Workflow - I

Introduction to SAP Workflow
India Delivery Centre
Oct 17, 2008 Introduction to SAP Workflow V1.0 1

Agenda
Day By Topic
Day 1 Anita Kembhavi SAP Workflow I
Introduction
Workflow Definition
Organizational Structure
Configuring Workflow
Business Workplace
Day 2 Anita Kembhavi SAP Workflow II

Elements of Workflow Builder
Task Definition
Single Step Task - Standard Task (TS)
Multiple Step Task - Workflow Template (WS)
Containers
Binding

Introduction to Workflow
Problems of Office & administration process

 Long lead times due to high transport and wait times
 Lack of transparency of processes connected to high work
distribution
 Historically grown task assignments
 Inefficient communications between process participants
 Data entered more than once
Goal
 Reorganize your business process
• Introduction to Workflow
Goals of reorganizing Business
Process
 Increase transparency of procedures used

 Increase employees responsibility
 Focus on the interest of the customer
 Better quality management

Why SAP Business Workflow?
Is tailored to customer needs and developments

Is a tool for the automization
of business processes
Is not tied to any particular application
Operates uniformly across applications
Coordinates all participating tasks
Provides users with active support
SAP Business Workflow
SD FI
MM CO
PP AM
QM
R/3 PS
PM WF
HR IS

 You can use the SAP Business Workflow system to

support your enterprise processes in R/3
 The SAP Business Workflow system is able to combine
steps from different applications into one process
 The SAP Business Workflow system supplies the end
user with all the information required for the next step

 SAP Business Workflow is a cross-application tool that

makes it possible to integrate business tasks across
departments, applications and system boundaries
It is a tool that automates business processes in a flexible

and transparent way and maps the individual tasks to the
users so that a push technology informs and helps the users
through the process. Steps which do not require user
intervention are carried out automatically, along with
business logic and escalation procedures.
SAP Business Workflow
Designed to handle all process dimensions
The Process (Business)
The People(Organization)
The Impact (Process
Information)

Business Workflow Features
 Workflow provides a number of tools for defining and

analyzing workflows as well as for monitoring
operation. They are:
» Workflow Builder
» Business Object Builder
» Business Workplace
» System Admin Tools

Business Workflow Features
 Workflow Builder
It is for displaying and making changes to workflows. We can make
Small extensions directly to the original workflows supplied by SAP,
such as carrying out your own agent assignments or changing
deadline monitoring.
Business Object Builder

Business Objects are used to make the functions of the R/3 Systems
available to a workflow, this objects can be defined and analyze here.
These business objects are made available to the workflow in reusable
tasks, thus introducing object Orientation
 Business Workplace
This is the area where the end user receives information about the
activities they are to carry out. This provides them with a central
overview of all the activities that they are authorized to carry out.
They can commence the activities from here.
What can a Workflow
Management System Do?
A Workflow Management System facilitates the

electronic processing of structured processes which
 include a range of activities,
 always occur in a similar or identical form,
 involve several people or departments and
 require a high degree of coordination.
 workflow Management Systems control processes
 according to a predefined model and are especially
 suited to structured organizations.

Workflow Benefits for the End
User
Faster, simpler access to information
Less effort for administrative tasks
Easier learning and understanding of

processes
Workflow Benefits for
Management
Better control Flexible change

 of information 
of processes

of deadlines 
of organizational structure

of service levels 
of underlying technology

of processing costs

Workflow Benefits for the
company
Problems of Office and Administration Processes
Increase production
 Clearing
SAP backlog
Business Workflow
 Distribution of information and work:

Every user gets his work list automatically from the system
Accelerating the processes

 You will get cash discount more often
 Better/quicker reaction to errors
Customers are more satisfied

 Processes are more quickly finished
 Better return on information

Workflow is Not ..!!!!
Simply document administration and imaging;

although Workflow uses both!
Standard E-mail and groupware – although Workflow
uses these! -
Data distribution across multiple systems: EDI / ALE is
used for this purpose but Workflow can support this
option
Screen sequence management within a transaction

Workflow is Not ..!!!!
Management of temporary data, management of “one

time” processes
Repetitive work of a single type, e. g. goods
movements
A tool to fill functionality gaps!

Advantages of Using Workflow

Transparent business processes
 SAP Business Workflow
For modeling
When? and defining

Rules, templates

Organizational principles

At runtime

Current status

of a certain business object

the entire process

Afterwards

Weak point analysis

Optimization and adaptation
Advantages of Using Workflow
.
 Deadline
SAP monitoring (max. processing time)
Business Workflow
When?
 Automatic notification
Task assignment according to responsibility

 Along the organizational structure
 Job description, requirements profile
 Inheritance hierarchy
 Dynamically
 Organizational principles
 Attributes of business objects
 Task assignment according to responsibility

Terminology
Object Event Agent
Step Task Role
Work Workflow Business

item Workplace

Five Questions….?
Who Should ? Do What ?
To What ?
?In What Order?
When ?

Do What? To What?
Step
 Activity / Task
 Execute a Transaction
 Execute a Report
 Execute a Function Module
 Run a Routine in an External System
 Update a Spreadsheet
 Document generation
 User decision
 automatic control steps

Who Should?
Process Organization Business Workplace

Workflow Definition
Org. unit
Job
Dynamic work list at
Position logon! Work items are
User ID runtime versions of
Agent
tasks.
Role
function
Previous
workflow
agents

In What Order
 Workflow Definition
 Controls the Business Process
 Consists of steps
 Can be triggered by
events

When?
 Tells theworkflowthat something has happened

Event  Workflow can be started (triggering event)
 Step can be ended (terminating event)
 Wait step for reacting to an event
 Step type Event creator
Outcome
shows different results of a step
out- out- out-

come1 come2 come3

Organization Plan .
Organizational Plan
–Representation of the task-related, functional structure of the
enterprise.
An organizational Plan is made up of

–an organizational structure, with which the reporting structure
and task distribution are created using organizational units
(departments, for example).
– Staff assignments for each organizational unit, in which the
current persons (employees), users and vacancies are listed.

Organization Plan Terminology
Root Organizational Unit

The highest organizational unit in an organizational structure is the
root organizational unit.
Additional Organizational Unit
Depict the functional units of an enterprise with organizational units
Jobs
Jobs simplify the procedure of creating positions. Jobs are
classifications of functions in an enterprise (administrator, for
example), which are defined by the assignment of characteristics. Jobs
serve as job descriptions, that apply to several positions with similar
tasks or characteristics.
Organization Plan Terminology
Positions
-Positions are specific to your organization
-Multiple positions may perform similar job tasks
-Represents a post which can be occupied by a person (employee) in the
staff assignments of an organizational unit, purchasing administrator, for
example.
-Positions differ from jobs.
-The position automatically inherits the tasks and characteristics of the
job.
Users
By assigning a user to a position you determine
- where an R/3 user is functionally assigned in your enterprise
- which tasks an R/3 user performs
- which R/3 users are to be forwarded tasks in a workflow
Example for Organizational
chart
C om pany P Q RS Additional
Organizational Unit
F I D e p ra tm e n t P u r c h a s in g D e p a r tm e n t H u m a n R e s o u rc e s
A c c o u n t s P a y a b le C le rk P o s it i o n f o r c o n t r o l l e r o f P l a n t A A d m i n is t r a t i o n
Position User
s M s A M r X F a c ilit ie s a n d s e r v ic e s
P o s i t io n f o r C o n t r o l l e r o f P l a n t B
M s B M r Y
User Positions Additional Organizational Unit Root organizational unit

Steps to create Organizational
Plan
Create root organizational unit
Create additional organizational

units
Create Positions
Create Jobs
Assign Users/Holders

Create Organizational Unit
Search Area
Overview Area
Detail Area
Selection Area
Uses of Organizational
Management
Workflow refers to current organization

Automatic routing adjustments are made for
employee changes or reassignments
High flexibility with regard to organizational changes

Business Workplace
Business Workplace
 Work items are displayed to the user for execution in

their Business Workplace. Work items are instances of a
workflow at runtime. Their are various types of work
item. Only certain types are displayed in the Business
Workplace.
Work list as interface for end
user

Business Workplace
Business Workplace -
Display Replace Forward Resubmit

Reserve
Execute

Work Item - Functions

Execute the work Item

Display Workflow Log
Workflow Log

Workflow Log

View With Technical Details
Tech details
Graphics

Graphical Log

Work Item Display

Technical Work Item Display

Unit Test Workflow
Test

History of Work Items

Configuring Workflow
The function automatic customizing allows you

to maintain SAP Business workflow standard
settings.

Problem with Workflow?

Required Workflow
Authorizations
S_WF_ALL - All SAP Business Workflow

authorizations
S_WF_PROCORG - Template of a profile for a
process organizer
S_WF_USER - Template of a profile for a
task agent
S_WF_WFADMIN - Template of a profile for a
workflow system
administrator

Agenda
Day By Topic
Day 2 Anita Kembhavi SAP Workflow II
Elements of Workflow Builder
Task Definition
Single Step Task - Standard Task (TS)
Multiple Step Task - Workflow Template (WS)
Containers
Binding

Workflow Architecture
Organizational unit
Positions Who is executing the
Roles User processing steps?
Activity (Organization
groups Management)
Which steps does the

process contain?
(Workflow Builder)
Methods For example Attributes Business

Purchase object type level
Events BAPI (Business Object
Repository)
What is started?
ABAP of
different
applications

Workflow Project Steps
Identify the Business Process
Does an SAP
workflow already
Yes No
exist in the
standard system?
Use the SAP workflow 1. Create the workflow
2. Implement the workflow
3. Test the workflow

Areas of Workflow Builder
Steps Workflow Definition
Overview
Container
Tasks
Document
Templates
Step Types
Messages

 The workflow definition is created in the Workflow

Builder and is displayed graphically in a network.
 The Workflow Builder is subdivided into the following
areas:
Steps:
Tree structure with sequence of workflow steps.
The corresponding step definition can be called
by double-clicking on a step.
Container:
Variables of the workflow interface. You can
generate, change, display, delete, and rename
container elements from the context menu.

Task:
You can display all tasks and workflows that are
relevant to your workflow and transfer them to
your workflow definition by double clicking
Document templates:
Displays existing document templates.
Overview:
Display of the whole workflow definition.
Step types:
All available step types for Drag&Drop into the
workflow definition.
Message:
All messages generated in where-used lists and
workflow tests are displayed here.
Workflow Definition : Steps
Workflow Definition Step

in Workflow Builder
Business activity
Activity
 Arrangement of steps
User decision in sequence or in
Document from template parallel processing
Web activity  If required:
Deadline monitoring for
Internal process control individual steps
Condition  Choose and name
Multiple condition corresponding outcome
Event creator for each step
Wait steps
Container operation
Loop (UNTIL)
Loop (WHILE)
Fork

 A workflow definition is made up of individual steps in a

modular fashion. When creating a step in a workflow
definition, the step type must be specified first.
 The following step types exist:
- Steps that relate to business activities: Activity, user
decision, document
from template, Web activity
- Steps for internal process control and monitoring:
Condition, multiple condition, loop,fork, container
operation, event creator, wait step
 The steps can be arranged in series or in parallel
processing.

 The processing sequence of the steps depends on the

result of the respective preceding step
 The possible results of a step are usually derived from
the underlying business function and are specfied in the
workflow step on the tab page 'Outcomes'
The system enters another branch to the processing chain
for each possible outcome
 In the graphical display, all steps and events have certain
symbols depending on their type

WS and TS
Workflow template
Workflow Task types:
Definition
Workflow template
(WS)
Tasks
Task (TS)
Organizational
plan
Object type
Attribute Method
SAP functions

Task Types
 There are 2 main types of tasks:

 Tasks - abbreviation TS, reference one method of an object
type and represent one step in the business process
 Workflows - abbreviation WS, represent the business
process and consist of a sequence of individual tasks and
control steps
 The following questions have to be asked for a new task:
 Who will carry out this work?
 What work has to be done?
 What should the notification text look like?
 Do I need additional flags or settings?
For example, "Terminating events".

Tasks
Task
Standard task
Reference to object TS
method or
manual activity
Workflow
Workflow template
Reference to WS
workflow definition

Tasks
From an organizational perspective, tasks are the central

element in the workflow system.
Tasks are used to describe a business process. Tasks can
be executed one after the other in the business process.
Parallel steps can, however, also be defined.
Tasks are designed as client-independent and time-
independent, reusable modules.
Tasks are generally executed in the context of a workflow
definition. In exceptional cases, they can also be explicitly
triggered without being included in a workflow.

Tasks
Like tasks, workflow templates are also client-

independent and time-independent.
You may find workflow tasks (WF) and customer

tasks (T ) in your system. They are client-specific and
have a validity period.
Note: You cannot include customer tasks (T ) in a

workflow template.

Integrating a Task in a
Workflow
. "Activity" step type in a
Call the Workflow Builder workflow
Choose the Activity step type
 In the workflow step, enter ... refers to a task
 A task abbreviation or
Activity 1
 A workflow abbreviation
 Specify names for the outcomes of the
step
(How does the task/workflow end)
Multiple outcomes
 Ensure binding for data exchange between
task container and workflow container
... refers to a workflow
 Define agents
 Draw up a deadline escalation when Activity 2
required
Multiple outcomes
Workflow
 A step in a workflow can refer to an activity.

 An activity with a single triangle links to a task
 An activity with three triangles links to a workflow (the
associated workflow is called a "subworkflow")
 The binding defines the data exchange between the
different containers in a workflow.
 Every time you integrate a task into a workflow, you
have to make sure that the correct data is transported
into the task container when the work item is started
and back to the workflow container when the work item
is completed.

Workflow
 You determine the work item recipients for this step in

the section "Agents".
 If they can execute the underlying tasks, these recipients
receive the work item in their Workplace.
 On the "Notification" tab page, you can specify a
recipient who receives a message when the step is
completed. The notification text is defined in the
underlying task.
 There are two main deadline escalation procedures,
“simple” and “modeled” deadlines.
 You can define special recipients for the “simple”
deadlines.

Container: Definition/Runtime
 Table like data structure used for

Field values
Object references Runtime: Object reference to object type
in accordance with data type reference
Element Description Data type reference Value

Object type Table field
Form Notification of
absence FORMABSENC
Agent Agent in WFSYST-AGENT
workflow
Data type reference to field Runtime: Value has data type

in ABAP Dictionary in accordance with
data type reference
Data type reference to object type
in Object Repository
Definition Runtime
Container: Definition/Runtime
 Containers are table-like data structures.

 Containers are exclusively used for accepting
attribute values, constants, and object references for
control and monitoring, for the workflow process
and the execution of work items.
 As a customer, you can enhance container
definitions at any time.

Workflow container elements
Container element Meaning, use

_WF_Initiator Initiator of the workflow (user name)
_WF_Priority Priority of the workflow execution
_Attach_Objects List of attachments for the work item.
Used internally by the workflow system.
_Adhoc_Objects List of objects inserted ad hoc (object
references)
Used internally by the workflow system.
_WI_Group_ID Object reference as grouping criterion
_Workitem Object reference to the work item (to the
workflow itself here)
Name
Workflow system administrator
Creation date and time
Status

Binding
What data has to be

 Question at definition time:
transferred to support the
 Definition of modeling and assignment
process?
rules which are implemented at runtime for
 Transferring data from
one container to another
container Workflow Task
container container
 Assigning (initial) values
to some container
elements
 Runtime
 Binding definition is executed at runtime
 This means data is moved
from one container to
another

Container and Binding
Directions
Workflow task
Workflow Event container

container Task container
Role Event Method
Role Event Method

parameter parameter parameter
container container container

Binding ….

Advantages of Using Workflow (2)
Example for anWorkflow
SAP Business Organizational Chart •Upper part of the dialog box: Proposal for new container
When? elements in the workflow container.
The system proposes that you create a local container
element in the workflow container, which can store the
reference to the notification of absence created in this
step.
Lower part of dialog box: Proposed

binding definition
The system proposes that you
define a binding from the task
container to the workflow container.

Container Elements
 The task container always contains an element that can store the
reference to the object to be processed in the respective single-step task
(_WI_Object_ID). It also contains the element "_WI_Actual_Agent". This
is the agent who actually executed the work item. For synchronous tasks
with a defined result parameter, the ‘_WI_Result' element can store
the result of the underlying object method.
 The workflow container always contains an element that can store the
user name of the “initiator” of the current workflow (_WF_Initiator).
 The event container always contains an element that can store the (object)
reference to the object whose change of status is announced using the
event '_EVT_Object'. It also always contains an element with the name of
the user responsible for changing the status of the object
('_EVT_Creator').
 The role container contains the elements required as input in connection
with the role resolution to be run at runtime.
If a default role is defined for the entry, the binding can also begin from
the entry in the role.
 The method container contains elements which are import parameters in
connection with the method execution.

How Does Data Reach the
Containers?
 Workflow container
 From the container elements of the triggering event
 From the export parameters or results of a task
 From a container operation step
 By entering initial values
 Task container
 From a terminating event
 From method parameters
 By entering initial values

Where Container Elements Are
Used
 Work item text
 Task description
 Missed deadline texts
(deadline, latest start, desired end)
 Notification text
 Export interface to the object method
 Export interface to the task
 Export interface to the role
 Container operations
 Secondary methods
 Condition Editor
 Start conditions for events
Events: Defined for Object Type
Parked document posted

Recruitment freeze
Object type
Budget limit reached
event
Order canceled
Project milestone reached

Customer master data changed
 An event describes a possible change in status of an object in R/3.

 Before an event can be used in a workflow, it must be defined for
the object type in the Business Object Repository.
 Events must be triggered explicitly.

Deadlines
 Deadlines available  Each deadline has

 Requested Start  An individual
 Requested end reference point
 Latest end  A notification agent
 Latest start for deadline monitoring
(exception: Requested
start)
 A notification text
(exception:Requested
start)

Agent Assignment
Process Organization
workflow definition Business
Org. unit Workplace
Job
Worklist
Position
Prio Tasks Date
User ID
1 Approve Form Mar 1
Responsibility 2 Post Invoice Mar 25
Role 3 Post Invoice Apr 5
function
Previous
workflow Your worklist can display
agents: all work items for which
you are a recipient

Agent Assignment
 Transaction – PPOM / PPOS

 The workflow system only enters this work item once in the work
item list.
 All recipients can view this work item by refreshing their worklist.
 You have the option to make fixed agent assignments. These include
- Members of organizational units
- Owners of positions
- Owners of positions who have inherited tasks from job assignment
- SAP users
 They can refer to variables (output) of the workflow container.
For example, you can save the agent for the 1st workflow step in a
variable of the workflow container and enter this variable in the 5th
step of the workflow as the agent for that step.
 Another possibility are agents who are found dynamically at
runtime using a role. According to runtime entries that are
transferred into the role container, a role function module
determines responsible users, for example, the superior of the
workflow initiator.
Agent Assignment
 Organizational unit
– Organizational object (object type key O), which forms the
basis of an organizational plan. Organizational units are
functional units of an enterprise. Depending on how tasks are
distributed in an enterprise, these can be departments, groups
or project teams.
 Position
– Organizational object (object type key S), which is used to
distribute tasks to different posts in an organizational plan as
well as to model the reporting structure between posts.
Positions are concrete and are occupied by holders (employees
or R/3 users), purchasing administrator, European sales
manager or secretary in the marketing department, for
example.
 Job
– Organizational object (object type key C), that is used to create
positions when you are creating an organizational plan.
Example1: Role “Superior…”
 Role: Possible
Possible agents:
agents:
Restriction of possible agents Group
Group of
of all
all
according to organizational model managers
managers
 Standard Task (Definition):

Approve notification of absence
 Linked to job: Head of department
 Role (agent): Superior...
 Parameter for role: Employee Responsible

Responsible agent:
agent:
 Work item (activity at runtime):
Approve notification of absence 4712
Employee: Marcus Adams
Evaluation of organizational plan
Superior: David Boss

Example2: Role “Invoice
verification Clerk…”
 Role: Customer names Invoice verification clerk
Restriction of possible agents A-G
according to organizational model
 Possible Agents of Task:

Post document
Linked to job:
Invoice verification clerk
 Role: “Find invoice verification clerk”

2 Parameters: Customer
- Customer name names
- Invoiced amount H-N
Customer names
 Work item (activity at runtime): O-Z
Post document 4712
Customer - Manley Corp. Invoiced amount: < $ 50,000
Invoiced amount - $ 258,300
Invoiced amount: > $ 50,000
Example for Object Type
Object Type
Methods
ZEMPLOYEE
Interfaces Create
Key Fields Display
Emp Id
Update
Attributes
CalculateSalary
Name
Allocate Project
Date of Birth
Move Out
Address
Base Salary
Events
Variable Comp
Joined
Current Project
Methods AllocatedToProject
Events Resigned

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Introduction to SAP Workflow

India Delivery Centre

Oct 17, 2008 Introduction to SAP Workflow V1.0 1

Day 2 Anita Kembhavi SAP Workflow II

Oct 17, 2008 Introduction to SAP Workflow V1.0 2

Problems of Office & administration process

 Increase transparency of procedures used

Oct 17, 2008 Introduction to SAP Workflow V1.0 4

Is tailored to customer needs and developments

SAP Business Workflow

Oct 17, 2008 Introduction to SAP Workflow V1.0 5

 You can use the SAP Business Workflow system to

Oct 17, 2008 Introduction to SAP Workflow V1.0 6

 SAP Business Workflow is a cross-application tool that

It is a tool that automates business processes in a flexible

Designed to handle all process dimensions

The Process (Business)

Oct 17, 2008 Introduction to SAP Workflow V1.0 8

 Workflow provides a number of tools for defining and

Oct 17, 2008 Introduction to SAP Workflow V1.0 9

Business Object Builder

A Workflow Management System facilitates the

Oct 17, 2008 Introduction to SAP Workflow V1.0 11

SAP Business Workflow

Faster, simpler access to information

Less effort for administrative tasks

Easier learning and understanding of

Better control Flexible change

Oct 17, 2008 Introduction to SAP Workflow V1.0 13

 Distribution of information and work:

Accelerating the processes

Customers are more satisfied

Oct 17, 2008 Introduction to SAP Workflow V1.0 14

Simply document administration and imaging;

Oct 17, 2008 Introduction to SAP Workflow V1.0 15

Management of temporary data, management of “one

A tool to fill functionality gaps!

Oct 17, 2008 Introduction to SAP Workflow V1.0 16

Problems of Office and Administration Processes

Task assignment according to responsibility

 Attributes of business objects

 Task assignment according to responsibility

Oct 17, 2008 Introduction to SAP Workflow V1.0 18

Object Event Agent

Step Task Role

Work Workflow Business

Oct 17, 2008 Introduction to SAP Workflow V1.0 19

Who Should ? Do What ?

Oct 17, 2008 Introduction to SAP Workflow V1.0 21

Oct 17, 2008 Introduction to SAP Workflow V1.0 22

SAP Business Workflow

Process Organization Business Workplace

Oct 17, 2008 Introduction to SAP Workflow V1.0 23

Oct 17, 2008 Introduction to SAP Workflow V1.0 24

 Tells theworkflowthat something has happened

out- out- out-

Oct 17, 2008 Introduction to SAP Workflow V1.0 25

An organizational Plan is made up of

Oct 17, 2008 Introduction to SAP Workflow V1.0 26

Root Organizational Unit

User Positions Additional Organizational Unit Root organizational unit

Oct 17, 2008 Introduction to SAP Workflow V1.0 29

Create root organizational unit