN")="Ja" Then

Doc.docFlowAction 4,"","",TRUE,"",TRUE

Else

Doc.docFlowAction 2,"","",TRUE,"",TRUE

End If

End If

Else

Doc.Store

End If

Mask.Cancel

Changes to the index data of the original document are saved manually using the "SaveChanges"

method. The document object is then directed to the server with the "DocflowAction" method.

4.6 API Error Codes

4.6.1 System Error Communication Layer

System error communication layer

Return Code Error Short Description

-1 Ret_DataTrunction, RPC data communication error: not all data received or sent

-2 Ret_ServerNotAvailable , RPC data communication error: access to SAPERION broker server failed

-5 Ret_MemOverflow, RPC data communication error: Memory allocation failed

4.6.2 Regular Return Codes

Regular return codes


1000 Workflow not available

4.6 API Error Codes

87


0 No error

1 Free node, user can select a user

2 Free node, user can select a group

3


5 User did not select a process

6 User did not select a user/ group/ role

7 Process finished

8 "onExit" macro and/ or user on client

9

10 Process finished

11 User selected or action macro on the client is executed

12

13

1001 Unspecified error

1002 Possible Addflow load error

1003 Process could not be found in XDFPROCESSES

1004 Forward/ reject, applying not allowed

1005 Adhoc workflow could not be started

1006 An error occurred during the execution of a macro

1007 Next node could not be entered

1008 Exit from the node not possible

1009 Document is finished but could not be moved by the workflow

1010 Macro process seems to be busy to do something

1011 No more links, although there is no end node

1012 Invalid checksum, document has been manipulated outside the workflow engine

1013 Document could not be added

1014 Role for a role class could not be found in the current organizational unit

1015 For information only: user is absent and has not defined any substitute

1016 For information only: forward of multi user activity without majority, sent to responsible

1017 User is absent and cannot receive the document

1018 Mail could not be sent

1019 SDL-file for the mail could not be created

1020 For information only: user is absent and substitute is set

1021 Max. number of business cases reached

4 Workflow API

88


1022 Validation failed

4.6.3 Regular Document Access Runtime Errors

Regular document access runtime errors


1101 No rights to access to the document

1102 The document is already used for a workflow process

1103 The document could not be loaded

1104 The document is checked out

1105 Record has been deleted

1106 The document could not be deleted

1107 Changes could not be saved



1110 The document could not be archived

1111 Setting revision comment failed

1112 Setting ACL failed

1113 Getting DfEngine parameter (eMPARAM) failed

1114 Setting DfEngine parameters (eMPARAM) failed

1115 Getting DfEngine field failed

1116 Setting DfEngine field failed

1117 No workflow vector

1118 The document is locked

1119 The vector is locked

1120 The server is busy

4.6.4 Init Errors

Init errors


1201 The log file could not be opened

1202 Writing of log file failed

1203 Login failed

1204 The database definition could not be loaded

1205 The index/ query form could not be found

1206 The name of the macro is not valid

4.6 API Error Codes

89


1207 No nodes defined

1208 Invalid user or role name

1209 No end node found

1210 No start node found

1211 More than one condition have no macro

1212 No link condition is TRUE

1213 Reject/ forward link found, where no one was expected

1214 No conditions defined

1215 Context and formula conditions mixed

1216 The process definition could not be loaded

4.6.5 Internal Errors

Internal errors


2001 Memory allocation/ lock failed

2002 A forward is made on an end activity

An attempt is made to call up the "WfRequest" (Terminate) without stopping beforehand

2003 Internal error

2004 Function is not available

2005 Workplace document could not be created

2006 Inserting of Hash list failed

2007 Invalid user/ group/ role name


2009 Invalid node

2010 Invalid link type

2011 Invalid node type

2012 Invalid parameter

2013 Different user

2014 User authentication failed

2015 Ret_Except

2016 Ret_XMLVersion

2017 Ret_XMLCreate

2018 Ret_XMLOpen

2019 Ret_XMLRead

4 Workflow API

90


2020 Ret_XMLWrite

4.6.6 File Errors

File errors


2101 File could not be deleted

2102 File could not be saved

2103 File exists

2104 File could not be opened

2105 File could not be created

2106 Directory could not be created

2107 Directory exists


2109 File could not be processed


4.6.7 Database Errors

Database errors


2201 Table could not be opened

2202 Inserting a new record failed

2203 Update of record failed

2204 Record could not be found

2205 Query failed

2206 Invalid field

2207 Field could not be deleted

2208 No index information

4.7 API Error Codes

4.7.1 System Error Communication Layer

System error communication layer


-1 Ret_DataTrunction, RPC data communication error: not all data received or sent.

-2 Ret_ServerNotAvailable , RPC data communication error: access to SAPERION broker server failed

4.7 API Error Codes

91


-5 Ret_MemOverflow, RPC data communication error: Memory allocation failed

4.7.2 Regular Return Codes

Regular return codes


1000 Workflow not available

0 No error

1 Free node, user can select a user


3


5 User did not select a process

6 User did not select a user/group/role

7 Process finished

8 "onExit" macro and/or select user on client,

9

10 Process finished

11 User selected or action macro on the client is executed

12

13

1001 Unspecified error


1003 Process could not be found in XDFPROCESSES

1004 Forward/ reject, applying not allowed

1005 Adhoc workflow could not be started

1006 An error occurred during the execution of a macro

1007 Next node could not be entered

1008 Exit from the node not possible

1009 Document is finished but could not be moved by the workflow

1010 Macro process seems to be busy to do something

1011 No more links, although there is no end node

1012 Invalid checksum, document has been manipulated outside the workflow engine

1013 Document could not be added

1014 Role for a role class could not be found in the current organizational unit

1015 For information only: user is absent and has not defined any substitute

1016 For information only: forward of multi user activity without majority, sent to responsible

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92


1017 User is absent and cannot receive the document

1018 Mail could not be sent

1019 SDL-file for the mail could not be created

1020 For informatiojn only: user is absent and substitute is set

1021 Max. number of business cases reached

1022 Validation failed

4.7.3 Regular Document Access Runtime Errors



1101 No rights to access to the document

1102 The document is already used for a workflow process

1103 The document could not be loaded

1104 The document is checked out

1105 Record has been deleted

1106 The document could not be deleted




1110 The document could not be archived

1111 Setting revision comment failed

1112 Setting ACL failed

1113 Getting DfEngine parameter (eMPARAM) failed

1114 Setting DfEngine parameter (eMPARAM) failed

1115 Getting DfEngine field failed

1116 Setting DfEngine field failed

1117 No workflow vector

1118 Document locked

1119 Vector locked

1120 Server is busy

4.7.4 Init Errors



1201 Log file could not be opened

4.7 API Error Codes

93


1202 Writing of log file failed

1203 Login failed

1204 The database definition could not be loaded

1205 The index/ query form could not be found

1206 The name of the macro is invalid

1207 No nodes defined

1208 Invalid user or role name

1209 No end node found

1210 No start node found

1211 More than one condition have no macro

1212 No link condition is TRUE

1213 Reject/ forward link found, where no one was expected

1214 No conditions defined

1215 Context and formula conditions mixed

1216 The process definition could not be loaded

4.7.5 Internal Errors



2001 Memory allocation/ lock failed

2002 A forward is made on an end activity

An attempt is made to call up the "WfRequest" (Terminate) without stopping beforehand

2003 Internal case error

2004 Function not available

2005 Create desktop document failed

2006 Hash list insert failed



2009 Invalid node

2010 Invalid link type

2011 Invalid node type

2012 Invalid parameter

2013 Different user

2014 User authentication failed

2015 Ret_Except

2016 Ret_XMLVersion

4 Workflow API

94


2017 Ret_XMLCreate

2018 Ret_XMLOpen

2019 Ret_XMLRead

2020 Ret_XMLWrite

4.7.6 File Errors



2101 File could not be deleted

2102 File could not be saved

2103 File exists

2104 File could not be opened

2105 File could not be created

2106 Directory could not be created

2107 Directory exists


2109 File could not be processed


4.7.7 Database Errors



2201 Open table failed

2202 Inserting a new record failed

2203 Update record failed

2204 Record could not be found

2205 Query failed

2206 Invalid field

2207 Field could not be deleted

5.1 Defining a Receiver of a User Task

95


2208 No index information

5 Appendix

5.1 Defining a Receiver of a User Task

The SAPERION Workflow Suite offers for the definition of a receiver of a task a series of possibilities.

In this context the basis is the concept of organizational structure and roles. Within the organizational

structure organizational units, groups, users and roles can be defined as members. Roles classes are

then instances (e.g., head of department X).

Generally, you have the following options for defining a receiver of a user task:

+ Predetermined

If the receiver is predetermined, an organizational unit, a role instance or a role class is normally

set. In addition, you can configure whether the task should be taken over by members manually,

evenly distributed or by load during runtime.

+ User selects recipient

In this case the agent of the task is available to select the next user during runtime. You can define

the users for the selection in advance.

+ To owner of the business case

The task will be put into the personal tray of the owner during runtime.

+ Selection macro

You can provide a macro which evaluates the recipient based on stored data and logics.

By means of the following matrices you can see the respective impact during runtime of you

combinations.

5.1.1 Receiver Selection "Predetermined"

Choosing the receiver selection "Predetermined", you have the following combination possibilities:

5 Appendix

96

Fig. 5–1: Receiver selection "Predetermined"

5.1.2 Receiver Selection "User selects recipient"

Choosing the receiver selection "User selects recipient", you have the following combination

possibilities:

Fig. 5–2: Receiver selection "User selects recipient" - one recipient

5.2 PROGRAM.INI/ ARCHIEF.INI

97

Fig. 5–3: Receiver selection "User selects recipient" - several recipient (serial)

Fig. 5–4: Receiver selection "User selects recipient" - several recipient (parallel)


The files PROGRAM.INI and ARCHIEF.INI contain system settings of SAPERION.

While the PROGRAM.INI is globally valid, the ARCHIEF.INI contains additional or differing local settings

of a workplace or of an user.

5 Appendix

98

Distinction PROGRAM.INI/ ARCHIEF.INI

PROGRAM.INI ARCHIEF.INI

+ is stored in the SAPERION directory

+ settings are globally valid (lowest priority)

+ is stored in the local SAPERION directory;

workplace-specific settings (medium priority)

+ user-specific settings if it is stored in the SA-

PERION user directory (highest priority)

Because the entries are of the same form in both files there will be no further distinction in the following.

A typical INI-file contains thematically grouped sections which only appear if at least one entry this

section is differing from the default settings of SAPERION.

! In cases a section is available twice in one INI-file only data from the second section are used.

The background to this is that INI values are also stored in the registry which knows only one

section respectively.

5.2.1 [Docflow] Section

The [Docflow] section implies settings of the workflow server. The entries are immediately set at the first

server start.

Example

[Docflow]

AskForContext=FALSE

AuditLog=TRUE

CheckVector=FALSE

CheckVectorCache=600

ColorError=255

ColorDeputy=0

ColorNotPresent=0

ColorEscalation=0

DFEngineUser=

DfLocalize=

DfRepository=WfRepository

DfRepositoryKind=2

DfTable=

DisableTimeout=<seconds>

Enqueue=TRUE

EventLog=TRUE

FavoriteCount=n

FavoriteName1=

FavoriteId1=

FavoriteOrg1=

FileLog=TRUE

FolderOptions=255

LogMaxMB=

LogWrapDays=

99

MapIndexState=0

MaxMonitor=117

MaxProxyLevel=<n>

MaxVectorCache=1000

Mode=0

Monitor=FALSE

NameFileLog=DOCFLOW.LOG

NoCaseACL=FALSE

NotPresentMsg=<n>

PersonalizedProtocol=TRUE

ProtoFlags=1985

ProxyMsg=<n>

SingleProcessMode=

Statistics=TRUE

Sync=0

TestSchema=TRUE

ThreadCnt=

TimeoutVectorCache=86400

TimeProtocol=TRUE

TraceLevel=63

UseDisplayName=TRUE

UseDocflowUserMailAddress=TRUE

UseFavoriteList=TRUE

[Docflow] section


AskForContext

AuditLog TRUE = Additional logging in the "Audit Log" (SAPERION "Logging" option)

CheckVector

CheckVectorCache Interval of the cache checking in seconds

ColorDeputy

ColorError

ColorEscalation

ColorNotPresent

DfEngineUser User context in which the workflow server is working

DfLocalize Table for localization

DfRepository

DfRepositoryKind

DfTable Table for the administration of business cases

DisableTimeout Describes the max. time in seconds the workflow server is needing in order to forward an

item of an activity to the next. This is depending on the process (e.g., macros) and on the

load.

Default: 30 seconds

Enqueue Corresponds to the "Asynchronous processing (no message)" option in the MMC configu-

ration for workflow

5 Appendix

100


EventLog TRUE = Errors are additionally logged in the event log

FavoriteCount Count of favorites

FavoriteName1 Name of the first favorite

FavoriteId1 ID of the first favorite

FavoriteOrg1 Organizational unit of the first favorite

FileLog TRUE = Log file is activated

FolderOptions Indicates which folders should be created for an user.

Default: 0 (no folder)

GroupReminder

LogMaxMB Log file size, if reached a new file will be created

LogWrapDays Storage period for log files in days

MapIndexState In cases the main document is containing the SYSINDEXSTATE field this value is set to 2

as the max. performance is achieved as data are only written into the database. Via MapIn-

dexState it is possible to control the value because the value 2 does not grant optimum da-

ta security.

Default: 2

MaxMonitor

MaxProxyLevel Proxy level

1 = only direct substitute

>1 = in absence also the substitute of the substitute

MaxVectorCache Size of the business case cache

Mode 0 = The queue server loads the last version of docflow. If none is available the DFD-file will

be loaded.

1 = Test mode: DFD is loaded, if necessary several times in case of changes (only allowed

for Docflow administrators)

Monitor

NameFileLog Name of the log file which is stored in the TEMP-directory

NotPresentMsg Information at absence of the receiver

n = 0 no message

n = 1 messages

n = 2 one message per day

PersonalizedProtocol

ProtoFlags

ProxyMsg Information when the business case is forwarded to the substitute

n = 0 no message

n = 1 messages

n = 2 one message per day

SingleProcessMode

Statistics TRUE =


101


Sync By means of this switch you are allowed to turn on/ off the synchronous processing of

commands for workflow. In addition, in fast systems this mode has the advantage that the

inbox is updated after each call so that the user is always offered the current data.

Default: 0 (off)

TestSchema TRUE = XML tests of the workflow server is activated. This test serves QA purposes and

is only necessary when errors such as XML read, XML write appear. The test is executed at

the start of the workflow server.

ThreadCnt Count of the used pipelines (queues).

TimeProtocol

TimeoutVectorCache Time in seconds after which a document will be deleted automatically from the vector ca-

che unless MaxVectorCache has been exceeded.

Default: 1 day

TraceLevel

UseDisplayName TRUE = the display name is used for login

UseDocflowUserMailAddress TRUE = When sending e-mails the address of the last forwarding user is used as sender ad-

dress.

FALSE = The server address is used as sender address.

Default: TRUE

UseFavoritList TRUE = User favorite list is activated when assigning workflows.

5.2.2 [Docflow. Docflow Escalations] Section

The [Docflow. Docflow Escalations] section contains entries for escalation checking.

Example

[Docflow. Docflow Escalations]

Name=Docflow Escalations

CheckDir=TRUE

CheckTime=3600

CheckFromTo=FALSE

RunOnce=FALSE

RunDaily=FALSE

[Docflow. Docflow Escalations] section


Name Name of the escalation task

CheckDir

CheckTime Interval of the check in seconds

CheckFromTo Time frame of the planned action

CheckFrom Time from which on the planned action has to be executed

5 Appendix

102


CheckTo Time to which the planned action has to be executed

5.2.3 [Docflow. Docflow Reminder] Section

The [Docflow. Docflow Reminder] section contains entries for the reminder.

Example

[Docflow.Docflow Reminder]

Name=Docflow Reminder

CheckDir=TRUE

CheckTime=3600

CheckFromTo=FALSE

RunOnce=FALSE

RunDaily=FALSE

[Docflow.Docflow Reminder] section


Name Name of the reminder task

CheckDir

CheckTime Interval of the check in seconds

CheckFromTo Time frame of the planned action

RunOnce

RunDaily

5.2.4 [Docflow.Processes] Section

By default, all users can manually start all processes definitions for any scenario (original document).

In the ARCHIEF.INI you may differentiate these rights. This allows you to make a process manually

startable only for certain archive definitions.

! The defined restrictions are only valid for the manual start of business cases via the user interface

and have no effects to workflow starts via API.

Default settings

[Docflow.Processes]

Count=0



Count 0 = All processes can be started on documents of a workflow-capable DDC.

103

In the ARCHIEF.INI you can define the processes that can be started in specified DDCs.

Example

[Docflow.Processes]

Count=2


ProcessName=<DFD1>

ProcessDescr=<Description DFD1>

AllowedDefs=<DDC1>;<DDC2>



count Amount of the following specified process definitions

[Docflow.Processes.<n>] Start of the n section for the configuration of the n process definition.

ProcessName Name of the process definition

ProcessDescr Short text describing the process definition, which is only used here.

AllowedDefs List of the names of archive definitions, which may be selected for the start of a business

case.