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SAP Business Workflow

SAP Business Workflow. Tasks and Rules. Rafał Potocki Wroclaw, 27 .1 1 .2008. SAP Business Workflow. Content. Page Technical principles 2 Definition and using standard tasks 5 Workflow definition steps 20 Rules 3 5. 1. 2. 3. Technical principles. Technical Principles.

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SAP Business Workflow

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  1. SAP Business Workflow Tasks and Rules Rafał PotockiWroclaw, 27.11.2008

  2. SAP Business Workflow Content Page • Technical principles2 • Definition and using standard tasks5 • Workflow definition steps 20 • Rules 35 2008-01-16-Slide Master S&T DACH english.ppt

  3. 1 2 3 Technical principles Technical Principles • Workflow definition is made up of steps that control the workflow or refer to the tasks to be executed • The workflow is started either manually by the user or by the system. For the system to start a workflow, the workflow definition must contain at least one triggering event (for example the event material created). When the event occurs, the relevant workflow is started automatically. • When you activate a workflow definition, you automatically generate a runtime version. When the workflow is started (manually or automatically), the relevant runtime version is used for the execution. If the workflow definition is changed later and a new runtime version is generated, these changes do not affect workflows that are already being executed • Tasks describe elementary business activities. Tasks always refer to a method of an object type • Possible agents are defined for tasks. Tasks can refer to automatically executable methods (background tasks) or they can require a user to execute them (dialog tasks). Source: 2008-01-16-Slide Master S&T DACH english.ppt

  4. 1 2 3 Technical principles Technical Principles • You establish which object method is to be executed with the task and who is responsible for executing it. You then define the tasks by specifying object type and method, and determine the possible agents of the tasks • You check whether tasks are already defined. The tasks available are not usually sufficient, meaning that you have to define additional tasks to meet your requirements Source: 2008-01-16-Slide Master S&T DACH english.ppt

  5. Technical principles 2008-01-16-Slide Master S&T DACH english.ppt

  6. Technical principles 2008-01-16-Slide Master S&T DACH english.ppt

  7. SAP Business Workflow Content Page • Technical principles2 • Definition and using standard tasks5 • Workflow definition steps 20 • Rules 38 2008-01-16-Slide Master S&T DACH english.ppt

  8. 1 2 3 Definition and using standard tasks Task • From an organizational perspective, tasks are central element in the WF system • Tasks are used to describe a business process. Tasks can be excuted one after the other in the business process. Parallel steps can, however, also be defined. • Within workflow you use tasks for the following purposes: • To use methods of an object type in a workflow (single-step task, standard task) • As a framework for defining a workflow (multistep task) • Within SAP Business Workflow/Webflow, the terms task and single-step task are treated as equivalents, as are the terms workflow and multistep task. Only when it is not clear from the context are the terms single-step task and multistep task used. • You can process tasks of the following types • Standard task (single-step task, task type TS) • Customer task (single-step task, task type T ) • Workflow template (multistep task, task type WS) • Workflow task (multistep task, task type WF) • Task group (task type TG) Source: 2008-01-16-Slide Master S&T DACH english.ppt

  9. 1 2 3 Definition and using standard tasks Creating tasks • To create a task: • Choose from SAP menu: Tools->Business Workflow->Development->Definition tools->Task/Task groups->Create (PFTC) • Select the task type • Standard task • Workflow template • Task group • Name the task • Push the button Source: 2008-01-16-Slide Master S&T DACH english.ppt

  10. 1 2 3 Definition and using standard tasks Creating standard tasks • Standard task can be used to define an activity that can be executed within a workflow definition or independently (as a single step) • The definition of task is spread across several tab pages. You can make all the mandatory specifications on the tab page Basic data. The specifications on the other tab pages are optional. • You should adhere to the following sequence when defining tasks: • Maintain names, work item text, object type and method (tab page „Basic data”) • Maintain agent assignment (menu Additional data->Agent assignment->Maintain) • Maintain elements in task container (button „Container”) • Maintain triggering events (tab page „Triggering events”) • Maintain terminating events (tab page „Terminating events”) • Maintain default rules (tab page „Default rules”) • Maintain description and notification texts (tab page „Description”) • Maintain additional data (menu Additional data->Selection criteria… and Additional data->Classification->Change) Source: 2008-01-16-Slide Master S&T DACH english.ppt

  11. 1 2 3 Definition and using standard tasks Basic data • Each task is identified by the object identifier TS (for standard task) and an 8-digit task number allocated automatically by the system. • You can make the settings required for the number assignment in Automatic Workflow Customizing. • You must specify a package when saving • As cross-client transport object, standard task are always connected to the transport system • You define the activity to be executed with a task by specifying an object type method • If method parameters are defined for the object method, the system gives you the option of creating relevant container elements automatically in the task container Source: 2008-01-16-Slide Master S&T DACH english.ppt

  12. 1 2 3 Definition and using standard tasks Basic data • A task or a workflow is identified by its abbreviation (12 signs). It can also be used in input fields as a search term • If you want to use expressions in the work item text, position the cursor at the relevant point in the text and select menu Edit->Work item text->Insert variables or push button „Insert variables” on the subscreen „Work Item Text” • If the indicator „Background processing” is set, the task is executed at runtime as a background work item and no work item appears in the Business Workplace • If this indicator is not set, a dialog work item appears in the Business Workplace • If indicator „Confirm end of processing” is set, the end of processing of the task must be confirmed explicitly at runtime. As long as this confirmation has not taken place, the relevant work item appears in the Business Workplace of the actual agent and has the status Executed Source: 2008-01-16-Slide Master S&T DACH english.ppt

  13. 1 2 3 Definition and using standard tasks Classification • To process the basic properties of a task, choose Additional dataClassificationChange in task maintenance • Choose the basic property from the following alternatives: • General task • All users can execute the task • A recipient can forward associated work items to all users • General forwarding allowed • A work item can be forwarded by one of its recipients to all users, even if they are not possible agents of the task • General forwarding not allowed • A work item can be forwarded by one of its recipients only to the possible agents of the task • Forwarding not allowed • A work item cannot be forwarded by one of its recipients Source: 2008-01-16-Slide Master S&T DACH english.ppt

  14. 1 2 3 Definition and using standard tasks Maintenance of agent assignment • To assign a task you have defined to its possible agents or process its basic properties, choose menu Additional data->Agent assignment->Maintain • Select the task • Choose menu Agent assignment->Create • Select agent type • Work Center • Role • Job • Organizational unit • Position • Task • User • Select an agent (ex. User name) Source: 2008-01-16-Slide Master S&T DACH english.ppt

  15. 1 2 3 Definition and using standard tasks Description • You enter the following information on the tab page „Description” • Task description • The task description is displayed in the work item display • Notification texts • These texts are sent as notification to the message recipients for completion missed deadlines • You can maintain several text types • Task description • Completion text • Latest end text • Requested end text • Latest start text • To add text variables to your text, choose menu Include->Expression Source: 2008-01-16-Slide Master S&T DACH english.ppt

  16. 1 2 3 Definition and using standard tasks Task container • Each task container already contains the workflow system elements and any additional elements for the method parameters of the referenced object method • You have to add additional elements to the task container if: • Additional values are required for variable replacement in the work item text, in the task description or in the other texts • Additional information is required to resolve a default rule • Values are assigned to the task container at runtime in the following ways: • By initial value assignment • Using binding from the workflow, event, or method container Source: 2008-01-16-Slide Master S&T DACH english.ppt

  17. 1 2 3 Definition and using standard tasks Task container – add element • technical name („Element”) can be used to identify container element uniquely • Data type: select the predefined type (system carries out the necessary entries for the data type) or make the entries manually (for object type or field of structure or dictionary type) Source: 2008-01-16-Slide Master S&T DACH english.ppt

  18. 1 2 3 Definition and using standard tasks Task container – add element • On the tab page Properties, select whether the new element is to be an import and/or an export element. Mark an import element as mandatory if applicable • The values for each of the container elements may be in the form of a multiline list of field values or object references • If necessary, enter an initial value for an import element on the tab page Initial value Source: 2008-01-16-Slide Master S&T DACH english.ppt

  19. 1 2 3 Definition and using standard tasks Creating triggering events • Identify the event by specifying its object type category, its object type, and its name • If you are looking at a task in display mode, whose original system is not the current system, you can create additional triggering events. This creates an extension of the task definition • To activate the type linkage, select the button in column signed with event picture • To define the binding from the event container, select the relevant event line and choose the button Call Binding Editor on the tab page • You can see the properties of the type linkage by selecting the button Event Settings 1 2 Source: 2008-01-16-Slide Master S&T DACH english.ppt

  20. 1 2 3 Definition and using standard tasks Creating terminating events • Tasks that refer to an asynchronous object method must always be defined with at least one terminating event • Tasks that refer to a synchronous object method can also be defined with terminating events • A terminating event always refers to one object for which the event must be triggered • You define the object for which the event must be triggered in a container element in the task container • If the flag Confirm End of Processing is set for a task, the task is terminated immediately when the terminating event occurs Source: 2008-01-16-Slide Master S&T DACH english.ppt

  21. SAP Business Workflow Content Page • Technical principles2 • Definition and using standard tasks5 • Workflow definition steps 20 • Rules 38 2008-01-16-Slide Master S&T DACH english.ppt

  22. 1 2 3 Workflow definition steps Multistep task • A multistep task is a formal framework for a workflow definition • Multistep tasks can be divided into workflow template and workflow tasks • New multistep tasks must be created as workflow templates • A multistep task contains: • reference to a workflow definition • definition of the workflow container • Triggering events Source: 2008-01-16-Slide Master S&T DACH english.ppt

  23. 1 2 3 Workflow definition steps Basic data • Each multistep task is identified by the object identifier WS (for workflow template) or WF (for workflow task) and an 8-digit task number allocated automatically by the system • a workflow is identified by its abbreviation. It can also be used in input fields as a search term • You can make the settings required for the number assignment in Automatic Workflow Customizing • You must specify a package when saving • As cross-client transport object, workflow task are always connected to the transport system • A work item that represents a task is displayed with the work item text • If you do not specify a work item text, the name is used instead • If you want to use expressions in the work item text, position the cursor at the relevant point in the text and select menu Edit->Work item text->Insert variables or push button „Insert variables” on the sub screen „Work Item Text” Source: 2008-01-16-Slide Master S&T DACH english.ppt

  24. 1 2 3 Workflow definition steps Maintenance of agent assignment • There are the same functionality like for the standard task which should be setup • Maintenance of agent assignment • Classification • Description • Workflow container • Triggering events Source: 2008-01-16-Slide Master S&T DACH english.ppt

  25. 1 2 3 Workflow definition steps Workflow definition • Choose the button Workflow Builder on tab page Basic Data of workflow template for workflow definition • You create a step in a workflow definition, for example, to execute a task or to control the workflow • You can insert new step as follows: • In the workflow area, select a step or an outcome • Choose Create in the context menu. The dialog box Step Selection opens • Choose a step type Source: 2008-01-16-Slide Master S&T DACH english.ppt

  26. Workflow definition steps 2008-01-16-Slide Master S&T DACH english.ppt

  27. Workflow definition steps 2008-01-16-Slide Master S&T DACH english.ppt

  28. 1 2 3 Workflow definition steps Types of steps • Process control • The functions Cancel work item or Set work item to obsolete are applied to other work items of the current workflow • Ad hoc anchor • In the definition, you save workflows that can replace this step. At runtime, an authorized user can select one of the saved workflows. The ad-hoc anchor is then replaced by the steps of this workflow • Activity • Execution of a task or subworkflow • Condition • One of two branches defined in the workflow definition is processed. The system makes the decision based on defined conditions. When doing this, this system takes account of information from the context of the workflow or the application objects processed • User decision • The process flow of the current workflow is controlled on the basis of a decision made by the current agent Source: 2008-01-16-Slide Master S&T DACH english.ppt

  29. 1 2 3 Workflow definition steps Types of steps • Document from template • A document is created from a document template • Container operation • Elementary arithmetic operations or value assignments are applied to individual elements of the workflow container • Event creator • An event is created • Form • The data in a container element that refers to a structure can be displayed, processed, or approved as a form • Send mail • The text entered in this step type is sent as an e-mail Source: 2008-01-16-Slide Master S&T DACH english.ppt

  30. 1 2 3 Workflow definition steps Types of steps • Multiple condition • One of several branches defined in the workflow definition is processed. To do this, the system checks the value of a container element in the workflow container • Fork • The processing that follows takes place in a fork. You can define how many branches have to be executed for the fork to be successfully completed, or you define an end condition in the condition editor • Undefined step • No function at runtime. Undefined steps always have an outcome • Loop (UNTIL) • A sequence of steps is processed repeatedly until the defined termination condition occurs • Loop (WHILE) • A sequence of steps is processed repeatedly as long as the defined comparisons apply. The system leaves the loop when the basis of comparison does not agree with any of the comparison values Source: 2008-01-16-Slide Master S&T DACH english.ppt

  31. 1 2 3 Workflow definition steps Types of steps • Wait for event • The system waits for a specific event. The work item is only completed if the expected event occurs. The event can also be triggered by the occurrence of an XML document • Web activity • The content of container elements is sent to a URL unchanged or in the form of a generated XML document. The step can wait for a reply. Communication with a process started by a Web activity is possible. A process started by an XML message can communicate with its caller Source: 2008-01-16-Slide Master S&T DACH english.ppt

  32. Workflow definition steps Activity – single step 2008-01-16-Slide Master S&T DACH english.ppt

  33. 1 2 3 Workflow definition steps Step Activity • The maintenance of an activity is spread across several tab pages • The order of the tab pages defines the recommended sequence of processing • On the tab page Control you define: • Which task is executed in this activity • Binding between task container and workflow container • Who is responsible for processing the activity • The properties and descriptive text of the selected task are displayed • On the tab page Details you define: • Workflow log visualization • Work item response • Processing can be rejected: If the indicator is set, execution of an associated work item can be rejected. The workflow definition is extended by the addition of a branch in which you must model the reaction to this rejection • Advance with dialog: If the actual agent of the preceding step is also a recipient of this step, the step is executed immediately Source: 2008-01-16-Slide Master S&T DACH english.ppt

  34. 1 2 3 Workflow definition steps Step activity • On the tab page Outcomes you define: • determination of the outcomes for which you want to model a reaction. The system determines the outcomes that are displayed on this tab page from the following specifications: • Possible values of the result of the method used in the task • Terminating events of the task • Exceptions for the method used in the task • Step definition • On the tab page Methods you define: • Before method: Executed before execution of the method • Secondary method: Executed at the same time as the method • After method: Executed after execution of the method • On the tab page Work item display you define: • Work item display with an additional tab page • work item preview with graphics or text Source: 2008-01-16-Slide Master S&T DACH english.ppt

  35. SAP Business Workflow Content Page • Technical principles2 • Definition and using standard tasks5 • Workflow definition steps 20 • Rules 35 2008-01-16-Slide Master S&T DACH english.ppt

  36. 1 2 3 Rules Usage • You use Rules in the following cases – transaction PFAC • In a workflow • Within a Web Activity • In a workflow, you can to specify the responsible agent of a step or the recipient of a single-step task • All Organizational Management Objects can be the result of a rule • If rules are specified, you may need to define binding from the task container to the rule container • When defining workflow definition steps that require user interaction, you can use a rule for agent determination to enter the responsible agents and the recipients for missed deadline or completion Source: 2008-01-16-Slide Master S&T DACH english.ppt

  37. 1 2 3 Rules Category • There are various ways of defining rules: • Determining agents using function modules • Determining agents using evaluation paths • Determining agents using organizational data • Determining agents using responsibilities • Determining agents using the organization model • WebFlow rules • Each rule has a rule container that includes the values on which rule resolution is based • Rules are always defined across clients • Rules are always connected to the transport system as cross-client transport objects • When saved, each rule is assigned an eight-digit number by the system that is preceded by AC, which is used for identification purposes Source: 2008-01-16-Slide Master S&T DACH english.ppt

  38. 1 2 3 Rules Container • The rule container contains a rule’s parameters • At runtime, the rule parameters contain the current, context-specific information that forms the basis of rule resolution • the rule parameters constitute "input" for rule resolution • In SAP Business Workflow, binding feeds the rule parameters with values from the workflow container • If a task contains default rules, the system fills the rule container from the task container using binding • If a rule is used in a workflow to determine the responsible agent, the result of rule resolution is stored in the container element _RULE_RESULT and can be transferred to the workflow container by binding Source: 2008-01-16-Slide Master S&T DACH english.ppt

  39. 1 2 3 Rules Definition • When defining an agent determination rule, you specify the following: • Which information must be available so that rule resolution can be performed when the workflow is executed (rule container) • The regulations in rule resolution that are used to determine the appropriate employees (rule category) Source: 2008-01-16-Slide Master S&T DACH english.ppt

  40. 1 2 3 Rules Responsibilities • Category agent determination: Responsibilities: • With this rule category you can select agents based on values from the workflow or the task • To do this, you transfer container elements from the task or workflow container to the rule container using binding • In the rule you define responsibilities that relate Organizational Management objects (job, position, organizational unit, user, and so on) with possible values from container elements in the rule container • Create container element (tab page Container) • Create responsibilities (tab page Responsibilities): With a responsibility you define the container element values that you want to trigger processing by the same users. In the responsibility, you define values or value ranges for the container elements of the rule container. If you wish, you can assign a priority to each responsibility • Assign users or organizational objects to the responsibility (button Insert agent assignment) • If you only want the rule to return users or persons who are directly assigned to the responsibility, set the Personal Rule flag. Otherwise the rule also returns users who are indirectly assigned to the responsibility (for example via an organizational unit) Source: 2008-01-16-Slide Master S&T DACH english.ppt

  41. 1 2 3 Rules Function to be executed • Category agent determination: • You use function modules for defining agent determination rules when very complex selection criteria, which cannot be depicted by other rule categories, are required for agent determination • The function module must enable the following process: • The rule container transferred as the table parameter AC_CONTAINER is read using the macro commands SWC_GET_ELEMENT and SWC_GET_TABLE (you need include <CNTN01>) • The rule parameters are used to determine the responsible agent(s). At its simplest, this sub-program consists of a loop on a (Customizing) table, from which the agent is selected • The table ACTOR_TAB is filled • Example: Function module ‘RH_GET_STRUCTURE’ Source: 2008-01-16-Slide Master S&T DACH english.ppt

  42. BC 2008-01-16-Slide Master S&T DACH english.ppt

  43. Thank you for your attention! Contact Rafał PotockiJunior Consultant The Information Management Group (IMG)IMG Information Management PolskaConsulting Services of S&Tul. Legnicka 51-53PL-54-203 Wrocław telefon: +48 71 78 32 100fax: +48 71 78 32 200email: rafal.potocki@img.com www.img.plwww.img.ch www.snt.at 2008-01-16-Slide Master S&T DACH english.ppt

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