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SAP Workflow Course
Section 07A-01: Templates
November, 2001
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Templates
Contents:
Workflow templates in applications
Workflow and template documentation
Enhancing a Template
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Templates: Objectives
At the conclusion of this Section, you will be able to:
Execute the notification of absence workflow template
Perform a structure search for templates
Locate workflow template help documentation
Customize SAP delivered templates
Explain template review and approval process
Enhance a Template
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Templates: Business Scenario
Some business processes in SAP are supported by ready to usemulti-step workflow processes
These processes are delivered by SAP as SAP workflows
You must examine these templates in detail
You need to read through the documentation
You must work with example templates to become comfortablewith basic workflow functionality
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More than 100 templates
AMAM
FIFI
Asset Management 10
Financial 22
HR Human Resources 46
Materials Management 16MMMM
Production Planning 11PPPP
PMPM Plant Maintenance
QMQM Quality Management
SMSM Service Management
11
17
4
SAP Business Workflow Template Overview
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AMAM Mass processing of
assets
FIFI Parked document
approval
MMMM Purchase requisitionapproval
PPPP Engineering change
request
QMQM Quality management
ALE/EDI: IDOC error handling
in inbound processing
PAPA
Training and event
management, applicant
management
PSPS Purchase order
changes for project,
actual data entry
Workflow Templates Bestseller List
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List of assets to be retired
(such as asset list, asset directory)
Asset
Asset
Asset
Create work queue
Short text Retire plant 3000Task ASSET_SALE
Entries for Mass Retirement:
Posting DateDocument DateTransaction TypeAsset Value DataDist. Of Revenue
prop. to APCprop. to NBV
Revenue
Users Business Workplace
Option to release
or process the
work queue
Default workflow specifications forasset retirement:
Retirement w/out revenue: ASSET_SCRAP
Retirement with revenue: ASSET_SALE
1
2
3
AM: Mass Retirement of Assets
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AM: Mass Changes to Master Data
Substitution rules to determine
which master record field is updated with
which type of new contents under
which conditions
SAP Business Workflow
involves responsible persons in verification
automates release of mass changes to master data
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Approve or RejectApprove or Reject
Invoice Parked
Auto PostAuto Post Modify InvoiceModify Invoice
Approve DollarsApprove Dollars
Approve AccountsApprove Accounts
Call SubworkflowCall Subworkflow
Call SubworkflowCall Subworkflow
Release SuccessfulRelease Successful
EndEnd
Start Workflow
Approve Reject
Invoice CompletedInvoice Completed
Set ReleaseSet ReleaseFlagFlag
FI: Preliminary Posting
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Whole Document
or
Line Item data
Purchase Req
Strategy Search
Release Strategy KH
Char. Value
Acct. Assign. Cat. K
Plant 3000
Total Value > 25,000
Requires Approval From:L1, L2 ...
StartStart
WorkflowWorkflow
ReviewReview
CancelledCancelled
Notification ofNotification of
CancellationCancellation
Not. ConfirmedNot. Confirmed
EndEnd
WorkflowWorkflow
Ended
ReleasedReleased RefusedRefusedChangedChanged
Notification ofNotification of
RefusalRefusal
Notification ofNotification of
ReleaseRelease
Not. ConfirmedNot. Confirmed
Not. ConfirmedNot. Confirmed
MM: Purchase Requisition Approval
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Engineering Change ManagementEng.ChangeEng.Change
OpenedOpened
Eng.ChangeEng.Change
OpenedOpened
Organiz
ation
Tasks
Eng. Change Request Eng. Change Order
Product
ManagerProfit
Ctr Mgr
Project
Manager
Electr.
EngineerQuality
Manager
Electr.
EngineerMarketing
Manager
Feasibility
check
Feasibility
check
Check feasibility
of whole
Check feasibility
of whole
Release
change
Release
change
Send change
to do
Send change
to do
Check
change
Check
change
Electrical
changes
Electrical
changes
Determine
objects
Determine
objects
Events
Objects
Te
m
p
l
a
te
PP: Engineering Change Request (ECM)
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Absence Form
Employee
Dates
Reason
Managers Business Workplace
Option to releaseor reject the absence
form
HR-Org Structure
Manager PositionManager Position
HolderHolder
Employee PositionEmployee Position
HolderHolder
Route Review Request
Employees Business Workplace
Option to modify andresubmit rejected
application
Route Result of Review
Determine Manager
HR: Notification of Absence
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Choose Workflow templateApplicationComponents
Cross-Application Components
Accounting - General
Financial Accounting
TreasuryControlling
Investment Management
Enterprise Controlling
Real Estate Management
Logistics - GeneralSales and Distribution
Materials Management
Logistics Execution
SAP Delivered Workflow Templates Structure Search
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IDES
Contents Index Search
Basis ComponentsCustomizing (BC-CUS)Kernel Components (BC-KRN)
Network IntegrationABAP Programming and Runtime EnvironBasis Services/Communication InterfacesComputing Center Management SystemUpgrade - General (BC-UPG)Change and Transport System (BC-CTS)Operating System Platforms (BC-OP)Database Interface, Database PlatformsFront-end Services (BC-FES)ABAP Workbench (BC-DWB)Documentation and Translation ToolsSecurity (BC-SEC)
Component Integration/InstallationBusiness Engineer
Business Management (BC-BMT-WFM)SAP Business Workflow
SAP LibraryRelease 4.6A, August 1999
Glossary
Getting Started
Release Notes
Implementation Guide
SAP Help - SAP Library
Contents Index Search BC-Workflow Scenarios in
Applications
SAP Help - SAP Library
SAP Business WorkflowSAP Reference Documentation
BC-Workflow Scenarios in Applications
SAP Delivered Workflow Templates Documentation
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Activities for Customizing Templates
Identify business process to be supported by SAP BusinessWorkflow
Configure the workflow runtime and development system
Select template that corresponds to your requirements
Create organizational plan
Define possible task agents
Link tasks to the organizational plan
Activate event linkage for your workflow
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When someone createsa notification of absence
Process:
Example: Workflow for approval procedureExample: Workflow for approval procedure
Gain management and end user approval
before continuing!
Department head decides whether toapprove request
If approved, request is released by HR
Creator can cancel at any time
If not approved, request creator decides towithdraw or change
If request is to be changed, it is returned tocreator for update
Scenario is repeated if changes aremade
Identify Business Process
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Identify business processIdentify business processIdentify business processIdentify business process
B.1 Design the processB.1 Design the processB.1 Design the processB.1 Design the process
B.2 Implement the workflowB.2 Implement the workflowB.2 Implement the workflowB.2 Implement the workflow
B.3 TestB.3 TestB.3 TestB.3 Test
Is there a template
that meets yourrequirements in
SAP R/3?
A. Use the templateA. Use the templateA. Use the templateA. Use the template
YES NO
Workflow Implementation Steps
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III. Enhancing the template
1. Copy the template
2. Make necessary changes
3. Follow process I.
Agent
Position
Org. Unit
1. Change agents and/or
deadlines
II. Extend template
1. Define the responsibilities
2. Enable relevant events
3. Adjust work item text
I. Using template without enhancement
Use Template
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Configuring a Template from IMG
Each template requires some configuration in the ImplementationGuide
Workflow scenario descriptions tell what needs to be configured
Steps are different for each template
Steps are within the IMG area where you do the applicationconfiguration
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Templates: Summary
How can you find what workflow templates are available?
Where can you find documentation on the workflow templates? You have to define responsibilities and activate the event linkage
for using templates
You can extend existing templates
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SAP Workflow Course
Section 7: TemplatesUnit 2: Enhancing a Template
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Enhancing a Template
Contents:
Business processes and workflow
Step level enhancements
Deadlines
Task level enhancements
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Enhancing a Template : Objectives
At the conclusion of this section, you will be able to:
Copy a workflow template Set up and test a simple deadline
Set up and test an express work item
List options for selected agent routings
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SAP Workflow Course Section 07A-01: Templates
Enhancing a Template: Business Scenario
The next user test was successful
Now additional requests pour in
Vacation Request process has generated extensive demand fora more optimized process
You must look into escalation procedures to achieve a guaranteedmaximum process time
You also need a better routing procedure
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Does a SAP
workflow already
exist in thestandard system?
A.1 Is the Template sufficient?A.1 Is the Template sufficient?
YES NO
A.2 Use as isA.2 Use as is
YES
A.3 Extend or enhance a
template
A.3 Extend or enhance a
template
NO
Identify business processIdentify business processIdentify business processIdentify business process
B. Create your own
workflow
B. Create your own
workflow
Standard Templates or Enhanced?
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Workflow Templates: Flexibility
Changes within a WF definition
Deadline management
Express items
Versions of workflow definitions
Modification of agent assignment
... without programming
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Step Level Enhancements
Express Items
Set work item priority to 1
Express work items in inbox are highlighted in red
Notification agent
Assign recipient for task completion notification
Notification is a pre-assigned text, but it does not inform recipientabout results of task
Secondary, Before and After Method
For example, assign display method of your object type to the step Deadlines
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SU MO TU WE TH FR SA
1 2 3 4 5 6 78 9 10 11 12 13 1415 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
Deadlines for Workflow Steps
Deadlines have individual time references and agents
Available deadlines
Requested Start
Requested End
Latest Start
Latest End
Simple vs. modeled deadlines
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Simple Deadlines
User definition:
Assign deadline agent: agent to be notified about misseddeadlines (all but requested start)
System runtime behavior
Notification message in document inbox of Business Workplace
If deadline is missed, a missed deadline work item is sent todeadline recipient
Original work item will stay in worklist of first user group
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SAP Workflow Course Section 07A-01: Templates
Workflow Versions
Several versions of a workflow are possible
Only one version is active
If multiple versions exist:
Running Workflows reference the active version of
their start time
Old versions can be made the active version
f C
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SAP Workflow Course Section 07A-01: Templates
Work item (activity at runtime):Post document 4712
customer - Manley Corp. amount of invoice - $258,300
Amount of invoice : < $ 50,000
Amount of invoice : > $ 50,000
Customer names: A-G FI clerks
Possible agent for Task:Post document
linked withjob: FinancialClerk
Role :Restriction of agents according
to the organizational chart
Role for responsible agent:Find FI Clerk
parameter of role :customer nameamount of invoice
Customer names: O - ZCustomer names: O - Z
Role for Financial Clerk
Customer names: H-NCustomer names: H-N
SAP U d W kfl A t
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The person subgroups,
which are the responsibleagents (they can be aresult of a role resolution)
The person subgroup,which are assignedto the task as apossible agent
The person subgroup,which are the
recipients
SAP Users and Workflow Agents
Q i f O i ti l Ch t
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Team
Member
Position
Team
Member
Position
Team
Member
Position
Team
Member
Position
Team
Member
Position
Bert Fred Jo Jim Karl
Note: The Approval task is only connected to the Mgr-job.Note: The Approval task is only connected to the Mgr-job.
Bert, Fred, Jo, Jim and Karl fill out a vacation request.Whose request will not be approved? Why?
FI Sales Engineering Warehouse Marketing
FI-Mgr
chief
position
Sales
Mgr chief
position
Engineering
Mgr
position
Marketing
Mgr
positionMgr-job Mgr-job
Holder:
AdamsHolder:
Smith
Holder:
Jones
Holder:
Heinz
Quiz for an Organizational Chart
C l i St d d E h d
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Standard Enhancement
Workflows Workflow templatesWorkflow templates
Standard tasksStandard tasks
Standard object typesStandard object types
Standard methodsStandard methods
Standard eventsStandard events
Standard rolesStandard roles
Extended or new
workflow templates
Extended or new
workflow templates
New standard tasksNew standard tasks
New types or subtypesNew types or subtypes
New attributesNew attributes
New methodsNew methods
New rolesNew roles
Create customer
org structure
Create customer
org structure
New eventsNew events
Create customer
org structure
Create customer
org structureOrganizational
Structure
Roles
Object types
Tasks
Conclusion: Standard or Enhanced
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Applying Workflow to Your Business
Contents:
Templates versus workflow from scratch
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Applying Workflow to Your Business: Objectives
At the conclusion of this section, you will be able to:
Describe situations for using workflow with and without templates Identify situations where programming is necessary
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Applying Workflow to Your Business: Business Scenario
A you look through the original requirements for your business
processes, you realize that not every situation is supported by aworkflow template
Templates or New Workflow?
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1. Identify the business process
Does a SAP
template already
exist in thestandard system?
A.1 Is the Template sufficient?
A.2 Use as is
B.1 Describe the process in detail
B.2 Design the process
B.3 Implement the process
Individual steps:
NO
YES
YES
NO
A.3 Extend or enhance
a template
Templates or New Workflow?
Deciding to Workflow: Example
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In our company, each time a material is changed,
the agent responsible should examine this change
and then decide whether the change
is acceptable or whether it should
be cancelled .
?
NO
YES
Deciding to Workflow: Example
Can I Implement Workflow: Example
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"Can I implement thisscenario with SAP
Business Workflow?"
???YES NONO
Yes!You can implement
this scenario...
Material changed
Display material
Decision:
accept
change?
change material
End scenario
Can I Implement Workflow: Example
Business Process and Workflow: Example
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Change material
Decision:
accept
change?
Only certain
materials?
Only certain
materials?
With extrainformation?
With extra
information?
Other
possibilities?
Other
possibilities?
Additional
steps?
Additional
steps? End scenario
Material changed
Display material
... ororvariationsvariationsof this scenario ...of this scenario ...
Additionalmaterial lists?Additionalmaterial lists?
Start again
(loop)?
Start again
(loop)?
YES ? NONO
Business Process and Workflow: Example
Document the Business Process (Example)
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Involved agents
employee HRemployee Objects Additional notesActivities
Create a notification ofabsence Leave account
In case of rejection:Employee can delete theirnotification or change it End of processLeave account
Leave account
Approve or reject
Release the notification
ok
End of process
Leave account
Leave account
Every employee can deletehis/her notifications at anytime
Leave account Necessary?Is the function delete orchange after rejectionsufficient?
The process will berepeated in case of changes
ok
End of process
Leave account
Leave account
Process: Notification of absenceCreation date: 16.12.99
Created by: Th. Krauss
superior
Document the Business Process (Example)
Document the Business Process
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Involved users
Objects Additional notesActivities
Process:Creation date:
Created by:
Document the Business Process
Wh i P i R i d?
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When is Programming Required?
Role resolution When role resolution via SAP organizational objects or
evaluation paths are not sufficient
Event creation
When flexible event creation options are not sufficient
Additional object methods
When simply calling a transaction or report is not sufficient
Additional object attributes
When virtual attributes are needed
Workflow Project Approaches And Experiences
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1Day
MO DI MI DO FR SA SO
1 2 3 4 5 6 7
Day(s)
MO DI MI DO FR SA SO18
152128
29
162229
310172330
411182431
5121925
6132026
7142127
Week(s)
Type 1: Use of existing SAP Workflow templates
FI invoice approval
MM purchase requisition approval
AM mass change of assets
PM, SM task processing
Type 2: Adaptation of Workflow templates
HR templates as starting points
MM purchase requisition as a starting point
ECM as a starting point
QM as a starting point
Type 3: Custom processes "from scratch"
SD delivery management / credit memo handling
PP material master data maintenance
Workflow Project Approaches And Experiences
BC W kfl R l O i
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BC - Workflow Roles: Overview
Prerequisites There are activity groups in the system for all workflow roles. If
you assign these to a user, a role-based user menu isavailable on the SAP Easy Access screen
Role-based documentation and role-based activity groups are
closely coordinated Features
The workflow roles are based on the assumption of aparticular way of working with SAP Business Workflow. It isassumed that IMG activities are already complete
The workflow roles used are stylized. But they can also beused in your organization if you work in a different way.
BC W kfl R l d A ti it G
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Workflow Roles Activity Groups
BC - Workflow Roles and Activity Groups
Process Consultant Business Workflow: Implementation team
BPT: Business Workplace for all user
Workflow Modeler Business Workflow: Developer
BPT: Business Workplace for all user
Workflow Programmer Business Workflow: Developer
BPT: Business Workplace for all user
Workflow System Administrator Business Workflow: Administrator
BPT: Business Workplace for all user
Workflow Agent BPT: Business Workplace for all user
Process Controller Business Workflow: Process Controller
BPT: Business Workplace for all user
SAP Authorizations
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SAP Authorizations
S_WF_ALL: All SAP Business Workflow authorizations S_WF_PROCORG: Template of a profile for a process
organizer
S_WF_USER: Template of a profile for a task agent
S_WF_WFADMIN: Template of a profile for a workflow systemadministrator
Steps of a workflow project (1)
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Steps of a workflow project (1)
Step 1: Preliminary work
What to do:
Define the project team(System administrator, process consultant, process administrator,workflow developer, HR administrator, end user, representative from
the management) Specify the project goals
Result
Users are assigned to the different roles
A central documentation exists
The goals must be clearly stated so that the direction is clear toeveryone involved in the project
Steps of a workflow project (2)
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Steps of a workflow project (2)
Step 2: Selection of the process
What to do:
Select possible processes for a workflow projectAt the end you should know: actual lead- and transport times,interfaces, responsible agents, steps of the processes
Cataloging of processesCriteria can be: costs/benefits, feasibility, department criteria,workload
Decide which process should be implemented
Define the project team
(System administrator, process consultant, process administrator,workflow developer, HR administrator, end user, representative fromthe management)
Describe the major steps of the processdescribe the conditions in which the process should start/end
Steps of a workflow project (3)
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Steps of a workflow project (3)
Step 3: Designing the workflow process
What to do:
Establish the workflow design: detailed description of the steps of thebusiness process
Find out who is responsible for the single steps
Check the availability of standard functions
Perform the application customizing
Regular reviews with end users ( = process users)
Clarify, who will be the administrator responsible for the workflow
Train the persons responsible for implementing the workflow
Result:
A detailed description of the business process exists and can be usedfor the implementation of the workflow
Steps of a workflow project (4)
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Steps of a workflow project (4)
Step 4: Realization of the workflow
What to do: Customizing within R/3
Develop the workflow (BOR, Workflow Builder)
If necessary: create tasks and object types, enhance object types
Check whether further interfaces are necessary(e.g. SAP Connect, SAP ArchiveLink, SAPforms)
Define authorizations and the PD organization model
Create documentation
Regular reviews with all those involved
Check the interface acceptance
User tests
Result
The workflow has been defined and runs correctly. User
documentation exists.
Steps of a workflow project (5)
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Steps of a workflow project (5)
Step 5: Go live and support
What to do:
Final end user training
Preparation in the production system
What to do in the first week of going live: productive test/check of the
functions
One month after going live: review workflow with the end users/reviewworkflow statistics to detect possible bottle necks
Result
The workflow has gone live and is being used in the productionenvironment
Ideally you should be able to estimate the current costs per processand compare this with the old process in a report for the management
Other processes in need of optimizing may well be suggested.
Factors for success (1)
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Factors for success (1)
Co-operation between user department and IT-department Active support from the management
Clear decision-making structures
If necessary: involve the works council asap
Check the political and organizational conditions
Well prepared project management, logical procedures
Discuss the benefits of the workflow projectsdo not concentrate only on saving personal costs
Convince the end user.
Factors for success (2)
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Factors for success (2)
Involve the end user in the process Project marketing: publish every successful step
Careful process selection for first project
Determine administrative responsibility for the generated workflow
Document the processes implemented
Extensive testing
Train the project team and the end users
Create optimum conditions for ergonomic work environment
Applying Workflow to Your Business: Summary
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Applying Workflow to Your Business: Summary
The realization of your business processes is possible by:
using an existing SAP workflow template
extending or enhancing a SAP template
building your own workflow from scratch
Many workflows can be implemented without programming
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SAP Workflow Course
PwC ConsultingTM refers to the management consultingservices businesses of the member firms of the worldwidePricewaterhouseCoopers organisation.
2001 P i t h C All i ht d