workflow material

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Copyright IBM Corporation 2003

SAP Business Workflow


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Course Content

IntroductionIntroduction

Workflow architectureWorkflow architecture

Workflow Definition and workflow TemplateWorkflow Definition and workflow Template

Workflow steps in detailsWorkflow steps in details

TaskTask

Business Objects and MethodsBusiness Objects and Methods

Container Structure and Container ProgrammingContainer Structure and Container Programming

EventsEvents

Organisational structure and role resolutionOrganisational structure and role resolution

Different types of AgentDifferent types of Agent

Workflow and ALEWorkflow and ALE


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SAP Business Workflow is a cross-application tool that makes it possible

to integrate business tasks/processes between applications.

This tool was introduced in R/3 Release 3.0A, and received a substantialfacelift in the Enjoy Release, 4.6A,which warranted the new name Workflow

Builder.


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Need of Workflow

Hmm ! Time to put in aHmm ! Time to put in apurchase requisitionpurchase requisitionrequestrequest

11

33

I guess Id better sendI guess Id better sendoff some inter-officeoff some inter-officemail to ask themail to ask theapprovers to approveapprovers to approve

my requisition.my requisition.

22 I wonder whoI wonder whoapproves buyingapproves buyingthis stuff?this stuff?

55

Time drags on . . .Time drags on . . .Meanwhile, inMeanwhile, inMr. Managers office . . .Mr. Managers office . . .What shall I do next?What shall I do next?

44

TIME ISTIME IS

MONEY!!!MONEY!!!


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Drawbacks

Inefficiency.

Each lacks a way to trace where a task is.

Who executed or is executing it.

How much time it required.


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Why SAP Workflow

Workflow ensures that the right work is sent to the right person at the

right time in the right sequence with the right information.

Tool for the automization ofbusiness processes

Not tied up to any paricular application Operates uniformly accross applications

Coordinate all participating tasks

Provide users with active support

Intelligent routing


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Architecture


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Workflow Architecture

OrganisationalLevel

OrganisationalLevel

Process LevelProcess Level

Business

ObjectLevel

Business

ObjectLevel


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Workflow Definition


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Workflow Definition

Workflow definition consists of

1. Basic Data

2. Information about triggering events

3. Initial Values

4. Containers

5. Bindings

A workflow definition describes the workflow process


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Workflow Builder

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

Transaction: SWDD

Menu Path:

Tools Business Workflow Development Definition tools Workflow Builder.


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Workflow Definition - Steps

A workflow definition is made up of individual modular steps.


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Example: Workflow Definition


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How are Workflows Created in a System

Within workflow templates, there is a key with the following structure:

- A WS task abbreviation for the workflow template

- An 8-digit sequence number

From the structure of the 8-digit number, the system knows whether the

template is a standard template delivered by SAP or one created by the

customer.

Customer-defined templates start with the prefix number that was defined in

Customizing for the system and client.


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Working with Workflow


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Workflow Design


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How workflow gets executed


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Workflow Toolbox - SWUS

Transaction:Transaction: SWUS.SWUS.

Menu Path:Menu Path: Tools -> Business Workflow -> Development -> Runtime Tools-> StartTools -> Business Workflow -> Development -> Runtime Tools-> Start

Workflow (Test Environment).Workflow (Test Environment).


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Workflow Steps


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Workflow definition steps

Workflow definition is made up of individual steps. When creating a step in a

workflow definition, the step type must be specified first.

There are1. Steps which refer to business activities (activities & user decision)

2. Steps which are used forinternal process control and monitoring

(condition, multiple condition, loop, etc)


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Business Activities Steps

Activity- Can be a single step task with basic business functionality

- Can be a multi-step task, which reference to a workflow definition

User Decision

- This provides an opportunity for user interaction with the system.

- The response to this decides the selection of the subsequent step.

Document from template

- PA document is created from a document template using variables in the text that arefilled during program execution.

Web Activity

- Selected container elements are posted using http protocol in XML or SOAPmessage

Subworkflow

- An activity which refers to a workflow rather than a task


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Condition- Branch on the basis of control information from the runtime dependent

context of the workflow.

- An attribute of this object can also be accessed for condition evaluation

- Condition evaluation can be done by

Field comparison e.g constants , object attribute, system fields

Multiple condition

- In contrast to condition, multiple condition makes it possible for the workflowdefinition to branch in more than two branches.

- For evaluation of the multiple condition, the value of the basis ofcomparison is checked at runtime against the comparison values andbranched accordingly.

Internal process control Steps

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Internal process control (contd.)

WHILE Loop

- Steps are processed repeatedly until the conditions contained in the WHILEstep no longer apply.

Until Loop

- Steps are processed repeatedly until the condition contained in the UNTILstep is true.

Fork

- Used for parallel processing branches.- Only a part of the parallel processing branches actually has to run to

continue the workflow.

- Dynamic parallel processing is also possible

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Send mail

- Text entered in this step can be used to send a mail to the agent assigned

Container operations

- Used to perform arithmetic operation of value assignment to workflowcontainer elements using constants and data in the workflow container .

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Event Creator

- An event is created when this step in the workflow is reached.

- Other workflows can be started as a reaction to the event created in this

step. This event must be the triggering event of the relevant workflow tasks

and/or templates.

WAIT for event

- Used to stop the whole execution of the workflow until the event is created

in the system.

- Used to wait for events for parallel processing

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Task & Workflow Definition

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TasksTasks

Single stepSingle step

MultistepMultistep

Standard Task(TS)Standard Task(TS)

Customer Task(T)Customer Task(T)

Workflow Template(WS)Workflow Template(WS)

Workflow Task(WF)Workflow Task(WF)

Tasks are used to describe a business process

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Similarities and differences of task types

Customer Task (Type T) Standard Task (Type TS)Workflow Task (Type WF) Workflow Template (Type WS)

Created by customer Created by SAP andcustomer

With validity period Without validity period

Client-dependent Client-independent

Must be linked to its possible Must be linked to itspossibleagents when it is defined agents when it is defined

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Single and Multistep Tasks

TasksTasks

Single stepSingle step

MultistepMultistep

ReferencesReferences one object typeone object type

methodmethod and displays one stepand displays one step

in the business processin the business process

Represents theRepresents the businessbusiness

processprocess and is a sequence ofand is a sequence of

individual tasks and controlindividual tasks and control

stepssteps

Transaction : PFTCTransaction : PFTC

Menu Path -> Tools -> Business Workflow -> Development -> Definition tools ->TasksMenu Path -> Tools -> Business Workflow -> Development -> Definition tools ->Tasks

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Single-step tasks

Single-step tasks describe elementary business activities.

Single-step tasks operate on an object and refer to one object method

each

Single-step tasks are linked to their possible and permitted agents

whose organizational assignments are described in the organizational

plan of the enterprise.

Executable single-step tasks are represented by work items at runtime.

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Workflow definition - Multistep tasks

A workflow definition has a modular structure consisting of individualsteps which are linked together.

The multistep tasks form the business framework for a workflow definitionand each references one workflow definition.

A step in a workflow definition can be an activity.

An activity always refers to one task (= single-step task or multistep task).

An activity with one simple triangle refers to a task.

An activity with three triangles refers to a workflow (subworkflow).

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Task Definition Synchronous and

Asynchronous Methods

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Defining a Task

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Settings for Tasks

Background Confirm end of

processingSAPphones

Task executed in

background

depending on

object method

At runtime user can create

attachments

User explains explicitly

that work item is no longer

is to be processed

The workflow dials

the telephone

number attached to

the current customer

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Important Task Attributes

General

-Workitems can be executed and forwarded to any SAP User

General Forwarding Allowed

-Workitems can be forwarded to any user

General Forwarding Not Allowed

-Work items can be forwarded to possible users

Forwarding not allowed

-No forwarding allowed

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Work Item

Executable single-step tasks are represented by work items at

runtime.

Object that represents a task or action in the workflow system at

runtime.

Depending on the work item type, some of these work items are

displayed in a user's work list. Other work items, on the other hand,

are only used and processed internally.

The work items are displayed in the integrated inboxes of their

selected agents, and can be reserved and executed from there.

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Work Items Types

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| Copyright IBM Corporation 2003

Workitem Types

W: Dialog work item

Runtime display for a single step task with a user dialog

D: Missed deadline work item

The message recipient for the missed deadline is informed.

F: Workflow work item

Runtime representation of a multi step task

B: Background work item

Runtime display for a task executed in the background.

E: Wait step work item:

Runtime display for a wait step in the workflow definition.

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Workitem Text

Title of workitem in the Business Workplace

First create the workitem text and position the cursor to include a varible

Choose the 'Insert variable' icon under the workitem text

Processes request from &_WI_Object_ID.CreatedBy&

Example

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Task and its various component in SAP

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Business Object Definition

and Implementation

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SAP Business Workflow has been developed on an object-oriented basis.

The business object types are identified and described with their

object methods in the Business Object Repository(BOR) of theR/3 System.

Generally one object is created in the system and then processed ina workflow over several steps by various employees.

Object Types & Workflow

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Workflow deals with object types. Object types are definitions ofdata. In order to access database data, workflow uses the object

type interface.

Most of the information represented by object types is available in

the ABAP/4 Dictionary.

Objects are created at runtime and are specific instances ofdefined object types.

Many object types are delivered by SAP. In addition, the customer

can create new object types or extend SAP objects by creatingsubtypes (child objects). New customer objects or subtypes may

be desired if the delivered SAP object does not contain all the

characteristics (attributes) or processing options (methods) desired.

Object Types & Objects

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Object Type - Definition

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Interfaces

Interfaces are a combination of attributes, methods, and events to be used in

common among multiple object types. The purpose of interfaces is to define

common functionality in one object type, and to assign that common

functionality via an interface to multiple object types across the Business

Object Repository. This avoids redundancy of data and functionality

definition.

Each new object type automatically receives the interface IFSAP, the SAP

standard interface. IFSAP provides every object type with the following:

- Method Display

- Method ExistenceCheck

- Attribute ObjectType

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Key Fields

Key fields are designed to uniquely identify the object type.

If the key field has a data type reference of a dictionary table field, the runtime

system will look to that table field to retrieve the value of the key when

processing the object. When the key field is created, the ABAP/4 program code

is generated automatically when the object type is generated.

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Attributes

Attributes provides access to data.

ABAP Dictionary Field Virtual

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Methods

Methods incorporate the permitted functions available for an object.Methods have importing and exporting parameters as well as exceptions.

Methods can be created using :

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Methods

ImportImportParametersParameters

METHODMETHOD

Res

ult

Res

ult

ExportExport

ParametersParameters

Exceptio

Exceptio

ns

ns

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Dialog / or background :

Execution of the method is via a work item in a usersintegrated inbox or in background by the workflow runtimesystem. Background methods cannot use messages orexceptions because they cannot be processed by the

background system and will result in termination of theprogram.

Synchronous / Asynchronous

Synchronous methods finish executing before handingcontrol back to the calling program. These types of

methods can return export parameters, results andexceptions. Asynchronous methods do not return control tothe calling program immediately. Once executed, theydepend upon events to communicate the results of themethod back to the calling program. Asynchronous objectmethods cannot have results, export parameters or

exceptions.

Methods - Call attributes

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- Result:

Synchronous methods may return an export parameter as a result. A

result can be defined like a dictionary field or an object type .

- Instance independence:

Indicates whether an object reference is passed to the method by binding

at the time of execution. Methods that generate and return an object

reference, such as Create, or methods that generate a report listing should

be instance independent.

Methods - Call attributes

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Import /Export Parameters

The method parameter container contains references to all import,export and result parameters which need to be exchanged back andforth between the calling program (single-step task) and themethod. Binding is necessary between the single-step task and themethod parameter container to accomplish the data transfer.

Import parameters are those values which are necessary toexecute the method. Import parameters are retrieved from thecontainer CONTAINER using the macro instructionsSWC_GET_ELEMENT (single-line) or SWC_GET_TABLE (multiline).

Export parameter values are passed to the container CONTAINER using themacro instructions SWC_SET_ELEMENT (single-line) or SWC_SET_TABLE(multiline). The result parameter is passed to the CONTAINER elementRESULT via the same macro instructions.

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Exceptions

Error handling is accomplished through the use of method exceptions(synchronous methods only).

The workflow definition can branch according to these possible errorstates and allow for subsequent steps to handle these conditions.Messages and exceptions cannot be used with background methods

because they will terminate the program.

Number of the exception:0001-1000: exceptions defined for interfaces1001-7999: application-specific exceptions (free for SAPdevelopment)8000-8999: exceptions raised by the object manager9000-9999: exceptions defined by the customer (free forcustomers)

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Exceptions are implemented within a method, between the macroinstructions BEGIN_METHOD and END_METHOD.

EXIT_RETURN Code Variable1 Variable2 Variable3 Variable4.Code = the 4-digit number of the exceptionVariable1 through Variable4 correspond to up to 4 variableswhich can be derived from the message issued with theexception.

The following exceptions (for temporary errors) are also available toallow exiting of the program:

EXIT_OBJECT_NOT_FOUND = object not found

EXIT_CANCELLED = cancelled by the user

Exceptions

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Events describe the change in the status of an object.Workflow are usually started using events

Events

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Object Type - Release Status

Not accessible at runtime.

Only in test or internal use, possibly unstable.

Released for use by the customer.

The functionality has been replaced. The oldfunctionality is still supported for two releases.

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Subtype

The subtype inherits all attributes, methods and events of the supertype and isopen for new customer-specific attributes, methods and events. The key fields

of the supertype and subtype must be identical. This means that any methods

and attributes defined on the parent can be executed and accessed on the

child object.

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Delegation

This delegation is powerful because it lets you implement your own business logic

without modifying any SAP code. As long as the objects are properly delegated,

your method will be executed.

CallingCalling

ProgramProgram

KNA1KNA1

Method:Method:

Change passwordChange password

ZKNA1ZKNA1

Method:Method:

Change passwordChange password

Transaction: Menu Path: SW01ToolsBusiness Workflow - Development - Definition tools - Business ObjectBuilder - Settings - Delegate

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Objects in the workflow

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Business Object Repository (BOR)

Transaction: Menu Path: SW01Transaction: Menu Path: SW01ToolsTools Tools - Business Workflow Defination tool Busniness Object BuilderTools - Business Workflow Defination tool Busniness Object Builder

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Containers and Bindings

- Workflow -

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Types of Containers

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Workflow Container

The workflow container containsworkflow-specific system variables

and other elements which are

defined explicitly.

As part of the definition of theworkflow task, the import and export

parameters of the workflow are

defined as elements of the workflow

container.

When the workflow is defined in theworkflow editor, elements can also

be added to the workflow container.These elements are then "local

variables" within a workflow definition

and can be used, for example, to set

up a counting loop.

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Task Container

Each task container alreadycontains the workflow system

variable and any additional elements

for the method parameters of the

referenced object method.

You have to add additional elementsto the task container for additional

values are required for variable

replacement in the work item text or

in the long texts

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Other Types of Containers

Event parameter container

Contains an element which can take the (object) reference to the object

whose change of status is announced via the event.

Role parameter container

Contains the elements required as input in connection with the role

resolution to be run at runtime.

Method parameter containerContains elements which will be required as import and export parameters

in connection with the method execution.

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What is a Container?

Field valuesField values

Multiline listsMultiline listsof field valuesof field values

ObjectObject

referencesreferences

ContainerDefinition

ContainerInstance

ApplicationApplicationDataData

R/3

Definition Runtime

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Defining Container Elements

Element nameElement name Data typeData type DescriptionDescription Multi-lineMulti-line ValueValue

referencereference

Element 1Element 1 Database FieldDatabase Field Description 1Description 1

Element 2Element 2 Database FieldDatabase Field Description 2Description 2 XX

Element 3Element 3 Object TypeObject Type Description 3Description 3 XX

Definition Runtime

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Binding

A binding is simply the art of of pouring selected container elements fromone container into another.

The binding editor is available when defining:

Workflow definitions

Triggering events

Workflow steps

Workflow steps ( Standard roles/ Object methods with parameters)

The binding editor always references the container to receive theapplication data. Binding definitions can reference:

ConstantsVariables (container elements)

System fields

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Container & Dataflow

TaskTaskContainerContainer

MethodMethodContainerContainer

EventEventContainerContainer

WorkflowWorkflowContainerContainer

triggeringtriggeringeventevent

triggeringtriggeringeventevent

syncsynctasktasksyncsynctasktask

syncsyncmethometho

dd

syncsyncmethometho

dd

syncsynctasktasksyncsynctasktask

syncsyncmethometho

dd

syncsyncmethometho

ddrolerolerolerole

asyncasynctasktaskasyncasynctasktask

asyncasyncmethometho

dd

asyncasyncmethometho

dd

44

terminatingterminatingeventevent

terminatingterminatingeventevent

1122

33

5566

77

88

99

10101111

1212 1313

14141515

RoleRoleContainerContainer

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Container Data Structure

SWC_CONTAINERSWC_CONTAINER

SWC_CREATE_CONTAINERSWC_CREATE_CONTAINER

SWC_RELEASE_CONTAINERSWC_RELEASE_CONTAINER

DeclareContainer

InitializeContainer

ReleaseContainer

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Writing/Reading Container Elements Defined

as Field Values

SWC_GET_ELEMENTSWC_GET_ELEMENT

SWC_SET_ELEMENTSWC_SET_ELEMENT

Variable

ContainerInstance

Variable

SWC_GET_TABLESWC_GET_TABLE

SWC_SET_TABLESWC_SET_TABLE

delete value

InternalInternal

TableTable

InternalInternalTableTable SWC_DELETE_ELEME

NTSWC_DELETE_ELEME

NT

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Writing to Container Elements Defined as Object Types

ContainerInstance:

CONTAINER

Object

Element:MATRLDeclare a variable as an object:

DATA: MATERIAL TYPE SWC_OBJECT.

Create an instance of your object in your program:SWC_CREATE_OBJECT MATERIAL MARA MATNR.

Declare a variable as the key of your object:DATA: MATNR LIKE MARA-MATNR.

Fill the key with a value:MATNR = 123456.

Object type from B.O.R.

Key of object you previously defined

ransfer value of your object instance to the container element:SWC_SET_ELEMENT CONTAINER MATNR MATERIAL

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Reading Container Elements

Defined as Object Types

ContainerInstance:

CONTAINER

Declare a variable as an object:DATA: MATERIAL TYPE SWC_OBJECT.

ObjectElement:MATRL

Read value of container element to your object:SWC_GET_ELEMENT CONTAINER MATRL MATERIAL.

Declare a variable as the key of your object:DATA: MATNR LIKE MARA-MATNR.

Read the object type key into your variable:SWC_GET_OBJECT_KEY MATERIAL MATNR.

Declare a variable to hold the object type:DATA: OBJTYPE LIKE SWOTOBJID-OBJTYPE.

Obtain the object type from your object type variable:SWC_GET_OBJECT_TYPE MATERIAL OBJTYPE.

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Writing to Container Elements Defined as Multiline Object

Types

ContainerInstance:

CONTAINER

Element:PRItems

Declare a variable as an internal table object:DATA: REQITEMS TYPE SWC_OBJECT OCCURS 0.

Create an instance of your object for each table line:SWC_CREATE_OBJECT REQITEM BUS2009 PREQKEY.

Once the internal table is filled, transfer the internal table to themultiline container element:

SWC_SET_TABLE CONTAINER PRItems REQITEMS.

Since this internal table has no header, declare awork area: DATA: REQITEM TYPE SWC_OBJECT.

Declare key fields of the object(e.g. called PREQKEY) and fill them

(e.g. within a select loop).

Append the object instance to the internal table:APPEND REQITEM TO REQITEMS.

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Reading Container Elements

Defined as Multiline Object Types

ContainerInstance:

CONTAINER

ObjectElement:PRItems

Read value of multiline container elementinto your internal table object:

SWC_GET_TABLE CONTAINER PRItems REQITEMS.

Declare your object:

DATA: REQITEM TYPE SWC_OBJECT.

Loop through your internal table objectREQITEMS into individual REQITEM entries.

Perform operations as needed.

Use this macro to get the keys of each entry:SWC_GET_OBJECT_KEY REQITEMS PREQKEY

Use this macro to get the object type of each entry:SWC_GET_OBJECT_TYPE REQITEMS OBJTYPE.

Declare a variable to hold the object type:DATA: OBJTYPE LIKE SWOTOBJID-OBJTYPE.

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Events

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An event describes a possible status change for an object in the SAPSystem.

Before an event can be used in a workflow, it must be defined in theBusiness Object Repository for the object type.

Events must be triggered explicitly. The application itself can be thetriggering agent.

Event

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Types of Event Creation

ChangeChange

DocumentDocumentChangeChange

DocumentDocument

StatusStatus

ManagementManagementStatusStatus

ManagementManagement

MessageMessage

ControlControlMessageMessage

ControlControl

SpecificSpecific

HR TablesHR TablesSpecificSpecific

HR TablesHR Tables

ABAP CodeABAP Code

In User ExitIn User ExitABAP CodeABAP Code

In User ExitIn User Exit

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Using Customizing for event trigger

Menu Path :Basic menu -> Tools -> Business Workflow -> Development -> Definition toolsMenu Path :Basic menu -> Tools -> Business Workflow -> Development -> Definition tools-> Events-> Events

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Event Creation of Change Document

ChangingChanging

Master dataMaster data

ChangingChanging

Master dataMaster data

Event linkage isEvent linkage is

done to connect todone to connect to

the workflow/ taskthe workflow/ task




Event creationEvent creation

(SWEC)(SWEC)


(SWEC)(SWEC)

Change loggedChange logged

usingusing

change documentschange documents

Change loggedChange logged

usingusing

change documentschange documents

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Event Creation of Status Management








((BSVWBSVW ))


((BSVWBSVW ))StatusStatus


StatusStatus


When user status

changes to E002 ,

event is triggered

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Event Creation of Message Control

Create Message type and defineCreate Message type and define

workflow as transmission mediumworkflow as transmission medium

Create Message type and defineCreate Message type and define

workflow as transmission mediumworkflow as transmission medium

Create Condition TableCreate Condition TableCreate Condition TableCreate Condition Table

Create Access SequenceCreate Access SequenceCreate Access SequenceCreate Access Sequence

Assign Access SequenceAssign Access Sequence

to defined message typeto defined message type

Assign Access SequenceAssign Access Sequence

to defined message typeto defined message type

Define Condition RecordsDefine Condition RecordsDefine Condition RecordsDefine Condition Records

Assign message type To procedureAssign message type To procedureAssign message type To procedureAssign message type To procedure

Triggering an event using message control occurs with NAST.

Maintain the processing program RSWEMC01

with the FORM routine CREATE_EVENT for

the output type EVEN and transmission

medium 9.

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Using ABAP Code

This is using done by writing custom code e.g. by using SAP FM likeSWE_EVENT_CREATE inside user exits, BADI etc.

CALL FUNCTION 'SWE_EVENT_CREATE'EXPORTING

OBJTYPE = OBJTYPE

OBJKEY = OBJKEYEVENT = EVENTCREATOR = APPLICANTSTART_WITH_DELAY = ' '

IMPORTINGEVENT_ID = EVENTID

TABLES

EVENT_CONTAINER = CONTAINEREXCEPTIONSOBJTYPE_NOT_FOUND = 01.

IF SY-SUBRC = 0.COMMIT WORK.

ENDIF.

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Event Creators, Receivers and Event Linkage

PublishedEvents

Receivers

EventEventEventEvent

LinkageLinkageLinkageLinkage

Creator

Anybody wantthis event?

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Type Linkage Entry

Transaction:Transaction: SWE2SWE2

Menu Path :Basic menu -> Tools -> Business Workflow ->Menu Path :Basic menu -> Tools -> Business Workflow -> Utilities > Other tools >Event linkageUtilities > Other tools >Event linkage

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Event Trace

Transaction:Transaction: SWELSWELMenu Path :Basic menu -> Tools -> Business Workflow -> Development -> Utilities ->Menu Path :Basic menu -> Tools -> Business Workflow -> Development -> Utilities ->

Events -> Event Trace.Events -> Event Trace.

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Organisational Structure

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Organizational Structure Business Scenario

An organizational plan in SAP describes the organizational structureof a company.

The workflow system finds the agents of the individual tasks by

evaluating the organizational plan

The functions to create and maintain organizational plans are partof the Personnel Planning and Development (PD) part of the SAP

HR module

You must connect this organizational structure to the workflow

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Organizational units contain positions, occupied by employees.

Jobs are abstract descriptions of task assignments.

Positions can be linked to jobs. They inherit all the tasks assigned tothat job.

Users. A user is an SAP logon user ID. It thus represents a singleperson.

Persons. A person is a specific employee created in the HR module.

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

The workflow system uses organizational structure to route work itemsto the correct recipients

Organizational Management

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Create Organisational Plan

Create root organizational unitCreate root organizational unit

Additional organizational unitsAdditional organizational units

Create jobsCreate jobs

Create positionsCreate positions

Assign HoldersAssign Holders

Assign tasksAssign tasks

Transaction: Menu Path: PPOCWTransaction: Menu Path: PPOCWToolsTools Business Workflow - Development - Environment - Organizational Management -Business Workflow - Development - Environment - Organizational Management -

Simple Maintenance Org plan basic data - CreateSimple Maintenance Org plan basic data - Create

Create Executive BoardCreate Executive Board

Create Sales region , ProductionCreate Sales region , Production

Administrator , Sales ManagerAdministrator , Sales Manager

Sales Manager eastern ZoneSales Manager eastern Zone

Create Sales OrderCreate Sales Order

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Position: SecretaryPosition: SecretaryPosition: SecretaryPosition: Secretary

Position: FI administrator 1Position: FI administrator 1Position: FI administrator 1Position: FI administrator 1

Position: FI administrator 2Position: FI administrator 2Position: FI administrator 2Position: FI administrator 2

Organizational unit: FI departmentOrganizational unit: FI departmentOrganizational unit: FI departmentOrganizational unit: FI department

Position: Head of FI depatmentPosition: Head of FI depatmentPosition: Head of FI depatmentPosition: Head of FI depatment

Job for FI employeeJob for FI employeeJob for FI employeeJob for FI employee

User 1User 1User 1User 1

Manager jobManager jobManager jobManager job

Job for secretaryJob for secretaryJob for secretaryJob for secretary




TaskTask

TaskTask

TaskTask

Assigment Workflow Task Organizational

Objects

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Agent Assignment and

Role Resolution- Workflow -

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Agent

Agent is an executor of a work item.

Agent is responsible for executing a task in a workflow.

Agent is determined by the system either through organizational chart

or directly if user is assigned as agent for a particular task.

If the agents of the individual workflow steps are determined using thecustomer-specific organizational chart, your agent assignment in the

workflow remains flexible to change.

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Types of Agents

Deadline AgentsDeadline AgentsDeadline AgentsDeadline Agents

Notification AgentsNotification AgentsNotification AgentsNotification Agents

Processing AgentsProcessing AgentsProcessing AgentsProcessing Agents

Selected agentsSelected agents

are those possibleare those possibleagents who areagents who are

elected to execute aelected to execute a

task at runtimetask at runtime

Selected agentsSelected agents

are those possibleare those possibleagents who areagents who are

elected to execute aelected to execute a

task at runtimetask at runtime

Possible agentsPossible agents

are a collection ofare a collection of

agents who qualify toagents who qualify to

execute a work itemexecute a work item


are a collection ofare a collection of

agents who qualify toagents who qualify to

execute a work itemexecute a work item

Actual agentActual agent is theis the

agent among thoseagent among those

selected agents whoselected agents who

actually processes theactually processes the

work itemwork item

Actual agentActual agent

is theis the

agent among thoseagent among those

selected agents whoselected agents who

actually processes theactually processes the

work itemwork item

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Role Resolution

List of possible agents

(executors) of a task

(All supervisors in a dept.)

Selected Agent(s)

(Mr. Banning)

RoleRoleResolutionResolution

(Supervisor of

User PBACON)

Role = Rules

A role defines rules by which selected agents can be determined at runtime through

role resolution. Role resolution restricts the number of possible agents.

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Standard Rules

A rule container is defined for each rule.

The rule parameters determine which information is required for the rule resolution

to be executed at runtime.

If an error occurs during rule resolution, setting the termination indicator for the rule

resolution determines how the workflow will continue:

Flag is selected - the workflow assumes an Error status and a notification is sent

to the workflow administrator.Indicator is not activated - the workflow forwards this work item to ALL possible

agents.

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Rule Basics

Transaction : PFAC_INS(Create)Transaction : PFAC_INS(Create)Menu Path: Tools Business Workflow Development Definition tools Rules for AgentMenu Path: Tools Business Workflow Development Definition tools Rules for Agent

Assignment Create/Change/Display.Assignment Create/Change/Display.

Each rule gets a 8 digit generated by the system prefixed with AC

Rules can be tested using PFTC or by function module RH_GET_ACTORS

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Rule Definition in a Activity Step Type

Various options to create standard rules :

1. Responsibility (Pure configuration no ABAP coding)

Defined Value ranges are assigned to Agents

Data is filled from workflow container at runtime

1. Evulution paths (Pure configuration no ABAP coding)

1. Organizational data (Pure configuration no ABAP coding)

Jobs , positions

1. Functions to be executed ABAP Code Function Module

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Rule Definition with Responsibility: Example

JonesJones SmithSmith

AnnaAnna

MichaelMichael

WilliamWilliamRossRoss

DavidDavid

GeorgeGeorge

PeterPeter

Employee Names A-KEmployee Names A-KEmployee Names A-KEmployee Names A-K

Employee Names L-ZEmployee Names L-ZEmployee Names L-ZEmployee Names L-Z

Mr. MillerMr. Miller

Position : AdministratorPosition : Administrator

HRHR



HRHR

Mr. AndrewMr. Andrew


HRHR



HRHR

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Rule Definition with Responsibility: Example

Container ElementContainer Element Data TypeData Type NameName

ElementElement UnameUname NameName

Value From From To Name

A* K* Employees from A-Z

L* Z* Employees from L-Z

Rules Container DefinitionRules Container Definition

Areas of ResponsibilityAreas of Responsibility



Which Value?Which Value? Which AgentWhich Agent

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Evaluation path as Rule

Evaluation path describes how to find one or more organizational objects based

On an initial organizational units

ExampleEvaluation pathEvaluation path MeaningMeaning

WF_ORGUNWF_ORGUN Get organization unit for a user id/person idGet organization unit for a user id/person id

WF_ORGUSWF_ORGUS All users of a organization unit,job, positionAll users of a organization unit,job, position

US_CHEFUS_CHEF Superiors of a usersSuperiors of a users

SAP_HOLDSAP_HOLD Holder of a positionHolder of a position

Transaction : OOAWTransaction : OOAW

Menu Path:Menu Path:

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Evaluation path as Rule contd.

Here are the basic steps:

1. Determine the evaluation path that needs to be used

2. Create a rule setting the type Function to be executed.

3. Enter function module RH_GET_STRUCTURE

4. Enter the evaluation path determined in step 1 above

5. Following rule container needs to be created

NameName Data type refData type ref DescriptionDescription ExampleExample

OTYPEOTYPE OBJEC-OTYPEOBJEC-OTYPE Type of organizational management objectType of organizational management object USUS

OBJIDOBJID OBJEC_REALOOBJEC_REALO ID of organizational management objectID of organizational management object SMITHSMITH

ORG_AGENTORG_AGENT WFSYST_AGENTWFSYST_AGENT Organizational management objectOrganizational management object USSMITHUSSMITH

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Role Resolution with Function Modules

ParameterParameter

TypeTypeNameName Data Type RefData Type Ref MeaningMeaning

TableTable

AC_CONTAINERAC_CONTAINER

SWCONTSWCONT

Incoming rule containerIncoming rule container

TableTable ACTOR_TABACTOR_TAB SWHACTORSWHACTOR Outgoing list of agents in agent formatOutgoing list of agents in agent format

ExceptionException NOBODY_FOUNDNOBODY_FOUND Exception indication no agents foundException indication no agents found

Role resolution with function module should be done only for complex criteria

Here are the basic steps:

1. A function module with the following interface is created

2. Create a rule setting the type Function to be executed.

3. Enter the created function module name4. Create container elements.

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Via organizational objects: Role resolution utilizing organizational dataanalyses

the assignment of an organizational object (plant, laboratory, MRPcontroller,

planner group, shipping point, sales office) to a position ororganizational unit.

Plant Laboratory Sales Office

Execution of a Role Resolution

via Organizational Objects

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Tasks: Possible Agents & Default Roles

UserUser PositionPosition JobJob Org. UnitOrg. Unit PersonPerson

TASKTASK

Default roleDefault role


BusinessBusiness

WorkplaceWorkplace

The workplace displays the

work items for a agent

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o a e Se ected ge ts ete ed t a d

Without a Default Role?

Possible Agents

Task definition withno default role

Task definition withdefault role

TriggeringTriggeringEventEvent

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How are Selected Agents Determined With a

WF Agent?

All possible agents whoqualify to execute task

Step definition at workflowdefn. level with an agentspecified. This overrides

default role at task defn. level

Task definition with

no default role

Task definition withdefault role

TriggeringTriggeringEventEvent

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Workflow and ALE

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U s e r a c t io nR / a c t io n3

E x e c u t e W o r k i te m

F i x e r ro r a n d r e p r o c e s s I D o co rF l a g I D o c f o r d e l e t io n

E r r o r i n i n b o u n d f u n c t io n m o d u l e

A L E t r i g g e r s e r r o r e v e n t

W o r k i t e m a p p e a r s in u s e r 's I n b o x

D i s p l a y I D o c f o r u s e r p r o c e s s i n g

( ID o c m e t h o d " In p u t F o r e g r o u n d " )

A L E t r i g g e r s e n d e v e n t

W o r k it e m c o m p l e t e d

i n p u t E r r o r O c c u r r e d

in p u t F i n i s h e d

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Workflow and ALE

Error Notification

Active Monitoring

IDOC Processing

Notification of successful posting

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Workflow and Error Notification

D e t e r m i n e

R e c i p i e n t s

U s e r c h e c k s i n b o x

a n d e x e c u t e s t h e

w o r k i t e m

F i x t h e e r r o r

P u r g e t h e I D o c

R e s t a r t t h e

p r o c e s s

U s e r / G r o u p

g e t s n o t i f i e d

v i a a w o r k i t e m

C a n e r r o r b e

f i x e d ?

E n d

E x c e p t i o n

R a i s e d

Y e s

N o

B u s i n e s s U s e r A n a l y s i s

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Active Monitoring

Active monitoring allows to specify threshold values for the state of the system

For e.g threshold can be on the number of IDocs in error or the time limit

Report Program RSEIDOCA can be executed periodically

Selection screen takes as input the threshold values and persons to be notified

When defined threshold is exceeded Single Step Task TS30200088 is executed

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Setting up Inbound Process via Workflow

The standard system can be configured to start a WF for an incoming IDoc.

Useful when review is essential before posting

Custom. SAP does not deliver standard.

The settings are:

--Create the custom task or WF--Create a new process Code ( WE42) and attach this

custom WF/Task.

--In the Partner Profile, attach the new Process code

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Notification of Successful Posting

The ALE/EDI interface can raise events on successful posting of an IDOC.

The settings are:

--Identify the Appl.Obj created by the Idoc. Txn: WE57

--Identify the event that needs to be raised.

--Go to BD67, select Process code and populate Object

type and Event.

--Identify/Create tasks/WF and enable event linkage.

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Necessary Steps:

Create new object type in Business Object Repository for IDOC; objectis child of IDOCAPPL

Create new customer task

Create event-couplings linking

Event inputErrorOccured linked to standard task

Event inputFinished to function module

To support mass processing:

Create new object type as child of IDOCPACKET

Maintain process code to refer the above objects and events

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Business Workflow

Customization- Workflow -

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Workflow Customizing SWU3

workflow material

Documents