SAP Workflow Business Process Automation by Sudipta Malakar FIRST EDITION 2019 Copyright © BPB Publications, INDIA ISBN: 978-93-88176-53-8 All Rights Reserved. No part of this publication can be stored in a retrieval system or reproduced in any form or by any means without the prior written permission of the publishers. LIMITS OF LIABILITY AND DISCLAIMER OF WARRANTY The Author and Publisher of this book have tried their best to ensure that the programmes, procedures and functions described in the book are correct. However, the author and the publishers make no warranty of any kind, expressed or implied, with regard to these programmes or the documentation contained in the book. The author and publisher shall not be liable in any event of any damages, incidental or consequential, in connection with, or arising out of the furnishing, performance or use of these programmes, procedures and functions. 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Table of Contents Chapter 1 SAP Business Workflow Introduction 1.1 What is SAP Business Workflow 1.2 Need of SAP Business Workflow 1.3 Why to use SAP Business Workflow 1.4 Benefits of SAP Business Workflow 1.5 When to use Workflow 1.6 How to use Workflow 1.7 Workflow Components 1.8 Business Process & Workflow 1.9 SAP Workflow – Technical Principles 1.10 SAP Workflow – How it Works 1.11 SAP Workflow – Architecture 1.12 SAP Workflow – Best Business Practices 1.13 Steps in Workflow implementation 1.14 Implemented scenario for Workflow 1.15 Troubleshooting with Workflow 1.16 Steps types in Workflow? 1.17 Find a Standard Business Object – Which Relates to the Desired Master Data 1.18 Create a Business Object 1.19 Create an Event 1.20 Create a Method 1.21 Create Key Field 1.22 Implement Business Object 1.23 Create Workflow Task 1.24 Set Up Containers 1.25 Assigning Agent to a Task 1.26 For this Demo Example, you will Trigger the Event by Writing a Custom Code 1.27 A Single Step Task 1.28 How are Workflows Created in a System? 1.29 How Workflow gets Executed 1.30 Workflow Toolbox – SWUS 1.31 Object Types and Workflow 1.32 Interfaces and Workflow 1.33 Key Fields and Workflow 1.34 Attributes & WORKFLOW 1.35 Methods & Workflow 1.36 Events and Workflow 1.37 Types of Event Creation 1.38 Using Customizing for Event Trigger 1.39 Event Creation of Change Document 1.40 Event Creation of Status Management 1.41 Event Creation of Message Control 1.42 Using ABAP Code 1.43 Event creators, receivers, and event linkage 1.44 Type Linkage Entry 1.45 Agent – Workflow 1.46 Types of Agents – Workflow 1.47 Tasks: Possible Agents & Default Roles – Workflow 1.48 How are selected agents determined with and without a default role? 1.49 How are Selected Agents Determined with a WF Agent? 1.50 Rule Basics – Workflow 1.51 Rule definition in an activity step type – Workflow 1.52 Rule definition with Responsibility: Example 1.53 Evaluation path as Rule 1.54 Role resolution 1.55 Role resolution with function modules: Example 1.56 Execution of a Role Resolution via Organizational Objects 1.57 Tasks: Possible Agents & Default Roles 1.58 How are Selected agents Determined with and without a default Role 1.59 How are Selected Agents Determined with a WF Agent 1.60 Organizational Structure Business Scenario 1.61 Organizational Management 1.62 Create Organizational Plan 1.63 Assignment Workflow Task Organizational Objects 1.64 Transaction – PPOCW 1.65 Event Trace- SWEL 1.66 Event Trace – SWELS 1.67 Event Log Details 1.68 Workflow log-SWI2_FREQ 1.69 Workflow log-SWI2_FREQ – Normal View 1.70 Agents involved in Workflow 1.71 Workflow log-SWI2_FREQ – Graphical View 1.72 Workflow log-SWI2_FREQ- Technical View 1.73 Some Important Jobs – WORKFLOW 1.74 Workflow Explorer – SWDM 1.75 Test your Knowledge – Workflow 1.76 Work item Types – Workflow 1.77 Business Object Repository (BOR) 1.78 Some common Business Objects and Interfaces 1.79 Object Type – Release Status & Workflow 1.80 Subtype & Workflow 1.81 Delegation & Workflow 1.82 Objects in the Workflow 1.83 Business Objects – Programming and Workflow 1.84 Writing/Reading container elements defined as field values – Workflow 1.85 Container Macros & Workflow 1.86 Single and Multistep Tasks and Workflow 1.87 Task Definition – Synchronous and Asynchronous Methods and Workflow 1.88 Defining a Task & Workflow 1.89 Setting for Tasks – WORKFLOW 1.90 Work item Text – Workflow 1.91 Workflow definition steps 1.92 Types of Containers – Workflow 1.93 Workflow Container 1.94 Task Container 1.95 Other Types of Container – Workflow 1.96 Binding – Workflow 1.97 Container & Dataflow – WORKFLOW 1.98 What is a Container 1.99 Defining Container Elements 1.100 Some Standard Container elements 1.101 Some Key features 1.102 Container Marcos – Workflow 1.103 Writing/Reading Container Elements Defined as Field Values 1.104 Macros for object definition and declaration 1.105 Workflow and ALE 1.106 Workflow and Error Notification 1.107 Active Monitoring 1.108 Setting up Inbound Process via Workflow 1.109 Notification of Successful Posting 1.110 ALE error handling 1.111 Some important Transaction codes / tables – Workflow 1.112 Workflow Customizing – SWU3 1.113 Workflow log-SWI2_FREQ 1.114 Maintain Start Conditions for Workflow: SWB_COND 1.115 Some Important Diagnosis Transactions – Workflow 1.116 Some Important Tables 1.117 Workflow with Function Modules and Reports 1.118 Standard Rules 1.119 Some Important Jobs 1.120 Some Workflow Concepts 1.121 Automatic Email Sending Functionality in Workflows and Customization 1.122 Debugging a Background task in SAP Business Workflow 1.123 Business Workflow Administration – SAP – Simple Procedure 1.124 SAP Workflow log 1.125 Work Item Monitoring 1.126 Error Monitoring, Analysis and Restarting 1.127 Workflow Error Log Notification Chapter 2 SAP Business Workflow Introduction 2.1 Purpose of the Document 2.2 Benets to Business 2.3 Attributes of developed report 2.4 Technical Details 2.5 Test Results 2.6 Reference Documents Chapter 3 SAP Business Workflow Terminology 3.1 Purpose 3.2 Glossary Chapter 4 SAP SAP Workflow with Function Modules and Reports 4.1 Purpose 4.2 Details Chapter 5 SAP Workflow Review Checklist 5.1 Purpose 5.2 Business object / Class object 5.3 Task 5.4 Workflow Template 5.5 Configuration 5.6 Performance checks Chapter 6 Demo – SAP Workflow for Credit Memos 6.1 Business Requirement 6.2 Credit Memo Workflow 6.3 Organization structure 6.4 Positions 6.5 Users 6.6 Raising a Credit memo 6.7 Editing Organizations / Positions 6.8 Setting the Credit memo level on a Position 6.9 Assigning Users Chapter 7 Demo – SAP Business Workflow – Substitution 7.1 Substitution 7.2 Defining Substitution Profile 7.3 Defining Task Classes 7.4 Assigning Task classes to Substitution Profiles 7.5 Assigning Task classes to Dialog task Chapter 8 Demo – When a FI Document is Parked then Trigger Custom Workflow 8.1 Introduction 8.2 Business Scenario 8.3 Notifications 8.4 Business object used 8.5 Creation of Workflow – Steps 8.4 FI Parking Workflow Configuration Steps 8.6 Summary Chapter 9 Demo – Goods Returns Workflow 9.1 General Information 9.2 Business Needs and Requirements 9.3 Issues 9.4 Selection Screen Details 9.5 Current Functionality 9.6 Desired Functionality 9.7 Technical Details 9.8 Starting Conditions 9.9 Security Requirements/ Authorization Details 9.10 Data Mapping Tables 9.11 Desired Report Design/Layout 9.12 Report Example 9.13 Custom Tables/Structure in Sap 9.14 Recovery and Restart 9.15 Language of Texts 9.16 Currency and Units of Measure 9.17 Assumptions 9.18 Error Handling 9.19 Testing Scenarios Chapter 10 Demo – Workflow for MRP Purchase Requisitions 10.1 Business Requirement 10.2 Solution 10.3 Business Process Flow Chapter 11 Workflow Management System Best Practices 11.1 Introduction 11.2 Purpose 11.3 Best Practices – General 11.4 Best Practices for Design and Development 11.5 Best Practices for Support and Maintenance 11.6 SAP Best Practices & Lesson Learnt Chapter 12: Earn value – Overview 12.1 Introduction 12.2 Overview . 12.3 Project Managers Cost Formulas Chapter 13 Basic OData Services Using SAP NetWeaver Gateway 2.0 13.1 Introduction 13.2 Required Skills 13.3 Optional Skills 13.4 Software Pre-requisites 13.5 Objectives 13.6 SAP User Experience Journey 13.7 SAP NetWeaver Gateway Architecture 13.8 Deployment Option 13.9 REST definition 13.10 What is OData 13.11 Entity Data Model 13.12 Service Development 13.13 Live Demo – SAP Netweaver Gateway 13.14 Use Case 13.15 Solution Chapter 14 SAP NetWeaver Gateway – Transaction Codes Usage and Purpose 14.1 Overview 14.2 Solution Chapter 15 SAP NetWeaver Gateway Basic Configuration Chapter 16 Demo – Workflow Trigger using HR Tables Chapter 17 Demo – Workflow Trigger using Status Management Chapter 18 Demo – Leave Request Workflow 18.1 Overview 18.2 Business Requirements 18.3 Technical Details 18.4 Notes 18.5 Business Solution Chapter 19 Demo – Integration of Portal and SAP Workflow Chapter 20 Demo – Integration of Workflow with ALE Chapter 21 Demo – Attach Link in send mail Step of a Workflow Chapter 22 Case Study – Advance Workflow Design – Update Sales Document Chapter 23 Case Study – SAP Workflow Upgrade from 4.6 to 6.0 Chapter 24 Quiz Session – SAP Workflow Preface Notice how SAP has changed the world now. Whether you are a newbie or an old-hat, you can learn to design & build simple and advanced SAP Workflow, SAP NetWeaver Gateway by using this comprehensive artifact. You can also enrich your skillsets with the use new object-oriented automation business approach. Use this detailed programming referral guide to develop and optimize your applications. You’ll be programming for SAP in no time. The goal of writing this book is to describe different SAP programming best practices, Tips & Tricks, Real-Time Demos, Case Studies, Quiz, earn value calculation, troubleshooting & performance optimization techniques taken reference from different SAP, professional & IBM blogs, books, articles, Global networks, Wikipedia, organizational forums, portals, etc. The Book is written for SAP Consultants, architects, Managers, Leaders, business executives, Directors & above delegates and for all IT professionals with the objective to provide practical and deep insights on SAP Workflow, SAP NetWeaver Gateway, practical exercises for programming in SAP Business Workflow for all the major SAP applications, Hard coding – categorization & recommendations, step-by-step instructions for adapting data flows, agent determination, event definitions, & more, examples, problem solutions, and tips and tricks for daily practice including SAP Workflow upgrade from 4.6 to 6.0. This book promises to be a very good starting point for beginners and an asset for those having insight towards programming. I am indebted to my Father (Shri Ganesh Chandra Malakar, Retired Professor) as without his support it was not possible to reach this Milestone. It is said “To err is human, to forgive divine”. Although the book is written with sincerity and honesty but in this light, I wish that the shortcomings of the book will be forgiven. At the same the author is open to any kind of constructive criticisms and suggestions for further improvement. All intelligent suggestions are welcome and the author will try their best to incorporate such in valuable suggestions in the subsequent editions of this book. Acknowledgement No task is a single man’s effort. Cooperation and Coordination of various peoples at different levels go into successful implementation of this book. There is always a sense of gratitude, which everyone expresses others for their helpful and needy services they render during difficult phases of life and to achieve the goal already set. At the outset I am thankful to the almighty that is constantly and invisibly guiding everybody and have also helped me to work on the right path. I am son of Retired Professor (Shri Ganesh Chandra Malakar). I am indebted to my Father as without his support it was not possible to reach this Milestone. I am very much thankful to my parents, spouse, son and family for their guidance which motivated me to work for the betterment of consultants by writing the book with sincerity and honesty. Without their support, this book is not possible. I wish my sincere thanks to colleagues who helped and kept me motivated for writing this text. We also thank the Publisher and the whole staff at BPB Publication, especially Mr. Manish Jain for motivation and for bringing this text in a nice presentable form. Finally, I thank everyone who has directly or indirectly contributed to complete this authentic work.