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WORKFLOW

It is the automation of business procedures during which documents, information or tasks

are passed from one participant to another in a way that is governed by rules or

procedures.

ADVANTAGES OF USING WORKFLOW

a. Duration of the process is reduced dramatically.

b. The process definition becomes transparent i.e. everyone knows what they are doing and

why.

c. Each process instance is transparent. During the process run and afterwards you can

track who did what, when.

d. The process is under control. We can change the definition on the fly to improve it or

react to sudden changes in the environment.

STEP TYPES

ACTIVITY Execution of a task. This task can be a single-step task or a Multistep task

WEB ACTIVITY The selected container elements are posted using the http protocol in an XML

or SOAP message. This step can also wait for a message reply.

DOCUMENT

FROM TEMPLATE

Step type in a workflow definition for creating documents on the basis of

user-defined templates at runtime. The documents can be created with

programs that are installed on the local PC and are OLE-compatible, 32-bit,

Windows applications (for example Microsoft Word 97).

LOOP (UNTIL) Repeated processing of steps within the workflow definition.

UNTIL and WHILE are available as loop types.

LOOP (WHILE) Step type in a workflow definition for processing a sequence of steps

repeatedly at runtime as long as the comparisons defined in the step definition apply. To make the decision, the workflow system checks the value of a basis of comparison (= expression from the workflow

container) against the defined comparison values. The first check is made before the loop is processed.

SEND MAIL The text entered in this step type is sent as an E-Mail. The task

required and the necessary bindings are automatically created by the workflow system.

CONDITION Step type in a workflow definition to execute one of two defined paths in the definition. ("Two-way fork"). The Workflow system decides on

the path on the basis of the defined conditions and information contained in the Workflow container as values.

You define conditions using the conditions editor, which allows you to define complex and multilevel conditions.

MULTIPLE

CONDITION Step type in a workflow definition to process one of more defined branches of the workflow definition at runtime. This is based on

information from the context of the workflow or the objects processed. The value of the basis of comparison (expression from

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workflow container) is checked against the comparison values defined.

EVENT CREATOR Step type in a workflow definition to create an event at runtime

WAIT FOR EVENT The system waits for a specified event. The workitem is only completed if

the expected event occurs. Data from the event container can be sent to the

workflow container using a binding.

CONTAINER

OPERATION

Step type in a workflow definition for performing elementary arithmetic operations or value assignments on individual elements of

the workflow container at runtime.

FORK Arrangement of independent steps in their own individual parallel processing

branches. You can specify that only a proportion of the parallel processing

branches has to be processed in order to continue the workflow afterwards.

Parallel processing can be ended by the specification of a minimum number

of branches to be processed or by the definition of a termination condition.

UNDEFINED Step type without functionality which can be inserted as a placeholder in a

workflow definition. Undefined steps are always followed by an undefined

event. Together they form a unit and therefore ensure the consistency of a

workflow definition. The initial representation of a workflow definition

contains an undefined step and an undefined event. Undefined steps can also

be inserted whenever individual steps are required in a generated block but

still need to be specified according to particular rules

PROCESS

CONTROL

The functions Cancel work item or Set work item to obsolete are applied to

other Work items of the current workflow. It will be useful to cancel any

previous work item.

USER DECISION In User Decision Title (Max. 80 Chars). 4 User parameters from workflow

container can be substituted. [Substitution by position].

Ex : Title : Leave Approval Done by &Workflow Version& Sales Order

Number &Customer No&

P1 : &Wf_Initiator& P2 : &WF_Version&

P3 : &Sales.Salesdocument& P4 : &Sales.OrderingParty. Customer No&

Result :

Title : Leave Approval done by US KAAV02 workflow Version0000 Sales

Order No. 7343 Customer No. 470.

AD HOC ANCHOR U specify workflows that can replace this step. At runtime, an authorized

user can select one of the specified workflows. The steps of this workflow

then dynamically replace the Ad Hoc Anchor.

SUB WORKFLOW An activity that refers to another workflow rather than a task. A binding

from the workflow container interfaces with the sub-workflow container.

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MACROS (INCLUDE <CNTN01>)

For Declaring Purpose:

BEGIN_DATA << Start of the object declaration >>

END_DATA << End of the object declaration >>

For Attributes:

GET_PROPERTY <Attr.> CHANGING CONTAINER

Start of a virtual attribute implementation

GET_TABLE_PROPERTY <TABLE NAME>

Start of the database attribute implementation

END_PROPERTY. - End of an attribute implementation.

For Method:

BEGIN_METHOD <METHOD> CHANGING CONTAINER

Start of a method implementation

END_METHOD - End of a method implementation

For Object Key

SWC_SET_OBJECTKEY <Object Key>.

Sets the object key of the current object. Usually only instance independent

methods use this to return a reference to an object instance of the current

object.

MACROS FOR METHOD EXCEPTIONS EXIT_OBJECT_NOT_FOUND Tells workflow that an object does not exist.

EXIT_CANCELLLED Tells workflow that the user cancelled execution

Of a method

EXIT_RETURN<EXCEPTION><MSG VAR1> <MSG VAR2> <MSG VAR3> <MSG VAR4>

Tells workflow that an error has occurred.

EXIT_NOT_IMPLEMENTED Tells workflow that a method is not implemented.

EXIT_PARAMETER_NOT_FOUND Tells workflow that a mandatory parameter of a

Method is missing.

MACROS TO PROCESS A CONTAINER

SWC_CONTAINER <CONTAINER> Declares a container

SWC_CREATE_CONTAINER <CONTAINER> Initializes a container. The macros SWC_RELEASE_CONTAINER and

SWC_CLEAR_CONTAINER have the same functions.

MACROS TO PROCESS ELEMENTS FROM THE CONTAINER

SWC_GET_ELEMENT <Container> <Container Element> <Variable>

Read Single value element from the CONTAINER INTO A VARIABLE.

SWC_SET_ELEMENT <Container> <Container Element> <Variable>

Write single value element from a VARIABLE TO THE CONTAINER.

SWC_GET_TABLE <Container> <Container Element> <Internal Table>

Read Multiline element from the container into an internal table.

SWC_SET_TABLE <Container> <Container Element> <Internal Table>

Write Multiline element from an internal table to the container.

SWC_COPY_ELEMENT <Source Cont.> < Source Cont.Ele.>

<Target Cont.> <Target Cont. Ele.>

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Copies a container element from a source container to a target container.

SWC_DELETE_ELEMENT <Container> <Container Element>

Deletes a container element.

MACROS FOR CALLING OBJECT METHODS

SWC_CALL_METHOD <Object> <Method> <Containter>

Calls the method of an object. All parameters are passed to / from the

method as contents of the container.

MACROS FOR PROCESSING OBJECT REFERENCE

SWC_CREATE_OBJECT <Object> <Object Type> <Object Key>

Create an object reference from an object type and object key.

SWC_REFRESH_OBJECT <Object>

Invalidates the object reference buffer so that all attributes will be

recalculated when they are next called.

SWC_GET_OBJECT_KEY <Object> <Object Key>

Returns the object key of an object reference. Used in generic object

programming.

SWC_GET_OBJECT_TYPE <Object> <Object Type>

Returns the object type of an object reference. Used in a generic object

programming.

MACROS FOR DELEGATION

SWE_SET_DELEGATION

To delegate.

FUNCTION MODULES

RH_ACT_LEADING_POSITION

RH_GET_LEADING_POSITION

RH_GET_ACTORS (SUPERIORS)

RH_GET_ADDRESS

SWX_GET_MANAGER - Gives the Superior(output from FM)of the user (input to FM).

RH_GET_STRUCTURE

SWD_WFD_REPLICATE_FROM_9999 (When Standard Wf is not there. Execute this

Function Module with IM_TASK = Workflow Number)

ORG. ENVIRONMENT RH_WF_OM_INDICES_TIMESTAMP_RFS Resets the timestamp on all HR buffers

RH_TASK_INBOX_VIEW_REFRESH Refreshes the buffer for the current user only

RH_TASH_AGENTS_INDEX_REFRESH Refreshed the buffer for a particular task ID only

WORKFLOW CONTAINER ELEMENTS (DEFAULT) _Adhoc Objects Adhoc Objects of workflow Instance

_Attach Objects Attachments of workflow instance

_WF_Initiator Initiator of workflow instance

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_Wf_priority Priority of workflow instance

_Wi_group_id Grouping characteristics for workflow instance

_Workitem Workflow Instance

_Wf_version Definition version of this workflow instance

EVENT CONTAINER ELEMENTS (DEFAULT) _EVT_OBJECT Object

_EVT_OBJTYPE Object Type

_EVT_NAME Event of an Object

_EVT_OBJKEY Key Element

_EVT_RECEVIER_ID

_EVT_CREATION_DATE

_EVT_CREATION_TIME

EVENT TRIGGERING

FUNCTION MODULE SWE_EVENT_CREATE or

SAP_WAPI_CREATE_EVENT(External

Commit)

(1). The ID of the event,

(2). The ID of the triggering object type (3). The object type-specific key passed as import

parameters (4) the event container a table parameter.

Special cases, use: SWE_EVENT_CREATE_IN_UPD_TASK

or SWE_EVENT_CREATE_FOR_UPD_TASK

SWW_WI_START_SIMPLE this function module is

used to trigger workflow without BOR by passing the WF

NO directly.

SWEC - Change documents

When change documents are

written

Status changes of objects which are logged as change

documents are reported automatically as events as well.

(W)

BSVW- General Status Mgt.

Event creation upon status changes

The system automatically creates an event for objects

that use general status management when an object

status changes. Table: CDHDR

Message control

Event creation as message type

SWUY, SE91

Events can be created via a connection to Message

Control.

For this, you must create a separate output type and

declare 9 (workflow event) as transmission medium.

AWUW - Logistics Info. System

(LIS)

When an exception situation occurs

(LIS exception)

The occurrence of an exception situation defined within

the LIS as an exception is to cause an event to be

created. (W)

SWU_EWBTE - Business

Transaction Events

It is not related to Business Object Events. They

triggered from Financial Applications, such as G/L

accounting and accounts receivable / payable accounting

in R/3. and are used to notify other parts of the system

of operations being performed in financial accounting,

such as a document being created.

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SWEHR1/2/3 - HR Master Data

When HR master data changes

Must carry out the following Personnel Management

Customizing activities:

IMG under Personnel Management Global Settings in

Personnel Management Business Workflow Events.

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WORKFLOW AFFECTED TABLES

TADIR - Directory of Repository Objects (All WF can be viewed here by giving

PgID - R3TR and Obj - PDWS)

TDEVC - Development Class

TOJTT - Objects Text Basic Data

TOJTB - Business Object Repository: Basic Data (Object Definition)

TOJTD - Customizing Object Types (Delegation)

T7791 - Assignment to SAP Organizational Object Type

BDCP - Change Pointer

CDHDR - Change Document Header

CDPOS - Change Document Items

SWECDOBJ - Events for Change Document

SWECDVALUE - Field (Values) for Event Linkage

SWWWIAGENT- Agents for Execution of a Work Item

SWDSHEADER - WF. Definition Basic Data (To find WF created Date)

SWD_WFCONT- WF. Definition Container

SWWBINDEF - Obsolete - Workflow Runtime(Save Binding Definitions)

SWWUSERWI - Current work items assigned for a user.

SWWWIAGENT- Agents for Execution of a work Item.

SWFAWRKITM - WF. Work Item for Reporting (Structure)

DM40L - DM Data Model

SWW_OUTBOX -Lists Workflows in outbox together with status

SWW_CONT -Container Contents for Work Item Data Container

SWW_CONTOB -Container Cont. for Work Item Data Container (Only Objects)

SWWLOGHIST -History of a work item

SWWORGTASK -Assignment of WIs to Org.Units and Tasks

SWWUSERWI -Current Work Items Assigned to a User

SWWWIHEAD -Header Table for all Work Item Types (To find WI created Date)

SWWWIRET Workflow Runtime: Return Values of Method Call

SWWWIDEADL Workflow Runtime: Deadline Data for Work Items

SWEINSTCOU Instance Linkage Event – Receiver

SWZAI Header Table for all Properties of a Work Queue

SWZAIENTRY Object Table for Work Queues (Entries)

SWPSTEPLOG Workflow: Instance Data of Steps of a Workflow Execution

HRUS_D2 User Substituted by User

SWDSCONT WF Definition (You can delete a Work Flow here but not a good

Practice)

REPORTS

RSWWWIDE – Delete work items (SWWL)

RHSOBJCH - fix PD Control Tables

RSWUWFML/ RSWUWFML2 - sends an e-mail to an external Internet address

to notify the user of new work items. RSWNSENDMAIL1 – Send E-Mail to external Id with Subject and Content

RSWELOGD - Delete Event Trace

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WORKFLOW TRANSACTIONS

AWUV Wizard for event creation Def.tools Event creation Set up with wizard

MCA1 Workflow Info. System Reporting Workflow Information System (WIS)

OOAW Evaluation paths

SWLV View for maintaining Views

PFAC Maintain standard roles

PFOM Maintain assignment to SAP organizational objects Definition tools SAP

org. objects Create assignments

PFOS Display assignment to SAP organizational objects Definition tools SAP

org. objects Display assignments

PFSO Organizational environment of a user

PFT Maintain customer task

PFTC General task maintenance

PFTC_DEL Tcode to delete Task/Workflow

PFTC_INS, PFTC_CHG, PFTC_DIS, PFTC_COP – Task (Std. WF)

PFAC_INS, PFAC_CHG, PFAC_DIS, PFAC_DEL – Role Resolution

PPOCW – Create Organizational Plan

PFTR Standard task for transaction

PFTS Standard task

PFWF Maintain workflow task (customer)

PFWS Maintain workflow template

PPOC Create organizational plan Def. tools Organizational plan Create

PPOCM Create

PPOWM Create for Workflow

PPOME Change

PPOSE Display

PPOM Maintain organizational plan Def. tools Organizational plan Change

PPOS Display organizational plan Def. tools Organizational plan Display

EXPERT MODE FOR ORGANIZATIONAL UNIT CREATION

PO10 Org. Unit

PO01 Work Centre

PO03 Job

PO13 Position

PFCT Task Catalog

PP01 General Plan Data.

SWF4 Work flow wizard repository

SWDA Alphanumeric Workflow Builder

SWDC Workflow editor administration data

SWDM Business Workflow Explorer Def. tools Business Workflow Explorer

SWDD Workflow Builder

SWDB WF Builder Create

SWDS WF Builder Selection

SWDD_CONFIG WF Builder Configuration

SWE2 Event type linkage Utilities Events Type linkages

SWE3 Type Instance linkages Utilities Events Instance linkages

SWE4 Switch event log on/off Utilities Events Event/log On/Off

SWEC Link change documents to events Definition tools Event creation

Change documents Linkage

SWED Assignment of change document objects to object types Definition tools

Event creation Change documents Define workflow properties

SWEL Display event log Utilities Events Event log Display

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SWELS Switch Event Trace On/Off

SWF3 Workflow Wizard Explorer

SWF4 Workflow Wizard Repository

SWI1 Selection report for workflows Utilities Work item selection

SWI2 Work item analysis Reporting Work item analysis

SWI2_DURA To find duration of work item.

SWI3 Workflow outbox Runtime tools Workflow outbox

SWI4 Task analysis Reporting Task analysis

SWI5 Workload analysis Reporting Workload analysis

SWI6 Object links Runtime tools Object links

SWI7 Workflow resubmission folder From Integrated Inbox or Workflow Outbox

SWI8 Error overview Part of administration of workflow runtime system

(transaction SWUF)

SWL1 Settings for dynamic columns Customizing, part of ongoing settings

SWLC Check tasks for agents

SWLD Workbench for Workflow 4.0

SWLP Copy plan version

SWLV Maintain work item views Customizing, part of ongoing settings

SW01 Business Object Builder Definition tools Business Object Builder

SW06 Customizing object types – Delegation / SWE_SET_DELEGATION

SWU0 Event simulation Utilities Events Simulate event

SWU2 RFC monitor Utilities Workflow RFC monitor

SWU3 Customizing consistency check Utilities Customizing

SWU4 Consistency check for standard tasks

SWU5 Consistency check for customer tasks

SWU6 Consistency check for workflow tasks

SWU7 Consistency check for workflow templates

SWU8 Switch technical trace on/off

SWU9 Display technical trace

SWUD Diagnostic tools

SWUE To trigger manually

SWUF Runtime system administration Administration Runtime system

SWUI Start workflows

SWUS Test Work flow

SWUY Wizard for message linkage to workflow

SWUP Switch SAP Forms Trance On / Off

SWUR Send Mails for workitems

SWUT Namespace for Form Transactions

SWUU SAP Forms : Diagnosis

SWUV Send E-Mail Notifications

SWUW Number Range Maint. SWW_WIID.

SWUX SAP Forms Administration

SWUY Work Flow Message Linkage

SWU10 – Delete Workflow Trace

SWUA Start verification workflow

SWUB Maintain WF RFC Destination

SWUC Customizing Decision Task

SWUD Workflow Diagnosis

SWUE Trigger an Event

SWUG Generate workflow start transaction

SWUI Start Workflow

SWUK Mapping from Type E-Mail address

SWUL Customizing : Process Administration

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SWUN Number Range Maintenance : Form Absenc

SWX1 Create notification of absence

SWX2 Change notification of absence

SWX3 Display notification of absence

SWX4 Approve notification of absence

SWXF Form applications: out form

SWL1 Dynamic Columns

SWPC Continue Workflow After error

SWPR Restart After Error

SWB_COND Initial Condition

SWI2_DIAG Diagnosis of Errors

SW12_FREQ – Workitem analysis

SWI1_RULE – Execute Agent rules for workflow

BSVW – Event creation during status change

SCDO – Change document object overview

SWXML – Display Web Flow XML Documents

SWR_WEBSERVER – Specify ITS Web Server for Web Flow

SWUU – SAP Forms Diagnosis

SWI30 – Unlock Workflow

SWI5 – Workload analysis

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AGENTS

• Agents are the people

who may execute

a workflow task

• “Possible Agents” are

those users who are

authorized to start and

execute a task, but may

not be the “selected

agents”

• “Responsible Agents”

are the people you

want to execute a

specific workitem

• “Excluded Agents” are

people you do NOT want

to execute the workitem,

even though they are a

possible or a responsible

agent. For example, a

person who is

responsible for

approving travel

expenses should

probably not be allowed to approve their own travel expenses

Difference between Database Field Attribute and Virtual Attribute:

Virtual Attribute Database Field Attribute

1. No field content in the database

corresponds to this attribute

2. Its value is established by evaluating

what may be complex database contents

at runtime.

3. It generally applies that multi-line

attributes

1.Reference is made to a database field

as the source of the required information

2. An attribute whose source is a

database field can either return the

database field contents or an object

reference, which is automatically

generated from the field content.

A

R

P

E

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APPROVAL PROCEDURE

Hierarchical Approval

Dynamic Hierarchical Approval

Extended Hierarchical Approval

Parallel Approval

Circular Approval

Dynamic Circular

Parallel Circular

Dynamic Parallel Circular

HIERARCHICAL APPROVAL workflow, the first agent must agree, before the second agent can

decide. Since the workflow can be terminated by any agent, it is very important that the

hierarchy be respected (lower positions first, higher positions last).

EXTENDED HIERARCHICAL APPROVAL workflow is similar to a hierarchical Approval workflow,

except that several users are involved at each approval level. Only some of them are

authorized to actually approve or reject the object at each level. The other users are only

authorized to propose that the object be approved or rejected.

DYNAMIC HIERARCHICAL APPROVAL WORKFLOW, the object type to be approved and the

approval task are determined at definition time. However, the depth, and the number of

approving users are determined dynamically at run time. Once a recipient does not approve

the object, the recipients higher in the hierarchy do not receive the object for approval.

PARALLEL APPROVAL WORKFLOW implements majority decisions of the form n from m. If the

necessary number of n agreements required for an approval or rejection is reached, then

the object is considered approved or rejected respectively.

CIRCULAR APPROVAL WORKFLOW can be used to send a circular (MS word document etc.)

sequentially to several users (or positions, jobs, or organizations) who can view it and make

comments if necessary. All the recipients of the circular are defined in the workflow

definition.

DYNAMIC CIRCULAR WORKFLOW is similar to a circular approval workflow, except that the

users who are to view the circular, are defined dynamically at runtime, rather than in the

workflow definition.

PARALLEL CIRCULAR APPROVAL WORKFLOW is used to send a circular to several users. The

recipients of the circular could be either defined in the workflow definition, or dynamically,

at runtime.

DYNAMIC PARALLEL CIRCULAR APPROVAL WORKFLOW is used to send a circular to multiple

users at the same time, for their information and approval. The list of recipients is not

defined in the definition of the workflow. The list comes as a dialog box when the workflow

is initiated, and the user dynamically selects the recipients.

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BINDING

Binding involves the specification of assignment rules as to how the data is to be exchanged

between two containers. At runtime, these binding definitions are executed, making

workflow execution possible. The following are the possible binding definitions:

Workflow container to Task container.

Workflow container to Event container.

Workflow container to Rule container.

Task container to Workflow container.

Task container to Rule container.

Task container to Method container.

Event container to Workflow container.

Event container to Task container.

Method container to Task container.

TYPES OF WORKFLOW CONTAINER

o Event Container – Always output

o Workflow Container – import can be given

o Task Container – o/p

o Method Container – i/p from workflow container & o/p through Task Container

o Rule Container – i/p container

RULE BASED PROPOSAL FOR BINDING DEFINITIONS

The workflow system automatically makes proposals for the following binding definitions.

Workflow container to task container.

Task container to workflow container

Task container to method container

Method container to task container.

WORK ITEM

A work item is an object that represents a task or action in the workflow system at runtime.

The following are the types of work items:

P - Workitem that represents a Remote Work Item

N – Notification Items

W – Runtime representation of single step tasks that require user interaction.

D – Notification of missed deadlines.

A – List of objects to be processed once, and together, in a limited time frame.

F – Runtime representation of a multi-step task.

B – Runtime representation of a multi-step task that runs in the background.

E – Runtime representation of a wait step in the workflow definition.

C – Is required as a special development in the EDI environment.

R – Workitem that represents a Remote Work Item

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TASKS

The following are the types of tasks:

Standard task – Client independent task (single-step task(TS)).

Customer task – Client dependent Task (single-step task (T)).

Workflow task – Multi-step task (WS).

Workflow template – As a framework for defining a workflow.

Task group (TG) – are defined, to group standard tasks and workflow templates that are

logically related. You can also collect other task groups within a task group, hence making

hierarchies of task groups. A standard task or workflow template can be used in several task

groups.

DIAGNOSIS WORKFLOW - SWUD

VERIFY WORKFLOW CUSTOMIZING

A customizing check is the first in the list simply because incomplete customizing

is the most frequent source of problems in an unfamiliar system.

PROBLEM : TASK DOES NOT START.

When the workflow does not start or cannot be found, then you should call this

option to track down why this is happening.

PROBLEM : WORKFLOW IS HANGING

When the workflow starts but stops before completion either with an error or

simply by falling to start the next step in the workflow.

TEST ENVIRONMENT

When you are developing a workflow and want to access the complete suite of

test tools from one place then this is the option for you. You will see a list of all

components Sub-Workflows, Tasks, Business Objects, Delegated Business

Objects

SECONDARY DIAGNOSIS TRANSACTIONS

SWU3 : Verify Workflow Customizing.

In this transaction the most important basic customizing for workflow is checked. If

you find any errors here.

SWEL : Event Log.

Note: Before you can use the event log, you must make sure it is activated. You

check this in transaction SWELS. If you are not sure whether or not it is active, just

deactivate and activate the event log once.

SWE2 : Event type linkage

A workflow is usually started or triggered by an EVENT so it is important to make

sure that an event occurrs. In the event log you can see the event and its business

object type. If an event has been successfully created, it is important to check if

there is a receiver type for this event. The receiver type is the workflow that has

been triggered by the event. The coupling between an event and the receiver can be

maintained in trans. SWE2.

SWU0 : Event simulation

If you have found NO receiver type in the event log, then you should check

transaction SWU0, Simulate Events. In this transaction you can simulate an event.

The system will check all workflows that could be triggered by the event and tells

you whether or not they were triggered. Information is displayed for the workflows

that were not triggered successfully.

SWI1 : Work item list

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If a workflow was been correctly triggered and started at least one WORK ITEM

should be created. You can view the work items in transaction SWI1, Work Item

Selection. The easiest way for the selection is just to go into this transaction after

you have checked the event log. By default all the work items of the last hour will be

displayed. You will find in this transaction the work item number, the status of the

work item and the workflow task that has created the work item. Furthermore, (in

the technical workitem display) you can have a look at the container by selecting a

work item and using the menu GOTO -> CONTAINER. To display the work item

details double click on the item. From the details you can see the selected/

possible/excluded agents for this work item by using the menu GOTO -> AGENT ->

SELECTED/POSSIBLE/EXCLUDED AGENTS.

When the status of the work item shows an error you should have a look at the

workflow log using the menu EDIT -> DISPLAY WORKFLOW LOG. Here you can see

errors that have occurred.

PFTC/SWDD : Task editor/Workflow Builder

If you want to have a look at the definition of the workflow you can use transaction

PFTC, Maintain Tasks. The button WORKFLOW BUILDER brings you to a graphical

display of the workflow structure, which is fairly easy to read and understand. On the

tabstrip TRIGGERING EVENTS you can check if the triggering is activated or not and

deactivate/activate it by clicking on the icon in front of the event.

OOCU : Customizing overview

To check if the relevant tasks are activated and users are assigned, you can use

transaction OOCU; Task Customizing Overview. In this transaction all the tasks are

sorted by the application components and are thus easy to find. Note that if you

have almost no entries in this transaction, you should execute the report

RS_APPL_REFRESH in transaction SE38.

SWUE/SWUS : Event/workflow trigger

If you have activated a user exit, e.g. for the role determination, and you have

problems with that, you most probably have to debug the workflow. This can be

done using the transaction SWUS or SWUE.

With SWUE you can create an event. After you entered object type and event you

have to fill the event parameters and the key for a specific object. If you want to

debug the workflow you have to set the flag TRIGGER RECIEVER FM SYNCHR. If you

have set a break point in your user exit or in any other function module of the

workflow the system will stop at this break point and you can start analyzing.

The second possibility to debug a workflow is to use the transaction SWUS, the

workflow test environment. In this transaction you have to enter the workflow task

and fill the input data. Please use the F4-help to fill the input data. Here again you

have to set a break point in your user exit or in any other function module of the

workflow and then the system will stop there.

Summary of the manual alternative to SWUD

Now that you have a better understanding of how to use these transactions, you can

follow the steps below to quickly analyze your workflow problems:

1. Go to transaction SWU3 and check if everything is okay. If it is not, please fix

it before you proceed.

2. Go to transaction SWEL and check if an event is created. If not, check in

transaction SWELS if the event log is activated.

If you see an event but no workflow is triggered, proceed with step 3.

If you see an event and a workflow is triggered, but the status of the

triggering shows an error, proceed with step 3.

If you see an event and a workflow is triggered and there is no error,

proceed with step 4.

If the event log is activated and you do not get any event, open up a

message using the component of the application to which the business

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object type belongs. From release 20C for creation of shopping carts the

architecture of workflows changed and no events are visible!

3. Go to transaction SWU0 and simulate the event. Is the workflow that you

expect to be triggered visible in the simulation?

If it is not, then check the workflow definition in PFTC. The event must be

defined as triggering event.

If it is, but the event linkage is not activated, go to transaction OOCU and

activated it.

If it is visible, but it is not activated, go to transaction PFTC and activate

it.

4. Go to transaction SWI1. Search for the work item that belongs to the workflow.

Check the status of the work item.

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BUSINESS OBJECTS

BUSINESS OBJECT DESCRIPTION TRANSACTION CHANGE

DOCUMENT

GENERAL

DECISION

SOFM

SW

PURCHASE RELATED

BUS2010

BUS2011

BUS2012

BUS2105

LFA1

BUS1001

BUS2013

BUS2014

BUS2081

BUS2081

SALES RELATED

BUS2030

BUS2032

LIKP

BUS1065

BUS0012

BUS2094

Engg. Change Mgt.

ECM

For User Decision

Office Document (For

attachment )

RFQ

VENDOR QUOTATION

PURCHASING ORDER

PURCHASE REQUISITION

VENDOR MASTER

MATERIAL MASTER

SCHEDULING AGREEMENT

PURCHASE CONTRACT

INCOMING INVOICE

PARKING

CUSTOMER INQUIRY

SALES ORDER

OUTBOUND DELIVERY(SHIP)

HR Master data

Cost Center

CREDIT MEMO

Engg. Change Master

ME41

ME47

ME21

ME51

MK01

MM01

ME31L

ME31K

MIRO

MIR7

VA11

VA01

VL01

PA30

KS12

FB75

CC01/CC31

EINKBELEG

EINKBELEG

EINKBELEG

BANF

KRED

MATERIAL

EINKBELEG

EINKBELEG

VERKBELEG

VERKBELEG

LIEFERUNG

-- NO ---

KOSTL

LIEFERUNG

AENNR

MAJOR PURCHASING RELATED BUSINESS OBJECTS

BUS2009 Request for quotation

BUS2011 Vendor quotation

BUS2012 Purchase Order

BUS2013 Purch.scheduling agreement

BUS2013002 Purchase scheduling agreement release

BUS2014 Purchase contract

BUS2052 Outline purchase agreement

BUS2105 Purchase requisition

BUS3030 Rebate arrangement: Purchasing

MAJOR SERVICE MANAGEMENT RELATED BUSINESS OBJECTS BUS1005 Service

BUS2080 Service notification

BUS2088 Service order

BUS2091 Service entry sheet

BUS2129 Service order confirmation

MASTER DATA BUS1006 Business Partner

BUS1178 Product

BUS2300 Product Catalogue

19

WORKFLOW - FAQS

Can we define methods

without function module?

Yes, using Macros

What do you mean by role

resolution

Finding the responsible agents and assigning task to him

How will u raise the

Exception?

EXIT_RETURN <Exception> <Var1> <Var2> <Var3> <Var4>

How will u create a method

in Workflow?

1.Using Macro

BEGIN_METHOD <MethodID> CHANGING CONTAINER

END_METHOD.

2.Create method-using API

Basic Organization Plan Organizational Unit – Each unit represent a group of people such

as a team, section, department, work area, laboratory.

Jobs – Each job describes a functional role within the organization.

Positions – each position represent the headcount placement

User – Each user is the actual user Id of a person in your

organization.

Task – Description of an activity in organizational management

which is Performed with in the organizational unit

Task group - is a hierarchical combination of tasks that are related

logically

How does triggering local

events work?

This step enables you to trigger a local event. A local event can, for

example, start a local Workflow.

You define local events in the version-dependent basic data of the

Workflow.

What are the five attributes

used in business object?

Interfaces

Key fields

Attributes

Methods

Events

What are the types of data

u can create for attribute?

ABAP dictionary – reference table/reference field

Object type – Inverse attribute

What is meant by a Single-

step task?

Its defines an activity that can be executed within a workflow or

Independently and no agents are assigned to a single-step task.

What is a workflow

template?

Sequence of activity together forms a workflow template

How does u link workflow

and task?

SWE2.

What is a required field for

an event and workflow

binding?

Object key.

20

What is the function module

for triggering the event?

SWE_EVENT_CREATE,

SAP_WAPI_ CREATE_EVENT.

What is the trans. to create

the event?

SWUE

What is Async. and

synchronous method?

ASYNCHRONOUS METHOD has a terminating events and it is

executed by a dialog step.

SYNCHRONOUS METHOD may have terminating events and it is

Executed by background processing.

What should be the type of

task to be a synchronous

task?

It should be a background task

What is workflow

versioning?

Modifying a workflow without changing an active version.

What is CHECK function

module?

It is a transaction which used to prevent a linkage being triggered

when an event occurs

What is meant by event

queue?

Events which are in queue are called an event queue. This is

achieved by TRFC for starting the receivers not being called

immediately

Which container operation

can be modified?

Workflow container

What does a check box

“Step not in workflow log”

do? What happens when it

is checked and when it is

not checked?

If it is checked the graphics will not be displayed in the business

Workflow log and if it not checked it will be displayed.

What is the difference b/w

regular workflow and

release strategy workflow?

A release strategy workflow is exclusively for purchase order and

purchase requisition and other than this other workflows is regular

workflow

How is the release strategy

workflow controlled?

Using transaction ME28.

What are the difference

b/w a rule and a role?

Rule (PFAC) assigns agents at Run time based on Organization,

Responsibilities and Function Modules.

Role (PFCG) assigns agents at Static Mode and gives the authority

check

Multi step task A multi task is a formal framework for a workflow definition. When

you create a workflow directly in the in the workflow builder, the

multi step task is created by the system.

It can be divided in workflow template and workflow tasks.

Single Step Tasks:

Standard task (task type TS)

Customer task (task type T)

Multi Step Tasks:

Workflow template (task type WS)

Workflow task (task type WF)

Task group (task type TG)

How do you trigger a workflow Manually

Calling a Start Transaction

Calling a Form Transaction

21

Binding First Ref : Binding takes place before execution ( WF - > Task )

Sec. Ref : Binding takes place after execution ( Task -> WF )

Work Item 1. READY : Usually applies to work items. The work items has been

created and is activated but has not been executed yet. It is

sitting in a user’s inbox but they have not opened it yet.

2. SELECTED : Appears in the work item displays as in process.

Usually applies to work items. The work item has been opened

or reserved by a user but has not yet been executed.

3. COMMITTED: Appears in the work item display as executed.

Usually applies to work items. The work item has been

executed, but is waiting for the user to mainly confirm the end

of processing. Via a set to done option.

4. COMPLETED : The workflow or work item is completed. No further

changes can be made once completed.

5. WAITING

6. STARTED

7. ERROR

8. CANCELLED

9. CHECKED

10. EXCPCAUGHT – EXCEPTION CAUGHT

11. EXCPHANDLR – EXCEPTION BEING HANDLED

Synchronous Method It assumes process control for the duration of its execution and

report backs to the calling component after its execution.

Background processing

Return Parameters, One Result, Exceptions

Asynchronous Method

Synchronous Method

It reports back to the

calling component

Back ground processing

Return parameters, one

result, Exceptions.

It does not report back directly to the calling component after its

execution. Dialog Step

No return Parameters, One Result & Exceptions

Asynchronous Method

It does not reports back directly to the calling component

after its execution

Dialog step

Terminating event is necessary

Release strategy Exclusive for Purchase Order, Purchase Requisition

Possible Errors 1. AGENT DETERMINATION ERROR – Wrong Agent / No Agent was

found for a dialog workitem.

2. BUFFERING ERROR – SWU_OBUF – These usually manifest

themselves as an inability to access workitems despite the

maintenance of the agent determination and security being up

to date.

3. WORK ITEM ERROR – These are usually caused by incorrectly

modeled workflow or rushed transport. For Ex. The workflow

does not take into account incomplete data extracted from

legacy systems or exceptions in object methods are not trapped

4. EVENT LINKAGE ERROR – These are usually caused by changes in

the application customizing or incorrectly modeled workflow.

22

The workflow didn’t start at all because the triggering event was

not raised or failed to start the workflow (or) then workflow

hangs in the middle of the process waiting on a terminating

event that never happens.

Condition Based Starting W/F Check Function Module

Event Creator give condition (avoid WF Triggering)

SWB_COND => Maintain WF start conditions. There assign the

values based on the business object and event we used. It’s not

available in release prior to Release 4.6C.

How will u delete a work item,

which is in the inbox?

Use SWWL transaction

Use RSWWWIDE Standard Report

Use Process Control Step in Workflow template

Use SWUF (Workflow Admin)

How can I pass parameters

from an ABAP program to the

workflow container?

SWW_WI_START_SIMPLE is the Function Module used for

triggering workflow from ABAP.

(Try also SWW_WI_CREATE_VIA_EVENT)

How to Trigger another

workflow from a workflow in

process?

In an Activity, just call the workflow, as u calls the task…

How can you make event

linkage?

SWEC

SWE2

SWB_COND

OBJECT TYPES : T7780

US - User

O - Organization Unit

S - Position

AG - Role

AC - Rule

A - Work Center

P - Applicant

C - Job

F - Location

K - Cost Center

KU - Customer

P - Person

TG - Task Group

TR - Transaction

U - Company

UG - User Group

WA - Work Area

WE - Workflow Event

WF - Workflow Task

WI - Workitem

T / TS Task

23

ACTIVITY Step type in a workflow definition for executing a task at runtime. The task can

be a single-step task (customer task/standard task) or a multistep task

(workflow task/workflow template).

At runtime, an activity is represented by a work item of one of the following

types:

DIALOG WORK ITEM (TYPE W)

BACKGROUND WORK ITEM (TYPE B)

WORKFLOW WORK ITEM (TYPE F)

ADVANCE WITH

IMMEDIATE DIALOG

Execution property of the workflow system. A work item for which this indicator

is set is executed immediately, if the actual agent of the preceding dialog work

item is also a recipient of this work item.

This user does not have to call their Business Workplace to execute the work

item.

AFTER METHOD Method that is executed after the task's method, synchronously and on the

same screen, during execution of a dialog or background work item.

The method can be any object method in the Business Object Repository. It

does not have to refer to the same object as the task's method.

If the work item is executed several times (say, for example, the terminating

event has not yet occurred), the after method is also executed several times.

AGENT Umbrella term for a system user who participates actively in SAP Business

Workflow and executes work items.

There are various types of agent:

CURRENT AGENT

RECIPIENT

RESPONSIBLE AGENT

EXCLUDED AGENT

POSSIBLE AGENT

APPROVAL TASK Single-step task that executes an approval method with a result. The result

must be able to assume at least two values, one of which stands for approval

and the other for rejection of the object to be processed.

For an extended approval, the approval method must be able to assume two

more values, one for proposed approval and the other for proposed rejection.

ASYNCHRONOUS

METHOD

Method that does not report back directly to the calling component (in this case

the work item manager) after its execution. It does not return any result, any

parameters or any exceptions. (Except System Error & Application Error)

At least one terminating event must be defined for a single-step task described

with an asynchronous object method.

An asynchronous method must enter its results itself. Import parameters can

be passed to it only. At runtime, the relevant work item is only completed if

one of the defined terminating events occurs.

ATTACHMENT Additional information for a work item, which can be entered by the current

agent of the work item. Attachments are displayed to the agents of the

subsequent steps of a workflow in read-only form.

Attachments can be SAPscript editor texts or PC application documents.

ATTRIBUTE Object type component: Property or characteristic of an object. The attributes of an object are defined and implemented as part of the object type definition in the Business Object Repository. Value of ABAP Dictionary field

OBJECT REFERENCE

VALUE CALCULATED AT RUNTIME

OBJECT STATUS IN STATUS MANAGEMENT

BACKGROUND

WORK ITEM

Work item representing a single-step task whose execution does not require

any dialog and can therefore be controlled by the system.

Work items of type B are not displayed in the Business Workplace, but can be

found using the selection report for work items of all types.

24

BEFORE METHOD Method that is executed before the task's method, synchronously and on the

same screen, during execution of a dialog or background work item.

The method can be any object method in the Business Object Repository. It

does not have to refer to the same object as the task's method and it cannot

create the object.

If the work item is executed several times, (say, for example, the terminating

event has not yet occurred), the before method is also executed several times.

BINDING Assignment of values to a container element at runtime.

The assignment rules to be observed are first defined in the binding definition.

BUSINESS

WORKFLOW

EXPLORER

Tool for:

DISPLAYING ALL TASKS ASSIGNED TO A SELECTED SEARCH RANGE

EDITING THESE TASKS

CREATING NEW TASKS

The search range can be restricted according to the following criteria:

APPLICATION COMPONENTS

TASK GROUPS

LOCAL TASKS

SAP PHONE TASKS

TASKS LAST PROCESSED

TASKS ASSIGNED TO PARTICULAR TASK GROUPS

CHECK FUNCTION

MODULE

Function module called SYNCHRONOUSLY IN THE LUW of the event receiver by

the event manager directly before the actual receiver function module is called

if: An event receiver was established, and The name of a check function

module is specified.

The check function module has the same interface as the receiver function

module. This means that the content of the event container can be checked

and the calling of the receiver function module prevented. If the check function

module terminates with an exception, the receiver function module is not called

and the linkage between the event and the receiver not created.

There is a template check function module called

SWE_CD_TEMPLATE_CHECK_FB in the function group SWE_TEMPLATE.

COMPOSITION "Is part of" relationship between object types.

The superordinate object type in this relationship is known as the "aggregate

type".

In the composition, the "part" object type's key is an extended version of the

key of the aggregate type, and the object type has a completely different

functionality from that of the aggregate type.

Example

The object type order item "is part of" the object type order.

The object type order is then the aggregate type of the object type order

item.

CONTAINER Basic common data structure of the various definition and execution

components of SAP Business Workflow.

Containers have container elements for holding the following:

VALUES (CONSTANTS)

STRUCTURES

OBJECT REFERENCES

The container elements can be used to control the execution of work items and

workflows.

CONTAINER

DEFINITION

General information about the structure of the data to be stored in a container.

A container definition specifies the elements included in a container and the

properties of those elements (ID, name, data type).

A container is always defined when working with one of the definition tools

(OBJECT TYPE DEF., ROLE DEF., TASK DEF., AND WORKFLOW DEF.).

25

CONTAINER

ELEMENT

Entry in a container. It is defined by specifying the following:

ID

NAME

DATA TYPE REFERENCE

CONTAINER

OPERATION

Step type in a workflow definition for performing elementary arithmetic

operations or value assignments on individual elements of the workflow

container at runtime.

CREATION

DATE/TIME

Point in time at which a work item was first created with the status ready or

waiting. The latter applies if a "requested start" was declared for the work

item.

CUSTOMER TASK A single-step task created by a customer to meet their specific requirements.

The following apply to customer tasks:

OBJECT TYPE T IN ORGANIZATIONAL MANAGEMENT

CLIENT-SPECIFIC

VALIDITY PERIOD

PLAN VERSION-SPECIFIC

DATA TYPE

REFERENCE

Description of the data type of the value that can be assigned to a variable (for

example attribute or container element) at runtime. The data type reference is

created during definition and enables the system to perform checks at

definition time.

A data type reference may be:

VIA FIELD REFERENCE TO AN ABAP DICT. TABLE OR STRUCTURE & FIELD.

VIA STRUCTURE REFERENCE TO AN ABAP DICTIONARY STRUCTURE OR TABLE.

VIA REFERENCE TO AN OBJECT TYPE.

DATABASE FIELD

ATTRIBUTE

When this type of attribute is defined, reference is made to a database field as

the source of the required information.

An attribute whose source is a database field can either return the database

field contents or an object reference, which is automatically generated from the

field content.

DEADLINE

MONITORING

Functions in the workflow runtime system, which monitor start and end

deadlines for the processing of selected work items.

The monitoring of the requested start ensures that the work item appears in a

Business Workplace at a defined point in time, and not before.

MISSED DEADLINE NOTIFICATION

Recipients of a missed deadline message are notified with a missed

deadline work item in their Business Workplaces.

MODELLED DEADLINE MONITORING

The reaction is modelled in the workflow definition.

DECISION TASK Single-step task with which the workflow system executes a user decision in

the workflow. The method "process" of object type "DECISION" is always

executed with a decision task. Decision tasks can differ in the following ways:

TEXTUAL CONTENT (TASK DESCRIPTION, NOTIFICATIONS)

ASSIGNMENT OF POSSIBLE AGENTS

The decision task TS00008267 (generic decision task) supplied by SAP is used

as standard in the user decision. You can specify another decision task when

defining the user decision.

DEFAULT

ATTRIBUTE

Attribute or key field of an object, which is entered in the basic data of the

object type on the tab page Defaults.

The value of the default attribute is displayed when an object is to be described

in greater detail. This applies, for example, if a list of objects is displayed. The

default attribute of an object can also be used as a sort key in the Business

Workplace.

Often the default attribute is a key field of the object. If no default attribute is

defined for object type, the key fields of the object are displayed.

26

DEFAULT METHOD Method of an object type, which is entered in the basic data of the object type

on the tab page Defaults.

The default method is often a method for displaying the object. The default

method can de executed by double-clicking on an entry in a list, for example.

Every object type has a default method. The method Display is proposed for

new object types.

DEFAULT ROLE Agent information specified when a single-step task is defined in addition to the

assignment of the possible agents.

If the single-step task is included as an activity in a workflow definition and

responsible agents are defined there, the default role is not evaluated.

DELEGATION TYPE

(SWO6)

Object type whose definition is considered at runtime instead of the definition

of another object type, although this other object type is specified in all

definition components (for example task and workflow definition, linkage

tables). In all definition tools you can still refer to the original object type, but

the system uses the definition of the delegation type for every access.

The delegation type must always be a subtype of the object type it is to

replace. The delegation type can have different or additional methods,

attributes and events.

A delegation type is always defined for an object type on a system-wide and

cross-client basis.

DIALOG WORK

ITEM

Type W work item that represents a single-step task at runtime, which requires

dialog with the user. Dialog work items are usually displayed in the Business

Workplace.

When a dialog work item is executed, the object method underlying the single-

step task is called. Dialog work item execution can be deadline-monitored.

DOCUMENT Collective term for all types of information generated from an application

program.

The folowing are examples of documents:

SAPSCRIPT TEXT IN RAW FORMAT

MICROSOFT WORD TEXT IN DOC FORMAT

MICROSOFT POWERPOINT PRESENTATION IN PPT FORMAT

DOCUMENT FROM

TEMPLATE

Step type in a workflow definition for creating documents on the basis of user-

defined templates at runtime. The documents can be created with programs

that are installed on the local PC and are OLE-compatible, 32-bit, Windows

applications (for example Microsoft Word 97).

END Date/time of end of processing of a work item.

The processing of a work item is terminated if it assumes the status logically

deleted or the status completed.

ENTITY TYPE Each object type can be assigned to an entity type, which further classifies the

object type in the company environment.

EVALUATION PATH An evaluation path describes a relationship chain that exists in a hierarchical

structure between particular objects.

For example, the evaluation path ORGEH describes the relationship chain

Organizational unit > Position > Person. Evaluation paths are used for the

selection of objects in evaluations.

After you have specified an evaluation path, the system evaluates the structure

along this evaluation path and only takes into account the objects found via the

specified evaluation path.

EVENT Status change of an object which is "published" throughout the system.

Examples: "invoice entered", "purchase order released".

The list of possible events is defined with the relevant object type in the

Business Object Builder. This list can be extended according to customer

requirements using the delegation concept. You have to ensure that the events

added are actually created.

27

Each event carries information from its creation context in its event container.

This information is available to the receiver of the event and can be used for

event-driven control and communication mechanisms.

An event may start, terminate or continue tasks and workflows.

EVENT CONTAINER Container that contains the event parameters of an event. The event must be

defined as an object type component in the Business Object Repository (BOR).

Event containers can have bindings with workflow containers or task

containers.

EVENT CREATION Program or environment in which an event is created.

The creation of an event can be implemented in various ways:

DIRECTLY FROM AN APPLICATION PROGRAM

AFTER A CHANGE THAT IS LOGGED BY A CHANGE DOCUMENT BEING WRITTEN

AFTER A (SYSTEM OR USER) STATUS CHANGE

AS A SEPARATE OUTPUT TYPE WITHIN MESSAGE CONTROL

The last three creation mechanisms listed can also be used by customers. This

means events can be created flexibly and on a customer-specific basis even

where the option has not been provided by SAP in the standard version.

An event can only be created if it is defined as a component of an object type

in the Business Object Repository.

EVENT MANAGER All the programs and tools provided by the workflow system for event handling.

This term includes:

THE DEFINITION COMPONENTS (FOR CREATING CREATOR-RECEIVER LINKAGES)

THE RUNTIME COMPONENTS (FOR TRIGGERING AN EVENT INSTANCE, EVALUATING

THE EVENT INSTANCE WITH REGARD TO EXISTING LINKAGES, MANAGING THE

ASSIGNMENT OF CREATORS TO RECEIVERS, AND FOR THE ACTUAL DATA TRANSFER)

EVENT PARAMETER Runtime-specific information from the event creation context. Event

parameters are defined as elements of the event container and are passed to

the event receivers via binding.

The following event parameters are automatically contained in the event

container:

THE REFERENCE TO THE OBJECT WHOSE CHANGE OF STATE IS DESCRIBED BY THE

EVENT.

THE USER NAME OF THE PARTY WHO TRIGGERED THE EVENT CREATION.

EVENT RECEIVER Application or system program in which an event is evaluated.

The event receiver is started by the asynchronous call to a receiver function

module, which is entered in the linkage table.

The event manager evaluates the linkage table and then calls up the receiver

function module.

EXCEPTION Object type component: Error which may occur during method execution and

indicates whether a method was successful.

Exception categories:

APPLICATION AND SYSTEM ERROR

TEMPORARY ERROR

Temporary errors can occur when system resources are not available. So it

might make sense to call the method up again later.

You can account for application or system errors in Workflow by defining steps

to be carried out when an exception occurs.

EXCLUDED AGENT User who is excluded from processing a work item.

Excluded agents can be established at runtime so that information from the

workflow execution environment (agents of previous steps for example) or

from the context of the processed application objects can be taken into

account.

EXPRESSION Umbrella term for constant, variable and system field.

In the context of an expression the following terms have the following

28

meanings:

CONSTANT

Fixed value or fixed object reference

VARIABLE

CONTAINER ELEMENT OR

ATTRIBUTE REFERENCED INDIRECTLY VIA A CONTAINER ELEMENT

SYSTEM FIELD

Field from table SYST

Expressions are used, for example, to describe the source or destination of

data to be transferred in a binding definition.

FORM TASK Single-step task executed with the method Process of object type FORM. The

various form tasks differ in the following aspects:

TASK CONTAINER

TASK DESCRIPTION

AGENT ASSIGNMENT

If a form task is executed as a step within a workflow, the recipients of this

step see a work item in their Business Workplaces. If the relevant system

settings have been made, a mail is also sent to their Internet addresses. This

mail contains the data from the task container as an R3F attachment.

GENERAL TASK Indicator for a single-step task or a multistep task. Tasks with this indicator

can be executed or started by any user.

The following apply to a work item of this type:

RECIPIENTS ARE ALL USERS, PROVIDING NO RESTRICTION HAS BEEN IMPOSED BY

DEFINING RESPONSIBLE AGENTS.

IT CAN BE FORWARDED TO ANY USER BY ITS RECIPIENT.

It can be executed by any employee who finds it using work item selection or

the workflow log.

IMPLEMENTATION

PROGRAM

ABAP program containing the implementation of methods and attributes of the

object type.

When the attributes, methods and events are defined, the interface of the

object type is described, and all essential information about the object type is

documented.

Every object type requires one program, containing the following:

THE CALL TO THE UNDERLYING ABAP FUNCTION AND THE PROVISION OF

PARAMETERS IN THE FORM OF SUBROUTINES FOR EACH METHOD DEFINED.

INDIVIDUAL READ ACCESS FOR EACH ATTRIBUTE.

This collection of subroutines is then accessed by the function modules of the

runtime environment to call methods and read attribute values.

The implementation program is partly created automatically by the system

from the definition information. Some post processing is required, however.

INHERITANCE Relationship between object types allowing common attributes and methods to

be passed on automatically from super types to subtypes.

With inheritance the subtype usually has the same key fields as its super type

but greater functionality.

INSTANCE LINKAGE Assignment of a specific receiver instance to a particular combination of EVENT,

OBJECT TYPE, AND OBJECT KEY.

The instance linkage is entered in the instance linkage table. The The instance

linkage table is one of the two linkage tables for the EVENT-RECEIVER LINKAGE

(the other table is THE TYPE LINKAGE TABLE).

If events are used in SAP Business Workflow (as triggering and terminating

events, in wait steps), the entries required in the linkage tables are made by

the workflow system.

INTERFACE Collection of attribute, method and event definitions for an object type, which

are used in a common context.

29

Object types can support interfaces. This option ensures that the attributes,

methods and events in the interface are implemented correctly in the object

type.

Interfaces are defined in the Business Object Builder.

No practical standard implementation can be specified for abstract interfaces.

With object types that support abstract interfaces, the inherited attributes and

methods must be redefined and implemented.

INTERFACE TYPE Combination of ATTRIBUTE, METHOD, AND EVENT DEFINITIONS which are used in

a common context.

An object type can support one or more interface types. The attributes,

methods, and events already defined in the interface types are therefore

available to the object type with their interfaces and are also inherited by the

respective sub-types.

If interface types are used, names and interfaces can be standardized and the

definition of attributes, methods, and events simplified in the object type

definition.

KEY FIELD Object type component: Field for UNIQUE IDENTIFICATION OF AN OBJECT.

A key field is defined for an object type in the Business Object Builder.

The identifying key of an object is made up of all the key fields of the object

type.

LATEST END Latest point in time for the processing of a work item to end.

The processing of a work item ends when it assumes either the status logically

deleted or the status completed.

LATEST END Deadline by which the processing of a work item MUST BE TERMINATED.

LATEST START Deadline by which one of the recipients of a work item MUST HAVE STARTED to

process it.

LINKAGE TABLE Table containing the assignment of events to the event receivers interested in

the event.

A distinction needs to be made between type linkage and instance linkage

which are contained in separate tables.

If events are used in SAP Business Workflow (as triggering or terminating

events, in wait steps), the entries required in the linkage tables are made by

the workflow system.

LOOP Repeated processing of steps within the workflow definition.

UNTIL and WHILE are available as loop types.

MESSAGE

RECIPIENT FOR

COMPLETION

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

and its status set to completed .

The notification takes place in the form of an e-mail in the recipient's Business

Workplace. The notification text is stored as a completion text with the task

represented by the completed work item. This basis text can be updated with

values from the runtime environment of the work item (attributes of application

objects involved).

MESSAGE

RECIPIENT FOR

MISSED DEADLINE

User who is notified if the workflow runtime system discovers a missed

deadline.

The notification takes place in the form of a missed deadline work item in the

recipient's Business Workplace. When this work item is executed, information

about the monitored deadline is displayed.

METHOD Object type component: Operation that can be executed on an object.

The methods of an object type are specified and implemented in the Business

Object Builder.

Methods usually refer to existing ABAP functions, such as FUNCTION MODULES,

TRANSACTIONS AND DIALOG MODULES. They are called using a standard

interface, which is determined basically by the method ID and the method

parameters. The actual implementation of a method is not externally apparent.

30

You can specify the following for each method:

IMPORT PARAMETERS (FOR SYNCHRONOUS AND ASYNCHRONOUS METHODS)

A RESULT (ONLY SYNCHRONOUS METHODS)

EXPORT PARAMETERS (ONLY SYNCHRONOUS METHODS)

EXCEPTIONS (ONLY SYNCHRONOUS METHODS)

METHOD

PARAMETER

Method parameters are used to exchange information between the caller of a

method and the method. They can be defined for each method as part of the

object type definition.

Parameters of a method are values which are either passed to the method

(import parameters) or are returned from the method (export parameters) at

runtime.

The interface of the method call is hence determined with the definition of the

parameters.

A method will rarely, however, have more than one return value which is

returned specifically as its result. Parameters are therefore generally only used

as import parameters of the method.

MISSED DEADLINE

WORK ITEM

Work item for notifying the message recipients for missed deadline if the

runtime system discovers a missed deadline for a work item.

The notification takes place in the form of a type D work item in the Business

Workplaces of the relevant recipients. The recipients are specified when the

step is defined. The notification text is entered when the task to be monitored

is defined.

When a missed deadline work item is executed, the most important information

about the monitored work item is displayed.

MULTIPLE

CONDITION

Step type in a workflow definition to process one of more defined branches of

the workflow definition at runtime. This is based on information from the

context of the workflow or the objects processed. The value of the basis of

comparison (expression from workflow container) is checked against the

comparison values defined.

MULTISTEP TASK Task containing a workflow definition. It describes the formal "framework"

(interface, triggering events) for a workflow definition.

Multi-step tasks can be split into workflow templates and workflow tasks.

WORKFLOW TEMPLATE WORKFLOW TASK

ORG. OBJECT TYPE WS ORG. OBJECT TYPE WF

CROSS-CLIENT CLIENT-SPECIFIC

ANY PLAN VERSION PLAN VERSION-SPECIFIC

NO VALIDITY PERIOD VALIDITY PERIOD

NODE Superordinate term for steps, outcomes, triggering events and operators in a

workflow definition.

NOTIFICATION OF

COMPLETION

Notification of the recipient of the completion message.

The notification of completion is sent as a mail document and displayed in the

Business Workplace of the relevant recipient. Notifications of completion are

sent if the following apply:

THE WORK ITEM IS SUCCESSFULLY TERMINATED (STATUS Completed)

AN APPROPRIATE RECIPIENT IS ENTERED IN THE DEFINITION

The notification of completion contains the notification text defined for the task,

and a reference to the workflow log or work item display.

OBJECT Any type of related information which can be accessed uniquely under an

identifying key. Most of this information is generally stored in an ABAP

Dictionary table.

Objects are created at runtime and are the specific instances of a previously

defined object type which have been assigned values.

OBJECT MANAGER The tools provided for object handling and object type handling are referred to

as a whole as the object manager.

31

OBJECT REFERENCE Reference to the data of an object in the Business Object Repository. Object

data is made available at runtime in an internal table. The object reference

contains a reference to this internal table.

OBJECT STATUS

ATTRIBUTE

Attribute whose value is an object status (CO status management).

OBJECT TYPE Description of data (objects) in the system created at definition time in the

Business Object Builder. Examples:

DOCUMENTS (INVOICES, PURCHASE REQUISITIONS, JOB APPLICATIONS, AND SO

ON)

MASTER DATA (CUSTOMER, MATERIAL, VENDOR, AND SO ON)

TRANSACTION DATA (ORDER, QUOTATION, AND SO ON)

Object types are described and implemented by specifying the following

components:

BASIC DATA

KEY FIELDS

ATTRIBUTES

METHODS WITH PARAMETERS, RESULT AND EXCEPTIONS

EVENTS WITH PARAMETERS

IMPLEMENTATION PROGRAM

The Business Object Repository provides a full directory of all object types.

The object type must be defined before its data (objects) can be used in the

system.

OBJECT TYPE

COMPONENT

You define and implement object types by specifying their components in the

Business Object Builder. An object type is made up of the following

components:

BASIC DATA

KEY FIELDS

ATTRIBUTES (= OBJECT PROPERTIES)

METHODS (= OPERATIONS ON OBJECTS) WITH PARAMETERS, RESULTS AND

EXCEPTIONS

EVENTS WITH PARAMETERS

IMPLEMENTATION IN PROGRAM

ORGANIZATIONAL

MANAGEMENT

OBJECT

Certain Organizational Management objects are important for the integration of

SAP Business Workflow and PD Organizational Management. The objects are

identified using a 2-character identifier for their object type and an 8-digit

number or 12-character name.

The follow object types are used for the organizational plan and for the

specification of agents and responsibilities:

O - ORGANIZATIONAL UNIT

C – JOB

S – POSITION

US – USER

P - EMPLOYEE

A - WORK CENTER

AC - ROLE

Tasks are identified as follows:

STANDARD TASKS (TS), CUSTOMER TASKS (T )

WORKFLOW TEMPLATES (WS), WORKFLOW TASKS (WF)

The Organizational Management objects also have an abbreviation (which is

not necessarily unique) and a descriptive name.

POSSIBLE AGENT User who is organizationally authorized to start a task and execute the

associated work item.

The possible agents are not usually expressed with a full list of all user names,

but with organizational units, positions and jobs. The possible agents of a task

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are specified in the task definition.

Without possible agents a task cannot be executed or started in dialog.

PROCESS CONTROL Step type in a workflow definition for performing the following operations at

runtime:

CANCEL WORK ITEMS OF THE CURRENT WORKFLOW

SET WORK ITEMS OF THE CURRENT WORKFLOW TO OBSOLETE

TERMINATE THE WORKFLOW

CANCEL THE WORKFLOW

PROCESS TIME Time during which a work item is being processed. The calculation of the

process time depends on the type of the work item.

RECEIVER

FUNCTION MODULE

SWW_WI_CREATE_VIA_EVENT is the Receiver function module, which is

responsible for triggering the workflows (for all Workflows in SWE2). This will

be assigned automatically when the linkage (SWE2) is created. This function

module is common for all.

TEMPLATE RECEIVER FUNCTION MODULE SWE_CD_TEMPLATE_REC_FB IS

AVAILABLE IN THE FUNCTION GROUP SWE_TEMPLATE.

The interface of this function module is standard and predefined. The receiver

function module expects the ID of the event, the event container and the name

of the receiver type as input parameters. Return parameters are not passed by

the receiver function module.

The receiver function module is called with the above parameters if the event

entered in the type linkage table occurs and the check function module (if any)

terminates without an exception.

The receiver function module must be marked as RFC-enabled.

RECEIVER INSTANCE Instance that is continued or terminated when an event occurs for an object.

The receiver instance is entered in the instance linkage table at runtime by the

potential event receiver. When the event manager sets up the instance linkage,

it writes the receiver instance into the event container and passes it to the

receiver function module declared in the instance linkage table for further

processing.

In a workflow, wait steps and activities that reference a single-step task with a

terminating event create an entry in the instance linkage table. The number of

the work item of the wait step or activity is used as the receiver instance. The

system makes the entry.

RECEIVER TYPE OPTIONAL INPUT PARAMETER for the receiver function module.

The receiver type is stored in the type linkage table and is entered by the

system. The entry is made at definition time if triggering events are defined for

tasks. The entry is made at runtime if a wait step or activity that references a

single-step task with a terminating event is executed.

WITH TRIGGERING EVENTS OF TASKS, THE RECEIVER TYPE IS THE ID OF THE TASK

TO BE STARTED.

WITH WAIT STEPS OR TERMINATING EVENTS OF SINGLE-STEP TASKS, THE

RECEIVER TYPE IS "EVENTITEM" OR "WORKITEM".

RECEIVER TYPE

FUNCTION MODULE

Function module for DYNAMIC DETERMINATION of the receiver type.

The receiver type function module is called before the receiver function module

is called, provided it is entered in the type linkage table.

The event container is evaluated in the receiver type function module, and a

receiver type determined from the information contained. Usually no receiver

type function module is required.

If you think you need your own receiver type function module, the template

function module SWE_CD_TEMPLATE_RECTYPE_FB is available in the

function group SWE_TEMPLATE.

REQUESTED END Deadline by which the processing of a work item SHOULD be terminated.

REQUESTED START EARLIEST POINT IN TIME AT WHICH THE WORK ITEM CAN BE EXECUTED.

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A dialog work item appears in the Business Workplaces of its recipients when

the requested start is reached if the work item is already available for

processing.

If the dialog work item is not created until after the requested start, it appears

immediately in the Business Workplaces of its recipients.

With background work items, execution starts when the requested start is

reached at the earliest.

RESPONSIBLE

AGENT

User assigned locally to a step in the workflow definition.

The system establishes the recipient(s) of a work item from the intersection of

responsible and possible agents.

RESULT A specific parameter of a synchronous method for returning the essential result

of this method.

The possible values of this result can be defined in a fixed value domain or a

check table so that they are known in the workflow definition and can be taken

into account.

A method can only ever have one result, but it can have any number of return

parameters as well. A method does not necessarily have to have a result.

ROLE Method of establishing a user at runtime. This user can be used as a

responsible agent or a recipient of certain notifications.

A role can be defined in the following ways:

RESPONSIBILITIES

ORGANIZATIONAL DATA

USER-PROGRAMMED FUNCTION TO BE EXECUTED

Roles are assigned in the step definition.

Example:

ROLE: "SUPERIOR OF <USER>"

ROLE: "MRP CONTROLLER FOR <MATERIAL>"

ROLE: "EMPLOYEE RESPONSIBLE FOR <CUSTOMER> FROM <ORDER TOTAL>"

ROLE DEFINITION Description of a role. The definition includes the rule for how and according to

which information (objects, application data) the role resolution can be carried

out.

ROLE RESOLUTION Determination of the agents combined in a role.

Role resolution takes place at runtime depending on the information from the

current process.

The result of role resolution is a list of agents who are responsible for the

actual processing of the task.

SAP BUSINESS

WORKFLOW

SAP Business Workflow comprises technologies and tools for the automatic

control and execution of cross-application processes. This primarily involves

coordinating

THE PERSONS INVOLVED

THE WORK STEPS REQUIRED

THE DATA THAT NEEDS TO BE PROCESSED (BUSINESS OBJECTS)

The main aims of SAP Business Workflow are to reduce throughput times and

the costs involved in managing business processes, and to increase

transparency and quality.

SAPFORMS R/3 System interface for the integration of electronic forms.

These forms can be used, for example, to execute a work item or start a

workflow offline.

SECONDARY

METHOD

Method that is executed in addition to the main method in the execution of a

dialog or background work item.

A secondary method is connected to the leading method of the step, and is

generally used to display additional information.

The secondary method can be any object method defined in the Business

Object Repository.

34

If the work item is executed several times, (say, for example, the terminating

event has not yet occurred), the secondary method is also executed several

times.

STANDARD TASK Single-step task for use in workflow definitions. You can execute methods of

business object types in standard tasks.

The following apply to standard tasks:

OBJECT TYPE TS IN ORGANIZATIONAL MANAGEMENT

CROSS-CLIENT

UNRESTRICTED VALIDITY PERIOD

ANY PLAN VERSION

START Point in time at which the processing of a work item starts.

The processing of a work item starts when the work item first assumes the

status reserved or in process.

STEP Elementary module of a workflow definition.

The following types of step exist:

ACTIVITY (= TASK REFERENCE)

CONDITION, MULTIPLE CONDITION

EVENT CREATOR, WAIT STEP

CONTAINER OPERATION

USER DECISION

DOCUMENT GENERATION

LOOP

FORK

UNDEFINED STEP

The individual steps are arranged and processed sequentially. Only steps in

forks can be executed simultaneously.

Steps within a workflow definition can only be changed or inserted according to

certain rules, taking into account block orientation.

STEP DEFINITION Part of a workflow definition. The step definition contains all the data relevant

to the step. The scope depends on the step type defined.

STEP NAME Name to label a step in the workflow definition.

SUBSTITUTE

PROFILE

Collection of a substitute's "rights".

A substitute profile is assigned to a substitute when the substitution is set up.

A substitute profile includes a number of task classes. Task classes are

assigned to single-step tasks during definition.

Substitute profiles are defined and task classes combined to form a substitute

profile in Customizing.

SUBTYPE Copy of an object type, which has inherited all the attributes, events and

methods. The subtype can be modified and extended.

Subtypes are used to edit or extend object types supplied by SAP.

SUBWORKFLOW Workflow template or workflow task used in an activity in a workflow definition.

At runtime the workflow referenced in the activity is executed when the step is

executed.

SUPERTYPE Object type from which another object type (subtype) has inherited all object

type components. Changes to the object type components of the supertype

only affect the object type components of the subtype if the components have

not been redefined for the subtype.

SYNCHRONOUS

METHOD

Method that assumes process control for the duration of its execution and

reports back to the calling component (in this case the work item manager)

after its execution.

Terminating events can be defined for a single-step task described with a

synchronous object method. At runtime, the relevant work item is completed

either when the method has been processed or when one of the events occurs.

A synchronous method can return the following data to the workflow:

35

RETURN PARAMETERS

ONE RESULT

EXCEPTIONS

TABLE ELEMENT Multiline element in the workflow container, which can contain a list of values.

A table element can be specified in the activity definition. The activity is

executed in parallel processing branches as many times as there are values in

the table.

TASK Goal-oriented business activity description.

The following tasks exist in the workflow context:

SINGLE-STEP TASK (CUSTOMER TASK/STANDARD TASK)

Activity in which an object method is executed on a specific object.

MULTISTEP TASK (WORKFLOW TASK/WORKFLOW TEMPLATE)

Activity whose description includes reference to a workflow definition.

TASK CONTAINER Container of a task for storing data from the task environment.

The task container contains the control information in the form of constants

and object references:

INFORMATION ON EXECUTION OF THE OBJECT METHOD (OBJECT REFERENCE TO THE

OBJECT TO BE PROCESSED, CURRENT AGENT OF WORK ITEM, AND SO ON)

INFORMATION AVAILABLE AFTER PROCESSING THE METHOD

The task container already contains some defined workflow system variables.

You can define other container elements in the task container, which are of

interest, for example, for variable replacement in connection with the

notifications.

TASK GROUP Collection of standard tasks, workflow templates and other task groups, which

are used in a common context.

You can set up hierarchies of task groups by inserting task groups into other

task groups.

Task groups can be cross-application. They can include tasks from within one

application component as well as tasks from different application components.

TERMINATING

EVENT

Event whose occurrence terminates a single-step task.

If the indicator confirm end of processing is set for the single-step task, the

end of processing must be confirmed by a recipient even after the event has

occurred.

The event is entered as a terminating event of the single-step task. A single-

step task can have several terminating events.

Single-step tasks that refer to an asynchronous method must have at least one

terminating event. Single-step tasks that refer to a synchronous method can

have terminating events.

Single-step tasks with terminating events can be terminated as follows:

BY THE EVENT OCCURRING

BY AN AGENT EXECUTING THE WORK ITEM AND (POSSIBLY) SETTING IT TO 'DONE'

(ONLY FOR SINGLE-STEP TASKS THAT USE SYNCHRONOUS OBJECT TYPE METHODS)

TOTAL TIME Sum of process time and wait time.

TRIGGERING EVENT Event whose occurrence starts a task or a workflow.

The event must be entered as a triggering event for the task to be started, and

the event linkage must be activated. A task or workflow can have several

triggering events.

Information from the event creation context can be passed in the binding from

the event container to the task or workflow container.

The event must be defined as an object type component in the Business Object

Builder.

TYPE LINKAGE Assignment of one or several receiver function modules and receiver types to

an event.

To establish the type linkage, the event manager evaluates the type linkage

36

table. The event receiver with the receiver function module and receiver type

are defined in this table. The event is specified by the object type and event

name. In addition to the instance linkage table, the type linkage table is one of

the two event receiver linkage tables managed in the system.

If events are used in SAP Business Workflow (as triggering and terminating

events, for wait steps), the entries required in the linkage table are made by

the workflow system.

UNTIL LOOP Step type in a workflow definition for processing a sequence of steps

repeatedly at runtime until the termination condition defined in the loop

command occurs.

The system makes the decision about terminating the loop on the basis of a

termination condition created in the condition editor, in conjunction with values

contained in the workflow container.

The first check takes place when the loop has been processed once.

USER DECISION Step type in a workflow definition to take a branch at runtime based on a

decision made by the current user during the current workflow.

At runtime the user decision is represented by a dialog work item (type W work

item).

VIRTUAL ATTRIBUTE Attribute for which a read procedure always has to be implemented, since no

field content in the database corresponds to this attribute. Its value is

established by evaluating what may be complex database contents at runtime.

It generally applies that multiline attributes and attributes that reference a

object with several key fields are to be implemented as virtual attributes.

A virtual attribute can return the value of an ABAP Dictionary field or an object

reference.

WAIT STEP Step type in a workflow definition for waiting for an event at runtime.

Processing in this workflow branch is continued after the expected event has

occurred.

At runtime a wait step is represented by a type E work item.

WAIT STEP WORK

ITEM

Type E work item representing a wait step in a workflow at runtime, which

waits for a published event to occur.

WAIT TIME Time during which a work item exists but is not yet being processed. The

calculation of the wait time depends on the type of the work item.

WHILE LOOP Step type in a workflow definition for processing a sequence of steps

repeatedly at runtime as long as the comparisons defined in the step definition

apply.

To make the decision, the workflow system checks the value of a basis of

comparison (= expression from the workflow container) against the defined

comparison values.

The first check is made before the loop is processed.

WORK ITEM Runtime representation of a task or a step in the workflow definition.

There are various types of work item.

WORK ITEM

CONTAINER

Runtime representation of the task container of a single-step task.

WORK ITEM

DISPLAY

All information and activities are displayed, which are relevant in the

environment of the work item in question. Very little technical information is

displayed.

As an alternative to the standard view of the work item display, which supports

the agent in the processing of the current work item, you can use the technical

view of the work item display.

You can change the status or the deadline data of the work item in the

technical view.

WORK ITEM

MANAGER

Active unit which provides methods for the work items.

The work item manager has the following functions:

37

THE WORK ITEM MANAGER CAN INITIATE CALLING OF BACKGROUND PROCESSES.

THIS IS NECESSARY BECAUSE ACTIVITIES IN THE WORKFLOW DEFINITION CAN

REFER TO OBJECT METHODS WHICH RUN IN THE BACKGROUND.

THE WORK ITEM MANAGER IS RESPONSIBLE FOR DEADLINE MONITORING AND

INITIATING APPROPRIATE MEASURES (ESCALATION).

THE WORK ITEM MANAGER MAKES AVAILABLE THE EVENT INTERFACE. IT ACTS AS

THE RECEIVER OF EVENTS FOR TASKS WHICH ARE TERMINATED BY AN EVENT AND

FOR WAIT STEPS.

WORK ITEM TEXT Text that appears in the Business Workplace to describe the work item. The

work item text is defined with the single-step task.

The work item text can include up to four expressions that refer to the task

container. A text is then displayed at execution time, which incorportaes the

current values of the container elements.

WORK ITEM TYPE There are various types of work item.

The work item type determines the internal processing. The type also

determines which statuses and status transitions are allowed.

Certain work items are displayed to a user in their Business Workplace,

depending on the type. Other work items are only used and processed

internally within the system.

Work items of the following types are displayed in the Business Workplace:

DIALOG WORK ITEM (TYPE W)

Runtime representation of single-step tasks requiring user dialog.

MISSED DEADLINE WORK ITEM (TYPE D)

Work item for notification upon missed deadline.

WORK QUEUE WORK ITEM (TYPE A)

Runtime representation of a work queue.

There are other work item types that can only be seen using the selection

report for displaying work items.

WORK QUEUE List of objects that are to be processed once and together within a specified

period.

The work queue provides a "framework" for the individual entries to be

processed and manages the list of objects to be processed, including their

statuses and the tasks to be executed on them. The status of the work queue

work item (type A) indicates the processing status of the work queue overall.

WORK QUEUE

WORK ITEM

Work item of type A, which represents a work queue at runtime.

Work items of type A are displayed in the Business Workplace. The processing

status of the work queue overall can be derived from the status of the work

item.

WORKFLOW Execution of a multistep task at runtime.

A workflow consists of a sequence of steps, which are processed either by

people or automatically by the system.

The chronological and logical sequence of the steps, linked to the evaluation of

conditions, is monitored by the workflow manager and can be controlled

flexibly with event-related response mechanisms.

From a technical point of view, a workflow is represented by a workflow work

item (type F).

WORKFLOW

CONTAINER

The workflow container contains workflow-specific system variables and other

container elements to be defined explicitly.

The container elements for which the import or export indicator is set form the

data interface of the workflow. This interface applies to all versions of the

workflow definition.

Container elements for which no import or export indicators are set are local

container elements in the workflow definition. They are subject to versioning

and are only valid in the versions of the workflow defintion in which they were

38

defined. They can be used as indicators or internal counters amongst other

things.

WORKFLOW LOG Log for a workflow, which contains all the workflow steps whose processing has

been at least started so far.

You can double-click in a workflow log to display work items (and change them

if you have the appropriate authorization).

Any errors during a workflow are displayed in the workflow log and can be

analyzed with the help of the error messages displayed.

You can go to the following, amongst other things, from the workflow log:

ATTACHMENTS

AD HOC OBJECTS

PROCESSED WORK ITEMS

SUBWORKFLOWS

AGENTS INVOLVED

WORKFLOW

OUTBOX

User-specific list of work items for the tasks that were:

STARTED BY THE USER IN DIALOG

TRIGGERED BY AN EVENT CONTAINING THE NAME OF THE USER IN THE CONTAINER

ELEMENT _EVT_OBJECT IN ITS EVENT CONTAINER

The workflow outbox is part of the Business Workplace.

WORKFLOW

RESUBMISSIONS

User-specific list of work items "resubmitted" by this user. The work items are

displayed with their resubmission dates.

WORKFLOW SYSTEM

ADMINISTRATOR

Person responsible for the workflow definition from a technical point of view.

The workflow system administrator can be set globally in the administration

data of the Workflow Builder, or individually for each workflow definition in its

basic data. The maintenance of the global workflow system administrator is

part of Workflow Customizing.

A workflow system administrator is assigned to each workflow at runtime. The

entry in the basic data is evaluated for this. Only if this is blank is the entry in

the administration data evaluated.

The system administrator of a subworkflow is derived automatically from the

data of the superordinate workflow. This also applies if another system

administrator is maintained in the basic data of the subworkflow.

Neither changes to the basic data or the Customizing settings nor

organizational reassignments have any effect on workflows that have already

been started.

The workflow system administrator should be able to repair errors in

workflows. If a workflow that has been started assumes the error status, the

workflow system administrator receives a mail in their Business Workplace

inbox. The workflow log can be used to perform analyses and remove errors.

If a workflow fails to start, only the workflow system administrator entered in

the Workflow Builder is notified.

Information about the workflow system administrator is available as an

attribute in the workflow container element _Workitem.

WORKFLOW TASK Multistep task created by a customer to meet their specific requirements.

These tasks contain a workflow definition.

The following apply to workflow tasks:

ORGANIZATIONAL OBJECT TYPE WF

CLIENT-SPECIFIC

VALIDITY PERIOD

PLAN VERSION-SPECIFIC

TEMPLATE

WORKFLOW

Multistep task with the following properties:

ORGANIZATIONAL OBJECT TYPE WS

CROSS-CLIENT

UNRESTRICTED VALIDITY PERIOD

39

ANY PLAN VERSION

Executable workflows are supplied by SAP as workflow templates. You can:

USE THEM AS MODELS FOR DEFINING YOUR OWN WORKFLOW TEMPLATES

CONFIGURE THEM MAKING YOUR OWN AGENT AND DEADLINE ENTRIES

WORKFLOW WORK

ITEM

Type F work item that represents a multistep task at runtime.

There is one workflow work item for every multistep task started. The workflow

log and workflow container of this workflow work item can be accessed:

FOR ERROR DIAGNOSIS AND CORRECTION

IF NO WORK ITEMS ARE DISPLAYED FOR INFORMATION ABOUT STEPS ALREADY

PROCESSED (INCLUDING THEIR CURRENT AGENTS, NOTES AND AD HOC OBJECTS)

FOR REPORTING PROCESSES COMPLETED

Workflow work items are not displayed in the Business Workplace, but can be

found using the work item selection. If a workflow task or workflow template is

referenced as an activity within a workflow definition, this step is also

represented with a workflow work item.

WORKLIST List of all work items that are assigned to a specific user at a particular time.

This user is one of the recipients of each work item.

The worklist is located in the workflow inbox in the Business Workplace.

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QUESTIONS AND ANSWERS

What is the table for USER MASTER, WORKFLOW LOG, WORKFLOW CONTAINER,

WORKFLOW DEFINITION and AGENT OF WORKFLOW?

USER-MASTER - USR01

WORKFLOW LOG - SWWLOGHIST

WORKFLOW CONTAINER – SWD_WFCONT

WORKLOW DEFINITION - SWDSHEADER

AGENT OF WORKFLOW - SWWWIAGENT

What differences are there between a work item and a notification mail?

a) The work item cannot be used to notify several users.

Mails can be routed to several users, just like work items. When a mail is sent, and one

recipient reads and deletes the mail, all other recipients will still have access to their own

copy in their own inbox. However, when a work item is processed by one of the recipients it

will automatically disappear from all the other inboxes. So you can see that a work item is

unsuitable for notifying several users.

It is also worth noting that a mail can be forwarded in many different ways (fax, internet...)

whereas the work item cannot.

b) The work item holds up the workflow

When the workflow sends a mail (usually as a background step) it continues with the

process immediately after transmitting the mail. When a work item is generated, the

workflow will not continue until the work item has been processed. This slows down the

process. Occasionally this is what is intended (using the work item as an approval step

without the ability to reject) but usually you will better off using mails for notifications.

Note: You can send business objects as references with the mail either as a business object

reference attached to the mail or as an URL (ABAP required).

What is the difference between sending a mail to a recipient list compared to

sending individual mails via a dynamic loop?

Performance. Sending 1 mail to 20 recipients will cost considerably less performance than

sending 20 individual mails. If the mail is sent as a SAP Office mail (as opposed to e-mail,

fax...) disk space will also be a factor because the SAP office mail will only exist once in the

database, with references being created for each of the recipients.

The only time you need to consider individual mails with a dynamic loop is when the text of

the mail varies from one recipient to another.

How do I send a standard text as an e-mail from workflow?

It is very easy sending standard text , which may include data from the workflow. You

simply create a background step which sends the work item description. This may include

variables which will be substituted when mail is sent.

In early releases you have to create your own task based on the method SELFITEM

SendTaskDescription. In later releases a wizard is available for creating the step and in

release 4.6 there is even a step type which does this all for you automatically.

Whichever path you take, there is very good online documentation describing exactly what

has to be done.

41

How do I send a complex text from the workflow?

You may create mails using SAPscript. These mails can include conditions which are

evaluated in order to determine which text blocks which are used in the mail. Workflow

variables can be used in these conditions and workflow variables can be substituted into the

body of the e-mail text.

How do I send really complex mails from the workflow?

If you this is not enough for you will probably want to write your own ABAP routines for

generating the text and generating the attachments to go with the text.

Use the function group SO01 which contains functions of the form SO_*_API1 which are

ideal for creating your own sophisticated messages. There are plenty of advantages of how

these are used within the SAP system.

How do I send reports?

There are wizards (Release 3.1) which will create workflows for you to send reports to a

distribution list. You can specify whether the results should be transmitted or evaluated at

the time the recipient wishes to view the report. It is usually better to send the evaluation

because this allows the recipient to see the results instantaneously, without having to wait

for the report to execute first.

Deadlines

How can I configure the workflow so that different types of messages are sent out

to different people depending on how late the processing is?

1. Specify a deadline period for the step.

2. Specify a name for the event. This adds new branch from the step. More...

3. Add a new step to the branch which sends a mail message.

4. Add another step to the branch which sends out the second deadline warning (see mail

steps above). Use deadlines in this step to configure an earliest start so that the second

message is not sent until a further time has elapsed.

5. Repeat step 5 as often as you like.

How can I configure the workflow so that when the deadline is missed the

workflow step is simply skipped?

This is tricky to explain but easy to implement once you know how.

Follow these steps (in later releases there is a wizard which takes you through the steps):

1. In the terminating events view of the workflow step activate the "obsolete" event and

give it a name. More...

2. Specify a deadline period for the step.

3. Specify a name for the event. This adds new branch from the step. More...

4. Add a new step to the deadline path. This step must be of type "process control".

5. Select the control "Make step obsolete" and use the search help to specify the workflow

step that has the deadline. Only steps with obsolete paths defined will be displayed.

How do I trigger a workflow with an e-mail?

You can customize the system to call a BOR method when an external mail (fax, e-mail...)

arrives in the system. You BOR method should either trigger the e-meil directly or trigger an

event. To customize this user exit use the transaction SCOT.

42

How can I make sure that user's access their tasks via the workflow and not via

the menu or launch pad?

The routing mechanism for work items uses roles and organizational assignments to

determine who receives which work item. However the routing does not provide extra

authorization checks based on the routing configuration. If you want to ensure that the

tasks are executed within the workflow, and not via the standard transaction, service or

MiniApp, then you will have to apply your own protection.

The simplest way of doing this is to remove the standard transaction from the user's menu

or Workplace role (but include it in the supervisor's role, just in case).

If you want to allow the user to execute the task from the menu if and only if they have

received the work item then you should replace the standard transaction with your own

custom built transaction. Your own transaction simply calls the standard transaction but

performs it's own authorization check first, based on the routing mechanism used in the

workflow. Tip: Add a second (ored) authorization check to make sure that a supervisor can

execute the transaction in an emergency

Is it possible to execute a work item automatically (lying in inbox)... automatically

when deadline is missed...If so how will you perform it?

When deadline is missed, u can trigger another work item.

Give time constrain to Latest Start and it branches one more outcome (with a clock symbol)

in WF template. Here create an activity and assign the same task to this activity and do

it as a background process.

A work item is in a users inbox. If the user wants to do a particular process

manually without executing the work item what will happen to the work item?

The WI stays in the inbox.

For killing the WI, u can use Process Control Step. (try fork)

How will u delete a work item, which is in the inbox?

Use SWWL transaction

Use RSWWWIDE Standard Report

Use Process Control Step in Workflow template

Use SWUF (Workflow Admin)

What is Check Function Module and where it is used?

Check Function Module, if used, is responsible for triggering a workflow under som

conditions. It will check the condition before triggering the workflow and if the condition is

not satisfied it terminates the flow. Developer has to create this function module (if not

provided by SAP). This is given in SWE2. (Select the linkage and see details)

What is Receiver Function Module and where it is used?

SWW_WI_CREATE_VIA_EVENT is the Receiver function module, which is responsible for

triggering the workflows (for all Workflows in SWE2). This will be assigned automatically

when the linkage (SWE2) is created. This function module is common for all.

How can I pass parameters from an ABAP program to the workflow container?

SWW_WI_START_SIMPLE is the Function Module used for triggering workflow

from ABAP. (Try also SWW_WI_CREATE_VIA_EVENT)

How to Trigger another workflow from a workflow in process? Explain the process

and steps involved in it?

In an Activity, just call the workflow, as u calls the task…

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Workflow is in process. Upon creation of an event, the workflow should end. How

to design this process?

Can use Process Control Activity with the necessary logic.

Depending upon various field values, workflow should be triggered? How to do it?

Field Restriction in SWEC

List some standard FM used for Role Resolution and explain where it is used and

how parameters are passed?

SWX_GET_MANAGER – Gives the Superior (output from function module) of the user (input

to function module).

What are the macros used by you in the workflow development?

DATA: <Object> TYPE SWC_OBJECT.

SWC_CREATE_OBJECT <Object> <Object Type> <Object Key>.

SWC_REFRESH_OBJECT <Object>.

SWC_GET_OBJECT_TYPE <Object> <Object Type>.

SWC_GET_OBJECT_KEY <Object> <Object Key>.

SWC_CALL_METHOD <Object> <Method> <Container>.

SWC_CONTAINER <Container>.

SWC_CREATE_CONTAINER <Container>.

SWC_GET_PROPERTY <Object> <Attribute> <Attribute Value>.

SWC_GET_TABLE_PROPERTY <Object> <Attribute> <Attribute Value>.

EXIT_RETURN <Exception> <Var1> <Var2> <Var3> <Var4>.

Have you used the Role Resolution? How did you do that?

There are various ways of defining roles. You can use the following:

Function modules

You use a function module to define standard roles if the agent for a task must be

found according to extremely complex selection criteria. If you define roles using

function modules, the system finds agents by executing the function. How data is

obtained varies from function to function. You can use predefined functions, or create your own functions.

Organizational data

You use organizational data to define standard roles if your business processes are

managed on the basis of your organization model. If you define roles using

organizational data, role resolution traces the possible agents for a task by using the

relationships between the task, the objects in Organizational Management, and the SAP organizational objects.

Responsibilities

You use responsibilities to define standard roles if you need more precise selection

criteria to find agents, but do not want to use function modules. You can also use the organization model to find possible agents using jobs, positions, etc.

Explain the workflows developed by you. Explain from starting point to end

point of workflow development (Technical point of view).

44

Design Process

Which responsibilities do you have for the scenario?

Design the Multistep task

How must the single-step tasks be defined?

How must the object type be defined?

Which functionality should the method involve?

On the single step level you define the greatest possible set of agents.

On the Multistep level you define the responsible agents.

What is the Workflow basic Customizing?

Before you can use the Workflow module, you must first execute the basic Customizing in

transaction SWU3.

All of the listed points should be green (the number range for customer tasks is no longer

required). A detailed description of the activities is provided in the relevant information

buttons. You can also execute some (but not all) of the points using the Automatic

Customizing button. See the online documentation for an exact description of what happens

there. The RFC destination must work correctly and the user (usually WF BATCH) should have the SAP_ALL profile.

What options do I have as a user to configure the inbox individually?

You have the following options:

You can create separate user-dependent or user-independent layouts so that you can

adapt the displayed columns individually. You can access the function in the Workplace via an application function key.

You can set filters to set certain criteria for individual columns or several columns

simultaneously, according to which specific work items are then filtered.

You can add dynamic columns in the layout that then display dynamic elements for

certain tasks and users from the work item container. However, this is only possible if all

tasks in the inbox belong to just one task. If they have several tasks in the inbox,

filtering serves no useful purpose because all tasks are first completely read once. You can define these dynamic columns using transaction SWL1.

What does the substitute rule system look like in the workflow?

You have a choice of two different substitute rulings:

Active substitute ruling (for example, for absence due to vacations): In this case, the

items belonging to the absent person are automatically assigned to the substitutes inbox (in addition to his own work items).

Passive substitution (for example, for absence due to illness): the substitute must

explicitly assume the substitution and can only view the items of the absent person in

this mode.

How can users be automatically notified that new work items are available for processing?

Answer: Unfortunately, the dialog box that informs users of new work items which appears

in SAPoffice is not available within SAP Systems. However, the following two options are

provided:

45

In the Workflow Builder, you can designate the item as an express item via additional

data. The user then receives a corresponding express dialog box.

The RSWUWFML report is a more flexible option. This report sends an e-mail to an

external Internet address to notify the user of new work items.

Can I set deadlines for the latest processing of work items?

This is where you can use deadline monitoring for work items. In the Workflow Builder, you

can set dates for a requested/latest start/end date for each individual step. You must

schedule the SWWDHEX job via transaction SWU3 for this. Schedule the job permanently in

the production system otherwise it is difficult for the job to schedule individual deadline monitoring scenarios when workflow is heavy.

Can I also execute work items with external programs such as Outlook?

You can use the Web GUI for HTML instead of the Windows GUI. However, note that some

functions do no work in the WEB GUI, due to technical restrictions in the browser. SAP also

provides interfaces which allow you to process work items with external programs such as

Lotus Notes or Microsoft Outlook.

How do you trace the workflow?

Symptoms worth investigating with the workflow trace :

An event fails to trigger a workflow

Inconsistent data in the workflow

A workflow step does not execute

Starting points for Investigation

Is the binding performed correctly?

Is the target container being filled as you expected?

Are warnings recorded when the condition is evaluated?

RESOLVING WORKFLOW INSTANCE ERRORS Wrong Version in active.

No workflow definition is active

Binding Errors

Workflow appears to be successful but the work has not been done.

WHY DUPLICATE / MULTIPLE WORKFLOWS ARE TRIGGERED Two Workflows are triggered by the same event.

Disable one of the event linkage

Start condition are used to determine which workflow should be triggered by a

particular event, but the start conditions overlap.

Correct the Start conditions

One workflow is triggered by a subtype event, and the other workflow is triggered by

the super type event.

Use delegation so that just on event is raised / disable one of the event

linkages or use start condition (Check Function Module) to decide which

workflow should be started.

Workflow is triggered directly by a customizing table and also by an event

Check the online documentation for this workflow and if necessary disable the

event linkage.

46

1. In a workflow process all the users in an Org. unit has to be displayed and a single user

for approval should be selected from that list. What object and how that can be done?

2. A workflow task is pointing to a background job. If there is some error in the background

process how will you notify it to the user? Explain the process.

3. To which agent the task goes first.

4. If the possible agents r not assigned where the workflow will go. Will it be an error?

5. In order to keep the work item even after it’s executed what to be done.

6. For asynchronous does the terminating event should be given.

7. Is there any relationship between asynchronous and the work item being removed from

the inbox, after it is executed.

8. Approve/Reject should be given after the work item is executed and the transaction is

called. What to be done (use the function module popup_*)

9. What to be done in Role Resolution.

10. Web flow.

11. ITS

12. Workflow event log trace.

13. Done any monitoring other than deadline monitoring.

14. Agent assignment is done in workflow or standard task.

15. Extending events

16. Can we start a WF without using event?

17. Diff between hierarchy and dynamic hierarchy.

18. To add document by the user during the WF process- attach document activity

19. Use 'process control activity' - to skip the work item and continue the WF process.

20. To terminate the WF (will completely stop the WF process and its associated WF's)

21. To cancel the WF (will stop the current WF process alone and not its associated WF's)

22. When & where to use set & get parameters

23. When set container is used whether get container is a must.

24. What are the various ways to trigger an event?

25. What is the diff b/w workflow task and workflow template?

26. What is the diff b/w standard task and customer task?

27. What is the name of the Fun Mod, which is used to create event?

28. What are the various ways to trigger an event?

29. Diff between Version Dependent and Independent Workflow

30. What is Notification

31. What is Modeled Deadline

32. What is Receiver Type FM and Receiver FM?

33. What is Check FM?

34. What are possible ways in which can be assign to a task?

35. Can a Terminating Event be a starting event for another workflow or task if so how?

36. What is Adoption Workflow

37. Diff. type of role resolution?

38. Diff. between rule and role?

39. Consistency check for a standard task?

40. What work queue workitem?

41. What is Position Related substation agent?

42. Which container element is used to store the Administrator?

43. Why we used object type WF_TASK?

44. Who is the agent for background task? WF_BATCH

45. Completely explain one workflow process.

46. Diff between possible agents & responsible agents.

47. If the possible agents r not assigned where the workflow will go. Will it be an error.

48. In order to keep the work item even after its executed what to be done.

49. For asynchronous does the terminating event should be given.

47

BUSINESS OBJECTS – SWO1

A business object is a problem-domain entity that you model in the SAP system, such as

SalesOrder, BillingDocument, and Employee. The BOR stores all the objects in the R/3

system. The repository is a group of all the objects in the R/3 system.

ATTRIBUTES A business object is primarily represented by its attributes. You perform actions, such as

create, update, or delete on the attributes by calling the methods of the object.

FIGURE 1 ATTRIBUTE NETVALUE OF OBJECT BUS2032 (SALESORDER).

The majority of attributes are data-dictionary fields (for example, the NetValue attribute is

defined by VBAK-NETWR). When you access an attribute of an object, you execute a SQL

statement that retrieves the corresponding field in the database.

FIGURE 2 DEFINITION OF ATTRIBUTE NETVALUE.

48

You can also define attributes that do not exist in the data dictionary. These attributes are

called virtual attributes. For example, a business partner has an attribute called BirthDate

that is stored in the data dictionary. You can add a virtual attribute to the BusinessPartner

object called Age. The age of a business partner is not stored in the database, but you can

calculate it using the current date and the birth date of the business partner. If you

implement the ABAP code that calculates Age, every time you access the Age attribute, the

code executes and returns the business partners age.

FIGURE 3 DEFINITION OF VIRTUAL ATTRIBUTE AGE.

The BOR lets you define multi-line attributes. These attributes define one-to-many

relationships between an object and other fields. These objects can be defined in the data

dictionary or can also be virtual attributes.

An attribute that uniquely defines an object in the system is called a key attribute. In the

case of a SalesOrder, the key attribute is VBAK-VBELN (the TableName and FieldName). It

is not uncommon for an object to have several key fields. An example of this is object is the

SalesArea (BUS000603) object type which has SalesOrganization (TVTA-VKORG),

DistributionChannel (TVTA-VTWEG) and Division (TVTA-SPARTE) as key fields.

METHODS As mentioned earlier, the methods of an object represent the actions you take with objects

attributes. An action in this example would include retrieving the status of one or more sales

orders based on specific criteria. Methods are analogous to function modules in that they

have importing and exporting parameters as well as exceptions, which you view by selecting

a method and clicking on the toolbar button. This allows external systems (or internal

developments) to pass and accept parameters from these methods just as if they were

using function modules -- allowing external systems to call methods.

49

FIGURE 4 METHODS OF SALES ORDER.

DELEGATION AND SUBTYPING One of the most complex concepts in object-oriented development is that of inheritance.

This concept lets you extend core functionality by creating a child of the parent object that

inherits all of its attributes and methods. For example, a Manager object is a subtype (child)

of the Employee object. The Manager object has all the attributes of an Employee object

(such as EmployeeID or Name) but also has some extra attributes (such as CompanyCar or

Parking Space). SAP has not implemented inheritance in the BOR. However, it has provided

subtyping and delegation, which offer an alternative way to extend R/3 functionality.

SUBTYPING A subtype of an object is another object whose creation is based upon a parent object (see

the preceding manager/employee example). The subtype maintains references to all the

attributes and methods of its parent object. This means that any methods and attributes

defined on the parent can be executed and accessed on the child object. I have often heard

less-experienced developers refer to subtyping as copying the parent object. Although the

effects can be similar, in order to achieve an understanding of some of the more advanced

concepts, such as interface inheritance, it is important to realize that this is not accurate.

If a subtype object were merely a copy of its parent, then all the code contained within the

parent would be physically copied to the child. This is not the case. The subtype simply

maintains references to its parents methods and attributes. The real difference is that the

subtype lets you redefine these methods and attributes. You can easily add your own

business rules to the parent methods by redefining the subtypes method.

50

FIGURE 5 REDEFINITION OF CHANGE PASSWORD METHOD.

It is imperative that once you redefine the method it still behaves in a similar manner. You

are allowed to add extra business logic, but the method must still change the password

rather than do something unexpected, like delete a customer. This is particularly important

when SAP is being accessed from external systems. The external system will expect a

method to provide certain functionality. The developer should take care to ensure that this

expectation is met.

Delegation

Now that you have implemented a new CHANGEPASSWORD method, you need to tell the

SAP system to use the redefined version of CHANGEPASSWORD and not the version that

was delivered on the KNA1 object. This is similar to object-oriented inheritance but the two

concepts do have fundamental differences.

FIGURE 6 DELEGATION FOR OBJECTS.

By making an entry in the delegation table, you tell R/3 that before executing a method on

KNA1, it should first check if that method has been redefined on the subtype. If it has, then

the system executes the redefined method. If it hasn't, then the system executes the

original method.

51

FIGURE 7 EXECUTION FLOW FOR METHODS WITH DELEGATION.

This delegation is powerful because it lets you implement your own business logic without

modifying any SAP code. As long as the objects are properly delegated, your method will be

executed.

52

ROLE RESOLUTION AGENTS DETERMINATION

Role

Organizational Unit

Job

Position

Work center

User

Expression

Workflow Initiator (Expression)

Superior of workflow Initiator (Role)

ROLE RESOLUTION Responsibility Rules

Evaluation Paths

Function Modules

SAP Organizational Objects

AGENTS DETERMINATION

53

PFTC

RESPONSIBILITY RULES If you use responsibilities, you can define the role container using any table fields

or object types. The 'Responsibilities' title element enables you to define any number of responsibilities. You can then assign agents to them. You can also define

criteria for each responsibility. The responsibility is then valid for the criteria.

54

EVALUATION PATHS - OOAW

WF_ORGUN / WF_ORGUS / US_CHEF / SAP_HOLD.

PROCEDURE TO DO:

Determine the evaluation path you want to use

Create a rule as normal, setting the type to “Function to be executed” (i.e) this is a

function module based rule.

Enter the function module RH_GET_STRUCTURE

Automatically an additional field Evaluation path appears. Enter your evaluation path ID

in this field.

Create the following rule container elements

OTYPE / OBJID / ORG_AGENT

Table : T778A (for Evaluation Paths)

FUNCTION RH_GET_STRUCTURE.

*"----------------------------------------------------------------------

*"*"Lokale Schnittstelle:

*" IMPORTING

*" VALUE(ACT_WEGID) LIKE T778A-WEGID OPTIONAL

*" TABLES

*" ACTOR_TAB STRUCTURE SWHACTOR

*" AC_CONTAINER STRUCTURE SWCONT

*" EXCEPTIONS

*" NOBODY_FOUND

*" NO_ACTIVE_PLVAR

ORGANIZATIONAL ATTRIBUTES

RH_OM_ATTRIBUTE_ORGOBJ_FIND

(General Attribute Maintenance: Application Scenario)

FUNCTION rh_om_attribute_orgobj_find .

*"----------------------------------------------------------------------

*"*"Lokale Schnittstelle:

*" IMPORTING

*" VALUE(SCENARIO) TYPE OM_ATTRSCN OPTIONAL

*" VALUE(BUFFER_REFRESH) TYPE FLAG OPTIONAL

*" VALUE(PLVAR) TYPE PLVAR OPTIONAL

*" VALUE(SEARCH_DATE) TYPE DATS DEFAULT SY-DATUM

*" TABLES

*" AC_CONTAINER STRUCTURE SWCONT OPTIONAL

*" ACTOR_TAB STRUCTURE SWHACTOR OPTIONAL

*" EXCEPTIONS

*" NO_SCENARIO

*" NOTHING_FOUND

*"----------------------------------------------------------------------

FUNCTION MODULES You can execute any role resolutions using a function module. Some function modules are

supplied by SAP.

To Know standard Roles Available

Use Transaction PFAC

Use function module (RH_ACTOR_STRUCTURE_GET

55

1) use Transaction PFAC

2) Use function module (RH_ACTOR_STRUCTURE_GET) to get the following screen. Then

type the role number for more info. About role and testing it.

56

CALLING FUNCTION MODULE CALL FUNCTION 'RH_GET_STRUCTURE' * EXPORTING * ACT_WEGID = TABLES ACTOR_TAB = AC_CONTAINER = * EXCEPTIONS * NOBODY_FOUND = 1 * NO_ACTIVE_PLVAR = 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.

FUNCTION RH_GET_STRUCTURE *"---------------------------------------------------------------------- *"*"Lokale Schnittstelle: *" IMPORTING *" VALUE(ACT_WEGID) LIKE T778A-WEGID OPTIONAL *" TABLES *" ACTOR_TAB STRUCTURE SWHACTOR *" AC_CONTAINER STRUCTURE SWCONT *" EXCEPTIONS *" NOBODY_FOUND *" NO_ACTIVE_PLVAR *"---------------------------------------------------------------------- DATA: PLVAR LIKE OBJEC-PLVAR. DATA: OTYPE LIKE OBJEC-OTYPE. DATA: OBJID LIKE OBJEC-REALO. DATA: TDEPTH LIKE GDSTR-TDEPTH. DATA: ORG_AGENT LIKE SWHACTOR. REFRESH: ACTOR_TAB. SWC_GET_ELEMENT AC_CONTAINER 'PLVAR' PLVAR. SWC_GET_ELEMENT AC_CONTAINER 'ORG_AGENT' ORG_AGENT. IF SY-SUBRC > 0 OR ORG_AGENT IS INITIAL. SWC_GET_ELEMENT AC_CONTAINER 'OTYPE' OTYPE. SWC_GET_ELEMENT AC_CONTAINER 'OBJID' OBJID. ELSE. OTYPE = ORG_AGENT-OTYPE. OBJID = ORG_AGENT-OBJID. ENDIF. SWC_GET_ELEMENT AC_CONTAINER 'TDEPTH' TDEPTH. IF SY-SUBRC > 0. CLEAR TDEPTH. ENDIF. * now read data CALL FUNCTION 'RH_STRUC_GET' EXPORTING ACT_OTYPE = OTYPE ACT_OBJID = OBJID ACT_WEGID = ACT_WEGID ACT_PLVAR = PLVAR ACT_BEGDA = SY-DATUM

57

ACT_ENDDA = SY-DATUM ACT_TDEPTH = TDEPTH ACT_TFLAG = ' ' ACT_VFLAG = ' ' AUTHORITY_CHECK = $CROSS TABLES RESULT_TAB = ACTOR_TAB EXCEPTIONS NO_PLVAR_FOUND = 1 OTHERS = 2. CASE SY-SUBRC. WHEN 01. MESSAGE E300(5W) RAISING NO_ACTIVE_PLVAR. WHEN 02. MESSAGE E170(5W) WITH PLVAR OTYPE OBJID ACT_WEGID RAISING NOBODY_FOUND. ENDCASE. ENDFUNCTION.

TRIGGERING A WORKFLOW USING FUNCTION MODULES

SWW_WI_START_SIMPLE

INCLUDE <CNTN01>

DATA: BEGIN OF WA_VBAK,

VBELN TYPE VBAK-VBELN,

AUART TYPE VBAK-AUART,

AUGRU TYPE VBAK-AUGRU,

NETWR TYPE VBAK-NETWR,

VKORG TYPE VBAK-VKORG,

END OF WA_VBAK.

DATA IT_VBAK LIKE TABLE OF WA_VBAK WITH HEADER LINE.

*************************************************************************

DATA : AGENTS LIKE TABLE OF SWHACTOR WITH HEADER LINE,

CONTAINER LIKE TABLE OF SWCONT, "Assign initiator

SALESORDER TYPE SWC_OBJECT, "Assign Values to Workflow Container

SALESNUMBER LIKE SWEINSTCOU-OBJKEY. "Create Object

*************************************************************************

PARAMETERS SALESNO TYPE VBAK-VBELN.

SALESNUMBER = SALESNO.

*************************************************************************

IF SY-UNAME = 'KAAV02'.

AGENTS-OTYPE = 'US'.

AGENTS-OBJID = 'KAAV02'.

APPEND AGENTS.

ENDIF.

58

*“Macro Commands to assign values to Container

SWC_CONTAINER MY_CONTAINER.

SWC_CREATE_CONTAINER MY_CONTAINER.

SWC_CREATE_OBJECT SALESORDER 'BUS2032' SALESNUMBER.

SWC_SET_ELEMENT MY_CONTAINER ‘Salesorder' SALESORDER.

SWC_CONTAINER_TO_PERSISTENT MY_CONTAINER.

SELECT VBELN

AUART

AUGRU

NETWR

VKORG

INTO TABLE IT_VBAK

FROM VBAK

WHERE VBELN = SALESNO.

READ TABLE IT_VBAK WITH KEY VBELN = SALESNO.

SWC_SET_ELEMENT MY_CONTAINER 'NETVALUE' IT_VBAK-NETWR.

CALL FUNCTION 'SWW_WI_START_SIMPLE'

EXPORTING

TASK = 'WS80000786'

TABLES

AGENTS = AGENTS

WI_CONTAINER = MY_CONTAINER.

EXECUTING WORKITEM FORM USER DEFINED SCREEN

Class : CL_WAPI_WF_TOOLBOX

Data : C_TOOLBOX TYPE REF TO CL_WAPI_WF_TOOLBOX,

WORKITEMID TYPE SWW_WIID VALUE ‘700551’.

CREATE OBJECT C_TOOLBOX EXPORTING I_CONTAINER = CONT “ Object of CL_GUI_CUSTOM_CONTAINER I_REPID = SY-REPID I_DYNNR = ‘9000’ I_MODE = CL_WAPI_TOOLBOX=>C_MODE_INPLACE_WITH_INFO I_WI_ID = WORKITEMID.

I_MODE ( Additions ) C_MODE_INPLACE_WITH_INFO - Show Only Toolbar Embedded (0 / 1) C_MODE_INPLACE_BUTTON_ONLY - Show Only, Text, Links C_MODE_MODELESS - Show Toolbar, Text, Links in Modular window

59

RAISING A BUSINESS OBJECT EVENT WITH A CONTAINER

The following code raises the EVENTRAISED event linked to the sales order business object BUS2032 and passes in the variable WEATHEROUTSIDE with the value SUNNY. INCLUDE <CNTN01>. SWC_CONTAINER LT_EVENT_CONTAINER. SWC_CREATE_CONTAINER LT_EVENT_CONTAINER. SWC_SET_ELEMENT LT_EVENT_CONTAINER 'WeatherOutside' 'Sunny'. CALL FUNCTION 'SWE_EVENT_CREATE' EXPORTING OBJTYPE = 'BUS2032' "Sales order object OBJKEY = '0000014078' "Sales order number EVENT = 'EventRaised' "Event defined in SWO1 CREATOR = 'X' START_RECFB_SYNCHRON = 'X' IMPORTING EVENT_ID = EVENT_ID TABLES EVENT_CONTAINER = LT_EVENT_CONTAINER.

60

ACTIVATING GENERIC BUSINESS OBJECT SERVICES

If you want to have the same functionality that is available when you push the Services for

Object button located at the top of each SAP related document you can do the following:

1) Enable your functionality as an object in the BOR using SWO1 - Make sure it generates

2) Add this code to your EDIT dialog (in the PAI section after pushing a button) that you use against that object.

*** EXAMPLE CODE ***

data l_borident like borident.

CASE ok_code.

WHEN 'OBJSERV'.

l_borident-objkey = zcustomobj-id.

l_borident-objtype = 'ZCUSTOM'.

l_borident-logsys = 'DEVCLNT005'.

IF NOT l_borident-objtype IS INITIAL and

not l_borident-objkey is initial.

CALL FUNCTION 'SWU_OBJECT_REFRESH'.

** activate generic system service

CALL FUNCTION 'SWU_OBJECT_PUBLISH'

EXPORTING

objtype = l_borident-objtype

objkey = l_borident-objkey

EXCEPTIONS

objtype_not_found = 1

OTHERS = 2.

CALL FUNCTION 'SWU_OBJECT_DISPATCH_SERVICE'

EXPORTING

service = 'HC1H'

called_by_system = space

EXCEPTIONS

OTHERS = 0.

ENDIF.

ENDCASE.

61

Testing Role Resolution : PFAC

ORGANIZATIONAL DATA If you select this option, role resolution is executed using 'business object types' related in

the organizational model.

For example, you can relate organizational units to the 'country' object type. A value for the

country must then be written to the role container at runtime. Role resolution then returns

all of the organizational units assigned to this country.

SAP Organizational Objects

Allows to match codes entered in customizing tables against organizational objects in

the organizational plan.

Eg:

If you have code representing a particular laboratory, you can relate this to an

organization unit representing all the people in the laboratory.

If you have code representing an MRP controller, you can relate this a particular job

(or) position in the organizational plan.

62

LOCK INDICATORS

The following lock indicators can be set for single step tasks:

Locked against instantiation

The system does not create a work item for the single step that is locked against

instantiation

Locked against execution

The system does create a work item for the single step task that is locked against execution

however it cannot be executed.

Business process models:

The process consultant analyzes the real-life business processes of a company and

tries to map these processes into an optimized, workflow-compatible business process

model.

To create the role:

For process consultant:

SAP_BC_SRV_USER

SAP_BC_BMT_WFM_PROCESS

Person within the system of workflow roles who analyses the existing business

processes, identifies those that are suitable for SAP Business workflow and maps them onto

a business model.

For work developer:

SAP_BC_BMT_WFM_DEVELOPER

Person within the system of workflow roles who implement the workflow based process

model developed by the process consultant and using the SAP Business workflow definition

tools.

For workflow system administrator:

SAP_BC_ENDUSER

SAP_BC_SRV_USER

SAP_BC_BMT_WFM_ADMIN

Person within the system of workflow roles who is responsible for the technical maintenance

of the development environment and the runtime behavior after automatic customizing.

For workflow agent:

SAP_BC_SRV_USER

Person within the system of workflow roles who appears as an end user in productive

workflows.

The workflow agent starts workflows and processes work items. Their work area is the

Business Workplace.

For process controllers:

SAP_BC_SRV_USER

SAP_BC_BMT_WFM_CONTROLLER

63

VERSIONS IN WORKFLOW

Default Version 0000.

To Generate a new version.

Choose Workflow -> Generate Version.

Generates a version 0001 – Active Version.

Import & Export parameters are not subject to version change

DISPLAYING VERSIONS Choose Basic Data.

Version Independent Basic Data

Version Overview

When transported to another system, only the ACTIVE VERSION is transported with a new

free version number.

TABLES AFFECTED SWDSHEADER : WF DEFINITION BASIC DATA

FIELDS WFD_ID Workflow Definition

VERSION Version

EXETYP Workflow Type

WORKFLOW TYPES S - Definition

E - Runtime

D - Ad Hoc Definition

R - Ad Hoc Runtime

C - Configuration Definition

A - Configuration Runtime

CHANGE TO HR MASTER DATA SWEHR1 Linkage Object Type to HR Infotype

SWEHR2 Event Infotype Operation (SAP)

SWEHR3 Event Infotype Operation (Customer)

CHANGE DOCUMENTS SCDO Overview

SWED Define Workflow Properties

SWEC Linkage

BSVW Status Management

NACE Message Control

AWUW Logistics Information System

EVENT LINKAGE SWETYPU Type Linkages

SWB_COND Workflow Start Conditions

SWUY Create Workflow Message Linkage

SWFC Automatic Workflow Customizing

SWF_AUTO

64

SUBSTITUTING BY USERS – (INFO. FROM EDI BOOK PG. NO. NO. 185 - CHAP. 9)

Substitution is the capability to designate another position as a backup to execute

your work items. The person who wants to assign someone else his or her substitute has to initiate the process.

1. Go to SBWP 2. Choose settings, workflow settings, maintain substitute.

3. Click the create substitute button. 4. Enter the user ID of the person who will substitute for you and enter the

date on which you will be gone in the validation period. If you sets the substitute option correctly, you can log on to the system with his ID and select your’s workitem as follows.

1. Go to SBWP

2. Select settings, workflow settings, adopt substitution 3. From the list of users who have assigned you as the backup.

SUBSTITUTING BY ADMINISTRATOR

The system administrator can set a substitute in the HR module. 1. Execute PO13. 2. Enter the position of the person who needs a substitute. Click the

Relationship Info Type under the Active Tab. Click the Create button. 3. Use B311 in the Type of the Relationship field. Enter S for the Type of

Related Object, and enter the position of the user who will be the substitute in the ID of the Related Object Field. Save your entry to define the substitute.

65

THE FOLLOWING IS AN EXTRACT FROM TABLE HRP1000

WS00000016 AL-EARLYINP ArchiveLink - EarlyInput

WS00000023 AM_SUBWF FI-AA subflow for error handling

WS00000024 AM_WF_1 FI-AA mass change/retir. w/o rev.type 1

WS00000025 AM_WF_1_ERL FI-AA retirement with revenue dist.type1

WS00000026 AM_WF_ALL FI-AA mass change/retir. w/o rev.type 2

WS00000033 exmpformabs Workflow template: Notif. of absence

WS00000038 wf_req_rel Workflow for purch.req. release

WS00200025 WF Test1 WF test flow with one step

WS00200028 WF Test2 TestWF with parallelism and recursion

WS00200034 Pool Applicant pool

WS00200035 Contract Offer of contract of employment

WS00200036 Interview Interview Applicant

WS00200038 Applicant Applicant processing

WS00200061 Processing Process quality notification

WS00200062 Close Close quality notification

WS00200063 Complete Complete task

WS00200065 Process Process PM notification

WS00200066 Assign plan Assign plan

WS00200067 Release lot Release inspection lot for inspection

WS00200068 Confirm cert Confirm receipt of certificate

WS00200069 Inv.postings Perform missing inv.postings for lot

WS00200070 L-tInspCompl Long-term inspection completion

WS00200071 Usage dec. Make usage decision

WS00200072 Res.L-tChar. Results recording long-term inspection

WS00200073 Selection Applicant selection

WS00200075 Close Close PM notification

WS00200081 Processing Process error records

WS00200085 In process Process quality notification

WS00200095 In_process PM notification in process

WS00200096 Process Process service notification

WS00200097 Complete Complete task

WS00200098 Close Close service notification

WS00200099 In_process Service notification in process

WS00400002 ECO Doc Flow Demo ECM Object equal Document

WS00400004 FIPP_COMPL FIPP_COMPL

WS00400005 WFMC_CUSTOM1 WFMC: Customizing Message Control

WS00400006 WFMC_CUSTOM2 WFMC: Customizing output type

WS00400011 BSEG_SUBWF01 Release for payment single-stage

WS00400012 BSEG_FRAME1 Release for payment (frame)

WS00400014 WFMC_CUSTOM3 WFMC: Maintain access seq. and cond.tab.

WS00400019 CreateLetter Create + send letter

WS00400020 CreateLetter Create letter

WS00400021 BSEG_SUBWF02 Release for payment two-stage

WS00400022 BSEG_SUBWF03 Release for payment three-stage

WS00400024 AppEvtCreatr Event Creator 'Vacancy assigned'

WS00400025 PrepareHire Prepare hiring

WS00400026 MMIVquantity Handling invoice locked due to quantity

66

WS00400027 MMIVprice Handling invoice locked due to price

WS00400032 FIPP_FRAME_2 Preliminary posting (frame), sequential

WS00600011 ECM flow Engineering Change Master

WS10000050 crte_contrct Create contract

WS10000051 FIPP_FRAME Preliminary_Posting (Frame)

WS10000052 FIPP_SUBWF01 Release amount workflow single-stage

WS10000054 FIPP_SUBWF03 Release amount workflow three-stage

WS10000056 AL-EARLYINP ArchiveLink - EarlyInput

WS20000006 FIPP_SUBWF05 Release amount workflow empty

WS30000015 AF_process Process notification of absence

WS00000016 AL-EARLYINP ArchiveLink - EarlyInput

WS00000023 AM_SUBWF FI-AA subflow for error handling

WS00000024 AM_WF_1 FI-AA mass change/retir. w/o rev.type 1

WS00000025 AM_WF_1_ERL FI-AA retirement with revenue dist.type1

WS00000026 AM_WF_ALL FI-AA mass change/retir. w/o rev.type 2

WS00000027 AM_WF_2_ERL FI-AA retirement with revenue dist.type2

WS00000033 exmpformabs Workflow template: Notif. of absence

WS00000038 wf_req_rel Workflow for purch.req. release

WS00000039 ECM flow Engineering change master (template)

WS00000042 ECO flow Demo ECM object unequal BOM

WS00000044 ECO BOM flow Demo ECM bill of material

WS00200025 WF Test1 WF test flow with one step

WS00200028 WF Test2 TestWF with parallelism and recursion

WS00200034 Pool Applicant pool

WS00200035 Contract Offer of contract of employment

WS00200036 Interview Interview applicant

WS00200037 Selection Applicant selection

WS00200038 Applicant Applicant processing

WS00200061 Processing Process quality notification

WS00200062 Close Close quality notification

WS00200063 Complete Complete task

WS00200065 Process Process PM notification

WS00200066 Assign plan Assign plan

WS00200067 Release lot Release inspection lot for inspection

WS00200068 Confirm cert Confirm receipt of certificate

WS00200069 Inv.postings Make missing inventory postings for lot

WS00200070 L-tInspCompl Long-term inspection completion

WS00200071 Usage dec. Make usage decision

WS00200072 Res.l-t.ins. Record results of long-term inspection

WS00200073 Selection Applicant selection

WS00200074 Complete Complete task

WS00200075 Close Close PM notification

WS00200081 Processing Process error records

WS00200085 In process Process quality notification

WS00200095 In_process PM notification in process

WS00200096 Process Process service notification

WS00200097 Complete Complete task

WS00200098 Close Close service notification

WS00200099 In_process Service notification in process

67

WS00400002 ECO flow Demo ECM Object equal Document

WS10000021 AL-EARLYINP ArchiveLink - EarlyInput

WS10000044 exmpformabs Example workflow: Notif. of absence

WS10000048 send_mail Send mail

WS10000049 CRTE_CONTACT Create contact

WS10000050 crte_contrct Create contract

WS10000051 FIPP_FRAME Preliminary posting (framework)

WS10000052 FIPP_SUBWF01 Release amount workflow single-stage

WS10000053 FIPP_SUBWF02 Release amount workflow two-stage

WS10000054 FIPP_SUBWF03 Release amount workflow three-stage

WS10000055 FIPP_SUBWF04 Full release workflow

WS10000056 AL-EARLYINP ArchiveLink - EarlyInput

WS20000001 Selection Applicant selection

WS20000006 FIPP_SUBWF05 Betragsfreigabeworkflow leer

WS00000023 AM_SUBWF FI-AA subflow for error handling

WS00000024 AM_WF_1 FI-AA mass change/retir. w/o rev.type 1

WS00000025 AM_WF_1_ERL FI-AA retirement with revenue dist.type1

WS00000026 AM_WF_ALL FI-AA mass change/retir. w/o rev.type 2

WS00000027 AM_WF_2_ERL AM Standard mit Erlös (Typ 2)

WS00000033 exmpformabs Workflow template: Notif. of absence

WS00000038 wf_req_rel Workflow for purch.req. release

WS00000039 ECM flow Engineering change master (template)

WS00000042 ECO flow Demo ECM object unequal BOM

WS00000044 ECO BOM flow Demo ECM bill of material

WS00200028 WF Test2 TestWF with parallelism and recursion

WS00200034 Pool Applicant pool

WS00200034 Pool Applicant pool

WS00200034 Pool Applicant pool

WS00200035 Contract Offer of contract of employment

WS00200035 Contract Offer of Contract

WS00200035 Contract Offer of Contract

WS00200036 Interview Interview Applicant

WS00200036 Interview Interview Applicant

WS00200037 Selection Applicant selection

WS00200038 Applicant Applicant processing

WS00200061 Processing Process quality notification

WS00200062 Close Close quality notification

WS00200063 Complete Complete task

WS00200065 Process Process PM notification

WS00200066 Assign plan Assign plan

WS00200067 Release lot Release inspection lot for inspection

WS00200068 Confirm cert Confirm receipt of certificate

WS00200069 Inv.postings Perform missing inv.postings for lot

WS00200070 L-tInspCompl Long-term inspection completion

WS00200071 Usage dec. Make usage decision

WS00200072 Res.L-T.ins. Record results of long-term inspection

WS00200073 Selection Applicant selection

WS00200073 Selection Selection procedure

WS00200073 Selection Applicant selection

68

WS00200074 Complete Complete task

WS00200075 Close Close PM notification

WS00200081 Processing Process error records

WS00200085 In process Process quality notification

WS00200095 In_process PM notification in process

WS00200096 Process Process service notification

WS00200097 Complete Complete task

WS00200098 Close Close service notification

WS00200099 InProcess Service notification in process

WS00400002 ECO Doc Flow Demo ECM Object equal Document

WS00400004 FIPP_COMPL FIPP_COMPL

WS00400005 WFMC_CUSTOM1 WFMC: Customizing Message Control

WS00400006 WFMC_CUSTOM2 WFMC: Customizing message type

WS00400011 BSEG_SUBWF01 Release for payment single-stage

WS00400012 BSEG_FRAME1 Release for payment (frame)

WS00400014 WFMC_CUSTOM3 WFMC: Maintain access seq. and cond. tab.

WS00400019 Create Letter Create + send letter

WS00400020 Create Letter Create letter

WS00400021 BSEG_SUBWF02 Release for payment two-stage

WS00400024 AppEvtCreatr Event Creator 'Vacancy assigned'

WS00400025 PrepareHire Prepare hiring

WS00400026 MMIVquantity Handling invoice locked due to quantity

WS00400027 MMIVprice Handling invoice locked due to price

WS00600011 ECM flow Engineering Change Master

WS10000021 AL-EARLYINP ArchiveLink - EarlyInput

WS10000048 send_mail Send mail

WS10000049 CRTE_CONTACT Create contact

WS10000050 crte_contrct Create contract

WS10000051 FIPP_FRAME Preliminary_Posting (Frame)

WS10000052 FIPP_SUBWF01 Release amount workflow single-stage

WS10000053 FIPP_SUBWF02 Release amount workflow two-stage

WS10000054 FIPP_SUBWF03 Release amount workflow three-stage

WS10000055 FIPP_SUBWF04 Acct assignment approval workflow

WS10000056 AL-EARLYINP ArchiveLink - EarlyInput

WS20000006 FIPP_SUBWF05 Release amount workflow empty

WS30000015 AF_process Process notification of absence

69

WORKFLOW PERFORMANCE

GENERAL

To avoid an unnecessarily high number of tRFC calls during workflow implementation,

some activities of the workflow runtime system, such as data flow or processor

determination, are carried out under the userid of the person responsible instead of

under WF-BATCH.

NOTE: Remember to assign this user the necessary authorizations, in particular for the

HR authorization object PLOG. Assign more authorizations to the person responsible (for

example, for PLOG we recommend the profile P_PLAN_ALL) or add empty background

steps to your workflow definition (for example, based on the single step task

TS30000044, object type WFTS, method EMPTY_BACKGROUND). Ultimately, there is a

trade-off between security and performance. (See SAP Note 755767)

Note: The background user for the workflow runtime system or a user who creates an

event always occupies a work process if a transactional RFC is sent. This occurs during

the following actions in workflow:

o When starting event receivers (that contains exiting an asynchronous method).

o When starting a background step whose predecessor was not exited by an event.

Inbox

o The selection time of work items in a user inbox increases with the number of

tasks which the user may process.

o The selection time also increases with the number of available work items.

o Data of a work item may have to be read by the database.

PROGRAMMING TIPS

Reducing the number of work items for each workflow

o Replace reading/calculating background methods by virtual attributes (for the

evaluation of a virtual attribute, no work item is created).

o Group together several small background methods in one large group (a work

item is created for every background step).

Preventing unnecessary tRFCs

o Replace asynchronous methods by synchronous methods (thus the system

does not have to execute the exiting event = tRFC). This is usually possible if

the method is not exited in the update program.

o Do not check input data in the first workflow step but use the option to enter

a check function module in transaction SWE2. Thus you avoid the generation

of unnecessary work items and the relocation of unnecessary tRFCs.

Define the task assignment in the organizational model concretely. (Do not classify

tasks as general tasks). Every user should only be a possible agent of very few

tasks.

BASIS / CONFIG TIPS

Restrict the number of application servers on which you can start event receivers of

events generated on a large-scale. As a result, other application servers will be

available for 'regular' online operations. To do this, create a RFC destination of the

type '3' in transaction SM51 and permit the load distribution. Remember that system

parameters control the intervals according to which the message server searches

free application servers. Then enter this destination in the detail screen for the event

in transaction SWE2.

Remove columns from the starting configuration of the inbox. A subsequent selection

of the database occurs for the following columns:

o Task long name

o Finish by date

o Finish by time

o Overdue (up to and including Release 3.1I)

o Object (in older releases, object key 1)

o Group (in older releases, object key 2)

70

Archive work items that are not required for a longer period and subsequently

update the database indexes (read also notes 72873, 49545). Allow the system to

buffer as much data as possible. To do this, maintain the entries in group WFLOW in

table T77S0 (in particular, entries with identification codes BUF, INBOX, ROLE). With

WFLOW INBOX, the buffer mode is set for tasks that are assigned to a user, as well

as for organizational assignments of users. We can assume the following values:

o 'I' : Buffering in database INDX, refreshment at least once a day

o 'S' : Buffering in the shared buffer on the application server

o ' ' : No buffering

WFLOW ROLE is used to check the result of the agent determination. 'X' (recommended).

The agent is checked if it is a possible agent (and not an excluded agent, and so on).

WFLOW BUF is no longer.

As the system is running, index records are frequently created for the workflow

runtime tables and then deleted again. This has a negative effect on performance

during accesses via these indexes.

ARCHIVING WORKITEMS

Production: In production systems it is recommended you archive workitems using

the object WORKITEM. You can only archive workitems of status COMPLETED or

CANCELLED. (Use transaction SARA) It is NOT recommended you use report

RSWWWIDE in a production system because the report does not check

dependencies, so there is always a danger to delete steps in a flow which is not

completed.

Development/Test: Note(49545) To delete workitems using reports RSWWWIDE

RSWWWIDE - this report deletes the work item including all attachments and

dependent work items, and deletes the work item history.

tRFC and qRFC tables

The system has a very high interface load and/or many tRFC/qRFC entries are in the

error status and/or many tRFC/qRFCs wait for their processing

Before you solve the problem, you must make a more precise analysis of the

problem.

1. Outgoing t/qRFCs

Check whether you use tRFC or qRFC:

Use Transaction SE16 to check how many entries are contained in table

ARFCSSTATE.

Now determine for how many entries field ARFCRETURN is empty in table

ARFCSSTATE. These entries stand for tRFCs which have not been processed

yet or which encountered errors. Tables ARFCSSTATE and ARFCSDATA are

affected here, these tables contain many entries. (refer also to point 5)

2. Incoming t/qRFCs

a) Table ARFCRSTATE contains many entries, it does not matter if these were

written by tRFC or qRFC. Find solutions in Note 366869.

b) Tables TRFCQIN, TRFCQDATA or TRFCQSTATE contain many entries.

Periodic Deadline Checking. In the SAP Web AS Release 6. 40 it is no longer

possible to configure case-specific deadline monitoring. Periodic monitoring is

supported and the interval between deadline checks can be customized. This has

been done to reduce system load and avoid skipped deadlines when the system load

is high. If you are configuring an old Release, you are recommended to avoid using

case-specific deadline monitoring - configure periodic monitoring instead.

71

COOL WORKFLOW FUNCTION MODULES

For locking of work items against execution, use the function module

SWW_WI_DISABLE

For unlocking of work items against execution, use the function module

SWW_WI_ENABLE

To read the container elements of a particular work item, use the function module

SWW_WI_CONTAINER_READ

We can change the attributes of the deadline monitoring for a particular work item

by using the function module SWW_WI_DEADLINES_CHANGE

Sending a mail on triggering a particular event

Do you want to send a mail when a particular event has been raised?

1. Go to transaction SWETYPV

2. Select "New entries".

3. Enter the Business object and the corresponding event name. Enter the SAP userid in the

"Receiver type" and SWE_EVENT_MAIL as the reciever FM.

4. Set 'Type linkage' to active.

Whenever the event is raised, an SAP office mail is sent to the corresponding SAP user id.

This mail also includes the container elements of that particular event.

PASSIVE (VS) ACTIVE SUBSTITUTIONS Set substitution from PASSIVE to ACTIVE. The substitution should be in HRUS_D2 from the

original user id to the substitute user id for ALL tasks and for the relevant dates. This will

make the original user's work items IMMEDIATELY appear in the substitute's inbox - like

email auto-forwarding. This will also tell you if you have the substitution relationship

between the two users set up correctly.

RETURNING WORKLFOWS ATTACHED TO A BUSINESS OBJECT

Call function module SAP_WAPI_WORKITEMS_TO_OBJECT

objtype = 'BUS1001006' (e.g. Material - Substitute with the applicable business object)

objkey = material number

top_level_items = 'X' or space selection_status_variant = 0000

Worklist is returned with workflows tasks linked to the business object.

72

TROUBLESHOOTING WHEN THE WORKFLOW DOES NOT START CORRECTLY

Case 1: When the workflow does not start.

If the workflow does not start this is either because it is not being triggered properly or the

workflow definition is not complete. First determine how the workflow should be started.

Directly? Via a customizing table? Via an event? Transaction SWUD offers intelligent

diagnosis help to establish if the flow was started, if the triggering event was fired, if the flow is syntactically correct, if users are assigned to all the tasks...

Case 2: When the workflow starts twice.

The most probable cause of a workflow being started twice is that it is triggered by two

separate mechanisms simultaneously. For example if the flow is being triggered by an

event, check that this event is only firing once. For example, you might find that it has fired

once due the customizing for change documents AND once due to the customizing of status

changes. Transaction SWUD will allow you to determine how many times the event is firing.

If it is only firing once, check that the workflow is not additionally being started directly by a

program or customizing tables. Check that the workflow is not customized to trigger on two separate events.

Sending e-mails from the workflow.

There is a wizard in the workflow editor which will help you send straightforward e-mails

from the workflow. The wizard generates a step based on the business method SELFITEM

Send Task Description. You cannot modify the business object SELFITEM and delegate so if

you want to do something more sophisticated you should build your own method in another

object based on the function modules SO_xxx_API1. These function modules are the APIs for sending mail and are fully documented. Use the where-used list to see examples.

Different mechanisms for accessing work items.

In an early stage of the project you should consider the issue of how users are going to be

notified off and access work items. Usually this decision will not influence the definition of

the workflows but there may well be organizational issues involved which you should consider early on. ASAP contains a table of alternative methods. The most common being:

73

SCENARIO ANALYSIS

Scenario I

E-mails went to all the 5000 users: do not know what is the reason? And How?

Solution:

Before analyzing the problem; first stopped generating mails; and stop Scheduling

One using SM37 for stopping the Job Scheduler

Stopped SAP o/p outbound Mailer

Analysis

Workitem could not find the Actual agents; so it is sending mails to all possible

agents.

One person did the Manual posting; And when executed the workitem in the inbox;

It was trying to Mail to the actual agents; since Actual agent has already PO

manually; the workitem couldn't get the actual agent for posting and if passed on to

all Possible agents. So it sends e-mail to all the users.

Other action taken is if they still do manually; one function will check for whether

workitem is already there if there it will deleted the workitem and do the Manual

posting.

Scenario II

During Creation of Sales Order; VA01; for some Sales order workflow is not getting

triggered; for some it is getting triggered

They would have checked only for some order type for triggering. So for

some SO it gets triggered.

Scenario III

When the Approver Approved the Document, Document is/was posted; but when we

actually see it is only in Parked condition. Also workflow gave a popup message

document posted.

Analysis:

While go through identified they were using BDC in the background for posting

While tested BDC it worked properly in foreground; but when posting through

background it failed. After seeing the input file found out some field were blank and

caused error.

Solution:

Rectified the date

Scenario IV

Three documents was Initially parked; Three Different approver? All workitem in

Process and in the inbox

Who did Posting?? Manually

Analysis

Need to find out who did the posting; all the three of them calling and wants to know

who did posting.

From workflow long could able to find out Document got created and work time in

process;

So, for the Question How to find out that who did manual posting:

Went to the table CDPOS -> Changed document table, find out the change history of

the document, and identified the person.

Reverse the Process

Deleted workitem manually

Created SO again.

74

WORKFLOW SCENARIO

1. PURCHASE ORDER CHANGE If an external material (non-stock material) or service (externally processed activity) has to

be procured for a certain production order, a purchase requisition must be created. The

purchaser responsible processes this requisition and one or more purchase orders are

created as a result. This is noted in the production order.

If changes are made to the materials or services ordered for the production order (changes

to the requirement quantity or requirements date), the system modifies the purchase

requisition automatically. Any purchase orders that have already been created must be

changed manually by the purchaser responsible.

Using SAP Business Workflow, the purchaser responsible can be informed if

Changes are made to the requirement quantity or requirements date for an external

material or externally processed activity

An external material item or external service activity has been deleted

An external activity has been changed to an internal activity

Or if a production order has been technically completed and the external material or

activity are no longer needed

And if one or more purchase orders have already been created.

The purchaser receives a work item containing all of the relevant changes regarding the

external materials and activities. He or she can then display the relevant purchase

requisitions and any purchase orders that have already been created. The purchase orders

can also be edited or new ones created.

2. MASTER CONTRACT CHANGE Changing the master contract triggers a workflow that accesses the assigned lower level

contracts and automatically copies the changes to the lower level contract. If an error

occurs, a work item appears in the inbox of the person who changed the master contract,

who has to process it manually. A separate window displays all the changes that have been

made for information purposes.

If a temporary error occurs in a lower level contract that you want to change, for

instance, it is blocked because someone is processing it, the system carries out the changes

later on in the background. You can decide how much later on the system makes the

changes by making the settings for a time span in Customizing. If the system cannot make

the changes after several attempts, the person who changed the master contract receives a

work item in their integrated inbox. When you trigger the work item, the system tries to

change the lower level contract in the background again. If an application error then occurs,

the system replaces the work item with a new one that can only be processed online.

In order to guarantee consistent data retention, all the lower level contracts that are

to be changed are blocked until the workflow has finished. Once the changes have been

made, the workflow finishes and the document is unblocked.

3. CREDIT MEMO PROCESSING: Depending on the value of the credit memo request, the system runs through one of the

following processes when you enter a credit memo request:

If the value of the credit memo request is smaller or equal to a certain limit

(L1), the system automatically releases the credit memo request. The system

removes the billing block in the background, releasing the credit memo request for

billing.

If the value of the credit memo request is between limit L1 and limit L2, or equal to L2,

the job responsible is informed that the credit memo request should be checked. All the

75

people assigned to this job receive a work item in their integrated inbox, where they can

cancel, release or process the credit memo request.

o Cancel credit memo request

The employee has to enter a reason for rejection. The system automatically transfers

the reason for rejection into the credit memo request and stops processing.

o Release credit memo request

The system automatically removes the billing block in the credit memo request and

releases the document for billing.

o Process credit memo request

Here, the user branches into the "Change sales order" transaction, where they can

use all the functions in this transaction. According to the user’s authorization, he or

she can remove a billing block, enter a reason for rejection, or process individual

items (for example, delete or add order items, or change the order quantity).

The system checks whether the billing block was removed manually. If there is a

billing block, the system re-checks the value of credit memo request and informs the

employee responsible. This process is repeated until the credit memo request has

either been rejected or released.

4. PARK DOCUMENT RELEASE Whenever an incomplete accounting document (original document or processing

document) is parked the workflow should be triggered. Then parked documents can be

deleted, completed, checked, and then posted .The above are processing phases of this

workflow. In completion phase the incomplete datas are completed and send for approval as

a form to respective person .In checking phase incoming or payment Amounts should be

checked against the threshold value and based on the value range dynamically a

subworkflow should be determined thro that release procedure levels determined and finally

get status release. After get released the document get posted.

Amount value range level of approval (sub workflows)

Below 10,00.00 No approval , directed to release

10,00.00 – 1,00,00.00 2

1,00,01.00 – 2,00,00.00 3

2,00,00.00 & Above 4

The Workflow should terminate until the parked document get posted or deleted.

5. INCOMING INVOICE WORKFLOW

Whenever an incoming invoice is received, a workflow will be triggered to send the

information regarding this invoice for the approval of concern authority.

Extend business object BUS2081, Create event invoiceReceived, Create methods

YYFGetVendorInfo, YYFPurchaseInfo . To display the vendor information And

Purchase Information.

Compare the Quantity in a Purchase order with Invoice if

There is any Variance in Quantity, Block the invoice due to Quantity variance and

send a notification to MM department to check a Purchase order Quantity and GR

quantity.

Once you receive any acknowledgement from MM department Check any quantity to

be received from vendor with respect to delivery date. If any, change the Status of

the invoice from Block to Hold.

When the Invoice status is changed to hold send a notification to MM dept, it has to

trigger one separate WF that workflow will be terminated until Balance quantity

Received from Vendor.

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Check the Purchase order price with Invoice Price if there is any price variance ,Block

the invoice due to Price variance and send an invoice to FI dept to Cross verify. The

Workitem will get terminated until FI dept Changes the invoice or any Reversal is

created or manually release a particular invoice. The Workflow will not be completed

until posting is completed.

Create a function module to approve the incoming invoice.

Final integration and Business Automation processes have to perform in MM, FI

module.

6. SALES ORDER CANCELLATION WORKFLOW

Design and developed workflow template for Sales Order Cancellation Workflow.

Extend Business object VBAK.

Maintain Change document event linkage.

Create new events and methods in the extended subtypes.

Created the role resolution for determining the approvers.

Process Flow:

When a Sales Order Item has been rejected, a work item will be sent for approval to the

Approvers. The Approvers are maintained in Custom Tables in ZWFSO_AGENTS,

ZWFSO_LEVELS. This cancellation has to be carried out at four different hierarchies;

After the cancellation, the change made has to be informed to the agents via a Script

Document. ( Use Dynamic Parallel Approval Procedure ).

7. INTRACOMPANY SALES ORDER NOTIFICATION.

Design and develop workflow template for notification of Sales Order Creation.

Extend Business object BUS2032

Create a role to determine the Inside Sales Person.

The notification will also list the materials not maintained in Sales Area.

Will also update schedule line dates using BAPI – BAPI_SALESORDER_CHANGE’.

Process flow:

Whenever an Intra-Company Sales Order created, the workflow will be triggered and

notifies the Inside-sales person, maintained in a custom table. This notification has to be

sent to both the highest authorities of the two departments. (Use Evaluation Path

Method).

8. BROKEN ORDER NOTIFICATION WORKFLOW

Design and develop a workflow template for broken order notification.

Use Business Objects IDOC and its subtypes for tracking the incoming idoc.

Create a Subtype for the Bus2012 by creating new methods and events.

Create user-defined methods to validate the idoc and to check for any other changes

in the incoming idoc.

Process Flow:

When ever an order confirmation for the PO is received, if the Schedule Quantity

does not match with Vendor Quantity. A Workflow will be triggered to notify

Purchasing group. The change in quantity has to be modified in the PO document.

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9. HR INFO TYPE NOTIFICATION WORKFLOW

Business objects Of HR module Customize Leave of Absence, and develop Pay

change, Bank Information Change, Incident Reports Workflow.

Extend the business object BUS1065.

Created event ‘Address Changed’

Created new events, methods in extended sub-type.

Process Flow:

Whenever any changes in Address Info type, a notification will be given to Payroll

Department, mentioning the change made as an attachment.

8. Inquiry Notification Workflow ( Venkateeshz , Tamilarasan )

Design the workflow and business objects for SD Module. Inquiry and quotation.

Extended business objects BUS2030, BUS2031.

Created new events, Methods by extending Business Object BUS2031.

Process flow:

After creating the inquiry, the material availability is checked. If material is not

available, it will be sent to PPC Dept.to find out whether item can be made

inhouse/boughtout. If it is bought out, the message will be notified to Finance Dept.

After Approval at Finance Dept it will be notified to purchase dept to procure the item.

10. PURCHASE ORDER APPROVAL WORKFLOW

Workflow have to trigger only when the order value is greater than $2000.00 and the

number of line items is greater than 2, block the purchase order and trigger workflow for

approval. If the Workflow gets started, it will send the Work item to the Manager for

approval process. If he doesn’t take any action for a day, the work item will be escalated to

the next level manager for approval process. If the Purchase order is changed during the

approval process, the workflow will be terminated. Use release Strategy Procedure for

releasing a Purchase order .

11. REQUEST FOR QUOTATION WORKFLOW

Trigger workflow whenever RFQ is created.

If the RFQ quantity is greater than 20 . RFQ will automatically block. It has to trigger a

workflow for Release . ( Use release Strategy Procedure ) .

Once the RFQ is released,

A notification containing the details of Vendor, person created the RFQ and purchase

document number is sent to the purchasing group manager for approval.

The manager has been given an option to execute the work item or it can be escalated to

another same level of manager for approval.

The approval status is sent to the creator of the RFQ for further proceedings.

( Use dynamic Circular Approval Procedure )

Add a method in a Business Object to create a report for Blocked RFQ’s and also for

particular Purchase organization and send an attachment related to all Purchase

organization agents!

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12. PURCHASE ORDER – CREDIT LIMIT CHECK

When a Purchase order is received from a customer check the debtor balance

including the PO value. If the debtor balance is more than 60 days excluding the PO then

escalate to the next level of approval. Assign a limit to the customer and check if the

balance exceeds this limit also escalate to the next level. On approval release the sales

order. Inform by mail to the party with a copy to the Sales Manager. Once the customer

makes the old payment to clear the debtor balance check again to release the PO.

13. CUSTOMER BLOCK SCENARIO

When the Sales order value for the particular customer gets Exceeds the workflow will

automatically block the customer ( sales area ). If customer is blocked. The other workflow

will automatically get triggered.

It will go for various approval processes for that particular sales Organization people .

When the all approval is completed the customer block should be automatically release

from customer master. Same procedure has to be followed for Billing Block and Delivery

Block .

14. MATERIAL MASTER CHANGE WORKFLOW

When the part class in material master is updated to specific part classification types, want

a workflow sent to master data group indicating a change in material classification has

occurred, resulting in risk and liability to event this workflow triggers master data group to

coordinate with business units on resolution.

In the MM transaction when a user modifies the Cross Plant Material Status or the Cross

distribution Chain Status or both. The Change Document object, ‘Material’ associated with

the MM02 transaction, captures the above changes. The system is configured to trigger a

workflow whenever there is a change in the fields, such as MARA-MSTAE AND MARA-

MSTAV, of the change document object. The triggered workflow processes the change

document object and gets the details of the change. A mail will be sent to Master Data

Group with all the details related to the change.

If the sales data get changed in Material Master the work item has to got Sales

department for approval ,

If the Account data get changed in Material Master the Work item has to go To FI

department for Approval ,

If the Purchase data get changed in Material Master the Work item has to go To FI

department for Approval .

15. VENDOR BLOCK

Whenever a vendor master changed the vendor should be blocked and it should be notified

to the persons in the purchase organizations dealing with the vendor & all the vendor

documents should be blocked from further processing the block should be released based on

the approval from the relevant superior purchasing manger & Finance manger dealing

purchasing transactions (parallel approval processing ).If not approved the block remains in

that particular vendor.

To block the Vendor we make use of the transaction (XK05) and also to unblock the

document we use the same transaction (XK05).

REQUIREMENT:

For the above scenario we need to build a workflow that will block the corresponding vendor

whenever there is a change is in Vendor master.

For the Vendor master (XK05) the change document is KRED and the business object is

LFA1.We need to create a subtype of this bus. Object to implement the following methods:

Blocking and approval - for blocking as well as to get approve

Only approval - for approval only in the subsequent steps

Unblocking - for unblocking the Vendor.

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Dheepak Notes:-

HR_FBN_GET_USER_EMAIL_ADDRESS :- On giving Sap user name it will return the

Mailing address of the user

Ex :-

input :-

USER_ID dheepak

REACTION 0

output :-

EMAIL_ADDRESS - dheepak.sekharan@in.sealconsult.com