Agents in a workflow

Dear Experts,
Responsible Agent: Responsible Agent is a user assigned to a step in the step definition. Expressions, organizational objects, or rules can also be used to assign the responsible agents.
Possible Agent: Possible agent is a user who is authorized organizationally to start a task and execute the relevant work item.
The SAP System determines the recipient(s) of a work item i.e. Actual Agent from the intersection of responsible and possible agents.
We normally assign responsible agents using expression, user, org objects, job, position etc.. Where should possible agent be assigned? I have an activity step where I assign an agent for it (US USER1)and make the task as general. Who is the possible agent here?
KR,
Bharath

Dear Saumya,
Thanks a lot for your reply. Now I am clear about who is a responsible agent. From that thread I found that,
we will maintain the possible agents in the task definition and responsible agents in the work flow definition.
I am clear about assigning responsible agent in a workflow. Its done at activity step. Can you please tell me how to maintain possible agent in task definition.
KR,
Bharath

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what is Agent assignment in Workflows using Rules.

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[Check this article|https://www.sdn.sap.com/irj/sdn/go/portal/prtroot/docs/library/uuid/70c6c6e7-3ede-2a10-deb8-8da2071fbaf0]
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Agent Issue in Workflow

Hi Team ,
I have created one rule which is returing two agents . But when i am using this rule in decsion step , then workitem is going only to one agent , not to both .
Please help .
Regards
Jagjit Singh

Hi Jagjit
"If iam executing workflow using A/B agent login in sap system"
How are you executing the workflow? Where are you starting the workflow from?
By "Executing the workflow" do you mean starting the workflow or executing the work item?
If a work item goes to two users, each one will see it in their inbox. If you open it, it gets reserved by the name of the user who opened it and disappear's from other's inbox (standard behaviour). If you execute the work item, it completes, is no more available in any inbox , and moves to the next step in workflow.
Looking at your recent description, it seems that the workitem is going to both users and you are executing from one inbox .... so what do we want here and what is not happening here?
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I don't get this; I thought setting the agent to the value of the container element should do the job? After all, the container element "APPROVER" comes up in the F4 search help under the Decision tab of the task... what's wrong here?
The WF works fine if I set the "WF_Initiator" as the agent, however. But, this is a bit limiting in the long run...
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Trond

Hi Ravi,
this is what I actually did... but I found another post, with a reply from Ramki Maley, advising me to make the APPROVER of type SWHACTOR. That helped!
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Hi,
I am implementing a workflow for change in basic pay, the problem is i am not clear how to go about agent determination, i need to follow my organizational structure but not completely like its not like the complete hierarchy. I need ideas, and some what how to go about it.
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Khusro Habib

Hi,
Do you know who should be notified of the change in Basic Pay? is it the Employee's supervisor? If it is the Supervisor.. create a method.. In the method start off with the Employee's PERNR.. Grab the position from infotype 0001.. look up HRP1001 subty B002 to see who this position reports to.. you will now have the supervisor's position in HRP1001-SOBID.. do another look up on HRP1001 SUBTY A008 to get the pernr of the supervisor in HRP1001-SOBID.. got infotype 0105 SUBTY 0001 to obtain the User id of the supervisor.. notify the supervisor of the chnage in Basic Pay...
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No Responsible Agent filled? workflow goes to all

Hi All,
I am new to workflow. I am trying to fix a leave workflow issue. Issue is when ever the leave applied it goes to more then one manager. Even thou employee got manager in organisation. When I checked the workflow log, I found no Responsible Agent in list, only Possible Agent as list with more then one entry (all of them got this workflow). I am not sure whats wrong, agent determination is done using Rule resolution I am unable to link workflow and rule used. Can anyone tell me what should be causing this problem or why responsible agent list empty.
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Trim

HI Trim,
Responsible Agents
 Who should do the work
Responsible agents are the people who are supposed to execute a particular work item.
Responsible agents are assigned at the workflow step level or at the task level via default agent determination rule.
 Assignment of Responsible Agents
 Responsible agents can be assigned by using
Expressions (Initiator of workflow)
Organizational Structure (Organizational unit, job, position)
Rules (Dynamically during Work Item creation)
 The recipient(s) of a work item are established from the intersection of responsible and possible agents.
Responsibility Rules
When role resolution is performed, an assignment table is
evaluated in which Organizational Management objects (jobs,
positions, users, organizational units) are assigned to the
various characteristics of the role parameters.
Procedure for defining roles using responsibilities
Creation of container element for each criterion that are selected for the evaluation at runtime.
Creation of responsibility and definition of criteria (individual values or value ranges) in the responsibility editor for the container elements.
Assigning users / organizational objects to the responsibility.
If the values in the role container are compatible at runtime with
the criteria defined for a responsibility, the organizational
objects assigned to this responsibility are identified as
responsible agents for the work item.
Thanks and Regards,
Prabhakar Dharmala

Agent Assignents in Workflow Customizing

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Regards,
Rohit

Hi,
Ii is not mandatory that the three agents might be hard coded. It is possible that there is rule that would be determining the three agents dynamically, So I would suggest, that just follow the below steps.
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Regards
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Display agent name in workflow

Hi Experts,
In Application controlled workflow the FM BBP_PDH_WFL_PARAM_APPLET_FILL2 returned the approver details. In the ET_WF_APPROVER structure the field DISPAGENT has the agent display name. Now for Process Controlled workflow I am using /sapsrm/cl_wf_apv_facade class to get the approvers but I can get only agent id, is there any method which can return the display agent?
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Hi,
For PC WFL , forecast approvers are not stored as we do it in the container of the AC Workflow.
You can run the method GET_PROCESS_INFO (/SAPSRM/CL_WF_APV_FACADE) to get all approvers (history, current, forecast).
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Hi all,
1) I have assigned a workflow(sub workflow) in a activity step in main workflow and assigned workflow task no ws99900258 in that step.i have tried to assign agents as general task.
i couldn't do it.its showing that please place the cursor..some thing.
Kindly let me know how to assign to a workflowid.
2) in another workflow i am facing the problem is "mandatory import element(workflow container object(z_plm_sbc) is not explicitly provided".
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Hi Ramesh,
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If I hardcode the agent to some user, it works fine.
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Is something to be activated at the rule level?
Thanks in Advance.
Suryakiran

Hi Mikko,
I work on ECC5 system.
Your answer solves half of my issue.
I assign an Expression with &EMPLOYEE& as the agent to task and this sends the mail to the employee.
the Work Item Subject says "Your Dev. Profile has been change".
Now, I also need to send the same mail to the supervisor of the employee.
Here, The workitem text should be "Dev. Profile has been changed for the Employee XYZ".
So, I cloned the task TS01200191 to TS900001,
changed the text accordingly and
created a container element "PERSON"
inserted this element as a variable in the text.
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Workflow Agent Listener and Workflow Background program run after each minute

Hello,
We have scheduled Workflow agent listener program to be run after 5 minutes but it runs every minute more than once and fills concurrent request queue.
Please help.
EBS 12.1.1, DB 11.1.0.7, Linux 5.
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Aneel Ahmed

We have scheduled Workflow agent listener program to be run after 5 minutes but it runs every minute more than once and fills concurrent request queue.
Looks like this concurrent program was scheduled to run more than once? Maybe under a different application user?
What if you cancel the recent schedule you made, would you be able to reproduce the issue then?
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Workflow Agent (HR Position) left vacant, no agent determine by workflow

Hi,
We are using PR release workflow WS00000038 and the procesing agent tie to the Release code is Position (created in SAP HR organisition structure). Currently workflow flow to the Personal number/user ID that assigned under the Position, however our organisation very frequent a Position is left vacant when the person is transfered to other department/resigned (HR module), and the position left vacant for a month or so.
PR release workflow can't identified the processing agent to approve the PR during that period, because the position is vacant, we have a lot of this cases. How to handle this scenario for the PR release workflow ?

> PR release workflow can't identified the processing agent to approve the PR during that period, because the position is vacant, we have a lot of this cases.
> How to handle this scenario for the PR release workflow ?
>
Don't - at least not unless the business has told you how they should be handled. When the business tells you how they should be handled, change the functionality for selecting agents accordingly.
Question to functional consultant: who is the alternative agent when the first choice position is vacant?

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Hi,
How to assign agents(user) as approvers to a particular workflow.
Thanks,
Manu

Hi Manu,
To add start condition performe the following steps:
1. Go to t-code SWDD and open your workflow template.
2. Go to Basic Data (cap sign button at the top of the screen) or click Ctrl + F8
3. Go to Start Events tab.
4. In the Object type enter your BO name, in Event of object enter the BO event.
5. Click on 'B' i.e. Binding Defined, click on generate automatic binding. It would automatically generate the appropriate binding for the workflow. You can also alter the binding as per requirement.
6. Click on 'C' i.e. Start Condition. A dialog would open, select the appropriate start condition for the workflow. Check the condition before saving (recommended).
6. Click on 'A' to Activate the binding and start condition. All 'A', 'B' and 'C' would get green.
7. Save the changes made and activate your workflow.
Hope this answers your query.
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Saumya

Agents of the workflow

We need to sending email reminder for new work items and overdue work items.
We select the work items from table SWWWIHEAD.
Now I have 2 questions:
1. We need to select the work items related to PO release only. How should we do in the where condition when we select the data?
2. We need to send mail to the agent, now we use field WI_AAGENT. But it's possible to have more than 1 agents for 1 task,right? If more than 1 agents exist, how should I get the agents? In table SWWWIHEAD, only WI_ID is the key field.
Thanks in advance!

You can make use of the FM SAP_WAPI_WORKITEMS_TO_OBJECT as to this Fm you have to pass the name of object to the paramater OBJTYPE and if you have the PO number as object key the pass the PO number to the parameter OBJKEY and selection variant as 0000 this will give you the workitem ID.

Agents in a workflow

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