SAP Workflow Course

Section 07B-01: Workflow Definition

November, 2001

Workflow Definition

Contents: Overview of workflow definition Workflow Builder components

SAP Workflow Course Section 07B-01: Workflow Definition

Workflow Definition: Unit Objectives

At the conclusion of this section, you will be able to: Define components of a workflow definition Identify steps in a workflow Use the functions of the Workflow Builder

SAP Workflow Course Section 07B-01: Workflow Definition

Workflow Definition: Business Scenario

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

You need to learn about the Workflow Builder

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

SAP Workflow Course Section 07B-01: Workflow Definition

Workflows: Examples

Circulation list which has to be processed, signed off and checked Checking the master data after changes Business processes which cross application boundaries

From a change request all the way to a production order

Budget management from request through release of funds

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

SAP Workflow Course Section 07B-01: Workflow Definition

Workflow Template / SAP workflow

Workflow template (WS) customer-defined reference to the workflow definition client-independent

SAP workflow (WS) executable reference to the workflow definition client-independent may not be edited can be extended can be used as template for own workflows

SAP Workflow Course Section 07B-01: Workflow Definition

Workflow Definition

Workflow (workflow template)

Reference

Workflow definition

to workflow definition

Specification

of triggering events Initial value assignment

SAP Workflow Course Section 07B-01: Workflow Definition

Workflow Definition: Workflow Builder

Workflow Definition
Event

Workflow Builder:

Navigation and display area

Step

Block-oriented modeling Top-down modeling is possible Special functions such as cut, paste, move, copy Print Checking and activating

Block

Drag and Drop functionality

SAP Workflow Course Section 07B-01: Workflow Definition

Workflow Definition: Steps

Workflow Definition in Workflow Builder Step
Business activity Activity (task reference) User decision Document from template Internal process control Condition Multiple condition Event creator Wait for event Container operation Loop (UNTIL) Loop (WHILE) Fork
SAP Workflow Course Section 07B-01: Workflow Definition

Display step Arrangement of steps in sequence or in parallel processing Deadline monitoring for certain steps Choose and name relevant successors for each step Block mode operations

Workflow Builder: Objects and Task Area

Objects area Increased clarity with Explorer like presentation of workflow steps and navigation Workflow container maintained directly in Workflow Builder overview of document templates Task area Existing, defined tasks are used in the workflow definition: They only have to be found The task area offers access to all tasks relevant for the workflow in the definition

SAP Workflow Course Section 07B-01: Workflow Definition

Definition Tour - The goal

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Definition Tour - Scenario

Step 1: Call Workflow Builder

Define a new search area for the available tasks

Step 2: Insert first steps out of the available tasks Insert step Create notification of absence Insert step Approve notification of absence Step 3: Insert mail notification about approval Step 4: Insert step to delete absence request if rejected Step 5: Insert loop to do the approval again create a loop and do some cut and paste operations insert also functions to take care to terminate the loop Step 6 (advanced): Insert creation of word document Step 7: Assign agents

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Step 1: Call Workflow Builder

The search area has to be defined once

1
Right mouse click

4 2 3

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Step 1: Introduction

Navigation and data maintenance

Graphical navigation

Toolbox of available tasks

Graphical representation of the workflow definition

Toolbox

Message collector with navigation capability

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Step 2: Insert step create notification

Single click

Double click to insert

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Step 2: Insert step approve notification

1
double click to insert

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Step 3: Insert step to send mail

Choose wizard send mail

2 1

single click to mark

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Step 3: Wizard to create mail step

Roadmap to maintain orientation Additional information

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

Define recipient of mail

SAP Workflow Course Section 07B-01: Workflow Definition

Standard navigation
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Step 4: Delete or not? Insert decision

2 3

click button create

1 4

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Step 4: Delete or not? Insert deletion

double click to insert

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Step 4: Delete or not? Insert update

1 2 3
double click to insert

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Step 5: Insert loop

single click to drop

4 5 2

3
double click to edit condition

single click to drag double click to create flag

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Step 5: Define loop - condition

2
single click = to insert double click to insert

Enter X as constant and press return

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Step 5: Move approval into loop

click button paste

Right mouse button for context menu

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Step 5: Take care to leave the loop

single click to drop

2 3

single click to drag

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Step 5: Take care to leave the loop

click button paste Right mouse button for context menu

1 3 2

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Step 6: Assign agents

Who is responsible for what?

Employee
Create notification of absence User decision - revise or withdraw Revise notification of absence

Manager Approve Notification of absence Create document from template

Workflow system Send email Delete notification of absence

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Step 6: Assign agents - how?

1 2
double click to navigate

3 4

double click to navigate

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Finish

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Start Transactions: Background and Use

Why start transactions?

Workflows sometimes have to be started and supplied with values directly

Until now, a generic transaction (SWUS) has been used to start workflows This transaction is a test tool only, not a working tool for users Who needs start transactions? It is possible to put help texts directly on the screens of the start transaction Users who start workflows directly (via area menu or R/3 main menu > Office -> Start workflow) Users who want to start workflows via a short cut from their Windows Desktop

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Start Transactions: Creation

How do you generate start transactions?

Customizing (one-off activity)

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

Generation

In the area menu SAP Business Workflow [Development], you will find the menu option Workflow start transactions under Definition tools.
Specify your workflow template as Task Enter 100, for example, as Screen number Press the pushbutton Create -> the generation now runs automatically Personalization You then have the opportunity to adapt the start transaction created to your requirements
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Start Transactions: Example

Input data for task Workflow Edit Goto Environment System Help Start Deadline Refresh organizational environment

Knowledge of operating the graphical screen painter is the only prerequisite.

Name Personnel number

Department Cost center Absent from Reason Contact at Request leave Attachment To

No programming required
Manually revised screen You can also put additional help texts here.

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Workflow Definition: Unit Summary

Workflow templates are client-independent Workflow definition is the description and implementation of a workflow process

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

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SAP Workflow Course

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