Workflow for Beginners

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Workflow for Beginners .......................................................................................................................... 1

1:FIND A STANDARD BUSINESS OBJECT - WHICH RELATES TO THE DESIRED MASTER DATA. ............................. 3
2:CREATE A BUSINESS OBJECT......................................................................................................................... 6
3: CREATE AN EVENT. ..................................................................................................................................... 7
4: CREATE A METHOD...................................................................................................................................... 7
5. CREATE KEY FIELDS. ................................................................................................................................... 8
6:IMPLEMENT BUSINESS OBJECT. ..................................................................................................................... 9
7:CREATE WORKFLOW TASK. .......................................................................................................................... 9
8: SET UP CONTAINERS. ..................................................................................................................................10
9: ASSIGNING AGENT TO A TASK. ...................................................................................................................11
10: FOR THIS DEMO EXAMPLE, YOU WILL TRIGGER THE EVENT BY WRITING A CUSTOM CODE ..................13
11. A SINGLE STEP TASK. ..............................................................................................................................13
12. SOME WORKFLOW CONCEPTS ..................................................................................................................14

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1:Find a standard business object - which relates to the desired master data.

Transaction SWLD
Definition Tools SAP Business WorkflowDevelopmentDefinition ToolsBusiness
Object Builder (Transaction Code SW01)
Click on the Business Object Builder. The initial screen appears as follows.

Either search for an object by name in short description. Or use the IMG structure, which
is accessed via the Business Object Repository button.
Position mouse cursor in the field Object/interface type and hit F4In the pop up
window click Information SystemSearch the business object created earlier or SAP
standard business object. Select it and click display

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Select all object types and the following screen appears. Here the businisess object
BUS2054 has been explored, which is under Project Systems.

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A business object has following components as shown in the figure:

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A screen showing the components of the object is dispalyed as the following figure:

2:Create a business object.

Give the business object name prefixed with Z_.

Enter the following fields with values:
Object type: Z_TESTXX
This is the internal technical key. Page: 6
Object type can have maximum 10 characters. This must be unique
across all object type. Objects are specific instances of object types at
runtime.
Object name: Object_Name_for_XX
The object type is addressed with this name by external applications.
This is a descriptive English name and can be up to 32 characters. This
also must be unique across all object type.
Name:
Object Name: XX
This is a meaningful name of the business object.

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Description: Object Description: XX

Page: 7
Object description, can be up to 40 characters.
Program:
Z_TESTXX
Each object type has an ABAP/4 program in which methods of the
object are implemented. This program is generated automatically
when you create or revise an object type.
Application: *
Page: 7
* indicates cross application.
Should you need to extend the components of an SAP delivered object,
you can create a subtype and then delegate it back up to its
supertype. This means that the supertype transparently acquires the
new functionality. If this supertype is referenced by any SAP or custom
application, the new functionality is available. Any supertype may
have at most one delegation assigned to it. Delegations are client
independent. Use the menu path Settings >System-wide to create a
delegation.
3: Create an event.

Open the Object type in change mode. When you change your subtype the first step is to
create a new event, this is done by selecting the Event node and clicking the create
button. Give the event a name and a description. Next set the status of this object type
component to implemented.
Event:
Z_EVENT_XX
Name:
Event name: XX
Description: Event Description: XX
Click on the new event and
Edit Change Release Status Object Type Component Implemented
(A small box sign vanishes from the right side of the event, indicating that it is
implemented)
There can be multiple triggering events for a standard/customer task.
In R/3 4.0 the release strategy for new Object Types and Object Type
Components (methods, attributes, events, etc.) was enhanced. Now
when an object type and/or components are created, there are
different statuses to select, based on its required purpose. The
statuses are:

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Modeled - objects cannot be accessed at runtime. This is the status

that is automatically set when an object type or component is
created. Items with a modeled status cannot be referenced in any
type of workflow task.
Implemented - objects can be used internally in a test environment.
They are accessible, but may not be stable (especially if no
delegation has been defined).
Released - objects are ready for production. Note: Local objects
cannot be released.
Obsolete - objects are typically replaced by new functionality or
incompatible with previous versions. This status is optional.

4: Create a method.

Next a method must be created without using any function module template. When
creating the method ensure that the method call is synchronous - this means that the
method doesn't require a terminating event.
A method can be synchronous or asynchronous. Synchronous Method
Method that, for the duration of its execution, assumes the process
control and, after its execution, reports to the calling component (work
item manager, in this case).
Synchronous methods can return the following data, if defined: Return
parameters, one result and Exceptions.
Terminating events can also be defined for a single-step task described
with a synchronous method. At runtime, the relevant work item is then
terminated either when the synchronous method is successfully
executed or when one of the defined terminating events occurs.
Asynchronous Method
Method that, after its execution, does not report directly to the calling
component (work item manager, in this case).
Asynchronous object methods do not return results, parameters or
exceptions.
At least one terminating event must be defined for a single-step task
described with an asynchronous object method.
At runtime, the relevant work item is only terminated if one of the
defined terminating events occurs.
Next set the status of this object type component to implemented. The methods are not
implemented unless you once open their program. Select the method and open its
program. It gives a message Do you want to generate a template automatically for the
missing section. Click Yes. Inside the program insert the code CALL
TRANSACTION FB03. Display Financial Document.

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Method:
Z_METHODXX
Name:
Method name: XX
Description: Method Description: XX
Edit Change Release Status Object Type Component Implemented
5. Create Key fields.

Create key fields with ABAP dictionary field proposal.

It is the identifying key, via which the system can access a specific
object, that is, an instance of the object type. The key fields of an
object type are usually also the key fields in the table containing the
header data for the object type. Only character-based data types are
allowed as key fields. The total length allowed for all key fields is 70
characters. Each key field refers to a field in the ABAP Dictionary.
Enter BKPF in table name field and select all the key fields. Press Continue button.
Next set the status of these key fields to implemented.
Edit Change Release Status Object Type Component Implemented
6:Implement business object.

The whole business object needs to be implemented so click on the business object title
and
Edit Change Release Status Object Type Implemented
Now you can check the syntax, generate the Business Object and then test it.
Execute the custom method you created and give the Company code, Document
number and Year.
7:Create workflow task.

Now we need to create a workflow task, this will be triggered by the event and will call
the desired method in your business object subtype/Object type.
Tasks to user means generic actions, which are in the responsibility of
a person (agent) or group of persons (agents), that, may have to be
done in a predefined interval.
Runtime execution of a single step task produces a work item in the
selected agents integrated inbox.

Transaction SWLD
Definition Tools Tasks/Task Group Create

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This task will be of type TS (Standard Task)

Tasks are of two types. Standard and Customer tasks.
Standard tasks (object Type TS) are supplied by SAP and can also be
created by the customer, they are client independent.
Customer tasks (object Type TS) are client dependent and created by
the customer.
(SAPs recommendation is that all new tasks should be of type TS) after this is entered
click the create icon (Dont give the Task number, it will be created automatically).
This will bring up the main task window. Under the Basic Data tab enter the
Abbreviated Name (this name should be unique for tasks), Name and Work Item
Text. Enter your business object subtype/ object type name as the Object Type and enter
the Method you created within the subtype / object type. If you tick Background
Processing as the execution mode, the work item is executed without need for manual
intervention.
Next move to the Triggering Events tab. Insert a new entry in the table here referencing the business object subtype/ object type and the relevant event.
When this event occurs, the system starts this task. Another event is
Terminating Event: When this event occurs, the system terminates the
work item for this single-step task.
(If the single-step task has the property Confirm end of processing,
the work item is not terminated when the event occurs. The work item
must still be set to Done by one of its recipients.)
Use:
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.

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8: Set up containers.

There are a number of data containers, which are used in this process to transport relevant
data between events, tasks and methods, we need to make a few small modifications to
these.
Click on the Containers button. Now click the Create button. Create three fields in the
container with reference to the database table. For the first field give reference table name
as BKPF and reference field name as BUKRS, for the second give reference field
BELNR and GJAHR for the third. Now go back to the Triggering Event tab,
highlight the newly created record in the table and click the Binding Definition button.

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This shows us how data is transferred from the Event container into the Task container.
There should be four records. Now click on the Event Parameter Container button, this
shows us what data is present in the event for transfer to the task. If there is matching
data in the Event Parameter Container, copy the element name from the screen and insert
it in to the associated slot in the binding definition (Enclosed in &'s).
The last step of all is to activate the event linkage, by pressing the small red button to
the left-hand side of the event record. When it is activated it becomes green. This creates
the link between the event and the task - which will call the method, which in turn calls
the required transaction or reports or function module.

9: Assigning agent to a Task.

Determine the possible Agents for executing the single step Task.
An agent is an executor of a work item.
A work item is the actual runtime representation of a workflow
process step (task). Work items appear in users integrated
inboxes.
Possible agents are a collection of agents who qualify to execute a
work item, and therefore could potentially receive a work item in
their integrated inboxes.
Selected agents are those possible agents (1 or more) who are
elected to execute a task at runtime. They actually receive the
work item in their
integrated inboxes.
The actual agent is the agent among those selected agents who
actually processes the work item. When the actual agent processes
this work item, it disappears from the integrated inboxes of any
other selected agents.
At runtime, a pool of selected and actual agents can be created for
the following types of actual agents:
The processing agent: The person(s) who actually processes
the
work item.
The deadline agent: The person(s) informed when a work
item is not processed fully within the specified deadline. This
notification is received via a deadline work item in the deadline
agents integrated inbox.
The notification agent: The person(s) notified when an activity
step is fully processed. This notification is received via notification
e-mail in the notification agents SAP office e-mail. The notification

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agent is informed if a work item or workflow has been processed and

the status of the work item is completed or logically deleted.
Responsibility can be assigned to a single person, to multiple people (a shared task) based
on jobs, positions or organizational unit. This flexible assignment provides the greatest
stability and maintainability since the tasks do not have to be reassigned every time
specific employee changes and the workflow definition do not need to be changed. The
possible agents designated at the single-step task level must already have SAP
authorization to execute the functionality in the method. If they dont, when the task
becomes a work item at runtime and the user attempts to execute it, they will get a
message: - You are not authorized to execute this transaction.

Agents are an important part of tasks. Agents (capable executors of the task) must
be assigned to the single-step task. (Within the task definition, Additional
dataAgent assignmentMaintain.) These are the agents drawn from the
organizational plan who are qualified to perform the task.

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10: For this demo example, you will trigger the event by writing a custom code.

The starting point of a workflow is the object/event trigger. Without this the
possibility of building a workflow is ruled out. The triggering of events is achieved
through a number of mechanisms some of them are listed below:
Events can be created in the following ways:
Change document
Status management
Message control
Custom code: The function module SWE_EVENT_CREATE is used to trigger the
event. Dont forget to write a commit work after the function module call.
11. A Single Step Task.

By now you have defined a Business Object with key fields Company code, Accounting
document number and Fiscal year. You have created a method and an event for the
Business Object. You have also defined the Task for linking the method and event and
also defined containers and performed the binding definition. You have also defined the
custom code to trigger the event. Now, your objective is to display financial document
using CALL TRANSACTION FB03, when the event is triggered. For this you must put
the following piece of code inside the method of the object and generate it.

Check that you have given your username in the agent assignment section of the task.
Now when you execute the custom code the event will be triggered, so the key fields will
be inside the event container, from there it will pass on to the task containers you have
defined. This transfer is controlled by the binding definition you established before
activating the task. From the task container the key fields will be available inside the
Business Object. Thus they will be assessable inside the Object Method, where you use
them to display the financial document.
12. Some Workflow Concepts

What is Workflow: Workflow is a tool to automate business process

Workflow can be single step or multiple steps.
Single step workflows are Tasks and multiple step workflows are Templates.
Workflow determines which tasks are executed, when, under which conditions and
by whom.

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Workflow definition is made up of individual steps. When creating a step in a

workflow definition, the step type must be specified first. Specify the step type as
Activity here.
Activity can be a single step task with basic business functionality
Can be a multi-step task, which reference to a workflow definition
What are the different elements of Workflow:
Tasks: Activity in which an object method is carried out.
Business Objects: Identifiable specific instances of an object type.
Work Item: A work item is an actual representation of a task.
Agent: An agent is an executor of a work item. Types of agents:
Possible agent
Deadline agent
Notification agent
Methods:
Events
Containers:
Containers are used to store field values, multi-line lists of field values, object
references and multi-line lists of object references.
All import/export parameters of the workflow tasks/workflow templates are specified
as elements of the workflow container.
Containers only contain control information for the workflow system.
Containers do not contain application business data.
Binding:
Binding definition executed at runtime
Used for transferring data from one container to another container
Used for assigning values to container elements
Binding is always performed with reference to the elements of a container.
Data flows between the workflow components as follows:
1) Triggering event is created in application.
2) The workflow receives the application data from the event.

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3) The workflow step transfers application data from the workflow to the
synchronous customer/standard task.
4) The task transfers application data from the task to the object method parameters.
5) The execution of the object method may change the application data. The object
method parameters transfer data to the task.
6) The task transfers application data back to the workflow.
7) The workflow step transfers application data from the workflow to the
synchronous customer/standard task.
8) The workflow step transfers application data to the standard role parameters.
9) The task transfers application data from the task to the object
method parameters.
10)
The execution of the object method may change the application data. The
object method parameters transfer data to the task.
11)
The task transfers application data back to the workflow.
12)
The workflow step transfers application data from the workflow to the
asynchronous customer/standard task.
13)
The task transfers application data from the task to the object
method parameters.
14)
The terminating event transfers application data to the task.
15)
The task transfers application data back to the workflow.
The dataflow between the application and workflow container elements and between
the elements of the workflow container, event containers, task containers, role
containers, and method parameter containers is controlled by a set of rules called the
binding definition.

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