work flow config.doc

BB Configuration Guide

Contents5Document Management and Workflow: Configuration Guide

51Purpose

52Preparation

52.1Prerequisites

53Configuration

53.1Preparation of Workflow Environment

53.1.1Automatic Workflow Customizing (manual)

63.1.2Change Personal Pre-settings for Workflow

63.1.3Workflow organizational unit for approvers (manual)

103.1.4Setting General Tasks (manual)

103.1.5Application linkage to workflow (manual)

113.2Release of Purchase Requisitions

113.2.1Connect release codes to workflow

123.2.2Assign positions for purchase req. approval (manual)

133.3Release of FI Invoices

133.3.1Create workflow variant

143.3.2Assign company code to workflow

143.3.3Define release approval path

153.3.4Assign document type to release approval path

163.3.5Define approval levels on basis of amount

163.3.6Define possible assignment for users / positions

173.3.7Assign positions for completion and approval (manual)

183.4Release of MM Invoices

183.4.1Define release criteria (manual)

193.4.2Assign positions for completion and approval (manual)

203.5Release of pre-posted Budgets

203.5.1Define Account Assignment Group

213.5.2Define Amount Group

223.5.3Define header entries for role definition

233.5.4Assign positions for budget approval (manual)

264Workflow users definition

264.1Users for Release of Purchase Requisitions workflow

274.2Users for Release of FI Invoices workflow

284.3Users for Release of MM Invoices workflow

294.4Users for Release of pre-posted Budgets workflow

Workflow: Configuration Guide

1 Purpose

This configuration guide provides the information you need to set up the configuration of this building block manually.

2 Preparation

2.1 Prerequisites

3 Configuration

3.1 Preparation of Workflow Environment3.1.1 Automatic Workflow Customizing (manual)Use

This activity is necessary in order to set-up a running workflow environment.

Procedure

1. Access the activity using one of the following navigation options:

IMG MenuSAP NetWeaver ( Application Server ( Business Management ( SAP Business Workflow ( Maintain Standard Settings

Transaction CodeSPRO or SWU3 for direct access to transaction

2. Click on the generate button Perform Automatic Workflow Customizing or press F93. Indicate a change request when required and confirm all steps.

Result

The workflow run-time environment is now ready.

3.1.2 Change Personal Pre-settings for Workflow

Use

This activity is necessary in order to ensure users receive workflow items in their SAP workplace in the logon language.

Procedure


IMG MenuSAP NetWeaver ( Application Server ( Business Management ( SAP Business Workflow ( BasicSettings (Workflow System) ( Change Presettings for Personal Workflow Settings

Transaction CodeSPRO

2. On the Display IMG: Further Settings screen, flag the field Work item texts in logon language

3. Save your settings and leave the transaction.

Result

All work items received in the SAP Workplace are now displayed by default in the user logon language.

3.1.3 Workflow organizational unit for approvers (manual)Use

In this activity, we define a workflow specific organizational unit and different positions for each of the actors involved in the different workflow scenarios.The customer has then to link user-id of each the approvers to the corresponding positions in the organizational unit (as described in chapter 4.) in order to automatically have all required approval steps sent to the SAP workplace of the indicated user being then also the approver.Procedure


SAP MenuTools ( Business Workflow ( Organizational Plan ( Organizational Plan ( Organization and Staffing ( Create

Transaction CodePPOCE

2. On the Create root organizational object window, leave the default Valid from To fields value en press ENTER 3. On the Organization and Staffing Create: Details for Organizational Unit screen enter the following values:

Field nameDescriptionUser action and valuesNote

Organizational UnitObject AbbreviationWF_ORG

Organizational UnitObject NameWorkflow Organizational Unit

4. Right-click on the WF_ORG unit, choose Create and select Is line supervisor of in the Choose Relationship window

5. On the Organization and Staffing Create: Details for Organizational Unit screen enter the following values for the new unit:


Organizational UnitObject AbbreviationBCS_ACTORS

Organizational UnitObject NameBudget Approval Actors

6. Repeat step 4

7. Repeat step 5 with following values:


Organizational UnitObject AbbreviationPUR_ACTORS

Organizational UnitObject NamePurchase Request Approval Actors

8. Repeat step 4



Organizational UnitObject AbbreviationMMI_ACTORS

Organizational UnitObject NameMM Invoices Approval Actors

10. Repeat step 4



Organizational UnitObject AbbreviationFII_ACTORS

Organizational UnitObject NameFI Invoices Approval Actors

12. Right-click on the BCS_ACTORS unit, choose Create and select Incorporates Position in the Choose Relationship window

13. On the Organization and Staffing Create: Details for Position New position screen enter the following values for the position:


PositionObject AbbreviationBCSApprover1

PositionObject NameBCS Approver 1

14. Repeat step 12 on the BCS_ACTORS unit



PositionObject AbbreviationBCSApprover2

PositionObject NameBCS Approver 2

16. Repeat step 12 on the PUR_ACTORS unit



PositionObject AbbreviationPURApprover1

PositionObject NamePUR Approver 1

18. Repeat step 12 on the PUR_ACTORS unit



PositionObject AbbreviationPURApprover2

PositionObject NamePUR Approver 2

20. Repeat step 12 on the MMI_ACTORS unit



PositionObject AbbreviationMMICompleter

PositionObject NameMMI Completer

22. Repeat step 12 on the MMI_ACTORS unit



PositionObject AbbreviationMMIApprover

PositionObject NameMMI Approver

24. Repeat step 12 on the FII_ACTORS unit



PositionObject AbbreviationFIICompleter

PositionObject NameFII Completer

26. Repeat step 12 on the FII_ACTORS unit



PositionObject AbbreviationFIIApprover

PositionObject NameFII Approver

28. Save your entries and leave the transaction.Result

The workflow organizational unit for approvers is created with all necessary positions for approvers in various sub-units corresponding to the different workflow scenarios; this should look like illustrated in the picture below;

3.1.4 Setting General Tasks (manual)Use

In this activity, we ensure each involved workflow task can be used by setting them as general tasks.

Procedure


SAP MenuTools ( Business Workflow ( Development ( Definition Tools ( Tasks/Task Groups ( Display

Transaction CodePFTC_DIS

2. On the Task: Display screen, enter the following:


Task TypeStandard Task

Task65400034

3. Click on the Display button or press F74. On the Standard Task: Display screen, navigate in the menu to Additional Data ( Classification ( Create(function 007I)5. On the Create Classification/Lock Ind. screen, select entry General Task6. Save your settings and return to the Task: Display screen

7. Repeat steps 2 to 6 for task 20000162







Result

All tasks involved in the Purchase Requisition release workflow have been set as general tasks.

3.1.5 Application linkage to workflow (manual)Use

In this activity, we activate the linkage between the various applications -purchase requisition, FI invoice, MM invoice and pre-posted budget- and the workflow ensuring a workflow will be started when conditions defined in the application dependent release procedure customizing are reached.

Procedure


SAP MenuTools ( Business Workflow ( Development ( Definition Tools ( Tasks/Task Groups ( Change

Transaction CodePFTC_CHG

2. On the Task: Maintain screen, enter the following:


Task TypeWorkfow Template

Task65400029Purchase requisition release refusal

3. Click on the Change button or press F64. Confirm the information screen

5. On the Workflow Template: Change screen, go to the Triggering Events tab

6. Select first entry in the Standard Events and navigate in the menu to Edit ( Event ( Activate/deactivate linkage(function COUP_M)7. Confirm your settings and return to Task: Maintain screen

8. Repeat steps 2 to 7 for task 20000077 Purchase requisition release process9. Repeat steps 2 to 7 for task 00400032 FI parked invoice release process

10. Repeat steps 2 to 7 for task 00400004 FI parked invoice completion process

11. Repeat steps 2 to 7 for task 20001003 MM parked invoice completion process

12. Repeat steps 2 to 7 for task 20001004 MM parked invoice release process

13. Repeat steps 2 to 7 for task 12300025 Pre-posted budget release process

14. Confirm your settings and leave transaction

Result

Purchase Request, FI invoice, MM invoice and pre-posted budget release workflows are now linked to the corresponding release processes and will start as soon as conditions defined in the release procedure customizing are reached.

3.2 Release of Purchase Requisitions3.2.1 Connect release codes to workflowUse

In this activity, we ensure a workflow is started in order to send tasks to users having to release the purchase requisition; this is done by setting the corresponding release codes as connected to workflow;

Procedure


IMG MenuMaterials Management ( Purchasing ( Purchase Requisition ( Release Procedure ( Procedure with Classification ( Set Up Procedure with Classification


2. On the Choose Activity screen double-click the activity Release Codes3. On the Change View Release Codes: Purchase Requisition: Overview screen enter the following values:Field nameDescriptionUser action and valuesNote

Workflow1Do this for both entries01 A1 and

01 A2


Result

Any time when the conditions for the release procedure are met, in case release codes are A1 or A2, a workflow will be started.

3.2.2 Assign positions for purchase req. approval (manual)

Use

In this activity, we link the approver positions defined in the workflow organizational unit with the above defined release procedure.

Procedure


IMG MenuMaterials Management ( Purchasing ( Purchase Requisition ( Release Procedure ( Procedure with Classification ( Set Up Procedure with Classification


2. On the Choose Activity screen double-click the activity Workflow3. On the Change View Assignment of Role to Release Code: Purchase Requisition screen choose New entries.

4. On the New Entries: Overview of Added Entries screen enter the following values:


GrpRelease group01

CodeRelease codeA1

PlntPlant

OTAgent object type S

Agent IDAgent object IDID of the position PURApprover1 defined in 3.1.3


GrpRelease group01

CodeRelease codeA2

PlntPlant


Agent IDAgent object IDID of the position PURApprover2 defined in 3.1.3


Result

For the above defined Purchase Requisition release strategy with workflow, approver 1 is the user-id assigned to the position PUR Approver 1, while approver 2 is the user-id assigned to the position PUR Approver 2.

3.3 Release of FI Invoices

3.3.1 Create workflow variant

Use

In this activity, we define the start-up of a release workflow for all FI parked documents.Procedure


IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Create Workflow Variant for Parking Documents


2. On the Change View Preliminary Posting Workflow Link: Overview screen choose New entries.

3. On the New Entries: Details of Added Entries screen enter the following values:


Workflow var.BP01

CurrencyEUR

WF var. nameBest Practice PS

Posting releaseXIf flag not set, workflow does not start

Release from

SubworkflowWS10000052

4. Save your settings and leave the transaction.Result

A release workflow is defined for all FI parked documents.

3.3.2 Assign company code to workflow

Use

In this activity, we activate the start-up of a release workflow for company code BP01.

Procedure


IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Assign Company Code to a Workflow Variant for Parking Documents


2. On the Change View Workflow Variants: Overview screen, click on the Position button (function POSI)

3. On the Another entry window, enter BP01 in field Company Code and press ENTER4. On the Change View Workflow Variants: Overview screen, enter BP01 in field Wrkf of first entry (should be in front of company code BP01)


Result

A release workflow will be started for all FI parked documents in company code BP01.

3.3.3 Define release approval path

Use

In this activity, we define a release approval path; in the Best Practice context, we decide to have only one approval path.Procedure


IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Define Release Approval Paths for Parking Documents


2. On the Change View Release Approval Paths: Overview screen choose New entries.

3. On the New Entries: Oveview of Added Entries screen enter the following values:


Approval pathBP01

App. path nameBest Practice PS


Result

The approval path for Best Practice PS has been defined.3.3.4 Assign document type to release approval path

Use

In this activity, we indicate that the approval process must be executed only for FI invoices, thus FI documents with type KR.Procedure


IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Assign Release Approval Paths for Parking Documents


6. On the Change View Release Approval Path Allocation: Overview screen choose New entries.



Workflow variantBP01

Doc. TypeKRInvoices

Release Group

Approval pathBP01


Workflow variantBP01

Doc. TypeKGInvoices

Release Group

Approval pathBP01


Result

Approval process connected to FI documents of type KR.3.3.5 Define approval levels on basis of amount

Use

In this activity, we define a release on basis of one approval step, as well as the sub-workflow that will handle the approval process.Procedure


IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Assign Release Approval Procedure for Parking Documents


2. On the Change View Subworkflow Allocation: Overview screen choose New entries.



WrkfBP01

APthBP01

Amount to999999999999

Rel. levels1

Swf amnt rel.WS10000052


Result

For each FI invoice (financial document of type KR) created for company code BP01, one approval is required.3.3.6 Define possible assignment for users / positionsUse

In this activity, we prepare the future assignments of positions to the release level.Procedure


IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Define Users with Release Authorization for Parking Documents


2. On the Change View People with Release Authorization (Parked Documents): Overview screen choose New entries.



WrkfBP01

APthBP01

Lv1

Release_to_amount999999999999


Result

For every FI invoice to be approved, we can assign one position and therefore one user as primary approver for all invoices.3.3.7 Assign positions for completion and approval (manual)

Use

In this activity we assign the FII Completer position to the completion step, and the FII Approver position to the approval (also named release) step.Procedure







Task00407848


5. On the Standard Task: Change screen, navigate in the menu to Additional Data ( Agent Assignment ( Maintain6. On the Exit processing window, message Do you want to save data first ? select No7. On the Standard Task: Maintain Agent Assignment screen, select TS00407848 and click on the Create agent assignment button or press F5

8. On the Choose agent type window double-click on Position9. On the Choose position window enter FIICompleter as search term, select the retrieved entry and confirm your selection10. Return to Task: Maintain screen and select No on the Exit processing window, message Do you want to save data first ?


IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Define Users with Release Authorization for Parking Documents


12. On the Change View People with Release Authorization (Parked Documents): Overview screen scroll down to and select line BP01 | BP01 | 1 | 999.999.999.999,00 | EUR

13. Click on Details (OrgObject) button or press CTRL+F714. On the Allocate OrgObjects view screen, click on Org Object button or press F515. On the Choose org. unit windows, double-click on entry Position16. On the Choose position window enter FII* and press ENTER17. On the Position (1) window double-click on FIIApprover18. Save your settings and leave the transaction.

Result

For each completion and approval step, a work item will be sent to the SAP Workplace of the user associated to the position assigned to the corresponding completion or approval step.3.4 Release of MM Invoices

3.4.1 Define release criteria (manual)

Use

In this step, you define the criteria specifying the point as of which a release procedure for document parking is to run via the workflow.Procedure


IMG MenuMaterials Management ( Logistics Invoice Verification ( Document Parking ( Define Release Criteria


2. On the Change View IV Workflow: Amounts for Release in Invoice Parking screen choose New entries.



CoCodeCompany codeBP01

Rel. groupRelease group

D/C indic.Debit / Credit indicatorC

Rel.St >=Minimum amount for release0,00

CurrencyCurrencyEUR


Agent IDAgent object IDID of the position MMIApprover defined in 3.1.3


CoCodeCompany codeBP01

Rel. groupRelease group

D/C indic.Debit / Credit indicatorD

Rel.St >=Minimum amount for release0,00

CurrencyCurrencyEUR


Agent IDAgent object IDID of the position MMIApprover defined in 3.1.3


Result

A release procedure will run via the workflow for parked documents of type Invoice and Credit Note (Debit and Credit) with total amount above 0,00 EUR, in company code BP01. In both cases, the approver is the user-id assigned to the position MMIApprover.

3.4.2 Assign positions for completion and approval (manual)

Use

In this activity we assign the MMI Completer position to the completion step, and the MMI Approver position to the approval (also named release) step.

Procedure







Task20000878


5. On the Standard Task: Change screen, navigate in the menu to Additional Data ( Agent Assignment ( Maintain6. On the Exit processing window, message Do you want to save data first ? select No7. On the Standard Task: Maintain Agent Assignment screen, select TS20000878 and click on the Create agent assignment button or press F5

8. On the Choose agent type window double-click on Position9. On the Choose position window enter MMICompleter as search term, and confirm your selection10. Return to Task: Maintain screen and select No on the Exit processing window, message Do you want to save data first ? 11. Repeat step 2 to 10 with task TS20000879 and position MMICompleter

12. Repeat step 2 to 10 with task TS20000881 and position MMIApprover

13. Confirm your settings and leave transaction.Result

For each completion and approval step, a work item will be sent to the SAP Workplace of the user associated to the position assigned to the corresponding completion or approval step.3.5 Release of pre-posted Budgets

3.5.1 Define Account Assignment GroupUse

In this activity, we indicate that our workflow process will be identical for all commitment items, funds centers and funds by creating a specific account assignment group BP01.Procedure


IMG MenuPublic Sector Management ( Funds Management Government ( Workflow ( Role Definition ( Define FM Account Assignment Groups


2. On the Change View View: FM Account Assignment Groups for FM Role Definition: Overview screen choose New entries.



FMABP01

Year2006

FMAAGBP01

Commitment item*

Funds Center*

Fund*


Result

Account assignment group BP01 has been created.

3.5.2 Define Amount Group

Use

In this activity, we specify the possibility to assign different approvers depending on the budget amount, and this for budget amount below 1.000,- EUR, for budget amount above 1.000,- EUR and below 10.000,- EUR, and for amount above 10.000,- EUR.Procedure


IMG MenuPublic Sector Management ( Funds Management Government ( Workflow ( Role Definition ( Define FM Amount Groups


2. On the Change View View: Amount Groups for FM Role Definition: Overview screen choose New entries.



FMABP01

Amount grpAPP0

From amount0

To amount999


FMABP01

Amount grpAPP1

From amount1000

To amount9999


FMABP01

Amount grpAPP2

From amount10000

To amount999999999999


Result

We can now decide to have different approvers for 1st and 2nd approval of the release of budget depending on the above defined amount groups.

3.5.3 Define header entries for role definition

Use

In this activity, we prepare header entries for later role assignment; 2 entries are created, 1 for the first approver and 1 for the second approver.

Procedure


IMG MenuPublic Sector Management ( Funds Management Government ( Workflow ( Role Definition ( Define FM Role Definition


2. On the Change View Header entries for role definition: Overview screen choose New entries.



WF level11st approver

Doc. ClassBCSBUBCS pre-posted budget

Activity01Approve

FM AreaBP01

Fisc. year2006


WF level22nd approver

Doc. ClassBCSBUBCS pre-posted budget

Activity01Approve

FM AreaBP01

Fisc. year2006


Result

Entries for assignment of approvers roles are now ready for the 1st and 2nd approver.

3.5.4 Assign positions for budget approval (manual)

Use

In this activity we assign the BCSApprover1 position to the 1st release step, and the BCSApprover2 position to the 2nd release step.

Procedure


IMG MenuPublic Sector Management ( Funds Management Government ( Workflow ( Role Definition ( Define FM Role Definition


2. On the Change View Header entries for role definition: Overview screen scroll down to and select line 1 | BCSBU | 01 | BP01 | 20063. Double click on Role Definition Entries4. On the Change View Role definition entries: Overview screen choose New entries.



FM act ast grpBP01

Amount groupAPP0

Object typeS

Agent IDID of the position BCSApprover1 defined in 3.1.3

6. Return to Change View Role definition entries: Overview screen by pressing Back button or F3.7. On the Change View Role definition entries: Overview screen choose New entries.



FM act ast grpBP01

Amount groupAPP1

Object typeS





FM act ast grpBP01

Amount groupAPP2

Object typeS


12. Save your settings and return to the Change View Header entries for role definition: Overview screen

13. On the Change View Header entries for role definition: Overview screen scroll down to and select line 2 | BCSBU | 01 | BP01 | 200614. Double click on Role Definition Entries15. On the Change View Role definition entries: Overview screen choose New entries.



FM act ast grpBP01

Amount groupAPP0

Object typeS





FM act ast grpBP01

Amount groupAPP1

Object typeS





FM act ast grpBP01

Amount groupAPP2

Object typeS



Result

For each approval step, a work item will be sent to the SAP Workplace of the user(s) associated to the position BCSApprover1 for the 1st approval step, and BCSApprover2 for the 2nd approval step.

4 Workflow users definition

4.1 Users for Release of Purchase Requisitions workflowUse

This activity is necessary in order to indicate the users who will receive the workflow activities as 1st and 2nd purchase requisition approvers.

Procedure


SAP MenuTools ( Business Workflow ( Organizational Plan ( Organizational Plan ( Organization and Staffing ( Change

Transaction CodePPOME

2. On the Organization and Staffing change screen, if you do not see the Workflow Organizational Unit in the upper-right pane, click on Search Term , enter WF_ORG in field With name and press ENTER ; then double click the Workflow Organizational unit.3. On the Organization and Staffing change screen, in the upper-right pane, expand node Purchase Request Approval.4. Right-click on the PUR Approver 1 position, choose Assign and select Holder User in the Choose Relationship window.5. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will be the 1st approver of the purchase requisition; select the retrieved entry and validate your choice.6. Right-click on the PUR Approver 2 position, choose Assign and select Holder User in the Choose Relationship window.7. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will be the 2nd approver of the purchase requisition; select the retrieved entry and validate your choice.8. Save your settings and leave the transaction.

Result

Workflow activities will be sent to the defined users, ensuring they will be performed accordingly.

4.2 Users for Release of FI Invoices workflowUse

This activity is necessary in order to indicate the users who will receive the workflow activities as completer and approver of the FI parked invoice.Procedure




2. On the Organization and Staffing change screen, if you do not see the Workflow Organizational Unit in the upper-right pane, click on Search Term , enter WF_ORG in field With name and press ENTER ; then double click the Workflow Organizational unit.

3. On the Organization and Staffing change screen, in the upper-right pane, expand node FI Invoices Approval Actors.4. Right-click on the FII Completer position, choose Assign and select Holder User in the Choose Relationship window.

5. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will have to complete the parked FI invoice; select the retrieved entry and validate your choice.

6. Right-click on the FII Approver position, choose Assign and select Holder User in the Choose Relationship window.

7. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will have to approve the completed parked FI invoice; select the retrieved entry and validate your choice.


Result


4.3 Users for Release of MM Invoices workflowUse

This activity is necessary in order to indicate the users who will receive the workflow activities as completer and approver of the MM parked invoice.

Procedure





3. On the Organization and Staffing change screen, in the upper-right pane, expand node MM Invoices Approval Actors.4. Right-click on the MMI Completer position, choose Assign and select Holder User in the Choose Relationship window.

5. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will have to complete the parked MM invoice; select the retrieved entry and validate your choice.

6. Right-click on the MII Approver position, choose Assign and select Holder User in the Choose Relationship window.

7. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will have to approve the completed parked MM invoice; select the retrieved entry and validate your choice.


Result


4.4 Users for Release of pre-posted Budgets workflowUse

This activity is necessary in order to indicate the users who will receive the workflow activities as 1st and 2nd approvers of a pre-posted budget.

Procedure





3. On the Organization and Staffing change screen, in the upper-right pane, expand node Budget Approval Actors.4. Right-click on the BCS Approver 1 position, choose Assign and select Holder User in the Choose Relationship window.

5. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will be the 1st approver of the pre-posted budget; select the retrieved entry and validate your choice.

6. Right-click on the BCS Approver 2 position, choose Assign and select Holder User in the Choose Relationship window.

7. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will be the 2nd approver of the pre-posted budget; select the retrieved entry and validate your choice.


Result


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