Create workflow / event reciver on permissions granted to user

Hi All
how to create a workflow / event reciever that triggers whenever a user got permissions to al ist / listitem in sharepoint 2010
Any Help
Shlomy

Hi Shlomy,
When we grant permission to users or group, there is a selection to email users as shown below:
Regards,
Rebecca Tu
TechNet Community Support

Similar Messages

SQL 2012 sp2 "The permissions granted to user 'DOMAIN\user' are insufficient ..."

1st let me set the tone by admitting I am not real familiar with SQL, I'm more of an Operations Admin. So this is not a new question I think, although I am having difficulty finding an applicable solution. Using SQL Server 2012 sp2 on a Windows
2012R2 server. This is configured to be a SCOM DB server; while on the SQL server itself I open IE and attempt to go to the following URL http://scomsql/reportserver_SCOM I get the
following error.
Reporting Services Error
The permissions granted to user 'DOMAIN\user' are insufficient for performing this operation. (rsAccessDenied) Get Online Help
SQL Server Reporting Services
I have looked at the Reporting Services Config. Mgr. and it looks like the Report Mgt. URL is set for port 80 and no SSL is configured. The rsreportserver.config file has the SecureConnectionLevel set to "0"
My domain account is listed under Security\Logins and holds the 'Server Roles' of public and sysadmin, 'User Mapping' is DBO for the 'ReportServer$SCOM' and 'ReportServer$SCOMTempDB' and the role membership shows db_owner and public for these as well.
Any assistance with getting this working would be greatly appreciated.
# When I wrote this script only God and I knew what I was doing. # Now, only God Knows!

Hi Wasisname,
The Reporting Services error rsAccessedDenied occurs when a user does not have permission to perform an action. To troubleshooting this issue, please make sure that you have sufficient permission and the report server name is correct.
In fact, reporting Services uses role-based security to grant user access to a report server, and there are two types of roles: Item-level roles and System-level roles. On a new installation, only local administrators have access to a report server. In order
to grant access to visit the URL http://server:port/ReportServer to users, a local administrator must create a role assignment to define the tasks a user can perform. To solve this problem, please refer to the
following steps:
Start Report Manager by going to URL
http://scomsql/reportserver_SCOM.
Click Site Settings at the top right of the page.
Click Security in the left pane.
If a role assignment already exists for the user, click Edit.
Otherwise, click New Role Assignment. In user, enter the user account.
Select appropriate access, and then click Apply.
The issue may be caused by the UAC or Internet Explorer security setting, please try to follow this steps:
1. Open the Internet options of the IE and add the report server URL into trusted site in the Security tab.
2. Run the IE as administrator.
Besides, if the user need to have access to reports, folders, models and shared data sources, we can assign Item-level roles on the root node (the Home folder) or on specific folders or items.
For more information about Configuring a Native Mode Report Server for Local Administration, please refer to the following document:
http://msdn.microsoft.com/en-us/library/bb630430(v=sql.110).aspx
If you have any more questions, please feel free to ask.
Thanks,
Wendy Fu
If you have any feedback on our support, please click
here.
Wendy Fu
TechNet Community Support

The permissions granted to user '' are insufficient for performing this operation. (rsAccessDenied)

when I try to connect to the "http://localhost:8080/ReportServer " I get this error.
The permissions granted to user 'DOMAIN/USERNAME' are insufficient for performing this operation. (rsAccessDenied).
I have configered the Reporting services Configuration manager.
I am an administrator on my machine and on the reportserver DB. when I try to log on the my 2008 R2 reporting services I get a simalar error.
does any one have an idea of what I am missing?
thank you.
Jeff
Jeff

Hi There
Please also have a look on this thread
http://tanveeronline.blogspot.co.nz/2011/07/ssrs-2008-r2-unable-to-connect-to.html
http://social.msdn.microsoft.com/Forums/hu-HU/sqlreportingservices/thread/f8a0a3f5-3985-4356-8404-3b408f790747
http://www.networksteve.com/enterprise/topic.php?TopicId=24217
In the last section of this thread it get resolved by
"Changing the ports. Configured TCP port to 9000 and SSL port to 9001.
And then
<Add Key="SecureConnectionLevel" Value="0"/>
Its value was 2, changed it to 0."
Please have alook on this thread that might help you
Many thanks
Syed
http://tanveeronline.blogspot.co.nz/2011/07/ssrs-2008-r2-unable-to-connect-to.html
Does not work. I already had the settings which are mentioned in that blog -
Try doing the following things
Go to Reporting Services Conf. Manager.
1. Change the server account to local account.
2. Remove the SSL if configured.
3. Go to C:\Program Files\Microsoft SQL Server\MSRS10_50.MSSQLSERVER\Reporting Services\ReportServer
4. Change the SecureConnectionLevel value to 0 in rsreportserver.config
Try refreshing the page, it should work now!
Also tried answer at - http://social.msdn.microsoft.com/Forums/sqlserver/en-US/f8a0a3f5-3985-4356-8404-3b408f790747/ssrs-2008-unable-to-connect-to-remote-server?forum=sqlreportingservices
Same thing there. SecureConnectionLevel value to 0 is already set for me.
Third link comment at end says -
Hi Chaitanya, Changing the ports worked for me. Configured TCP port to 9000 and SSL port to 9001. And then <Add Key="SecureConnectionLevel"
Value="0"/> Its value was 2, changed it to 0. Thanks for all your support Best Regards, Arka Mitra.
You can set TCP and SSL like this from Reporting services config manager -
Web Service URL option (left pane) > Advanced settings button > put the values.
The TCP can be changged to 9000, but the SSL requires a certificate file. I am stuck here.
The clue to make your own SSL certificate is here -
http://johnhennesey.blogspot.com/2010/10/reporting-services-2008-over-ssl.html
But, this post is not for windows 7 64 bit, ie my personal pc os. I tried to make the cert on win, 7, but options are complicated. Lets see.
Here is the issue for the same - https://stackoverflow.com/questions/22314341/cannot-see-self-created-certificate-in-certmanager

SSRS 2012: The permissions granted to user '' are insufficient for performing this operation. (rsAccessDenied)

Hello
Can you please help me with this error that I'm getting with SSRS 2012. I've searched the forums and I can only find solutions for SQL Server 2008 and not 2012.
When I try to go to the url on our server
http://server:port/ReportServer, I get the following error.
"The permissions granted to user 'WW004\z0008x5e' are insufficient for performing this operation. (rsAccessDenied)".
Can you please help me troubleshoot this. I have not been able to find a solution.
Andy

Hi AndyMcV,
According to your description, when you try to go to the URL
http://server:port/ReportServer, the error occurred: The permissions granted to user 'WW004\z0008x5e' are insufficient for performing this operation. In fact, reporting Services uses role-based security to grant user access to a report server, and there
are two types of roles: Item-level roles and System-level roles. On a new installation, only local administrators have access to a report server. In order to grant access to visit the URL
http://server:port/ReportServer to users, a local administrator must create a role assignment to define the tasks a user can perform. To workaround this issue, please refer to the following steps:
Start Report Manager by going to URL
http://server:port/ReportServer.
Click Site Settings at the top right of the page.
Click Security in the left pane.
If a role assignment already exists for the user, click Edit.
Otherwise, click New Role Assignment. In user, enter the user account.
Select appropriate access, and then click Apply.
Besides, if the user need to have access to reports, folders, models and shared data sources, we can assign Item-level roles on the root node (the Home folder) or on specific folders or items.
For more information about Role Assignments, please refer to the following article:
http://technet.microsoft.com/en-us/library/aa337471(v=SQL.105).aspx
If you have any questions, please feel free to let me know.
Thanks,
Wendy Fu

The permissions granted to user '' are insufficient for performing this operation._

We have just installed a new instance of ss2012 on windows server (2008r2), both myself and another BA are in the server administrator group and can create projects and reports. But when we try to deploy we get this error..
The permissions granted to user 'Domain\Username' are insufficient for performing this operation.

Hi ghw123,
According to your description, you can't deploy report onto report server, even the current user is the local server administrator. Right?
In this scenario, since you are the system administrator of Reporting Services, you supposed to be assigned Content Manager role already. Please go to SQL Server Management Studio, connect Reporting Services, go to Security->Roles->Content Manager,
check if this item level role has permission for all tasks.
If you have any question, please feel free to ask.
Best Regards,
Simon Hou

Data Source Level SRS (SSRS) Issue - Permissions granted to user... are insufficient for performing this operation. (rsAccessDenied)

I've inherited a bit of a security issue and would appreciate any insight.
The bottom line is that I have a user than can run one report from folder "X", but not the report next to it.
Here is the problem context. The names are changed to protect the innocent. Sharepoint is not involved.
The SSRS Home Folder has Security "Group or User" of "DomainX\SSRS_Browsers" with Role(s) "Browser"
"SSRS_Browsers" is an AD group. The user with the issue (DomainX\UnhappyUser) is a member of this group.
The user is able to navigate to folder "X" (one level below Home) and run Report "A" successfully. But, when they try to run report "B", they get:
"An error has occurred during report processing. (rsProcessingAborted) The permissions granted to user "DomainX\UnhappyUser" are insufficient for performing this operation. (rsAccessDenied)
The difference between report "A" that works, and report "B" that doesn't is that report "B" references a data set from a different data source.
Both reports reference DataSource1. The failing report additionally references DataSource2. The SSRS logs confirm this is where the problem is:
ERROR: Throwing Microsoft.ReportingServices.Diagnostics.Utilities.AccessDeniedException: , Microsoft.ReportingServices.Diagnostics.Utilities.AccessDeniedException: The permissions granted to user 'DomainX\UnhappyUser' are insufficient for performing this operation.;
processing!ReportServer_0-34!c58!07/16/2014-16:45:41:: e ERROR: An exception has occurred in data set 'DataSource2'. blah blah blah
Both data sources have "stored" credentials with the same AD user: "DomainX\SSRS_Reports". Both data sources reference the same instance of SQL Server. They do have different "Initial Catalog" values. (DatabaseA
and DatabaseB). I can run both reports successfully, but I more authority.
"SSRS_Reports" is defined as a "Login" user under "Security" in SSMS at the instance level. The Server Role is "public".
DatabaseA (which is behind the data source that works) has Security->Users->DomainX\DataBaseA_Readers. This is an AD group, that includes has "SSRS_Reports" as a member.
DataBaseA_readers (in SQL Server, at the DatabaseA level) is a member of role db_datareader.
DataBaseB (which is behind the data source that fails) has Security->Users->DomainX\DataBaseB_Readers. This is also an AD group, that includes "SSRS_Reports" as a member.
DataBaseA_readers (in SQL Server, at the DatabaseB level) is a member of role db_datareader.
Does anyone have any insights as to where my problem may be?
Thank you. Sorry for the verbosity.

Hi Steve,
After testing the issue in my local environment, I can reproduce it. The Home Folder has Security for "DomainX\SSRS_Browsers" group with "Browser" Role, the folder “X” and Report “A” security is inherited from its parent item, but the Report “B” Item security
is not inherited from its parent item. In this way, the DomainX\UnhappyUser has insufficient permission to render the Report “B”.
So, please try to check the Security page of Report “B” and compare it with Report “A” security settings. If possible, we can click “Revert to Parent Security” button to replace all the defined security settings with the security settings of its parent folder
”X”.
Hope this helps.
Thanks,
Katherine Xiong
Katherine Xiong
TechNet Community Support

"The permissions granted to user 'domain\username' are insufficient for performing this operation. (rsAccessDenied)

HI,
I am working on SharePoint 2013 and using Report Viewer webpart (imported from RSWebpart.cab file from SQL server 2008 R2) for showing SSRS reports. I have added Report Viewer webpart in page and done all configuration related to it like set Report
Manager Url and Report Path in the webpart properties. But when i browse that page it is giving the below error -
The permissions granted to user 'domain\username' are insufficient for performing this operation. (rsAccessDenied)"
But when i run IE as 'Run as Administrator' and open the same page which contains the Report Viewer webpart, now i am able to view the report on the page and the error gone away.
I am not sure what is happening here, what can be the reason for such unpredicable behaviour and what can be the work around for this. Every user can't open the IE in 'Run as Administrator' mode. So what can be the possible solution for this.
Thanks in advance for the help!

Solved. In IE I went to the RS Home page, selected Detail View, put a check in front of every folder, went to Folder Settings and then added my domain user as a Browser in New Role Assignment. Reports work fine now.
André

Is it possible to create a Event Reciver program as Sandbox solution? - SharePoint 2010

Dear All,
I try to create a Event receiver program as SandBox solution in SharePoint 2010. I want to do a list item updation using this event receiver.
Almost all the internet help & examples seems to be written with Farm solution and I got plenty of
errors in the code(since the code may be written for farm solutions).
So is it good idea that I am trying to do Sandbox Event Receiver???? Can any one please advice me
and if sandbox is feasible can anyone help me with a tutorial( How to create a sandbox event receiver for list item updation).
Somebody please help me soon.

Dear All,
hen I run the project, I got this error
There were deployment errors? do you want to continue. I pressed No button but
I cannot see any error list below in visual studio 2010!!! I am not able to
identify where is the error or rectify those error, somebody please help me soon.
I try to create one event receiver for list updation. I selected Event Receiver template
while created new project and added following code for debugging, debugger is not hitting!!!
please note my code below. Am I missing anything?????
EventReceiver1.cs
using Microsoft.SharePoint.Security;
using Microsoft.SharePoint.Utilities;
using Microsoft.SharePoint.Workflow;
namespace NewProjEventReceiver.EventReceiver1
    /// <summary>
    /// List Item Events
    /// </summary>
    public class EventReceiver1 : SPItemEventReceiver
        static void Main(string[] args)
       /// <summary>
       /// An item is being added.
       /// </summary>
       public override void ItemAdding(SPItemEventProperties properties)
           base.ItemAdding(properties);
       /// <summary>
       /// An item is being updated
       /// </summary>
       public override void ItemUpdating(SPItemEventProperties properties)
           base.ItemUpdating(properties);
           SPListItem CurrentItem = properties.ListItem;
           String strCustomer = CurrentItem["SampleList"].ToString();
           int startPos = 0;
           int endPos = CurrentItem["SampleList"].ToString().IndexOf(";#");
           int Cust_ID = Convert.ToInt32(strCustomer.Substring(startPos, endPos));
           SPWeb oWeb = properties.Web;
           SPList oList = oWeb.Lists["SampleList"];
           SPListItem Customers = oList.GetItemById(First_ID);
           CurrentItem["Title"] = "One Time";
           oWeb.AllowUnsafeUpdates = true;
           oWeb.Update();
           oWeb.AllowUnsafeUpdates = false;

The permission granted to user "Domain\user" are insufficient for performing this operation(rsAccessDenied)

Hello All,
I believe this is a very frequently-asked question in SSRS, maybe the more famous one. For many times, I solved it for others.
But today, I spent one afternoon on this issue, unresolved.
My environment: SSRS 2008R2, DB in local default instance(SQL2008 R2)
My windows account and one of my service accounts(launching my SSRS) are both in local admin group.
After configuring the SSRS, in local server, open IE(run as administrator, using my domain service account) to access "http://localhost/reports". It pops this error:
The permissions granted to user 'Doamin\myServiceAccount' are insufficient for performing this operation. (rsAccessDenied)Get Online Help
Going back to my desktop, Open IE using my windows account to access "http://servername/reports", seeing the the same error and saying my windows account doesn't have sufficient permission on that server
On Server side, use SSMS to connect local report service, and try to check who is in "system administrator" in SSRS instance, it pops up the error as below,
The permissions granted to user '' are insufficient for performing this operation. (rsAccessDenied) (Reporting Services SOAP Proxy Source)
If using IE to reach "http://localhost/reportserver"(Web Service page), both my windows account and service account work--it doesn't complain anything.
Checked all things I know, still seeing this error. Notice my windows account and my service account are both in local admin group.
Anyone can share some thoughts on this?
Derek

Figured out finally.
In rsreportserver, we put in our custom code of security control as below.
<Security>
<Extension Name="Windows"Type="Microsoft.ReportingServices.Authorization.WindowsAuthorization,
Microsoft.ReportingServices.Authorization"/>
                  
            </Security>
When I flipped it back to native mode, it works.
Thanks all your replies.
Derek

BTE 1030 - we use for AP documents, create an event that triggers a workflow

Hello all,
We use SAP's program RFBIBL00 to post AP documents. We coded a function module that is called when BTE 1030 is reached. Our FM creates an event that triggers a workflow.
We are now doing some testing with an external vendor who is creating AP documents by doing an RFC using function module BAPI_ACC_DOCUMENT_POST.
It seems that this BTE, 1030, is not being triggered when the IDOC created by this function module posts the AP document.
Has anybody else seen this issue and found a way to deal with it?
Thanks
Bruce

AFAIK BAPI_ACC_DOCUMENT_POST and FI posting should trigger BTE 00001030 but BAPI_INCOMINGINVOICE_CREATE and AC interfacewould trigger BTE 00001050. (or is BAPI_ACC_DOCUMENT_POST also using AC interface, I will let you check it)
Nevertheless call your FM triggered thru BTE 1030 also in a FM triggered thru BTE 1050. Also in the call check for update task
function z_fi_00001050.
call function 'TH_IN_UPDATE_TASK'
     importing
       in_update_task = in_update_task.
   if in_update_task eq 0 and i_xvbup eq 'X'.
     call function 'Z_FI_00001030' in update task
       exporting
         i_xvbup = ' '
       tables
         t_bkpf = t_bkpf
         t_bseg = t_bseg..
   else.
     call function 'Z_FI_00001030'
       exporting
         i_xvbup = ' '
       tables
         t_bkpf = t_bkpf
         t_bseg = t_bseg...
   endif.
Regards,
Raymond

How to trigger tasks which created during Event was inactive in WORKFLOW

Hello Experts
We have a custom application with L+1 approval required for approval using workflow.
There was a publish for a nomination for team , Team has logged in registered for the published training.
Unfortunately, all my team mebers 5 of 7 were already applied for nomination.
The team was waiting for my approval, Finally we discovered - The tasks got deactivated;
We discovered that The Triggering Events that are deactivated
Txn --> PFTC_DIS
...............Task Type : Selected ( Workflow Template)
...............Task : 9N000NNN
...............Click : Display
...............Click : TAB : Triggering Events
..........................Found here ...The Tasks are deactivated ....................
To activate "deactivated Events
Txn --> SE37
.................Function Module : SWE_EVENT_REC_TYPE_ENABLE
................Hit : Execute
Filled in Screen   ; CLINET : NNN
                               OBHTYPE : ABCD ( What i have seen in Triggering Events Tab)
                               RECTYPE : WS9N000NNN
                               EVENT : EVENTNAME ( What i have seen in Triggering Events Tab)
................Hit : Execute
Once i do & if i check again in PFTC_DIS it is showing green & Event got activated
after event is active
The other 2 Members later raised & had come approval.
...as it is custom application we are storing who registered for it.
Now I see the other 5 members entries in my table
How can create Tasks to flow these workflow task for my approval which were created during event was inactive
may slightly confusing, I am also early bird on WORKFLOW.
if any one give a clue will be greatful
Rgds
PR

Hello Srinivas !
         You've stated as follows :
How can create Tasks to flow these workflow task for my approval which were created during event was inactive.
Hope you wanted to state that users have registered nomination when the event was inactive( and thus workflow didn't get triggered) and now you want those nominations should be routed via workflow.
The solution is to use SWUE transaction and re-create the event.In doing so, please be noted that the time at when nomination was registered(when the event was inactive) and time at when workflow triggered from SWUE would be too different.So, discuss with your team before doing so.
Regards,
S.Suresh.

XK01 create vendor and workflow event

Hello all,
Is there a workflow event that is, or can be, triggered when the XK01transaction completes?
I'm not very fluent at workflow, so I hope I'm phrasing the question correctly.
Thanks
Ed Baker

Hey Ed
There is a video on ABAP e-learning on SDN for workflow that describes a workflow for the creation of a material , you can use that for ZK01 as well. I used it for HR employee creation and it was very helpful. U just need to find the right business object.
Here is the link
[https://www.sdn.sap.com/irj/sdn/go/portal/prtroot/docs/library/uuid/e0bbdb3c-d640-2a10-d3b2-e4d9b90536a6]

Event CREATED is not triggered for objects of type USER

Dear all,
I'm currently configuring a workflow, which should be started when new user account is created. I took event CREATE for object type USER as a start event, but the workflow does not start, when I create new user account via transaction code SU01. If I test workflow in SWUS, everything works fine. I checked the event trace, but it shows no records for events triggered when I use SU01 and create a user.
Could you please advise how I can activate triggering of this event without using ABAP-developed event trigger?
Thank you in advance.

but here the requirement is to trigger workflow after the user account is created in the system.
One more way to trigger a workflow is by the messages output. I mean when a user account is created successfully then a message will displayed on the screen let say User ABC created Successfully right so, when ever this message is raised then you can start the workflow by using this message. this can be done by using the txn SWUY
1. Open SWUY txn.
2. Click on Continue and in the next screen give the area as the message class name from which the message is getting triggered and its number in the field Message and click on continue.
3. Then it will open the PFTC txn mention the description and click on the workflow builder button and design the workflow as per you requirement.
and once this is done , so when ever the message from the above mentioned message class is raised at that time your workflow will also be started.
In this way I hope you can reduce your development time , searching for the right BADI or User exit and implementing the code and testing..
Here in the above txn all you have to make sure that from which message class the message is getting displayed once the user is created successfully, I suggest you a way is you create a dummy user and once the dummy user is created succeffully system will display the message right?, so just double click on the message at the bottom of the screen this will let you knwo what is the message class and number it is using. and once you know tyr to approach the above steps....

Workflow event got deactivated?

Hi all,
I have created an workflow for Notification (IW21). When i create a notification the workflow event is getting deactivated and i am getting an error message "Workflow definition of task 'WS11111111' cannot be activated".
Can anyone please help me.
Regards,
Gautham

Hi Gautham,
Check the workflow which you are using if it is active. Could you give the workflow number (unless it is a custom built one) because WS11111111 doesn't exist in the system I have access to.
The event linkage gets deactivated because there is an error in the linkage or as in your case the workflow. The option "Behavior upon feedback" determines the behavior of the event linkage when an error occurs. In your case the event linkage gets deactivated. This has nothing to do with the error itself.
Regards,
Martin

WorkFlow event

hello everybody ...
Please help me as to how to create a workflow event and how to trigger it when my me21n transaction is completed.
what are the steps involved..
Please need this quite urgently.....

Why use SAP Workflow?
SAP Workflow ensures " the right work is brought in the right sequence at the right time to the right people". It is a tool designed to facilitate and automate business processes that require tasks to be performed by people. Ideal for casual or non-SAP users, since all the work items can be performed outside of SAP by simply responding to an email, SAP workflow can be linked to Microsoft Outlook or Lotus Notes. Each step of a business transaction can be easily monitored and processes are completed from the beginning to the end. Workflow allows process owners to keep an eye on deadlines, provides statistics on the length of time to complete work processes, determine the workload with regard to individual employees and save processing time.
Since Workflow delivers work items to employees automatically via email, they do not have to wait or inquire about the status of a particular transaction. SAP Business Workflow can also be used to respond to errors and exceptions - it can start when predefined events occur. For example, an event can be triggered if particular errors are found during an automatic check of the data SAP workflow is particularly useful when there is a business process involving more than one person, when an automatic notification can replace a manual communication and when there is a defined set of individuals and/or documents implicated. It organizes one's work, alerts users and directs traffic by sending work items - once the user executes the work item, then another one can be sent to another user. For example, a Manager could use workflow to approve a vacation request from an employee. The workflow application would ensure that each person involved uses the correct online form and successfully completes their step before the planned leave was entered into SAP - either by an Administrator or automatically. By the same token, if someone registers for a training class, Workflow can act as an alert tool by notifying the supervisor in question or reminding the individual of an upcoming class.
Before implementing SAP Business Workflow, organizations should start by asking a series of questions, such as: - Which HR processes do we want to automate? - To what extent can we change current procedures and pass them over to electronic control? - What steps are these procedures made up of? - Who are the individuals involved and what are their roles? - How do we get the Workitem to go to the right people?
Even though Workflow can be implemented via user-defined tables without the Organizational Management component in place, having a pre-defined organizational structure adds tremendous value and saves time. A clear reporting structure made up of positions and position holders that is maintained by the HR department, ensures the ongoing ease-of-maintenance effort. The ability of HR personnel to add and delete users from positions as people come and go, without affecting your core workflows, is a tremendous long-term benefit. If you have Personnel Administration in place, employee's email addresses can also be maintained by the HR department in addition to employee's respective Time/HR and Payroll administrators who might be involved in the Workflow.
There are basically three options for connecting workflow to external email: Microsoft Outlook/Exchange, Lotus Notes or SAP Connect and Internet Mail. A key factor in SAP R/3 4.6 implementations and upgrades will be the use of a Web browser as the main workflow interface.
Benefits of SAP Workflow
Although the advantages gained by using workflow are not of financial nature, the time saved by optimizing processes could easily be translated into money. - The quality of your processes will be assured by sending relevant information directly to the user. Managers don't have the time to search for information. For example if an employee obtains a qualification as a result of hard work or training, their Managers can be notified immediately. - Cycle time is reduced by providing all the necessary information needed: people can check their list of pending tasks and determine which tasks can be completed the next day without any negative impact. I.e. A Payroll Administrator might be notified immediately of an employee address change via ESS that might implicate taxes. - Workflow allows to monitor deadlines.
It could be used to remind employees of upcoming performance reviews or training or to send payroll year-end tasks items to the relevant Payroll Administrators. Deadline handing ensures that users perform the tasks within the time planned. Escalation measures ensure that the failure to meet a deadline can be corrected by other means. - Users can see at a glance how the process works and who will be selected to perform the different tasks, which creates a transparent work environment. - SAP contains Workflow templates, which can be used as a reference providing more than 200 Workflow samples. - Implementing Workflow will save costs. Ask yourself how much time is spent gathering information, getting hold of people, logging into different systems and trying to understand who to give a task to? How often does this current process fail and how labor intensive is it to fix it? Workflow reduces time and effort spent and the savings in days can be considerable.
How does it work?
There are several components of a workflow: Workflow Definition, Work Items, Triggering Events and at the Receiving end the Organizational Structure. The workflow definition is created in the Workflow builder and is made up of the various steps. Each step of the workflow definition can be a task pointing to a SAP transaction or a decision. A decision might contain specifications about agents and deadline monitoring for a step. The workflow is started either manually or by the system at runtime. For the system to start a workflow, the workflow definition must contain a triggering event (for example the event "Address update by the employee"). When the event occurs, the relevant workflow is started automatically. Tasks or Work items describe the activities involved and can refer to automatically executable methods (i.e. send an email to a supervisor) or they might need a user to execute them (i.e. supervisor has to go and click on a button in his workplace to approve something). Tasks refer to business objects, which are ABAP coding. Events are activities that trigger the workflow - one or several workflows at the time. Once the workflow is triggered, the definition flowchart determines when and in what order work happens. Work items are then received and executed in MS Outlook, Lotus Notes, mySAP Workflow MiniApp or the SAP integrated inbox. Alternatively, the workflow system can transmit e-mail notifications directly to any mail system, informing the user of the need to log in to the SAP system to execute the task. A work item is always assigned to one or more users. Once the task is executed, the work item vanishes from the other users' inboxes.
Integration to Email systems
Usually executable work items are received in the Workflow inbox. But casual SAP users, especially Managers might forget to check their inbox at a regular basis and so it makes sense to set up reminder emails, informing people via a batch job that they have work items in their inbox. Alternatively, an email can be sent directly to their Lotus Notes / Outlook account with a hotlink to the Workflow inbox. All emails, whether they exists in the form of Workflow notifications, Workflow Workitems, or just a standard SAP Office memo, are sent out of SAP through SAPConnect. This provides the all in one gateway between SAP and the mail server. The transport of workflow items between SAPConnect and the mail server (whether that's Lotus Notes or Microsoft Outlook) has been facilitated by SAP provided add-ons that are fully optimized for the different protocols required for each server. Lotus Notes, for example, uses a 'pipe' called the MTA, or Message Transfer Agent. This was designed jointly between SAP and Lotus to provide full integration between the two systems.
It should be noted that the type of transport medium used is dependent on the mail server and not the mail client. In other words, if the employee uses Outlook on their computer but the mail server is a Lotus Domino server, the MTA would be the mail gateway used. Each workflow background user must have an email address stored in their user profile. It is note worthy that no approval or reply notification will be allowed from an external mail system - in other words external email systems cannot respond back to SAP for security reasons.
Looking ahead
Workflow is becoming more and more web-oriented which allows external business partners to receive notifications. Companies can adopt Workflow together with "Webflow" where workflows can be initiated via Internet transactions and where different external business partners can receive notifications sent by the workflow. The Web inbox offers access to partner companies logging on to your Web portal and it refreshes itself automatically. Any type of work item can be executed directly from a centralized list of work items, no matter what graphical user interface is needed to run it. Webflow is particularly useful when a company deals with outside partners using different software platforms.
Workflows can make an ERP system more efficient by automating situations in which work processes have to be run through repeatedly, or situations in which the business process requires the involvement of a large number of agents in a specific sequence. It is essential that the Workflow consultant is an expert in ABAP development or has access to ABAP programmers since a good deal of the work is technical. You will also need someone familiar with Lotus Notes / Outlook concepts and development in order to create the interfaces between the systems. The Workflow consultant should also have experience in installing and integrating efficient electronic archive systems.
regards..
Abhay
rewards point if helpful

Create workflow / event reciver on permissions granted to user

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