SAP Workflow Course

Section 5A-01: Workflow Architecture November, 2001

SAP Workflow Course – Section 02: Workflow Architecture 2

Workflow Architecture

Contents:

• Task

• Workflow

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Workflow Architecture: Unit Objectives

• At the conclusion of this unit, you will be able to:

– Define terminology related to the workflow architectural environment

– Identify key components that make up the workflow environment and

– Identify the relationships between components of the workflow runtime environment

– Display template and underlying structure

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Workflow Architecture: Business Scenario

• A prototype workflow template created for new requirements

• You want to enhance the templates’ function

• Lets explore the complexity of the workflow architecture

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Workflow System Components

Definition time

Process designand definition

Workflow Manager

Runtime

Launch instances,control process

Runtime

Interaction with users and application tools

Analysis,modeling & definition tools

Workflowdefinition

Business WorkplaceBusiness WorkplaceWork item ManagerWork item Manager

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Task/Workflow Definition 1

calculate travel expenses

calculate travel expenses

processcorrespondence

processcorrespondence

check leave entitlementcheck leave entitlement

release invoicerelease invoice

release absence formrelease absence form

process invoiceprocess invoice

What?What?

Who?Who?

When?When?

TaskTask

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Task/Workflow Definition 2

TasksTasksobject method or manual activity

TasksTasksobject method or manual activity

Workflow (WS)Workflow (WS)Workflow (WS)Workflow (WS)

Task (TS)Task (TS)Task (TS)Task (TS)

Workflow

workflow definition

Workflow

workflow definition

Time-independent and client-independent

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Task: Examples

Post invoice

Release document Change material masterChange material master

Check work planCheck work plan

Run reportRun report

Approve absenceApprove absence

Call customerCall customer

…Who? What?…Who? What?

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Tasks

Object type withobject methodObject type withobject method

Task

Properties

• Who will be responsible for the task ?

• What will be executed bythe task?

• work item text: title of work item in worklist

• task description• notification text• deadline text• desired end text• latest start text

Texts

• terminating events

• triggering events Only if the task is not used in a workflow

Events

Organizational planOrganizational plan

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Object Methods and Single-Step Tasks

Object type

Ex invoice doc.

order

material

arch. Doc.

create

object method

edit

object methoddisplay

object method

Reference to object method

• Objects are the encapsulation of behavior for performing defined business tasks

• Methods are the allowed functions of an object

Task

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Definition of Responsibility

The responsible agents are identified within the workflow. Recipients of the work item will be identified at

runtime.

Possible Agent List:All users who have

the possibility to execute the task

Credit Analysts

Sales Group

Sales managerstask

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Work Item Text

• A description of the work item in the worklist

• Substitution of variables with runtime values

_WI_Object_Id_WI_Actual_Agent

...

Work item text Display absence notification no. &_WI_OBJECT_ID.NUMBER&

_WI_Object_Id.Number_WI_Object_Id.Number

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Tasks: Other Texts

• General description, notes on operation, information on environment, etc.

– Task description

– Text for completion

– Text for missed deadline

• Insert variables (including indirectly via object reference)

Example :Employee &_WI_Object_ID.CreatedBy& created a notification of absence under the number&_WI_Object_ID.Number& on &_WI_Object_ID.CreateDate&.

Please decide whether to approve.

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Workflows

Workflow template Workflow template

• Reference to workflow definition

• Specification of triggering events

• Definition of interface

(import and export parameters)

• Initial value assignment

• Entry point to view or modify the workflow definition via the Workflow Builder

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Workflow Definition: Steps

Workflow definitionWorkflow definition StepStep

• Document generation• User decision• Condition• Multiple condition• Event creator• Wait step• Process control• Container operation• Loop (until)• Loop (while)• Fork

Workflow templateWorkflow template

• Reference to workflow definition

• Specification of triggering events

• Definition of interface

(import and export parameters as

elements of workflow container)

• Initial value assignment

Activity (task reference)

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Demo Example: Workflow DefinitionSubmit notification of absenceSubmit notification of absence

Notification ofabsence created

Approve notificationof absence

approved

Send mail

sent

Resubmit forapproval?No

Terminateworkflow

Workflowterminated

rejected

Revise notificationof absence?

No

cenceled

yes Revise notificationof absence

revised

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Workflow Definition: Workflow Builder

• Block-oriented modeling

• Top-down modeling is possible

• Special functions such as cut, paste, move, copy

• Print: local / R/3 spool / file

• Checking and activating

• Drag ‘n’ Drop functionality

Workflow Builder:

overview

workflow definition

step types

messages

task

object

SAP Workflow Course – Section 02: Workflow Architecture 18

Workflow Definition: Basic Concepts

Desktopapplication SAP

functionality

Externalapplications

Organizationalmanagement

terminatingevent

triggeringevent

Organizationalmanagement

Workflow

workflow definition

tasks

object typesmethods

• Triggering events control the initial start of the workflow in addition to the termination and calling of subsequent tasks in the workflow

• Each Task defined under the workflow will execute in the arranged sequence defined via the workflow definition

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InboxProcess

display

Workflow Definition and Runtime Environment

Workflow-Template

Object type

SAP R/3 Functions

MethodMethodMethodMethod

Workflow Workflow definitiondefinition

Workflow Workflow definitiondefinition

TASKTASKTASKTASK Work itemWork itemWork itemWork itemOrg. plan

WorkflowWorkflowWorkflowWorkflow

Workflow manager

Execution of anExecution of anobject method object method

Execution of anExecution of anobject method object method

Event

Determiningagents

Deadline monitoring

Workflow log

Start WF

Org. plan

Work item manager

DatabaseDatabase

triggeringevent

terminatingevent

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Workflow Architecture: Unit Summary

• Workflow System Components

– Provides tools for the development of workflow definitions

– Runtime System manages the execution and required resources for workflow instance

• Tasks

– Workflow definitions are comprised of tasks and triggering events

• Objects

– The encapsulation of software for performing defined business tasks