SAP Business Workflow


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SAP Business Workflow
About the Tutorial
SAP Business Workflows are predefined in SAP R/3 system. It is a key component of SAP system wherein they help design the business processes - it can be a simple release or a complex repeated business process, such as creating a material master, etc. This is a brief tutorial that introduces the readers to the basic features and usages of SAP Business Workflow. This tutorial will guide the users on how to manage business processes in an efficient manner such that it can be aligned with compliance.
Audience
This tutorial is suitable for readers who want to gain some knowledge about SAP Business Workflow such as how Business Objects are created, how to make use of the Workflow builder, Universal Worklists and how to set up notification for Workflows.
Prerequisites
Before you go through this tutorial, we expect readers to have good knowledge of SAP ABAP and SAP Business processes. If you don’t have the required knowledge, we recommend you go through our tutorial on SAP ABAP and also get acquainted with SAP Business Process.
Copyright & Disclaimer
 Copyright 2018 by Tutorials Point (I) Pvt. Ltd. All the content and graphics published in this e-book are the property of Tutorials Point (I) Pvt. Ltd. The user of this e-book is prohibited to reuse, retain, copy, distribute or republish any contents or a part of contents of this e-book in any manner without written consent of the publisher. We strive to update the contents of our website and tutorials as timely and as precisely as possible, however, the contents may contain inaccuracies or errors. Tutorials Point (I) Pvt. Ltd. provides no guarantee regarding the accuracy, timeliness or completeness of our website or its contents including this tutorial. If you discover any errors on our website or in this tutorial, please notify us at [email protected]
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SAP Business Workflow
Table of Contents
About the Tutorial ............................................................................................................................................i Audience........................................................................................................................................................... i Prerequisites ..................................................................................................................................................... i Copyright & Disclaimer .....................................................................................................................................i Table of Contents.............................................................................................................................................ii
1. SAP BUSINESS WORKFLOW - INTRODUCTION ......................................................................1 2. SAP BUSINESS WORKFLOW - CHALLENGES...........................................................................3 3. SAP BUSINESS WORKFLOW - BENEFITS/FEATURES...............................................................4 4. SAP BUSINESS WORKFLOW - LAYERS....................................................................................6 5. SAP BUSINESS WORKFLOW - ARCHITECTURE .......................................................................8 6. SAP BUSINESS WORKFLOW - LINKING PROCESS, BUSINESS LOGIC & PEOPLE.....................10 7. SAP BUSINESS WORKFLOW - BUSINESS OBJECT .................................................................12
Components of Business Object in SAP System..............................................................................................12 Create a Business Object................................................................................................................................13 Delegate a Business Object ............................................................................................................................19
8. SAP BUSINESS WORKFLOW - START & TERMINATION ........................................................ 20
Start Conditions for Workflows .....................................................................................................................24
9. SAP BUSINESS WORKFLOW - CONDITION EDITOR .............................................................. 26 10. SAP BUSINESS WORKFLOW - ADMINISTRATION .................................................................28 11. SAP BUSINESS WORKFLOW - EVENT MANAGER ADMINISTRATION ....................................30 12. SAP BUSINESS WORKFLOW - WORKFLOWS WITH ERRORS ................................................. 36
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SAP Business Workflow
13. SAP BUSINESS WORKFLOW - WORKFLOW CONFIGURATION ..........................................38 14. SAP BUSINESS WORKFLOW - WORKFLOW BUILDER........................................................41 15. SAP BUSINESS WORKFLOW - IMPORT/EXPORT ............................................................... 45 16. SAP BUSINESS WORKFLOW - CREATING STEPS ............................................................... 48 17. SAP BUSINESS WORKFLOW - BUSINESS OBJECT BUILDER ...............................................52 18. SAP BUSINESS WORKFLOW - ABAP CLASSES ...................................................................55 19. SAP BUSINESS WORKFLOW - EXTENDED NOTIFICATIONS ...............................................57 20. SAP BUSINESS WORKFLOW - NOTIFICATIONS CONFIGURATION .....................................60 21. SAP BUSINESS WORKFLOW - INTEGRATION WITH NON-SAP WORKFLOW APPS .............63 22. SAP BUSINESS WORKFLOW - UNIVERSAL WORKLIST.......................................................66 23. SAP BUSINESS WORKFLOW - CREATING WORKFLOWS ................................................... 68 24. SAP WORKFLOW - ARCHIVING WORKITEMS ...................................................................79 25. SAP BUSINESS WORKFLOW - USING SWI2_DIAG DIAGNOSIS ..........................................83 26. SAP BUSINESS WORKFLOW - USING THE EVENT TRACE .................................................. 85 27. SAP BUSINESS WORKFLOW - TRANSACTIONS .................................................................88 28. SAP BUSINESS WORKFLOW - FUNCTION MODULES ........................................................ 94 29. SAP BUSINESS WORKFLOW - JOB RESPONSIBILITIES ....................................................... 96
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1. SAP Business Workflow - Introduction SAP Business Workflow
In SAP system, Business Workflows are used to execute business processes in applications. Workflows are a key component of SAP system wherein they help design the business processes - it can be a simple release or a complex repeated business process such as creating a material master, etc. SAP Business Workflows are predefined in SAP R/3 system and the users can also create their new workflows. The workflow allows the users to manage business processes in an efficient manner such that it can be aligned with compliance. Workflows ensure that right information is sent to the right person at the right time in a correct sequence. To perform a complex task in SAP system such as invoice approval, purchase request, etc. involves going through different steps. These steps can be performed manually or by using some formal communication such as email, notes, etc. When the tasks are performed manually, there are some common problems associated with it, such as:
 Difficulty tracking the task status  Dealing with inefficiency  Difficulty tracking formal communications  Managing a deadline
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SAP Business Workflow The above image depicts a SAP Workflow process. It is a tool for automating business processes and works uniformly across all the applications. As you can see, it is suitable where the business processes involve multiple people or a group of people. Business workflows can easily be integrated with Organization Management and SAP NetWeaver BI for analysis purposes so it can easily determine the business processes that suits your organization.
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2. SAP Business Workflow - Challenges SAP Business Workflow
There are different reasons why we need Workflow in business process in SAP system. The longest duration in any business process is the wait time.
The above image shows a standard Purchase Requisition process. It shows that each step involves wait time in the business process and with the use of a standard SAP Workflow, this wait time can be eliminated. Following challenges are involved in the business processes of an organization:
 Raising PO, Invoice, and Sales Order - All require approval from specific stakeholders and involves multiple steps. Hence, a lot of wait time is added to the cycle.
 Auditing and Compliance - Areas where auditing is required or any specific compliance has to be based on courtly laws, SOX, etc. They are tough to manage using manual business process.
 Specific Processes - Processes which involve standard repeated steps and follow specific business rules. Example: When a new BP is created, you need to define contact information, credit limit, and other information for managing process. It is recommended to manage these specific processes using SAP Workflow.
With the use of SAP Workflows, organizations can easily overcome these challenges and can also perform detailed reporting such as executing time, wait time, etc.
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3. SAP Business Workflow - BenefiStAsP/BFuseinaestsuWorrekflsow
In SAP system, the workflow ensures that right information is sent to the right person at the right time. SAP Workflows are available with SAP applications such as ERP, CRM, and others. Users can easily use these workflows to map the business processes or these can also be edited using the workflow builder. Note: The Workflow wizard creates workflows, which are not complete and is used only as a framework. To create the workflows which meets your business process requirement, you should use the Workflow Builder.
Following are the benefits of using SAP Workflow:  Workflow provides automation of business processes that consist of sequence of tasks, activities and steps.  Using workflows, it is easy to manage task dependency and to send notifications in SAP mailbox about pending actions.  With the use of SAP Workflows, it is easy for users to know what tasks have to be performed. Work items are sent to the user in notifications and with a single click, it calls the correct T-code and navigates to the required screen in the application.  SAP applications contain workflows, which are ready to use. Users can also edit the predefined business workflows to map them with the organization’s processes. 4

SAP Business Workflow  With the use of different workflow wizards, users can also create a specific part of
Business workflows. The workflow builder can be used to display and to make changes to the existing workflows.  Workflows are not bound to specific SAP applications and it can be customized.  One of the main benefit of using SAP Workflow is that it is similar across all SAP applications.  Workflows are useful for processes that include several people or group of people, sequence of tasks, and coordination between different objects. Following image shows a sample Workflow for notification of absence in the Workflow Builder.
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4. SAP Business Workflow - Layers SAP Business Workflow

SAP Workflow architecture in SAP Application system consists of the following layers:  Business Object  Business Process  Organization Model

A Business Object in SAP Business Workflow is defined as a collection of methods or events for an entity in the business process. Few common Business Objects in the SAP system include: Customer, Material, and Vendor.
In SAP Workflow, business processes are defined in the Workflow Builder. Each work process is termed as an activity and contains a single step task or workflow template. Business logic using ABAP code are defined in Business Objects.
The organization model contains people or group of people, who are responsible for taking actions in a Business Workflow. People who are responsible for taking an action is also known as an actual agent and they are defined in the workflow activity in the Business Workflow.
Actual agents are agents that actually take an action in the Workflow such as approving a business document, sending email notifications or creating some document in the Workflow.
SAP System contains different predefined business objects, events, and methods. Following are the common Business Objects in SAP PLM:

DRAW BUS1001 BUS1080
ECM BUS1003 BUS7051

Document Management Material Master BOM Change Master Class Notification

For each object in SAP system, it comes with a standard set of events and methods to take action on that object. Most common methods and events are:
Methods: Change, Display, Get Details, Create
Events: Created, Changed

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SAP Business Workflow