Absence Notification - Work Flow
Dear All,
I have a question and I request you to provide me your valuable answer .
When a employee creates absence notification, the notification goes to the supervisor for approval or rejection.
The employee changes his mind and wants to change the dates of absence or delete the notification prior to his absence approval or rejection.
Is this possible with SAP work flow?
Thanks in Advance ,
Shankar
Hi Shankar,
As you are new to workflow I would suggest you first go through the FAQ in the WIKI which could be found through the sticky threads at the top of this forum. Also read the [SAPHelp|http://help.sap.com/saphelp_nw04/helpdata/en/a1/172437130e0d09e10000009b38f839/frameset.htm].
Regards,
Martin
Similar Messages
-
Notification of absence WS30000015-work flow is not responding?
Hi all
Iam pretty much new to the workflow.
iam trying to do an example listed in the course BC600,
i did the following steps.........
1.created employee and manager roles
2.copied WS30000015 into z-version and did agent assignments
when i executed the event ,workflow is triggering the first process i.e. sending email to the manager,
after that if manager performs action on the email (like approved or rejected) it is suposed to do further workflow process based on the approved or rejected conditions........
But iam not getting any further action from the workflow process -
If approved suppose to send email to employee but employee is not getting any email
If Rejected - employee is supose to get an rejected notification email from manager but workflow is not sending any email to employee
could you please let me know what could be the issue and how to resolve this
Thanks in advance
KavithaHi,
As mentioned above you have to check the Log.
Refer this [article|https://www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/4085c533-5cdd-2a10-21a3-f1dc2b26385a] to see the workflow log.
Also Refer this [Link1|http://help.sap.com/saphelp_45b/helpdata/en/c5/e4a930453d11d189430000e829fbbd/frameset.htm] [Link2|http://help.sap.com/saphelp_45b/helpdata/en/c5/e4a93d453d11d189430000e829fbbd/frameset.htm].
Regards,
Surjith -
Dear Friends,
Can anyone guide me, how to implement Workflow in a notification?
Regards,
Neel.SAP has well explained your question in below link. I would suggest you to refer.
[http://help.sap.com/saphelp_erp60_sp/helpdata/en/04/926fa646f311d189470000e829fbbd/frameset.htm]
Hope this will help you. -
Hello Team:
We have enabled work flow notification mailer service in our EBS system. Last week I restarted the services ( ALL Tiers ) and as soon as I did the restart. The business users started to receive Notification mailers. Apparently a bunch of them. I looked at the Workflow configuration settings and I was unable to figure out the setting that triggers this email stuff.
Any idea about where this setting should be checked and tuned . We are on 11.5.10 CU2 and it is running on RHEL 4.0.
Regards,
BalaBala,
If you are using notification mailer services just for testing purpose then update "Set Override Address" option in "Workflow Notification Mailer" services to a active mail a/c, so that all testing mails will be re-directed to this a/c instead of various users mail a/c. But if you are implementing the notification services, then pls go though the notification services implementation document once and set the required parameters as per your business requirements.
Users also disable receiving mails at their end, by editing their e-biz user a/c "preferences" and set e-mail notification style to no e-mail notifications option. -
Needs to stop mail going through work-flow related to Leave of Absence & se
While running transactions Pa20/pa30..if it runs for Leave of absence with 5 as reason & separation with 5 as reason then the mail is going to employess due to work-floas it goes to all other actions & reasons.But we want to stop it for above mentioned only.How can we change logic in work-flow for this
0000 infotype(actions) run with any reason like separation or long term disabilitymeans
in Actions infotype the both are reasons right are your sure whether these are Actions reasons or action type ?
In that case identify the Code Related to MASSN which is is acton type feild name and action reason is MASSG
and deactivate for those two action type that will suffice the requirement right -
Standard SAP work flow in Quality Notification (TASKS)
Hello Experts
we are using ECC 6. I am testing standard SAP workflow in quality notification (QN).
I have done following:
1. craeted QN with type F2 and assigned defects and tasks. In tasks,under column TASK PROCESSOR I selected user responsible.I also assigned my SAP user id under RESPONSIBLE column to receive SAP email when task is released.
2.realeased tasks and QN, saved QN.
3. in TX SBWP , see SAP email under Outbox->Started workflow area with status "READY"
My expectation is that I should be getting email in my SAP INBOX or in workflow to confirm that email is sent to appropriate user.
Seems that currently it is in-transit stage and not sent.
Do let me know what I am missing, any configuration required.
Thanks
GauravHi,
You need to take help of your technical eam to activate business work flow functionlitry activated.
Ramesh -
Notification Processing - Work flow Management
Hello friends,
My requirement is - When ever a notification is created it needs to be automatically displayed in the Inbox of 'Person/User Responsible'.
Which settings needs to be done to activate this work flow?
Regards,
NarendraSAP Standard workflow needs to be activated for the Notification Creation EVENT
-
Work Flow Notification Mailers Down
Hi,
I my OAM Dashboard I see that Work Flow Notification Mailers service is always down.
I ask the functional people if they need the Work Flow Notification Mailer. They said they do not need it.
Is it OK if the let it inactive? or It is mandatory that as DBA I should set it up even if the functional consultant
does not need it.
Thanks a lot
Ms KThanks again hel,
If I do not configure our Work Flow Notification Mailer, how do I stop the workflow to send mail? I am confused
why I have "unsent workflow E-mail = 7736 . Where can I retrieve this unsent e-mail , and delete them so I start
with 0.
Navigation OAM > OAM Dashboard > Performance > Activity
Forms Sessions 0
Database Sessions 107
Running Con. Req. 1
Service Processes 46
Services Up 17
Services Down 1
Unsent Workflow E-Mail 7736Thanks again -
ACTIVATE WORK FLOW FOR QM NOTIFICATION
Dears
Please tell me the step for activating work flow template for Quality notification
If we activate it effect any other module?
A QM consultant can be activate it or it required technical person
Any in put will be highly appricaited
Thanks in advance
Faisal
Edited by: Muhamed Faisal on Jul 21, 2011 8:00 PMHi,
For all three tasks, it is very conveniant to assign ROLE or USER itself to the task.
But for that Purchse activity would be your new and separate task it self, for which you should new task, where you can assign the RULE for the Agent. That may make it optional as per your requriement.
Hope it'll work for you.
Update us to help you more, reward points to help you better!
Regards,
Shyamal -
Change a value of a field in the work flow notification
Hi All,
I have a requirement,where in i need to change a value of a field in the work flow notification that i receive.
is it posiible
if so please provide some inputs.ThanksHi;
Please check below which could be helpful for your issue:
http://docs.oracle.com/cd/B14117_01/workflow.101/b10283/instal10.htm
http://docs.oracle.com/cd/B19306_01/workflow.102/b15853/T361836T361983.htm
http://docs.oracle.com/cd/E14571_01/integration.1111/e10226/hwf_config.htm#BHCJDGFJ
Regard
Helios -
I have a few work flows set up. We have team members that are complaining about the frequency of the past due notices and I am looking to dial them back a bit. Maybe send them out once a week rather than daily.
I cannot find any documentation for editing the frequency of the past due notifications for the OOB application (SP 2010).
Does anyone have any information on this or know where I can find something about this?
MonicaBy past due do you mean the tasks list or have you developed something custom?
Andy Wessendorf SharePoint Developer II | Rackspace [email protected] -
Work flow in error when executed with a user decision.
Hi,
I am executing a workflow for notification of absence. It has a user decision step to Revise the request or to withdraw it when the absence request is rejected by the approver. When I am executing this the workflow is going into error state. User decision step is not starting at all. The first two steps create notification of absence and check notification are getting completed successfully.
Please let me know where I am going wrong.
Thanks & Regards,
Soumya.Hi,
I believe the orginal poster is following the workflow tutorial in the sap help.
http://help.sap.com/erp2005_ehp_03/helpdata/EN/fb/135962457311d189440000e829fbbd/frameset.htm
I'm following the instructions and pretty sure it's been followed exactly on each step but am hitting the same issue - see 'Unit 10 - third step'.
The log is reporting two errors
Work item 000000014093: Object FLOWITEM method EXECUTE cannot be executed
and
Error when processing node '0000000039' (ParForEach index 000000)
You reject the notification and then the work flow errors.
Can anyone help? -
hi can any one tell me what is workflow? where is it used ? how a workflow is created in SAP XI
Work Flow
Unit 1: Organizational Structure
Use
In order for the workflow system to establish the relationship between the requester and their superior, you must create an organizational plan in the system.
For this tutorial, of course, this organizational plan does not have to be complete and valid across the enterprise. To keep the test as simple as possible initially, define an organizational plan that only contains one administrator and one head of department.
Assign both items to yourself. As a result, all work items will appear in your own Business Workplace. Later you will modify the organizational plan such that you will have to work through the scenario with two users.
Procedure
The organizational plan required for this tutorial consists, when complete, of one organizational unit (= "department"), which contains two positions: a head of department and an administrator.
Each position is described by one job and each position is assigned one user as holder. The head of department position is also designated as chief position of the organizational unit.
Of course, a "real" organizational plan is created by arranging several organizational units with their positions in a hierarchy. Usually several positions are described by one job.
For further information, refer to the documentation Organizational Plan.
The procedure in this unit is divided into four parts:
1. You create an organizational unit.
2. Enter necessary jobs as required.
3. You create a position for the head of department in the new organizational unit.
You define a position in three steps:
i. You create a position that is assigned your organizational unit.
ii. You assign a holder to the position.
iii. You assign a job to the position.
3. You create a position for the administrator in the organizational unit.
Creating an organizational unit
1. Choose Tools  SAP Business Workflow  Development Definition tools  Organizational Management  Organizational plan  Create (T.Code: PPOCW).
2. Confirm the validity period proposed in the dialog box Creating a Root Organizational Unit.
This takes you to the Create Organization and Staffing (Workflow) screen. This user interface is divided into four screen areas:
3. On the Basic Data tab in the details area, enter an abbreviation and a name in the Organizational unit input fields.
Abbreviation: <ini_sales>
Name: <OrgUnit: Sales (ini)>
4. Choose .
You can now create the position for a head of department and one administrator.
Create jobs
When enhancing an organizational unit, the necessary jobs are usually already available. For this tutorial however, you create the necessary jobs for head of department and administrator yourself.
1. Choose Edit  Create jobs.
You go to the dialog box Create jobs. The lower area contains a list of existing jobs and the upper area contains an input table in which you can create new jobs by entering abbreviations and names.
2. In the input table, enter an abbreviation and a name for each of the new jobs.
Job - head of department:
Object abbreviation: < ini_dhead_C >
Name: < job: head of department (ini) >
Job administrator:
Object abbreviation: < ini_admi_C >
Name: < job: administrator (ini) >
3. Choose .
Creating Position for Head of Department
1. Change to the overview area in the staff assignments of the organizational unit, in order to assign positions, jobs and holders. Choose the arrow on the right next to the and then the staff assignments (list).
2. Choose .
A new position is then created in the staff assignments and is displayed in a new line in the table. The position is vacant and no job is assigned to it.
3. Open the details view for the new position in the details area by double-clicking on the entry in the table.
4. On the Basic Data tab, enter a code and a description in the Position input fields. Overwrite the previous contents.
Abbreviation: < ini_dhead_S >
Description: < position: head of department ( ini ) >
Assigning a holder to the position
You now assign R/3 users to the positions. The staff assignments for your organizational unit are displayed and you see the vacant position in the table.
5. Select User in the search area and enter the search criteria in order to find your user names.
All of the user names that match your search criterion are listed in the selection screen.
6. Select your user name in the selection area and drag it to the Person/User column of the position in the overview area.
Confirm the message that the relationship period of the validity has been changed.
7. Set the Head of own organizational unit indicator in the details area.
Assigning a job to the position
Assign the job of the head of department you created earlier to the position.
8. Select Job in the search area and enter the search criteria in order to find the job of the head of department.
All jobs that match your search criterion are listed in the selection screen.
9. Select job: head of department ( ini) in the selection area and drag it to the Job column of the position in the overview area.
10. Choose .
The job is assigned the position. Check this by switching to the staff assignments of the organizational unit. Select the organizational unit in the overview area, choose the arrow on the right next to the and then the staff assignments (list). The newly created job is displayed in the job column.
Create position for administrator and assign holder and job
You are now in the staff assignments of the organizational unit.
1. Choose .
A new position is then created in the staff assignments and is displayed in a new line in the table. The position is vacant and no job is assigned to it.
2. On the Basic Data tab in the details area, enter an abbreviation and a name in the Position input fields. Overwrite the previous contents.
ID: <ini admiS >
Description: < position: administrator ( ini ) >
3. Choose .
4. Select User in the search area and enter the search criteria in order to find your user names.
5. Select your user name in the selection area and drag it to the Person/User column of the position in the overview area.
Confirm the message that the relationship period of the validity has been changed.
6. Select Job in the search area and enter the search criteria in order to find the job of the administrator.
7. Select job: administrator ( ini) in the selection area and drag it to the Job column of the position in the overview area.
8. Choose .
Result
Display your entire staffing schedule again and make sure that all the information listed is correct.
You can display a detailed view of jobs, users, and positions. Choose the relevant cell in the table by double-clicking it.
In the details view of a position or job, all of the assigned tasks are displayed on the Tasks tab.
You have now completed the first unit (defining the organizational plan). You can now start on the next unit. To exit processing of the organizational structure, choose Back.
Unit 2: Creating a Workflow
Use
To define the flow of the approval process in the system, you first create a multistep task workflow template.
For further information, refer to Definition of Multistep Tasks in the SAP Business Workflow documentation.
Procedure: Creating a workflow template
1. Choose Tools  Business Workflow  Development Definition Tools  Tasks/Task Groups  Create (T.Code PFTC_INS)
This takes you to the Task: Maintain screen.
2. In the Task type field, choose the Workflow template entry.
3. Choose .
The Workflow Template: Add screen is then displayed.
Entering the basic data for the workflow template
1. Enter an abbreviation (of your choice) and a name (of your choice) for the workflow template to be created.
Abbreviation: < ini _ws>
Name: <Workflow: notification of absence ( ini )>
2. Choose .
3. In the Create Object Directory Entry dialog box, choose Local object.
The system has now allocated an 8-digit number for your workflow template. This number is made up of the 3-digit prefix number (Customizing setting) and a 5-digit number taken from a number range. This number together with the letters WS forms the workflow ID. Make a note of the ID so that you can later call the workflow more quickly.
Entering a workflow description
4. Go to the Description tab.
5. Choose the text type Task description and then .
The SAPscript text editor is then launched.
6. Enter a text that describes the task. You can use the following proposal:
<You can use this workflow to create a notification of absence. This will then be sent to your superior for review. You will be notified of the result of this review.
If your request is rejected, you can revise it and resubmit it for review or withdraw it completely.>
7. Choose to return to the workflow template and then save the workflow template.
Determining agents
To enable the workflow template to be started in dialog, the workflow template must be assigned to its possible agents.
8. Select Additional data Agent assignment  Maintain
The workflow template: agent assignment screen is displayed.
9. Position the cursor on the name of your workflow template.
10. Choose Properties
The dialog box Task: <Workflow: Notification of absence (ini)> is displayed.
11. Set the General task flag.
12. Choose Copy and then .
Designating your workflow template as a general task means that every user in the system is authorized to start this workflow template in dialog.
Result
You have now created a workflow template as a "framework" for a workflow definition.
To create a workflow definition, you need tasks that are used as steps in the workflow definition.
Additional information: Tasks
A task can either be a single-step task or a multistep task. In our example of the notification of absence, making the application and checking the application are single-step tasks. The entire procedure involved in processing a leave request consists of these (and other) single steps, and is therefore a multistep task.
In this tutorial, a single step task is generally described as a task. The difference between the task types is only explicitly explained if there is a risk of confusion over multistep tasks. The term workflow is used as the umbrella term for the workflow template (and thus the multistep task) and the workflow definition. More precise differentiation only takes place if there is a risk of confusion.
On a technical level, the main difference between single-step tasks and multistep tasks is that:
Every single-step task refers to an object method
Every multistep task refers to a workflow definition
A workflow definition is made up of a sequence of different steps (for example, all steps required to process a leave request).
Standard tasks and workflow templates are client-independent. Customer and workflow tasks are client-dependent. Customer and workflow tasks are no longer supported and are therefore no longer used in this tutorial.
An Activity is a possible step type in a workflow definition. An activity refers to a task. It references a task, which can be a single-step or multistep task (subworkflow).
For further information, refer to Tasks and Task Groups in the SAP Business Workflow documentation.
Unit 4: Defining and Inserting Task "Create Notification of Absence"
Use
The notification of absence is created in the first step of the workflow. You will also need a task that executes this function. You can create the task separately from the workflow definition or directly from the Workflow Builder. This unit describes how you create the task from the Workflow Builder.
For further information on creating an individual task, refer to Definition of Single-Step Tasks in the SAP Business Workflow documentation.
Prerequisites
This task is a single-step task and it references one object method. The object type used (FORMABSENC (notification of absence)) and the required method (Create) are already defined and implemented in the Business Object Repository.
You are in the Workflow Builder and the initial workflow definition is displayed.
Procedure
Creating an Activity as a Step in the Workflow Definition
Add a first step of the type Activity to the workflow definition.
1. Choose under step type. The cursor changes shape.
2. Position the cursor on the Undefined step and click.
By doing so, you add an activity to your workflow definition. The step definition is shown in the right-hand part of the screen. You are on the tab page Control.
Defining a Task "Create Notification of Absence"
You now create a new task, with which a notification of absence can be created.
1. Choose the arrow on the right next to the and then Create task.
The Basic data tab in the Standard task: Create screen is then displayed.
Entering the basic data
2. Enter an abbreviation (of your choice) and a name (of your choice) for the standard task to be created.
Abbreviation: < ini _creat>
Name :<Create notification of absence (ini)>
Work item text
The work item text appears as an information text in the Business Workplace as soon as there is a work item for the step with this task.
3. Enter Create notification of absence in the Work item text field.
Object type and method
4. Enter an object type and a method:
Object type: FORMABSENC
Method: CREATE
You can also use the F4 input help to select the method. Additional indicators associated with this method are set automatically.
You can view the definition of the object type entered by double-clicking on it. Information about its components is provided.
5. Save your task as a local object.
The system has now allocated an 8-digit number for your task. This number is made up of the 3-digit prefix number (Customizing setting) and a 5-digit number taken from a number range. The identification of this task consists of TS and the eight digit number.
Determining agents
Selecting the possible agents for this task determines who is to be authorized to make leave requests. For this task, this should be all employees in your enterprise. Define the task as a general task.
1. Select Additional data Agent assignment  Maintain
This takes you to the Standard task: Maintain Agent Assignment screen.
2. Position the cursor on the name of your task.
3. Choose Properties
The dialog box Task: <Notification of absence (ini)> is displayed.
4. Set the General task indicator.
5. Choose Copy and then .
6. Exit the task definition with .
Interim result
You have now defined your first task in full. This task is used in the activity that you created in the Workflow Builder.
Completing Activity
The Define Container Elements and Binding dialog box is then displayed in which the system proposes a change to the workflow container and a binding definition.
Upper part of the dialog box: Proposal for new container elements in the workflow container.
The system proposes that you create a local container element in the workflow container, which can store the reference to the notification of absence created in this step. The element has the technical name AbsenceForm .
Lower part of dialog box: Proposed binding definition
The system proposes that you define a binding from the task container to the workflow container. This binding transports the reference to the generated object (i.e. the created notification of absence) from the task (from the WIObject_ID element in the task container) to the workflow (to the AbsenceForm element in the workflow container).
Further information on automatic binding definition proposals is available under Binding Definitions from the Workflow Container and Binding Definitions from the Task Container in the documentation on SAP Business Workflow.
1. Confirm the proposal with .
The new AbsenceForm container element is displayed in the workflow container. Local container elements are marked . The remaining elements in the workflow container are workflow system elements. For further information, please refer to Workflow System Elements in the Workflow Container.
2. Enter a text to describe the step.
You can, of course, leave the description of the task that is proposed by the system.
(The current step in your workflow definition appears here.)
3. Go to the Outcomes tab.
All of the outcomes for this step are displayed here.
4. Enter a text for the description.
The description (proposal: < Application filled out> ) in the Task executed synchronously line.
Each step has at least one subsequent event (in this case: Task executed synchronously). The description is the text with which the outcome is labeled in the workflow definition.
The Form does not exist and Form could not be generated outcomes are the possible exceptions that could occur in the method execution. You "run the risk" of not intercepting these exceptions and not modeling any exception handling in your workflow definition. If one of the exceptions actually occurs at runtime, the workflow will assume the error status.
Checking the binding definition (optional)
1. Go to the Control tab.
2. Choose Binding (present).
The WF Builder: Binding for Step <Create notification of absence> dialog box is then displayed.
o In the upper part of the screen, the binding defined from the workflow container to the task container is displayed. The system executes this binding before providing the task for execution.
This binding direction is not relevant for this step since no information is to be transported from the workflow to the task.
o In the lower part of the screen, the binding defined from the task container to the workflow container is displayed. This system executes this binding after the user has processed the task.
Here, the binding is WIObjectId. &ABSENCEFORM& has been automatically defined here by the system. This binding ensures that the reference to the notification of absence created is not only known in the single-step task, but also in the workflow.
You can view the contents of both containers by choosing Workflow container or Task container.
(The element of the task container WIObject_ID is called Notif. of absence .)
3. Choose .
You then return to the step definition.
Entering the agents responsible
On the tab page Control, choose the entry Workflow initiator (expression) in the area agent as the agent responsible.
The system enters the expression &_WF_INITIATOR& in the Expression field and in the input field beside the checkbox.
You start your executable workflow later manually. At this point in time, the system fills the workflow container element WFInitiator automatically with your user name.
The above assignment informs the workflow system that the first work item for creating the notification of absence should be addressed as the "starter" as the workflow.
You return to the screen Workflow definition: Create step: Activity
Concluding step definition
1. Choose to check the step definition.
2. Choose to exit the step definition.
3. Choose to view the entire workflow definition in the workflow area on the screen.
You will notice that your workflow definition now contains a new step (the activity just created). The undefined step is also still there.
4. Choose .
The workflow definition is checked, saved, and, provided it does not contain any errors, activated. The system displays a message if problems are encountered during the test.
5. Exit the Workflow Builder.
Result
You have now completed this unit and can start the next unit.
Unit 3: Starting the Workflow Builder
Use
A workflow definition is created with the help of the Workflow Builder.
Prerequisites
You have now created a workflow template ( Unit 2: Creating a Workflow).
Procedure
Calling the Workflow Builder
1. Choose Tools  Business Workflow  Development  Definition Tools  Workflow Builder.
The Workflow Builder is then launched with the workflow definition that was processed last. If the Workflow Builder has not yet been called, then an initial workflow definition is displayed.
The Workflow Builder screen is divided into the following areas.
The workflow definition is displayed in the Workflow area on the screen. If the workflow is shown in display mode, the step type area is not displayed. For further information, refer to Workflow Builder in the SAP Business Workflow documentation.
2. Choose and enter the abbreviation of your workflow template (< WSeight digit number >) .
You can use the F4 input help. Enter the start of the abbreviation for your workflow (for example: < ini*> ) and choose All of the workflows that match are displayed. Select your workflow and choose .
Result
The workflow definition is displayed and if necessary can be processed. If the Workflow Builder is called for the first processing of a newly created initial workflow definition, the following graphic is displayed:
If the graphic displayed differs from that above, check the graphic settings in the Workflow Builder. Choose Extras  Options, and click the Graphic tab. Choose the Without event-driven process chains view.
The start of the workflow definition is indicated by Start Workflow. If the new workflow definition has been called from the definition of a multistep task for which triggering events are defined, these are represented by the symbol and their description.
The end of the workflow definition is indicated by Workflow terminated.
The area in which the new workflow definition can be added is indicated by an undefined step with an outcome. Steps are displayed in the form of symbols. The description of an outcome is illustrated in the standard view with an arrow.
This unit is now complete. In the following unit you create the first step in your workflow and define a task for this purpose at the same time.
Creating an Activity as a Step in the Workflow Definition
Add a first step of the type Activity to the workflow definition.
1. Choose under step type. The cursor changes shape.
2. Position the cursor on the Undefined step and click.
By doing so, you add an activity to your workflow definition. The step definition is shown in the right-hand part of the screen. You are on the tab page Control.
Entering basic data for control
3. Enter the abbreviation ( TS<8-digit number> ) of the standard task Create Notification of Absence in the Task field and choose .
If you no longer know the full abbreviation, you can use different methods to search for it:
o Use the F4 input help to search via the object type and method of the single-step task.
This brings you to the Search and Find: Tasks dialog box.
On the tab page Obj. type and method, enter the object type FORMABSENC and the method CREATE .
Then double-click your single-step task in the list. You should recognize your single-step task from your initials in the abbreviation. Choose .
o Enter a character string in the abbreviation or description and choose .
A list of tasks is then displayed in which you can double-click the desired task.
Every activity, as a step in a workflow definition, refers to a task.
At this point, the unique reference to this task is entered. The identification is made up of an abbreviation (T, TS, WF, or WS) followed by an 8-digit number.
If you select a workflow task (WF) or workflow template (WS) as your task, your activity is a subworkflow. If you select a customer task (T) or standard task (TS), your activity is a single step.
The Define Container Elements and Binding dialog box is then displayed in which the system proposes a change to the workflow container and a binding definition.
o Upper part of the dialog box: Proposal for new container elements in the workflow container.
The system proposes that you create a local container element in the workflow container, which can store the reference to the notification of absence created in this step. The element has the technical name AbsenceForm .
o Lower part of dialog box: Proposed binding definition
The system proposes that you define a binding from the task container to the workflow container. This binding transports the reference to the generated object (i.e. the created notification of absence) from the task (from the WIObject_ID element in the task container) to the workflow (to the AbsenceForm element in the workflow container).
Further information on automatic binding definition proposals is available under Binding Definitions from the Workflow Container and Binding Definitions from the Task Container in the documentation on SAP Business Workflow.
4. Confirm the proposal with .
The new AbsenceForm container element is displayed in the object area of the workflow container folder. Local container elements are marked . The remaining elements in the workflow container are workflow system variables. For further information, please refer to Workflow System Variables in the Workflow Container.
5. Enter a text to describe the step.
You can, of course, leave the description of the single-step task that is proposed by the system.
(The current step in your workflow definition appears here.)
6. Go to the Events tab.
All of the outcomes for this step are displayed here.
7. Enter a text for the description.
The description (proposal: < Application filled out> ) in the Task executed synchronously line.
Each step has at least one subsequent event (in this case: Task executed synchronously). The description is the text with which the outcome is labeled in the workflow definition.
The Form does not exist and Form could not be generated outcomes are the possible exceptions that could occur in the method execution. You "run the risk" of not intercepting these exceptions and not modeling any exception handling in your workflow definition. If one of the exceptions actually occurs at runtime, the workflow will assume the error status.
Checking the binding definition (optional)
1. Go to the Control tab.
2. Choose Binding (present).
The WF Builder: Binding for Step <Create notification of absence> dialog box is then displayed.
o In the upper part of the screen, the binding defined from the workflow container to the task container is displayed. The system executes this binding before providing the task for execution.
This binding direction is not relevant for this step since no information is to be transported from the workflow to the task.
o In the lower part of the screen, the binding defined from the task container to the workflow container is displayed. This system executes this binding after the user has processed the task.
Here, the binding is WIObjectId. &ABSENCEFORM& has been automatically defined here by the system. This binding ensures that the reference to the notification of absence created is not only known in the single-step task, but also in the workflow.
You can view the contents of both containers by choosing Workflow container or Task container.
(The element of the task container WIObject_ID is called Notif. of absence .)
3. Choose .
You then return to the step definition.
Entering the agents responsible
Choose Workflow initiator (expression) under Agents.
The system enters the expression &_WF_INITIATOR& in the Expression field and in the input field beside the checkbox.
By doing so, you choose the agent responsible.
You start your executable workflow later manually. At this point in time, the system fills the workflow container element WFInitiator automatically with your user name.
The above assignment informs the workflow system that the first work item for creating the notification of absence should be addressed as the "starter" as the workflow.
You return to the screen Workflow definition: Create step: Activity
Concluding step definition
1. Choose to check the step definition.
2. Choose to exit the step definition.
3. Choose to view the entire workflow definition in the workflow area on the screen.
You will notice that your workflow definition now contains a new step (the activity just created). The undefined step is also still there.
4. Choose .
The workflow definition is checked, saved, and, provided it does not contain any errors, activated. The system displays a message if problems are encountered during the test.
5. Exit the Workflow Builder.
Result
You have now completed this unit and can start the next unit.
Unit 5: First Test
Use
You are now going to start a workflow in dialog for the first time, which will run according to your workflow definition. This workflow definition only contains a step for creating a notification of absence so far.
For further information on starting workflows, refer to Starting Workflows (Test Environment) in the SAP Business Workflow documentation.
Prerequisites
The creation of a notification of absence, which you carry out within your workflow, is reported on a system-wide basis by an event. Other workflows entered as event receivers for this event may therefore be started. The notification of absence created by you (and published by the event) is then also processed with these workflows.
This event is not used in connection with this tutorial.
To ensure that only you work exclusively with the notification of absence, you can deactivate any existing linkages between the event and its receivers. Proceed as follows:
If you carry out the following steps, you prevent other workflows being started unintentionally by your notification of absence.
However, you may interrupt other workflow demonstrations. Therefore, be careful and speak to the colleagues involved if necessary.
1. Choose Tools  Business Workflow  Development  Utilities  Events  Simulate Event.
2. Enter FORMABSENC in the Object type field.
3. Enter created in the Event field.
4. Choose .
The system simulates the event FORMABSENC.Created and establishes which workflows would be started.
5. If you find one or more entries in the list under the branch Tasks without syntax errors to be started, position the cursor on an entry and choose Event linkage.
The dialog box Event linkage: Triggering events is displayed.
6. Position the cursor on the entry with the red background for the event and choose .
The linkage between workflow and event is deactivated.
7. Choose .
8. Repeat steps 5 to 7 or repeat the whole simulation as applicable.
Procedure
Starting the workflow and filling out the form
1. If you are still in the Workflow Builder, choose .
The Start Workflow (Test Environment) screen is then displayed. The number of your workflow template is entered.
If you are no longer in the Workflow Builder, choose Tools  Business Workflow  Development  Runtime Tools  Start Workflow (Test Environment). Enter the identification of your workflow or use the F4 input help.
2. Choose .
To handle work processes more quickly, SAP Business Workflow supports Advancing with Immediate Dialog. When a workflow is started in dialog, this means that the first work item of the workflow is made available for processing immediately provided that the user who starts the workflow is also one of the recipients of this first work item. This is the case here because you entered the container element WFInitiator as the agent in the step definition.
The Create notification of absence screen, therefore, is displayed immediately where you can see the notification of absence form. It is the method Create that is executed with the first work item.
3. Fill out the form with entries of your choice.
4. Choose .
The Start Workflow (Test Environment) screen is then displayed again.
5. Choose and exit the Workflow Builder if necessary.
Starting a workflow / Business Workplace
Before you extend your workflow definition, carry out the following test. It will familiarize you with the Business Workplace.
1. Start your workflow in dialog again. Choose Tools  Business Workflow  Development  Runtime Tools  Start Workflow. (T.Code SWUI)
You go to the screen Start task.
2. Choose your workflow in the table on the left.
3. Choose Start on the right-hand side of the screen.
The notification of absence form is displayed.
4. Do not make any entries and do not save. Instead, choose .
You have now started the workflow but canceled the processing of its first step. But the processing of the work item is not yet completed. You have only broken the processing chain of advancing with immediate dialog.
5. Choose .
6. Choose Tools  Business Workflow  Development  Runtime Tools  Business Workplace.
7. Open the Inbox node and choose the Workflow folder.
Your workflow inbox now contains (at least) one work item for processing. This is the work item for creating a notification of absence, the processing of which you canceled previously.
8. Select the work item, if necessary, and choose .
You return to the Create notification of absence screen where the notification of absence form is displayed.
9. Fill out the form and choose .
The work item disappears from your workflow inbox.
Result
You have now completed this unit and can start the next unit.
Reporting and analysis
In this first test, you will take a look at the work item analysis function.
1. Choose Tools  Business Workflow  Development  Reporting  Work Item Analysis  Work Items Per Task
The Work Items Per Task screen is then displayed.
2. Select the monitoring period Today.
3. Select the work item type (Sub-)Workflow only.
4. Choose .
The system then determines all of the workflows that were started today. These are then listed on the Work Items Per Task from <Date> to <Date> screen. The number of work items in each workflow is also shown here.
Make sure that you only ever analyze the work items for your workflow and your absence notification.
5. Display the list of associated work items by double-clicking the workflow ID.
Both the workflows you just started for this workflow identification are displayed with status Completed.
6. Display the workflow log by double-clicking a work item ID.
The Workflow Log screen is then displayed.
For information on the workflow log, see Workflow Log in the SAP Business Workflow documentation.
7. Exit the work item analysis function.
Unit 6: Creating a Task "Check Notification of Absence"
Use
You define the task Check notification of absence. This task is incorporated into your workflow definition as the second step.
As this is not the first task you have defined, many steps will doubtless be familiar to you. (Refer to Unit 4: Defining and Inserting Task "Create Notification of Absence.)
Prerequisites
The object type used (here: FORMABSENC (notification of absence)) and the required method (here: Approve) are already defined and implemented in the Business Object Repository.
Procedure
1. Choose Tools  Business Workflow  Development Definition Tools  Tasks/Task Groups  Create.
The screen Task: Maintain is displayed.
2. In the Task type field, choose the Standard task entry.
3. Choose .
The Basic data tab in the Standard task: Create screen is then displayed.
Entering the basic data
1. Enter an abbreviation (of your choice) and a name (of your choice) for the task to be created.
Abbreviation: < ini _check>
Name: <Check notification of absence (ini)>
Object type and method
2. Enter an object type and a method:
Object type: FORMABSENC
Method: APPROVE
You can also use the F4 input help to select the method.
Work item text
3. In the Work item text field, enter the text Check notification of absence from .
4. Choose . Save your standard task as a local object.
5. You can include variables in your work item text to be filled with values from the task container at runtime..
The name of the creator of the notification of absence is to be included into the work item text. As soon as the work item appears in the superiors Business Workplace, the name of the creator appears in the work item information text.
Position the cursor in the work item text after the word of .
6. Choose .
The Please choose an expression dialog box is then displayed.
7. Choose the expression Notif. of absence by double-clicking the Container node.  Issuer object ref.  Name.
If WIObject_ID is displayed instead of Notif. of absence, choose . The system then displays the description of the expressions instead of their technical names.
The variable &_WI_Object_ID.Creator.Name& has been added to the work item text automatically. The variable name displayed here is the technical name of the expression.
You can integrate all of the elements in the task container in your work item text. This enables you to include information into the work item text, which is not available until runtime.
Entering the description text
1. Go to the Description tab.
2. Choose Task description in the Test type field.
The current task description is then displayed. This text is intended to inform future recipients of a work item in which this task is referenced and help them in their work.
The text will often be similar to the work item text or may supplement it.
3. Choose .
4. Enter the following text:
Please check notification of absence no. &_WI_OBJECT_ID.NUMBER& from &_WI_OBJECT_ID.CREATEDATE& of employee &_WI_OBJECT_ID.CREATOR.NAME& .
Decide whether to approve the request.
If you want to insert an expression from the task container as a text variable, choose Include  Expression. Then choose the relevant expression in the Please choose an expression dialog box by double-clicking the Container node.
5. Choose .
6. Choose .
Determining possible agents
1. Select Additional data Agent assignment  Maintain
This takes you to the Standard task: Maintain Agent Assignment screen.
2. Position the cursor on the name of your task.
3. Choose .
You go to the dialog box Choose agent type.
4. Double-click Job.
The dialog box Choose Job is displayed.
5. Enter either part of or the full abbreviation of the job that you created for the head of department in Unit 1: Organizational Plan.
You return to the screen Standard task: Maintain agent assignment.
6. Choose .
You have linked the task to the job of a head of department. In the organizational plan, you use this job to describe a position. The holder of the position is also displayed.
7. Choose .
8. Choose .
Result
The task for checking the notification of absence is defined in full. You can now exit the screen for defining a task.
In the next unit, you will incorporate this task into the workflow definition.
Display your organizational plan again.
a. Choose Tools  Business Workflow  Development  Definition Tools  Organizational Management  Organizational Plan  Display.
b. Choose your organizational unit in the search area. Display it by double-clicking the entry in the table.
c. In the overview screen, choose the arrow on the right next to the and then Staff assignments (list).
d. Display a detailed view of the position of the head of department by double-clicking the entry in the list.
Here, you can see that this position is assigned to the job and, on the Tasks tab, that it is also assigned to the task Check notification of absence.
Unit 7: Including "Check Notification of Absence" in the Workflow Definition
Use
The task with which an employee can check a notification of absence is ready to be included into your workflow definition as the next step.
Prerequisites
You have defined a workflow with a step ( Unit 4: Task Defining and Inserting "Create Notification of Absence") and created the task Check Notification of Absence ( Unit 6: Create Task "Notification of Absence").
Procedure
Calling the Workflow Builder
1. Choose Tools  SAP Business Workflow  Development  Definition Tools  Workflow Builder.
The Workflow Builder is then launched in display mode with the workflow that was processed last.
2. Work through the following steps to display your workflow for this tutorial in change mode.
i. If the workflow you created for this tutorial is already displayed, choose . Go to step 3.
ii. If a different workflow is displayed, check whether the workflow you created is listed in the My available tasks area. Double-click it and choose . Go to step 3.
iii. Choose . Enter the complete abbreviation in the Task field on the Open other workflow definition dialog box and press RETURN. You can now also enter the workflow abbreviation. Enter either the full abbreviation or just the first characters (for example: < i*> ). Press F4 . The search result is then displayed. Choose your workflow by double-clicking it. When you enter the abbreviation in the Task field on the Open other workflow definition dialog box, all of the available versions are displayed. Since you have not created any versions, select version 0000 and choose . The workflow is then loaded in display mode. To switch to change mode, choose .
1. Choose to display the entire workflow in the workflow area on the screen.
Creating a container element in the workflow container
You need an additional container element in the workflow container to store the name of the user who will execute this step. This user name is to be used later in the notification text that is sent to the requester.
1. Choose the entry <Double-click to create> by double-clicking in the Workflow Container.
The dialog box for entering a container element is displayed.
2. Make the following entries:
Element: Approver
Name: Approver
Description: Approver of the absence request
Reference table: WFSYST
Reference field: AGENT
3. Choose .
You have now added a local container element to the workflow container, which is ready to take an agent name, based on its data type reference. However, you have not yet determined a value for this container element.
Creating an Activity as a Step in the Workflow Definition
1. Choose under step type. The cursor changes shape.
2. Position the cursor on the Undefined step that follows the outcome Request completed and click.
By doing so, you add an activity to your workflow definition. The step definition is shown in the right-hand part of the screen. You are on the tab page Control.
Entering basic data for control
3. In the Task field, enter the abbreviation ( TS<8-digit number> ) of the task Check Notification of Absence that you defined in the previous unit. Choose .
If you no longer know the full abbreviation, you can use different methods to search for it:
o Use the F4 input help to search via the object type and method of the task.
This brings you to the Search and Find: Tasks dialog box.
On the tab page Obj. type and method, enter the object type FORMABSENC and the method CREATE .
Then double-click your task in the list. You should recognize your task from your initials in the abbreviation. Choose .
o Enter a character string in the abbreviation or description and choose .
A list of tasks is then displayed in which you can double-click the desired task.
Every activity, as a step in a workflow definition, refers to a task.
At this point, the unique reference to this task is entered. The identification is made up of an abbreviation (T, TS, WF, or WS) followed by an 8-digit number.
If you select a workflow (WS or WS) as your task, your activity is a subworkflow. If you select a task (TS or T), your activity is a single step.
You go to a dialog box in which the system proposes binding from the workflow container to the task container.
Here, the object reference to the notification of absence is transported from the workflow container (container element AbsenceForm ) to the task container (to the container element WIObject_ID ).
1. Choose to confirm the proposal.
Extending the binding definition
Now define another binding via which the current agent of the work item (the superior) is stored in a container element of the workflow container.
2. Choose Binding (present).
The Binding for Step 'Check notification of absence' dialog box is then displayed. If the first column is entitled Element, choose to display the element description.
The system has created the following binding definition from the workflow container to the task container:
Notif. of absence &AbsenceForm&
This binding ensures that the correct notification of absence is checked in the task.
3. Choose .
All of the container elements in the task container are now displayed on the left-hand side. You can define a binding from these container elements to the workflow container.
4. Position the cursor in the lower half of the screen, in the empty input field beside the container element Actual agent and call the F4 input help.
5. Double-click Approver.
In addition to the bindings already existing, the following binding is now defined:
Actual Agent &Approver&
6. Choose .
Determining outcomes
The method APPROVE of the object type FORMABSENC, to which you refer in the standard task definition, is defined with a result. The three possible values of this result are offered on the tab page Outcomes as outcomes of this step:
Approved
rejected
New
The indicates that these outcomes have already been transferred to the workflow definition. The outcome New is not really appropriate at this point. At this stage of processing, the notification of absence cannot be "new" any more. It should therefore not be incorporated in the definition.
1. Click on the symbol in front of the outcome New.
The symbol changes to .
The outcome Processing obsolete is processed if the relevant work item is set to obsolete via a process control step. This functionality is not used in this tutorial.
The outcome Form not available results from the exception defined for the method APPROVE. You could include this outcome into the workflow definition and would then have to model appropriate subsequent steps. However, you do not model anything for the purposes of this tutorial and accept that your workflow will have an error at runtime if this exception is raised.
2. Choose .
Two branches are now inserted in your workflow definition for the two marked outcomes Approved and Rejected.
Inputs for the agent
If you are working through this tutorial alone, do not specify anything for responsibility at this point. If it is processed when the workflow is executed, therefore, this step will be "offered" for processing to all employees declared as possible agents of the single-step task Check notification of absence. This means all user whose positions are described with the job head of department.
In your organizational plan, there is only one users who is a possible agent -> you.
You have maintained the organizational plan with jobs, positions, and user assignments in Unit 1: Organizational Plan.
You have defined the single-step task "Check notification of absence" and have assigned the possible agents in Unit 6: Definition of the Standard Task "Check Notification of Absence".
Concluding step definition
Choose .
The workflow definition is checked, saved, and, provided it does not contain any errors, activated. The system displays a message if problems are encountered during the test.
Result
You can subject your workflow definition to a second test.
Unit 8: Second Test
Use
You start your workflow in dialog and two steps are executed. The notification of absence is created in the first step and then checked in the second.
Procedure
Starting the workflow and filling out the form
1. If you are still in the Workflow Builder, choose .
The Start Workflow (Test Environment) screen is then displayed. The number of your workflow is entered.
If you are no longer in the Workflow Builder, choose Tools  Business Workflow  Development  Runtime Tools  Start Workflow (Test Environment). Enter the number of your workflow or use the F4 input help.
2. Choose .
You go to the screen Create Notification of Absence.
From the requesters perspective
When the workflow is started, the work item for creating the notification of absence is provided to you directly for processing. This is because of advancing with immediate dialog. You were introduced to this in the first test.
3. Fill out the form and choose .
From the head of department's perspective
You created the step for checking the notification of absence in your workflow definition without specifying the agents responsible. This means that all of the possible agents of the single-step task are recipients of the work item. Since you occupy the position of both requester and head of department, you are automatically and immediately presented with the work item for approving the application. This is again because of advancing with immediate dialog.
As the superior, you have several options:
Approve the request
Reject the request
Cancel processing of the request.
4. Choose to cancel processing.
The Start Workflow (Test Environment) screen is then displayed again.
Exit this dialog and, if necessary, the Workflow Builder.
Reporting and analysis: Workflow outbox
In the first test of your workflow, you were introduced at this point to work item analysis. Now, you will be introduced to the workflow outbox.
Amongst other things, the work items which you started in dialog along with date, time and current status are displayed in the workflow outbox.
1. Choose Tools  Business Workflow  Development  Runtime Tools  Business Workplace.
2. In the tree displayed, choose Outbox  Started workflows.
3. Choose the arrow on the right next to the and then Today only.
The work items for all the workflows you started today are then displayed. Note the statuses of the work items displayed in the Status column of the Business Workplace. Read the F1 help for the Status column.
4. Position the cursor on the work item for the workflow just started. This work item has the status in process.
From the current workflow data, you can see that the step Create notification of absence has been completed successfully, when that was, and who processed it. The work item has the status completed.
You can also see that the work item representing the task for checking the request still has status ready and can therefore still be seen in the superiors Business Workplace.
Business Workplace - check notification of absence
You now once again occupy the position of the superior who canceled processing earlier when the application was to be checked.
5. In the tree, choose Inbox  Workflow.
The work items for you to process are displayed with their work item texts and certain other attributes.
A preview of the selected work item is displayed below the list and contains the description of the work item.
6. Select the work item for checking the notification of absence and choose .
You go to the work item display. There you find amongst other things the description text, also with replaced text variables.
7. Choose to return to the Business Workplace.
8. Choose or start execution by double-clicking the entry.
9. Either reject or approve the request. You should start the workflow twice and test each variant.
To check whether the workflow was completed correctly, go to your workflow outbox. The procedure is described above.
Result
Your workflow definition has now been tested and you can continue with the next unit.
Unit 9: Adding a User Decision
Use
In the previous units, you created a workflow whose definition contains two activities. These activities are based on two standard tasks that you created.
In this unit, you will add a user decision to your workflow definition.
With the user decision, the requester can decide to revise and resubmit the notification of absence if the head of department rejects it.
For further information, refer to Maintaining a User Decision in the SAP Business Workflow documentation.
Procedure
You start the Workflow Builder and open your workflow definition in Change mode. Proceed as described in Unit 7: Including "Check Notification of Absence" in the Workflow Definition.
Creating a user decision as a step in the workflow definition
1. Choose under step type. The cursor changes shape.
2. Position the cursor on the Undefined step that follows the outcome Rejected and click.
By doing so, you add a user decision to your workflow definition. The step definition is shown in the right-hand part of the screen. The Decision tab is displayed.
Entering basic data for user decision
3. Enter Your request was rejected by &. Revise? in the Title field.
This text is used as the title for the alternative decisions when the workflow is executed. The variable & is a placeholder for a parameter that is filled from the task container at runtime.
4. Choose the F4 input help in the Parameter 1 field.
The Expression for first parameter of user decision dialog box is then displayed.
5. Choose the Approver container element by double-clicking it.
Entering alternative decisions
6. Define the alternative decisions. Enter the following texts:
Decision texts Name
Decision: Revise request? Revise
Decision: Withdraw request? Withdraw
7. The decision texts you enter here appear as decision options on the screen that can be processed by the requester after their leave request has been rejected.
8. The descriptions are the terms used to describe the outcomes in the workflow definition.
9. Entering the agents responsible
10. Choose Workflow initiator (expression) under Agents.
The system enters the expression &_WF_INITIATOR& in the Expression field and in the input field beside the checkbox.
Concluding step definition
1. Choose to check the step definition.
2. Choose to exit the step definition.
3. Choose to view the entire workflow definition in the workflow area on the screen.
You can see that your workflow definition contains a user decision in the rejected branch. This has two outcomes whose branches converge again in the rejected branch. Each new branch contains an undefined step.
4. Choose .
The workflow definition is checked, saved, and, provided it does not contain any errors, activated. The system displays a message if problems are encountered during the test.
Result
You can now subject your workflow definition to another test.
Unit 10: 3rd Test
Use
You start your workflow in dialog and three steps are executed: Two activities, for creating and checking a notification of absence, and one user decision.
Procedure
Starting the workflow and filling out the form, checking the notification of absence, user decision
1. If you are still in the Workflow Builder, choose .
The Start Workflow (Test Environment) screen is then displayed. The number of your workflow is entered.
If you are no longer in the Workflow Builder, choose Tools  SAP Business Workflow  Development  Runtime tools  Start workflow (test environment). Enter the number of your workflow or use the F4 input help.
2. Choose .
You go to the screen Create Notification of Absence.
From the requesters perspective
3. Fill out the form and choose .
When you save the form, you (as superior) can immediately approve or reject the application (reason: advancing with immediate dialog).
From the superiors perspective
4. Do not approve the application.
5. Choose .
If the request is not approved, the next step in the workflow definition is the user decision. The requester was entered as the agent for the step. The decision is therefore offered to you again as the requester (reason: advancing with immediate dialog).
From the requesters perspective
You are given three options:
Revise request?
Withdraw request?
Cancel
It is irrelevant which option you choose since you have not defined any follow-up steps. You should start the workflow several times and try out the different options. The complete process flow can be checked each time in the work item analysis or workflow outbox.
Unit 11: Define and Include "Revise Notification of Absence" in the Workflow Definition
Use
You will now add the activity Revise notification of absence to your workflow definition. You will create the necessary task within the -
Hi all ,i need a good documentation for a beginner in WORK FLOW ?
hi all ,
i need a good documentation for a beginner in WORK FLOW ?
please,try to send the attached documents as much as u can apart from giving the weblinks ?
hope you will send it soon ....
thanks & regards
vishnuvardhan k.v.Hi
Developing a simple application using steps "User Decision" and "Mail"
Basic terminology used in the workflow:
The workflow definition is the set of rules that determine the path that the process takes. For example, how a purchase requisition is processed, from the initial request to the creation of the purchase order
A Workflow Instance, which is often simply referred to as the workflow, is a single workflow run. For example, the processing of a single purchase requisition for computers.
The Tasks are the steps in the process, which have to be performed either by people or automatically by the software. For example, to check for the availability of the spare computers in the company.
A Work item is the task instance that is performed as a single workflow step. For example, check that there are no spare computers available in the company.
Agents are the people who process the tasks (via the work items). For example, requisitioner and a member of the purchasing department.
Container is the place where all the data used in the workflow is collected.
Binding is the set of rules that define which data is passed to which part of the process.
Building a simple workflow application
The central tool for creating, displaying and processing a workflow is the workflow builder (Transaction SWDD). Within the workflow builder you can create all components of a workflow, including all the containers you need for getting the data from one step to another.
Generally, most of the workflows are started by an event (for example, when a material is created or when a new purchase requisition arrives). You define which data from this event needs to be passed to the workflow via binding.
However you can also start any workflow directly. Let us create a simple workflow and start the workflow directly, using the testing tools.
Call transaction SWDD. When the workflow builder is called for the first time, a newly created initial workflow definition appears or else last created workflow appears. In such cases you can opt to create a new workflow by pressing Create New Workflow(ctrl + shft + F5). The following screen appears.
The initial workflow screen has the following parts:
a. The start of the workflow definition, indicated by .
b. The end of the workflow definition, indicated by .
c. The area in which you insert the new workflow definition is indicated by .
Now select the undefined step and select Create step or double click the undefined step. Now among the different steps chose the User Decision by double clicking on it.
Developing a simple application using steps "User Decision" and "Mail"
Previous
Now enter the title for the user decision Please make a decision. Also enter the decision texts as Approve and Reject. On pressing enter, the outcome values default to the Decision texts but you can specify your own names, if desired. Now we need to select the agent. Agent is the person to whom the work item needs to be sent.. Since this is just a beginning, we would hardcode the user name. Select the User from the drop down list and enter the user name to whom the work item needs to be sent. In general, this type of agent assignment is not done. Agents are generally assigned using the expression, agent assignment rule or organization object (job, position etc.).
Now select Transfer and to graphic button. Following screen appears:
Now we need to include a mail step to be sent to the requestor. Now select the line Approve and do a right click. Different options on shown on the context menu. Select Create.
Now select the step Send Mail from the list.
Developing a simple application using steps "User Decision" and "Mail"
...Previous
Now enter the subject and the body of the message for the mail to be sent.
Do not change the recipients. Our mail is intended for the persons who triggered this workflow. &_WF_INITIATOR& contains the value who executed the workflow. Since this is a test object, we are using &_WF_INITIATOR&. But we wouldnt be using this variable in real time scenarios. We would discuss about this in the coming documents.
Now select Transfer and to graphic button.
A popup appears requesting for the abbreviation and the name for this task. Enter the same and press enter.
Now enter the package as local object and press enter.
Follow the steps 5 through 9 for the step Reject. The following screen appears:
Press SAVE to save the workflow application. You need to enter an abbreviation and name for your workflow as shown below. You can change any of these at any later point. After saving, a number is assigned to your workflow starting with WS, as shown below.
Developing a simple application using steps "User Decision" and "Mail"
...Previous
To execute the workflow, activate it by choosing the activate button.
Test the workflow by choosing Test. The following screen appears.
Now choose Execute to start the workflow.
Now the recipient would receive a work item in his SAP® inbox (Transaction SBWP).
Now execute the work item by pressing Execute. The following screen appears:
Choose one among Approve or Reject as part of the user decision. He can select the third option to retain the work item in his inbox and make the decision later. Now suppose that the recipient has chosen one of the first options. Now a mail would be sent to the requestor with the status of his request.
Creating a Container element
This document details about creation of a container element in workflow and using it in the step "Mail".
Pre-requisites:
It is assumed that the reader of this Tutorial is aware of creating a workflow definition with the step Mail. If not, please go through the document on creating the same available, by clicking here.
Steps:
1. Create a workflow definition using the transaction SWDD.
2. Lets create a container element for Carrier id. Click on the Workflow Container on the left side of the screen (as shown in the screenshot below):
3. Now double-click on Double-Click to Create
4. Enter the details pertaining to CARRID here.
5. Click on tab Properties and select Import.
6. Click on Confirm (Enter).
7. Now the element created could be seen on the left side, below the Workflow Container.
Creating a Container element
Previous
1. Create a Mail step by double-clicking on Undefined step in the workflow.
2. Enter the recipient details in the Recipients box.
3. In the subject line, enter Carrid value entered is: and click on Insert Expression.
4. Select the element Carrid from the list.
5. Similarly enter the content in the Body area.
6. Save and activate the application.
Testing the Workflow application:
7. Test the workflow by clicking F8.
8. Enter the value of the Carrid as shown above and press execute.
9. A mail would be sent to the recipient mentioned earlier with the carrid value entered.
Condition Step
Agenda:
This document details about the steps Condition.
Pre-requisites: It is assumed that the reader of this document has a preliminary understanding of workflow and has worked with the container elements earlier. If not, please go through the first two Tutorials of workflow available in this site. (More details)
Procedure:
1. Create a new workflow definition.
2. Create a container element, CARRID (as demonstrated in tutorial 2).
3. Now click on undefined step and create the step Condition.
4. Enter the step name of your choice.
5. We would have the following condition here:
If carrid = AA.
Do this.
Else.
Do this.
Click on Click here to create a new condition. Following screen appears.
Double click on Carrid. Next click on = and enter the value AA in the constant field and press ENTER.
Enter the outcome names of your choice as shown above.
Click on Transfer and go to graphic.
As shown above, there are two branches here. One navigates to true, if CARRID = AA else the control takes the branch False.
Test the above scenario by inserting mail steps in the above 2 branches and by passing different CARRID values.
Condition Step
Agenda:
This document details about the steps Multiple Condition.
Pre-requisites: It is assumed that the reader of this document has a preliminary understanding of workflow and has worked with the container elements earlier. If not, please go through the first two Tutorials of workflow available in this site. (More details)
Procedure:
1. Create a new workflow definition.
2. Create a container element, CARRID (as demonstrated in tutorial 2).
3. Now click on undefined step and create the step Multiple Condition.
4. Enter the step name of your choice.
5. We would have the following condition here:
If carrid = AA.
Do this.
Elseif carrid = AH
DO this.
Elseif carrid = SQ
Do this.
Else.
Do this.
Select the CARRID using the F4 help for the comparison basis field.
Enter the values of the carrid under the Comparison values with the corresponding outcome name (of your choice)
Double click on Carrid. Next click on = and enter the value AA in the constant field and press ENTER.
Click on Transfer and go to graphic.
As observed above, there are different branches for each value of CARRID mentioned above.
Test the above scenario by inserting mail steps in all the branches and by passing different CARRID values.
Using "Container Operation" step
Agenda: Usage of step Container Operation.
Pre-requisites: It is assumed that the reader of this tutorial has worked in the concepts that are dealt in earlier tutorials. (click here for more details)
Scenario: In this tutorial, we would deal about how to work with the step Container Operation with an example of calculating the available seats by subtracting occupied seats from the maximum seats at the workflow level.
Procedure:
1. Create a new workflow definition using the transaction SWDD.
2. Create two container elements MaxSeats, Occ_Seats with the import property set. You can use the reference fields sflight-seatsmax, sflight-seatsocc for this.
3. Create another container element AvailableSeats without setting either import or export property as this is calculated within the workflow and used within the workflow. You might use any of the above reference fields as data types.
4. Define a new step Container Operation in the workflow definition by double-clicking on the Undefined step.
5. In this step, we would calculate the available seats from the max seats and seats occupied.
I would recommend entering all the container elements from the F4 help instead of typing them manually.
6. Return to the main screen.
7. Create a mail step after this to send the available seats information.
8. Test the above functionality by passing some values to the maximum and the seats occupied.
9. Result would be as follows:
Triggering Events Programmatically
Purpose: This document details the procedure in triggering the business object events programmatically.
Pre-requisites: It is assumed that the reader of this document is aware of the business object concepts and good in ABAP.
Procedure:
In this document, we would take an example of the business object BUS1001006 (Material) and the event CREATED. In general, this event is triggered whenever a material is created using a standard procedure like MM01 or any others. Now we would trigger this event from our own programs.
Following are the screenshots of the business object BUS1001006 and the event CREATED. Go to transaction SWO1 for more information of the business object.
Double-clicking on the key field parameter gives you technical information of the field.
In order to trigger an event programmatically, we would use the function module SWE_EVENT_CREATE.
Following is the sample code to trigger the events programmatically:
REPORT ZDEMO_TRIGGER_EVENT.
DATA: KEY LIKE SWEINSTCOU-OBJKEY.
KEY = '1163'. Material Number (hard-coded)
CALL FUNCTION 'SWE_EVENT_CREATE'
EXPORTING
objtype = 'BUS1001006'
objkey = KEY
event = 'CREATED'
CREATOR = ' '
TAKE_WORKITEM_REQUESTER = ' '
START_WITH_DELAY = ' '
START_RECFB_SYNCHRON = ' '
NO_COMMIT_FOR_QUEUE = ' '
DEBUG_FLAG = ' '
NO_LOGGING = ' '
IDENT =
IMPORTING
EVENT_ID =
TABLES
EVENT_CONTAINER =
EXCEPTIONS
OBJTYPE_NOT_FOUND = 1
OTHERS = 2
IF sy-subrc <> 0.
MESSAGE ID SY-MSGID TYPE SY-MSGTY NUMBER SY-MSGNO
WITH SY-MSGV1 SY-MSGV2 SY-MSGV3 SY-MSGV4.
ELSE.
WRITE 'Event Triggered'.
ENDIF.
COMMIT WORK.
In order to test whether the event is getting triggered or not, we can make use of Event Trace. Switch on the event trace using the transaction SWELS.
Press Switch On.
Now execute the program developed earlier. Now switch-off the event trace using the same transaction SWELS.
Now go to transaction SWEL. Here you can list out the events triggered in the particular period of time. Here is the event-trace list:
Deadline Monitoring in SAP Workflow
A major advantage of workflow is the ability to monitor the workflow steps according to a predefined schedule. Following are different deadlines that can be monitored against each workflow step:
Requested Start
Latest Start
Requested End
Latest End
In this example, we will define a deadline to the User Decision example created earlier (click here). Following is the screenshot of the application developed using the User Decision example:
We would extend this example to the deadline monitoring.
In the User Decision step, click on the latest end tab.
By default, No deadline monitoring is active (as seen in the above screenshot).
Choose the Work Item Creation from the list box.
After selecting Work Item Creation, chose an offset of 5 minutes. This means that the work item must be executed within 5 minutes of the creation, if not this would trigger.
Deadline Monitoring in SAP Workflow
Enter recipient details to whom the message to be escalated, if the work item is not executed with in 5 minutes after work item creation.
Save and activate the workflow definition.
Testing the workflow application:
Execute your workflow.
Check for the work item in the SAP Inbox. This time do NOT execute the work item.
Wait for the deadline to be triggered. After that, a deadline message is delivered to the recipient mentioned in the Latest End tab. See the screenshot below.
Dont worry if the deadline message doesnt appear immediately after 5 minutes. This depends on various factors including how the deadline monitoring program is scheduled and also on the availability of the background processors.
Use SWWA to check how the deadline monitoring program is scheduled in program.
For example, assume that our work item has been created at 09:10 hrs and the deadline message is expected to trigger at 09:15 hrs. From the above screenshot, it is understood that the background program is scheduled to execute for every 3 minutes. Assume that the last run of the program is at 09:14hrs and the next run is expected at 09:17hrs. So even our deadline expires at 09:15, the deadline message would appear only at 09:17hrs after execution of the background program.
Some more points
In our above example, we have used the deadline on the Work Item creation time. i.e., 5 minutes after creation time, the deadline message would be sent. Now we would check the other option Expression. Here we can mention the date and time, when the deadline message should appear irrespective of the work item creation date/time.
As seen in the above screenshot, we can provide the target date and time by which the task should be finished. Container elements could be used in this case. Please refer to our example on creation of container elements (click here).
Personal Substitute in Workflow
Requirement: Need to have at least one substitute who can act upon work items in your absence.
Important: The appointed substitute would be able to see all your work items. A substitute cannot be assigned for only particular area of organization or any other item. So need to ensure that the substitute have the necessary authorizations to act upon the work items.
Procedure:
1. Go to SAP Business Work Place (TCode: SBWP)
2. Now from the menu bar, select Settings à Workflow settings à Maintain Substitute
3. Highlight/Select the name on the window, in this case SAPDEV02 and click on Create Substitute.
4. List of users available in the system are displayed.
5. Select the required substitute user name. Following screen appears.
Validity field describes about the period in which the setting would be active. Note that the dates on the screen would range from the current date to 31st Dec 9999.
Regarding the checkbox Substitution active, it is advised to leave this checkbox unchecked for system performance reasons. A check in this box indicates that the substitution is permanent and if left unchecked it is treated as as-needed. A permanent substitute will automatically receive the primary users work items in their own box. In the case of as-needed, substitute must manually adopt the work items from the primary users inbox.
6. Save the entries
7. Click Enter to leave the screen.
Adopting a Substitute in Workflow
If you have been designated as an as-needed substitute, you must manually adopt the substitution. If you are designated as a permanent substitute, the work items would automatically appear in the inbox.
Before adopting a substitution, there are 19 work items in the inbox. See the screenshot below:
To adopt a substitution, select Settings à Workflow settings à adopt substitution.
Select the corresponding User-id (if you have been assigned as a substitute for multiple people, then this option would allow you to select the user name of whom you would to check the work items)
The corresponding users work items would appear in our inbox now.
You can end the substitution, by selecting settings à Workflow settings à End substitution.
Note: Substitutes can only adopt work items that are directly routed to the person for whom they are a substitute. If you are a substitute for a user (SAPDEV02) who has been made a substitute for another user (SAPDEV01), you will only see work items for user SAPDEV02 and not of the user SAPDEV01.
Notification of Work Items via e-Mail
SAP provides us with a facility of notifying the user via the email address of your choice when there are any pending work items in the SAP Inbox..
1. Go to Transaction SO13.
2. Click on Automatic Forwarding tab.
3. Click on Create icon .
4. Enter the details in the above screen.
5. Click ENTER to complete the entries.
6. Now the notification would be received at the provided email address if there are any pending work items in the inbox.
Filtering the Work Items in the SAP Inbox using BADI
This document details about the procedure in filtering some of the work items from the SAP inbox using a BADi.
Following is the screenshot of the SAP inbox, before implementing BADi:
The BADi that is used in filtering the work items is WF_BWP_SELECT_FILTER. To implement the BADi, go to transaction SE18. From the menu, select Implementation à Create. (See the screenshot below)
Enter the implementation name and press ENTER
Enter any meaningful short text for the implementation and click on the tab Interface
The implementing class, ZCL_IM_BWP_SELECT_FILTER, is automatically proposed. Double click on the implementing class name.
You are now navigated to the class builder. Now double-click on the method name shown on the screen (see the snapshot below)
Now let us filter out the work items belonging to the task TS2000066. See the code below:
Activate the method and also the implementation. In the state of active, you wouldnt be able to make any changes. To make any changes, we need to deactivate it and then make the changes.
Now check the inbox and would notice that the work items related to that task are no more appearing.
To notice the differences, try activating and deactivating the BADi implementation.
Workflow tutorials with step-by-step and with screenshots are available at http://www.****************/Tutorials/Workflow/Workflow.htm
http://help.sap.com/saphelp_erp2005vp/helpdata/en/42/c14a9b55103116e10000000a1553f7/frameset.htm
http://help.sap.com/saphelp_erp2005vp/helpdata/en/c5/e4a930453d11d189430000e829fbbd/frameset.htm
http://www.sapgenie.com/workflow/
http://www.sap-img.com/workflow/sap-workflow.htm
http://help.sap.com/saphelp_47x200/helpdata/en/3d/6a9b3c874da309e10000000a114027/frameset.htm
http://help.sap.com/printdocu/core/Print46c/en/data/pdf/PSWFL/PSWFL.pdf
http://help.sap.com/saphelp_47x200/helpdata/en/4a/dac507002f11d295340000e82dec10/frameset.htm
http://www.workflowing.com/id18.htm
http://www.e-workflow.org/
http://web.mit.edu/sapr3/dev/newdevstand.html
http://www.sap-basis-abap.com/wf/sap-business-workflow.htm
https://forums.sdn.sap.com/click.jspa?searchID=791580&messageID=2857887
https://forums.sdn.sap.com/click.jspa?searchID=791580&messageID=2855919
https://forums.sdn.sap.com/click.jspa?searchID=791580&messageID=2735228
http://help.sap.com/printdocu/core/Print46c/en/data/pdf/BCBMTWFMSTART/BCBMTWFMSTART.pdf
http://help.sap.com/printdocu/core/Print46c/en/data/pdf/BCBMTWFMDEMO/BCBMTWFMDEMO.pdf
http://help.sap.com/printdocu/core/Print46c/en/data/pdf/BCBMTWFMPM/BCBMTWFMPM.pdf
http://help.sap.com/printdocu/core/Print46c/en/data/pdf/PSWFL/PSWFL.pdf
debug a workflow.
This has a step by step procedure :
http://fuller.mit.edu/workflow/debugging.pdf
www.erpgenie.com/sap/workflow/debugging.htm
http://www.erpgenie.com/workflow/debugging.htm?2b5de440 -
I woulld like to create an internal form that has four to five different sections that are completed by different members of our staff. For example, HR would enter basic user information, IT would input system access user name, etc. One person would complete the first part of the form, the next person would then receive notification that the first past is done and then complete their section, and so on. Can I do this with FormCentral?
In that scenario how would the responses be collected? If I understand it wouldn't happen until the final person completes the form? Can you create buttons within the PDF form to send to the next person via email and then a final submit that rolls the information up to FormCentral? Is there another Adobe program/service that will handle these work flows?
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