Items and workflows

Hi everyone,
i'm using sharepoint online, When an item in the list change - I need to stop all the workflows that access with it.
how can i do this? how should i know which list access with which workflow?

Hi,
We can use JavaScript Object Model or create a remote event receiver and use Client-Side Object Model to achieve it.
The following articles for your reference:
How do we stop a SharePoint 2013 workflow (Azure workflow) programmatically?
Using SharePoint 2013 Workflow Services JS API
Best regards
Dennis Guo
TechNet Community Support

Similar Messages

WorkFlow get triggered even if we set trigger for item update with SPEmailEventReceiver and workflow attached to same Library

Hi All,
I have a situation, SPEmailEventReceiver and WorkFlow is attached to same library, WorkFlow is configured to run after item is updated, but soon as the email is received in library the workflow
is getting triggered, We have a action to create folder with subject and date and put the attachment with the date folder in SPEmailEventReceiver e.g: once a mail is received in library the SPEmailEventReceiver will create a folder with Subject and then Folder
with Date and then put the attachment in the date folder so hierarchy will be subject folder/Date folder/attachment
I have tried to alter the SquenceNumber attribute in Feature Element file to 1 and make the Synchronization as synchronous but no luck.

Hi,
Here are some articles for your reference:
Programmatically creating Folders within SharePoint List
http://www.mindfiresolutions.com/Programmatically-creating-Folders-within-SharePoint-List-487.php
How to use SPEmailEventReceiver?
http://kkryczka.wordpress.com/2010/11/05/how-to-use-spemaileventreceiver/
Attachments disappear with custom email event handler
http://blogs.msdn.com/b/malag/archive/2009/05/13/attachments-disappear-with-custom-email-event-handler.aspx?PageIndex=2
Thanks,
Dennis Guo
TechNet Community Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Dennis Guo
TechNet Community Support

Delete Workflow items from workflow inbox.

Hello All,
We are using workflow in MSS for Compensation Management. As part of this an email will be sent to the managers when a compensation needs an approval. There are some workflow items under workflow inbox ( SBWP ) . How can I delete emails which I don't want to execute. I don't see any delete button. I can see delete buttons for the documents under inbox, but these emails that I want to delete are under workflow in Inbox.
Thanks a lot for your help and points will be rewarded for any helpful solution.
Thanks,
Chakri.

Thank You Suresh,
You are refering to the emails in the inbox ( SBWP ) where I can delete my emails with the help of a delete button. But I am referring to the workflow items that are present under INBOX -> WORKFLOW. There is no delete button on these workflow items. If we execute these workflow items then they will be deleted automatically. I am looking for a solution by which I can delete (clean up) all the workflow items that are not executed from last year so that we can be ready for our compensation for this year.
Thanks,
Chakri.

Using a newly created Library document to create a list item and attach itself

I have a workflow that moves a document from one library to another.
When a document is moved to a certain library I want to create a list item with a link to the document in the list item. Keep in mind there could be 10 files submitted to the library, so then in my list I would want 10 new list items created for
each file, with a link to the individual file. or is there a way to attach the document to a newly created list item programmatically?
is this possible?

Hi,
According to your post, my understanding is that you wanted to use a newly created Library document to create a list item and attach itself.
I recommend to create a workflow assocaited to the second library, and start the workflow automatically when an item is created.
Then add action as below:
Best Regards,
Linda Li
Linda Li
TechNet Community Support

BPE crash - Trying to remove work item and SXMB_MONI message that caused it

Hi,
I have a file to IDOC scenario with BPE. We have had a large file that was picked up by XI in error, but the adapter engine did process the XML conversion successfully. This message was sent to the BPE but due to the message size, the BPE crashed. Currently the work flow that caused the crash is in started status in report RSWF_XI_SWPC - continue workflow after system crash. and we have a message in SXMB_MONI for this workflow that is still in status outbound to PE "message being sent". We would like to remove or cancel the workflow and the message in XI. I have searched around for the best way to do this in this situation but have not found anything. We cannot cancel the message in SXMB_MONI due to the status it is currently in. Can we:
1. stop and start BPM to resolve the issue or
2. some how change the status of the workflow to error so the message in SXMB_MONI can be cancelled.
3. Should we just leave the work item and messge as is, because it is not affecting anything else in XI.
Any help would be apprecieated.
thanks.
Jamie
Edited by: Jamie Bullen on Jan 22, 2008 4:04 PM

Hi,
Thanks for your reply. I'm pretty sure I can delete the work item from SWWL but I don't think the outbound status of the message is SXMB_MONI will change once this is done.
thanks.
Jamie

OAI and Workflow - Setting Attributes to use in Notifications

Does anyone know how I go about getting at attributes in a message that goes through the Workflow Adapter?
What I am trying to do is to create a notification, which is more meaningful by adding some of the details I've passed through in the PARAMETER_LIST attributes of the Workflow message.
Any ideas?
Ian

Kavitha,
I've managed to do it, but using a simpler method (I think).
In iStudio
My Common View contains the attributes as follows:-
EMPLOYEE_NUMBER (String)
START_DATE (Date)
LAST_NAME (String) and
FIRST_NAME (String)
My subscribing Workflow Event maps these Common View values into the PARAMETER_LIST array in the Workflow message. The mappings are as follows:-
PARAMETER_LIST[v1].NAME=SetConstant (EMPLOYEE_NUMBER, "EMPLOYEE_NUMBER")
PARAMETER_LIST[v1].VALUE=CopyFields (EMPLOYEE_NUMBER)
PARAMETER_LIST[v2].NAME=SetConstant (START_DATE, "START_DATE")
PARAMETER_LIST[v2].VALUE=CopyFields (START_DATE)
PARAMETER_LIST[v3].NAME=SetConstant (LAST_NAME, "LAST_NAME")
PARAMETER_LIST[v3].VALUE=CopyFields (LAST_NAME)
PARAMETER_LIST[v4].NAME=SetConstant (FIRST_NAME, "FIRST_NAME")
PARAMETER_LIST[v4].VALUE=CopyFields (FIRST_NAME)
I also created the publishing Workflow Event. To get the values out of the PARAMETER_LIST array, I simply used the 'TrueConditionalCopy' transformation. For example,
EMPLOYEE_NUMBER=TrueConditionalCopy (PARAMETER_LIST[v1].NAME, PARAMETER_LIST[v1].VALUE, "EMPLOYEE_NUMBER")
In Workflow Builder
I created 4 additional ATTRIBUTES in the Workflow:-
EMPLOYEE_NUMBER_ATT (Type - Text)
START_DATE_ATT (Type - Text)
LAST_NAME_ATT (Type - Text) and
FIRST_NAME_ATT (Type - Text)
I then created my MESSAGE (Called 'Approve Update Employee'). I added 4 new MESSAGE ATTRIBUTES to this message:-
EMPLOYEE_NUMBER (Type - Text, Default Type - Item Attribute, Value - EMPLOYEE_NUMBER_ATT)
START_DATE (Type - Text, Default Type - Item Attribute, Value - START_DATE_ATT)
LAST_NAME (Type - Text, Default Type - Item Attribute, Value - LAST_NAME_ATT)
FIRST_NAME (Type - Text, Default Type - Item Attribute, Value - FIRST_NAME_ATT)
In the Message Body I used the '&EMPLOYEE_NUMBER' notation to bring back the values into the message when the Workflow runs. For example, "This message has been created to tell you that Employee &EMPLOYEE_NUMBER has changed some details. Details are First Name is &FIRST_NAME, Last Name is &LAST_NAME and their start date is &START_DATE. Please Approve or Reject this change by using the buttons below."
In the Workflow Diagram
After the START node (Subscribe Maintain_Employees.Update_Employees) I added a series (4 in all) of "Get Event Property" Standard Workflow functions (GETEVENTPROPERTY) in order to find out the values from my parameter list.
As an example, here is the one I did to get the Employee Number.
In the 'Node Attributes' tag (when you double-click on the "Get Event Property") set the values as follows:-
Name = Event, Type = Item Attribute, Value = OAI Message
Name = Property, Type = Constant, Value = Event Parameter
Name = Event Parameter, Type = Constant, Value = EMPLOYEE_NUMBER
Name = Item Attribute, Type = Constant, Value = EMPLOYEE_NUMBER_ATT
(Note that the 'Event Parameter' is the name you set it to when you did the SetConstant mapping i.e. EMPLOYEE_NUMBER. The 'Item Attribute' is the target ATTRIBUTE that the result of calling the GETEVENTPROPERTY will be put.)
I finished off the Workflow by creating a NOTIFICATION called 'Update Employee Notification' which uses the 'Approve Update Employee' message, and added the Result Type of 'Approval'.
If the message is APPROVED, then the workflow calls the Publish Event (END node type), if REJECTED then the Workflow goes to an END node (and not processed any further).
My Workflow looks like this.
START (Subscribe Maintain_Employees.Update_Employees)
GETEVENTPROPERTY (to get EMPLOYEE_NUMBER_ATT value)
GETEVENTPROPERTY (to get START_DATE_ATT value)
GETEVENTPROPERTY (to get LAST_NAME_ATT value)
GETEVENTPROPERTY (to get FIRST_NAME_ATT value)
Update Employee Notification --> REJECTED --> END
APPROVED
END (Publish Maintain_Employees.Update_Employee)
I'm not sure whether this is a good approach or not. The biggest upside is that I didn't have to do any additional coding. I only used standard OAI and Workflow functionality.
Thanks again for your help.
Ian

Sharepoint Forms and Custom Lists and Workflows using Sharepoint Designer

I created a Custom SharePoint List with a custom work flow. Basically the list does the following:
Group A initiates the list, fills in all the information
Group A will check a box based on a Y/N question, the driver of the work flow is if the Y/N question is answered with an Y, then Group B will get a task assigned and an email notification will go to Group B to continue the work flow.
Group B will fill out information and check Y/N question, if answer is returned Y it will go to Group C via the same method as above.
What I need is as the form goes from one group to the next how can I make sure that Group C doesn't see the responses from Group B? How do I write this into the workflow?

I think now I can add screen shots to explain what I need to do better.
I created a custom sharepoint list. Users click on Add new Item and Group A will answer generic questions until they get to Continue to Dispute to IQ (Yes/no) Checkbox. If they answer Yes, the workflow will start and create a task for Group B
(IQ Group). Group B will answer 4 questions (IQ Responses, IQ Notes, IQ Name and Date). Group B will check Yes or No to Continue Dispute to QA (Group C).
See Screen shot.
What we would like for the workflow to do is based on the Yes or No check boxes (Continue to IQ or QA). If Yes is checked then the workflow will generate a task in the task list. We don't want Group B and C to see each other's responses. I set up a workflow
using impersonate steps, but am not sure if this is correct. Can you look at the workflow steps below and let me know if this is right?

SAP_WAPI_ATTACHMENT_ADD and WORKFLOW

I have a project about WD4A and workflow. I use a WD to trigger a workflow by raising a event of self-defined class. Meanwhile, I want to generate a pdf file as an attachment for the next receiver in the workflow. Method SAP_WAPI_ATTACHMENT_ADD need work item ID as a import parameter. Here is the problem, how can I get the work item ID after triggering the workflow?

Hi,
You have to create a Method, in that method convert the Raw text to PDF. And send it as an attachment. Using the Function Module SO_NEW_DOCUMENT_ATT_SEND_API1.
Refer the below Program and create your Program.
Regards,
P Surjith Kumar
*& Report ZTESTMAIL
REPORT ZTESTMAIL.
DATA: i_otf TYPE itcoo OCCURS 0 WITH HEADER LINE,
i_tline TYPE TABLE OF tline WITH HEADER LINE,
i_receivers TYPE TABLE OF somlreci1 WITH HEADER LINE,
i_record LIKE solisti1 OCCURS 0 WITH HEADER LINE,
Objects to send mail.
i_objpack LIKE sopcklsti1 OCCURS 0 WITH HEADER LINE,
i_objtxt LIKE solisti1 OCCURS 0 WITH HEADER LINE,
i_objbin LIKE solisti1 OCCURS 0 WITH HEADER LINE,
i_reclist LIKE somlreci1 OCCURS 0 WITH HEADER LINE,
Work Area declarations
w_objhead TYPE soli_tab,
w_ctrlop TYPE ssfctrlop,
w_compop TYPE ssfcompop,
w_return TYPE ssfcrescl,
w_doc_chng typE sodocchgi1,
w_data TYPE sodocchgi1,
w_buffer TYPE string,"To convert from 132 to 255
Variables declarations
v_form_name TYPE rs38l_fnam,
v_len_in LIKE sood-objlen,
v_len_out LIKE sood-objlen,
v_len_outn TYPE i,
v_lines_txt TYPE i,
v_lines_bin TYPE i.
call function 'SSF_FUNCTION_MODULE_NAME'
exporting
formname = 'ZTESTFORM'
importing
fm_name = v_form_name
exceptions
no_form = 1
no_function_module = 2
others = 3.
IF sy-subrc 0.
MESSAGE ID sy-msgid TYPE sy-msgty NUMBER sy-msgno
WITH sy-msgv1 sy-msgv2 sy-msgv3 sy-msgv4.
ENDIF.
w_ctrlop-getotf = 'X'.
w_ctrlop-no_dialog = 'X'.
w_compop-tdnoprev = 'X'.
*CALL FUNCTION v_form_name
*EXPORTING
*control_parameters = w_ctrlop
*output_options = w_compop
*user_settings = 'X'
*IMPORTING
*job_output_info = w_return
*EXCEPTIONS
*formatting_error = 1
*internal_error = 2
*send_error = 3
*user_canceled = 4
*OTHERS = 5.
*IF sy-subrc 0.
*MESSAGE ID sy-msgid TYPE sy-msgty NUMBER sy-msgno
*WITH sy-msgv1 sy-msgv2 sy-msgv3 sy-msgv4.
*ENDIF.
*i_otf] = w_return-otfdata[.
CALL FUNCTION 'CONVERT_OTF'
EXPORTING
format = 'PDF'
max_linewidth = 132
IMPORTING
bin_filesize = v_len_in
TABLES
otf = i_otf
lines = i_tline
EXCEPTIONS
err_max_linewidth = 1
err_format = 2
err_conv_not_possible = 3
OTHERS = 4.
IF sy-subrc 0.
MESSAGE ID sy-msgid TYPE sy-msgty NUMBER sy-msgno
WITH sy-msgv1 sy-msgv2 sy-msgv3 sy-msgv4.
ENDIF.
Convert PDF from 132 to 255.
*LOOP AT i_tline.
Replacing space by ~
*TRANSLATE i_tline USING ' ~'.
*CONCATENATE w_buffer i_tline INTO w_buffer.
*ENDLOOP.
Replacing ~ by space
*TRANSLATE w_buffer USING '~ '.
*DO.
*i_record = w_buffer.
Appending 255 characters as a record
*APPEND i_record.
*SHIFT w_buffer LEFT BY 255 PLACES.
*IF w_buffer IS INITIAL.
*EXIT.
*ENDIF.
*ENDDO.
*Refresh: i_reclist,
*i_objtxt,
*i_objbin,
*i_objpack.
*clear w_objhead.
Object with PDF.
*i_objbin] = i_record[.
*DESCRIBE TABLE i_objbin LINES v_lines_bin.
Object with main text of the mail.
*i_objtxt = 'Find attached the output of the smart form.'.
*APPEND i_objtxt.
*i_objtxt = 'Regards,'.
*APPEND i_objtxt.
*i_objtxt = 'Surjith'.
*APPEND i_objtxt.
*DESCRIBE TABLE i_objtxt LINES v_lines_txt.
Document information.
*w_doc_chng-obj_name = 'Smartform'.
*w_doc_chng-expiry_dat = sy-datum + 10.
*w_doc_chng-obj_descr = 'Smart form output'.
*w_doc_chng-sensitivty = 'F'. "Functional object
*w_doc_chng-doc_size = v_lines_txt * 255.
Pack to main body as RAW.
Obj. to be transported not in binary form
*CLEAR i_objpack-transf_bin.
Start line of object header in transport packet
*i_objpack-head_start = 1.
Number of lines of an object header in object packet
*i_objpack-head_num = 0.
Start line of object contents in an object packet
*i_objpack-body_start = 1.
Number of lines of the object contents in an object packet
*i_objpack-body_num = v_lines_txt.
Code for document class
*i_objpack-doc_type = 'RAW'.
*APPEND i_objpack.
Packing as PDF.
*i_objpack-transf_bin = 'X'.
*i_objpack-head_start = 1.
*i_objpack-head_num = 1.
*i_objpack-body_start = 1.
*i_objpack-body_num = v_lines_bin.
*i_objpack-doc_type = 'PDF'.
*i_objpack-obj_name = 'Smartform'.
*CONCATENATE 'Smartform_output' '.pdf'
*INTO i_objpack-obj_descr.
*i_objpack-doc_size = v_lines_bin * 255.
*APPEND i_objpack.
Document information.
*CLEAR i_reclist.
e-mail receivers.
*i_reclist-receiver = "give the email address.
*i_reclist-express = 'X'.
*i_reclist-rec_type = 'U'. "Internet address
*APPEND i_reclist.
Sending mail.
*CALL FUNCTION 'SO_NEW_DOCUMENT_ATT_SEND_API1'
*EXPORTING
*document_data = w_doc_chng
*put_in_outbox = 'X'
*TABLES
*packing_list = i_objpack
*object_header = w_objhead
*contents_hex = i_objbin
*contents_txt = i_objtxt
*receivers = i_reclist
*EXCEPTIONS
*too_many_receivers = 1
*document_not_sent = 2
*document_type_not_exist = 3
*operation_no_authorization = 4
*parameter_error = 5
*x_error = 6
*enqueue_error = 7
*OTHERS = 8.
*IF sy-subrc 0.
*MESSAGE ID SY-MSGID TYPE SY-MSGTY NUMBER SY-MSGNO
*WITH SY-MSGV1 SY-MSGV2 SY-MSGV3 SY-MSGV4.
*ENDIF.

Item level Workflow Hold..

Hi,
i am working an item-level SC workflow
( WS14500015 ). i would like to know is there any way to hold the last step which in workflow template is using for create follow on document in backend system, until i will recieve some text data from thrid party system and needs to be restarting again the particular step which i hold after i recieved the text data from third party system.
give some hints to fix.
regards,
john.

Hello,
No change is needed in WS14500015.
WS10400051 is the final processing sub-workflow used by all standard workflows in SRM. Navigate through workflow builder, you'll find it is called in the line item app workflow: it's the final proccessing. Depending on the approval status of the SC, it updates its status and follow on document are created.
To work safely, first generate a new version for this workflow (WS10400051) before any change.
Idea is to extend bus2121: create a subobject and activate delegation, define a new event on sub object.
In wf definition, insert a event waiting step linked to the SC number and new event just before the task "set release status".
I guess that receiving the third party text is made in specific. Use the function module swe_event_create to genrate the new event of object bus2121 for the concerned shopping cart.
when this event will be generated, the final processing workflow will continue.
Hope it helps,
Pierre

Release Strategy and workflow in Purchase Requisition

Hello All,
My client wants to activate the release strategy and workflow at the purch req and PO levels. They allow users to create a Preq and reference that preq to the PO, or users may create a PO without referencing a Preq. Since they have the release strategy and workflow working on both levels, what they want done is, if a PO has a Preq reference, it does not need to go through another approval process on the PO level as it has already been approved on the Preq level. Therefore if a Preq is reference in a PO, the PO workflow and release strategy should not be taken into account. Can this happen as a standard config, or will this need a "user exit"?
Thanks in advance for your help!!

You will need to activate the user exit. This will keep the PO release strategy simple.
Have a flag (use USRC1 or USRN1). In your PO release strategy classification, maintain only X in this characteristic.
In the user exit, check whether the PO is created with reference to PR. If yes, pass "blank" to USRC1, else pass "X". The release will be triggered only in case of X.
Just a couple of points:
1) What will you do if one item in PO is created with reference to PR and the another item is not?
2) What will you do if one item is partially referenced to PR (i.e PR quantity is 100, PO quantity is 200 - of which 100 is referenced to PR and other 100 is not - this is possible by changing in delivery schedule)?
Hope this helps
Lakshman

User who is informed when a work item or workflow has been fully processed

Hallo,
message recipient for completion:
User who is informed when a work item or workflow has been fully processed and its status is set to completed.
Where I can change the word "Notif. of Completion:" for e-mail (in german "Endebenachrichtigung")?
I don't want to change the text.
I want change only a word.
If the e-mail is created, the word is automatically written completion text "Notif. of Completion:" ("Endebenachrichtigung:").
Thank you for your help.
Best regards.
Edelgard Kubsch
Edited by: Edelgard Kubsch on Dec 17, 2010 11:10 AM

I had major issues with the iPhone 4s battery, however it’s resolved.
The tech who set the phone up at the Apple store did so with little training.
if you have a mobile me account. First go and move all your data to the cloud by going on your computer and logging in at me.com/move. The cloud has replaced mobile me, so there is no need for those two accounts
Also make sure that for any of your email accounts you set them up to fetch, not push. My tech person set them all to have the email servers push data to the phone. The new iphone4s antenna is extremely strong so it will continually try to access stuff that is pushed–***** a lot of battery life doing this. It makes it worse if you have exchange 2010 accounts. Something about changes made to exchange really suck battery life from devices that access such accounts.
turning of locator and the push notifications from facebook--they have a lot!

Letting non-technical clients design forms and workflows

Some individuals in my organization are under the impression that our clients, who are very non-technical, will be able to design forms / workflows, etc.
The impression is that the developers are to create a set of standard schemas, fragment libraries, and workflows, and then the (non-technical) client can build their own forms, select a predefined Task Manager endpoint, and hit the ground running with their new form, in production. Yes you heard me correctly. In production. That means no DEV, no QA, no passing Go.
In other words, they are putting LiveCycle on the same playing field as Vignette (Content management in production).
I disagree with their approach and am seeking feedback. Thanks! ;-)

If the form is bound to a schema, at least when they move form elements around, most of the time it will still work. If normal binding, moving stuff around will screw up the data merge.
The biggest problem I see with the changes being made directly in production is that I save my forms to the repository in order to test. The preview tab quite often does not represent true functionality. So if they had Workbench pointing right at prod, the form cannot be tested without releasing it.
I don't know what you mean between content repository and Workbench repository. The way my implementation works, if I save in Workbench, I can immediately reload the page to get the changes. They are the same repository. I am using the API call (off the top of my head) renderFormWithUSageRights. I specify a repository URL for the template location. All my forms render through the same servlet parsing the form name out of the request URL. There is an XDP in the repository with the same name as each pdf URL. There is also a corresponding JSP which renders the XML that is merged in at render.
I saw a reference somewhere that the repository URL could contain a version at the end. I have not tried this. If true, it would not be difficult for me to update my code to get the version number out of my properties database table. Then also allow an override version number in the URL for the final form. So http://mycompany.com/myform.pdf renders the 'released' version and http://mycompany.com/myform.pdf?version=2.7 returns that specific version. http://mycompany.com/myform.pdf?version=latest would work like it does now where no version number is specific in the repository URL. This would mean they could save the form, access in production to test, but not affect normal users. Once tested, the database could be updated to reflect the new released version. It would be really slick to have a workflow approval process around it. The workflow would have a link to the new version for each approver to review. After the last person signs, the workflow would update the database to the new version. The next time it is rendered will be the latest version.
Thinking about this, I like that idea even if a developer makes the changes. There are times when customers won't sign off on their own requested changes because they won't make the effort to test it before it goes into production. They would rather let the changes go in then report anything they don't like as a bug. They feel if they don't sign, then they cannot be held accountable. Sometimes the same people or others will get angry if an item is not put into production based on not getting sign off. Now, the deployment would be tied directly to the sign off procedure rather than manually by someone in IT. All approvers would be able to look at the audit trail to see who has not signed off and therefore the direct cause of an item not being released.

How to Appove items in Workflow

Hi,
I have some 1,000 items in workflow, is there any possible way so that i can approve all the items at time??

'Approve' does release items to server BUT there is a difference from an audit perspective between someone approving an item (and it becoming released) or disabling a workflow (anbd it becoming released). The end result is the same though.
Disabling / Enabling a workflow is a simple configuration performed via the Workflow Admin Applet.
If you have no intention of checking the content items and just want them out of the workflow this is the easiest way by far!!!
You can reenable the worflow immediately. The only downsides are
1) The fact that the items have not been checked or approved
2)ALL items are released from the workflow.
Tim

What is the difference between action and workflow? How do I decide that I need an action in a transaction and not a workflow and vice versa?

Dear Experts,
I have few doubts and request your expert inputs to clarify my doubts.
What is the difference between action and workflow? How do I decide that I need an action in a transaction and not a workflow and vice versa?
Your earliest response is highly appreciated.
Thanks,
SMTP

Hi SMTP,
First of all, as I mentioned action is nothing but an executable work item which is designed in the workflow itself. In other words, Workflow is like your OOPS class. At run time, workflow instances are created just like objects of classes. Now, the steps designed in the workflow are called TASKS and the instances of tasks are called WORKITEMS. Now, the work items where any user action is required are called executable work items. ANd the work items where no user action is required (for example, sending an email in background) are called non-executable work items.
Whether to go with development of workflow or not depends upon your business scenario. If your requirement is only to send an email and you find any BAdi or exit where in you can write your logic then there is no need of creating a workflow. If there is a defined business process with defined users and time lines, then you can go with the development of workflows.
Rest, the below link will help you in understanding basic concepts of workflow :
Why use SAP Workflow? | Insight Consulting Partners
Regards,
Richa

Difference between cleared items,open items and all postings (FI).

Hi experts,
Can anybody tell me the difference between cleared items,open items and all postings for an account.
While running corresponding bapis and transaction FAGLL03 (for GL) or FBL1N (for accounts payable) i found that in some cases all postings is less than cleared items or open items for a time period. How could it happen.According to my knowledge all postings should contain cleared items and open items.
Please correct me..
Thanks and Regards
Arjun

Hi Arjun,
For every Billing Documnet created(VBRK/VBRP-VBELN) there will be an accounting document created in BSID/BSAD tables.
OPEN ITEMS means the Billed/Invoice Amounts that are pending from Customers, i.e which we have to receive from Customers.
CLOSED ITEMS means the AMOUNTS received from that customer.
OPEN ITEMS : fetch data from BSID table Only
CLOSED ITEMS : fetch data from BSAD only.
ALL POSTINGS : fetch data from both BSID and BSAD.
Hope this will help.
Regards,
Nitin.

Items and workflows

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