SAP Business Workflow Introduction

0.2 The mySAP.com Workplace is the ideal solution for occasional workflow users. It provides a central access point, but has minimal desktop requirements.

Course MY301 deals with the mySAP.com Workplace.

The SAP intranet help portal with the mySAP.com Workplace documentation can be found at http://helpportal.wdf.sap-ag.de:1080.

The mySAP.com Workplace documentation is currently only available as HTML help, not plain HTML.

The mySAP.com Workplace works with:- All mySAP.com Components- R/3 as of Release 3.1H- Non-SAP components

Customizing activities for the mySAP.com Workplace

Setting-up the logical destinations

Setting-up the ITS

Central settings for the Workplace

Setting-up roles/assigning users to roles

1 1.2 1.3 1.4 1.5 The Business Workplace is part of the SAP Business Workflow runtime environment. The employees responsible receive the documents and work items for processing in the Business Workplace.Once a task (= a work item) has been executed and completed, the process can be continued.

Using the structure of organizational units, which define roles and responsibilities in the enterprise structure, the work required for a given process is routed to the appropriate agent.

The worklist contains all the work items (all the activities to be processed) assigned to this user. The Business Workplace is therefore the most important interface for an employee in their day-to-day work.

In addition to the worklist (list of work items), the document inbox (e-mail, Internet mail and fax) is also displayed in the Business Workplace. This simplifies an employee's access to the information that is important to them.

1.6 The Business Workplace has three screen areas:

Overview tree

On the left side of the Business Workplace, you find the overview tree. You can choose work items to be executed, workflows you have started or documents.

Worklist

The worklist is displayed in the upper right corner of the Business Workplace screen when you select the folder Workflow. The system groups entries of this folder automatically. There are special folders where you can find work items that are overdue, or missed deadline work items. If you select Inbox within the overview tree, you will see all work items and documents in this screen area.

Work item preview

In the lower right corner of the Business Workplace screen , the work item selected in the worklist is displayed in a preview. Not all the functions of the work item display or the workflow log are available. It is possible to execute a user decision from the work item preview.

A user exit can be used to configure the work item preview to suit your individual requirements. The example above shows the work item preview of a demo workflow.

1.7 The work items can be executed directly from the worklist. The applications in question are started and provided with the data required when you double-click.

Recipients can display the attachments of the work item and add new ones. You can attach many types of document to a work item, including SAPscript documents, Microsoft Office documents or Internet pages.

The workflow system determines the recipients of the work item. All selected recipients can see and (potentially) execute the work item in their Business Workplaces. But only one user can actually execute the work item. So, once a user starts execution, the other recipients can no longer execute the work item.

A recipient can reserve a work item. A reserved work item can only be executed by the user who reserved it. If you choose Replace, you release the work item from its reserved status and make it available again to all the selected agents. The work item status is then reset to "ready".

You can specify that the completion of processing of a workflow step is to be confirmed explicitly. After a work item is executed, a dialog box is displayed in which you can complete the execution of the work item. If you choose Cancel at this point, the work item remains in the worklist and is set to executed. Within the worklist, you can choose Set todone for work items with the status executed. Until this occurs, the work item can be executed or forwarded repeatedly.1.8 The content of the worklist is compiled on a user-specific basis, so the worklist displayed always corresponds to the appropriate role, which can change according to the organizational assignment of the employee. The worklist is therefore not compiled until the Business Workplace is called by the user.

R/3 buffers the organizational assignment data for a user the first time the user logs on, and compiles the worklist according to this data each time it is called.If a new task is assigned to the user after this buffering, they can see the work item in their worklist, but cannot execute it. They receive the message User cannot reserve the work item. If this occurs, refresh the organizational environment.In the Business Workplace, choose Settings -> Workflow settings > Refresh organizational environment.

You can forward a work item to another user for execution. The 'Properties' of a task dictate whether you can forward a work item to the possible agents or to all users. You can also make the work item available to users who are not recipients.

You can resubmit a work item if you want to execute it at a specific point in time in the future.

1.9 You can configure the worklist individually by selecting the fields to be displayed. Choose the arrow next to Select layout. Change the layout (select the fields that are to be displayed using the arrow buttons), save it and select it.

There are six dynamic columns available too. The data displayed in these dynamic columns can be configured for each task individually. 1. Define dynamic columnsSAP EASY ACCESS -> Tools -> Business Workflow -> Development -> Definition Tools -> Worklist Client -> Dynamic Columns for WorklistYou can then choose the desired fields from the variables of the interface of a task, and specify column names. 2. Under Grouped according to task in the workflow inbox in the Business Workplace, choose the task for which you have created a dynamic column.Then determine a personal layout using the Select layout icon.Your dynamic columns are among the selectable columns, and you can use Drag&Drop to put them into the display wherever you want them.

Dynamic columns are not possible in the Web inbox or the MiniApps of the mySAP.com Workplace.

1.10 To create and activate a substitution, choose:SAP EASY ACCESS -> Workplace icon (or Office -> Workplace) -> Settings-> Workflow settings -> Maintain substitute/Activate substitute

To actively adopt or end a substitution, choose:SAP EASY ACCESS -> Workplace icon (or Office -> Workplace) -> Settings-> Workflow settings -> Adopt substitution/End substitution

If you define a substitute as a substitute for a position, they only receive the work items if the agents were determined using the position.Example 1:The task step in the workflow underlying a work item has the position assigned.The substitute for the position receives the work item.Example 2:The task step underlying a work item has a role assigned and this role determines a user. The substitute does not receive the work item.

Recommendation: Every user should maintain a personal substitute. This substitute can then adopt the substitution if, for example in the event of an accident, there was no time to activate a substitute.

As of 4.6C, it is also possible to maintain substitutes in the Web inbox.

1.11 The standard work item display hides the technical information not required for normal day-to-day tasks.

The fact that attachments appear and can be called immediately makes it easier for the user. The work item description is also integrated, making SAPscript formatting possible.

The priority can be changed on the spot.

All additional information (such as users, attachments) can be called by clicking on a link.

The work item display contains the tab pages Basic data and Available objects as standard.

The work item display can be extended by the addition of a user-defined tab page.

1.12 The technical work item display contains technical information, such as:

Work item ID

Messages

Containers

Attachments do not appear immediately and have to be called using pushbuttons.

The work item can be changed.

This work item display can be used for diagnosis. You see the work item ID, the deadlines and can access all the technical information.

To access the technical display, choose the following:Settings -> Workflow settings -> Personal settings: Work item display - Technical view.You can also go to the technical view from the standard view by choosing Goto - Technical work item display.

1.13 1.14 The workflow log contains all information about a business process.

Dependent on the role there are different views:

Standard view, this view is available in different forms:

Chronological: What was done by whom and when?

Agents: Who did what activities and when?

Objects: Which objects were processed by whom and in what way?

Technical view

Graphical workflow log

The workflow log answers the following questions:

What is the status?

Who fulfilled a specific task?

What kind of information led to a specific decision?

The log gives access to more detailed information up to the work items or the contents of attached documents, and so on.

Within any view, you can call additional, technical information, such as error information, conditions for task routing or even container elements (internal workflow information).

1.15 The workflow outbox enables an agent to access the work items they have executed at a later date.

The agent also has an overview of the work items they have forwarded to another agents.

1.16 The workflow system supports various clients.Workflow users can opt for various clients without the workflow definition having to be changed.

For those users who, as SAP powerusers, process all types of work item, SAP GUI for Windows is the best user interface as far as usability and performance are concerned.Personal settings such as dynamic columns, preview and layouts are only possible in this inbox. It also offers all functions that can be executed on work items.

Those employees who only receive work via work items a few times a year will display these work items in their standard mail system or mySAP.com Workplace.

It is possible to display work items in standard mail systems, such as Outlook or (as of Release 4.6C) Lotus Notes.There are conditions for execution. (See the unit 'Outlook Integration'.)

A report can be scheduled in the system, which sends a notification to a user's mail address maintained in the system when the user receives a work item in their Business Workplace in the R/3 System.

1.17 The e-mail text is derived from the description text of the task underlying the work item.

The program also offers the option of including the URL address of the Web inbox of the R/3 System with the e-mail.

You can use transaction SCOT to establish whether the processes required are running in the system.You can also initiate the send process from there.

The send process is called RSCONN01.

Refer to note 200996 if you want to send missed deadline work items.

1.18 MiniApps are small applications that speed up access to information and functions required on a daily basis.

MiniApps are provided as self-contained Web documents by the Workplace Server using a URL. The Workplace architecture supports various MiniApp solutions, as well as data exchange with different servers. It is therefore open to software from other providers.

MiniApps are part of the mySAP.com Workplace solution provided centrally. The first preconfigured SAP MiniApp is provided with Release 2.0 of the Workplace. The customer can also create their own MiniApps and link them to the business role specifications. MiniApps can also be used to access data from SAP components and components from other providers.As of Release 2.0 of the Workplace, it is also possible to create MiniApps using Web reporting.

The relevant user role determines what MiniApps are displayed in the individual mySAP.com Workplace.

The Workflow Inbox is available as a MiniApp in the Workplace. It selects all the work items from SAP Systems with Release 3.1H and higher. The user can choose between the views Inbox, Outbox, and Resubmissions. Work items can be processed.

1.19 The mySAP.com Component systems to be integrated into the Workplace must be at least Release 3.1H. The additional software must also be installed for the Workplace.

R/3 is Internet-compatible as of Release 3.1I.

Most mySAP.com Components can be integrated into the Workplace Server by specifying a target system for the role-specific menu.The Workplace user can then access the transactions and reports released for them.

Components that can be integrated :BW (Business Information Warehouse), ESS (Employee Self-Service), BBP (Business-to-Business Procurement), APO (Advanced Planner & Optimizer), CRM (Customer Relationship Management), CFM (Corporate Finance Management), SEM (Strategic Enterprise Management)

External services can also be integrated into the Workplace.The URL is incorporated into the role specification for this purpose. If the URL is created dynamically, the creation rules may be stored on the Workplace Server.

1.20 The Workflow Inbox is the only MiniApp supplied in Release 2.0 of the mySAP.com Workplace.Around 50 MiniApps are supplied in Release 2.1.

The systems scanned for work items are maintained in tables SWLIGL and SWLIAG.

1.21 mySAP.com is based on a simple architecture that can be extended at any time. Component overview:End user: Web browserMiddleware: - Web server- Internet Transaction Server (ITS)- ITS plug-ins (such as SAP GUI for HTML)Server:- Basis technology- User management- Role administration- Infrastructure management

The slide shows how the Workflow Inbox is compiled and how it is connected to the various Customizing settings.

The Workplace ITS server is responsible for displaying the inbox in accordance with the Customizing settings. (4) It translates the results of the query from the satellite systems into URLs for the inbox. It also generates HTML code to display workflow MiniApps.

1.22 1.23 Business Workplace Exercises

Unit: Business Workplace

Topic: Using the Worklist

At the conclusion of these exercises, you will be able to:

Use the worklist functions for workflow activities and monitoring work items

The user interface for a workflow is the Business Workplace.

Different users have different requirements. Here you will learn how you can take these into consideration when working with the Business Workplace and the configuration options.

The inbox of the Business Workplace contains folders for documents, which contain e-mails, Internet mails, fax messages, and work items. The content of the workflow folder is called the worklist.

The worklist contains all the work items (all the activities to be processed) assigned to this user.

The Business Workplace is therefore the most important interface for an employee in their daily work with workflow.

1-1First, ensure that you can use the Business Workplace functions. To do this, you need to have a few work items in your worklist. Executing a template puts work items in the worklist.

1-1-1To do this, log on to R/3 as the employee WF-CLERK-## and execute the notification of absence workflow. When the form is displayed, fill it out and save it. The form is put in the managers Business Workplace for review. Log on as the manager WF-MGR-## and carry on with the exercise.

1-1-2Review the information displayed for the work item(s) in the worklist. Note that some information is displayed in text form and some in graphical symbols. What do the symbols displayed in your worklist for the work items represent?

____________________________________________________________

____________________________________________________________

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1-2Review the organizational assignment for the work items in your worklist for the following critical information:

1-2-1What name is maintained in the user address?

________________________________________________________

1-2-2What is the organizational unit?

________________________________________________________

1-2-3What are the position and position description?

________________________________________________________

1-2-4Review the staff assignments.

1-3Display some detailed information about the work item.

1-3-1Display some of the options available for processing a work item.

1-3-2Display the associated task.Display the selected agents.

1-4Display the statuses of your work items in the worklist.

1-4-1What are the two options available for displaying a work item status?

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1-4-2What statuses do the work items in your worklist have?

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1-5Create an attachment for your work item providing text information to be displayed with your work item.

1-6Displaying the log

1-6-1Review the flow logic of the underlying workflow.

1-6-2Display the information from the technical log for the workflow.

1-7

Technical data

1-7-1 Switch the view to a 'technical view' on the work item.

1-7-2 What task was started and what is the name of the underlying workflow?

1.24 Business Workplace Solutions

Unit: Business Workplace

Topic: Using the Business Workplace

1-1First, ensure that you can use the Business Workplace functions. To do this, you need to have a few work items in your worklist. Executing a template puts work items in the worklist.

1-1-1To do this, log on to R/3 as the employee WF-CLERK-## and execute the workflow task from the workflow area.

From the SAP Easy Access menu, open the folders:Tools ( Business Workflow ( Development ( Environment.Double-click on "Demo: Fill Out Form"

This starts the notification of absence. When the form is displayed, fill it out and save it. Fill out the form a second and a third time.

This puts the forms created into your superiors Business Workplace. Log on to R/3 as the manager WF-MGR-## and display the work item that appears in the worklist.

From the SAP Easy Access menu, open the Office folder.Double-click on "Workplace".

You can also display your Business Workplace from the SAP Easy Access menu by choosing Menu ( Business Workplace or .

Open the Inbox folder and click on the Workflow folder.

1-1-2Review the information displayed for the work item(s) in the worklist. Note that some information is displayed in text form and some in graphical symbols. What do the symbols displayed in your worklist for the work items represent?

Position the cursor on a column header or a symbol. You will receive a text describing what it represents.

1-2Review the organizational assignment for the work items in your worklist for the following critical information:

1-2-1What name is maintained in the user address?

1-2-2What is the organizational unit?

1-2-3What are the position and position description?Choose "Settings ( Workflow settings ( Display organizational assignment"

1-2-4 Review the staff assignments.Select the organizational unit and click on the 'Choose' icon (magnifying glass symbol)

1-3Review some detailed information about the work item.

1-3-1Display some of the options available for processing a work item.

In the Business Workplace of WF-MGR_##, position the cursor on the work item title and choose .On the Display work item screen, display the options available for a work item under the menu option 'Work item'.

1-3-2Display the associated task and the selected agents.

Display work item ( Goto ( Agents -> Selected agentsDisplay work item ( Extras ( Display task

1-4Display the statuses of your work items in the worklist.

1-4-1What are the two options available for displaying a work item status?

In the worklist the status is displayed as an icon in the Status column.On the Display work item screen (select work item and click ), the status is displayed in the Status text line.1-4-2What statuses do the work items in your worklist have?

Use one of above methods.

1-5 Create an attachment for your work item providing text information to be displayed with your work item.

Note that there is a "Create attachment" button on the Display work item screen, and that the "Attachment" symbol appears in the menu bar of the Business Workplace of WF-MGR-##. Click on the icon next to symbol. You can now display, create, change or delete the attachment. You can also position the cursor on the work item title and right mouse click to display, create, change, or delete an attachment using the pull-down menu.

1-6Displaying the log

1-6-1Review the flow logic of the underlying workflow.

From the worklist or the work item display screen, choose . The flow logic is part of the tab page "View: Workflow Chronicle".

1-6-2Display the information from the technical log for the workflow.

On the "Display work item" screen, choose the [Workflow log] button. Then choose "Goto ( List with technical details".

1-7

Technical data

1-7-1 Switch the view to a 'technical view' on the work item.

Choose "Settings ( Workflow settings ( Personal settings -> Work item display 'Technical view'

1-7-2 What task was started and what is the name of the underlying workflow?

Display the work item in technical view -> Extras -> Technical data(C) SAP AGBC6006-1