Orange County Convention Center

Orlando, Florida | June 3-5, 2014

SAP Workflow Classics Part II

Martin Maguth, Norikkon

AGENDA

1.
2.
3.
4.

Introduction
Maintenance notification approval
Purchase requisition release
Trip approval processing

KEY LEARNING POINTS

How to configure and activate a workflow template for

maintenance notification approval
How to configure and activate a workflow template for
trip approval processing
How to configure and activate a workflow template for
purchase requisition releases

AGENDA

1.
2.
3.
4.

Introduction
Maintenance notification approval
Purchase requisition release
Trip approval processing

SERVICE NOTIFICATION APPROVAL

Workflow template: WS20000317
Description: Process sample
maintenance notification
Enables the processing of tasks in
newly created maintenance
notification
Integrates processing of
notifications put in process
again

SERVICE NOTIFICATION APPROVAL

Configuration steps:
1.
2.
3.
4.
5.
6.

Review workflow template

Configure workflow settings
Maintain role resolution
Activate event link
Possible enhancements
Test workflow

SERVICE NOTIFICATION APPROVAL

1. Review workflow template

Use transaction PFTC to access
WS00000038
Business object BUS2038
Triggering events: BUS2038. CREATED
and BUS2038. INPROCESSAGAIN
Tasks TS20000546, TS20000545,
TS20000544, (have default rule 171
and several terminating events on
BUS2038)
Process in loop until maintenance
notification complete

SERVICE NOTIFICATION APPROVAL

2. Configure workflow for maintenance notification

Go to SAP IMG (Plant Maintenance and Customer
Service -> Maintenance and Service Processing ->
Maintenance and Service Notifications ->
Notification Processing -> Set Workflow for
Maintenance Notifications
Assign agents
Activate event linking

SERVICE NOTIFICATION APPROVAL

Configuration for workflow

template

SERVICE NOTIFICATION APPROVAL

3. Maintain role resolution Possible agents

Workflow template uses default rule 171 to
determine responsible plant maintenance
manager
Make sure that single step tasks are either set to
general task or have the corresponding
organizational object assigned, click on Assign
agents link in TAC SPRO or maintain task group
20000015 in TAC PFTC

SERVICE NOTIFICATION APPROVAL

Possible agent assignment

SERVICE NOTIFICATION APPROVAL

3. Maintain role resolution Selected agents

Rule 171 uses function module
QQWF_RESPONSIBLE_FOR_NOTIF to find
responsible user for notification processing
Responsible user(s) generally maintained at
header or task level in notification
Make sure that personnel number has user ID
assigned (info type 105, sub type 0001 in HR
personnel record)

SERVICE NOTIFICATION APPROVAL

Enter responsible user

SERVICE NOTIFICATION APPROVAL

4. Activate linkage for triggering event

Go to transaction SWETYPV and activate link for
workflow template WS20000317 and events
BUS2038.CREATED and BUS2038.INPROCESSAGAIN

SERVICE NOTIFICATION APPROVAL

Make sure that box Linkage

Activated is checked

SERVICE NOTIFICATION APPROVAL

5. Test workflow

SERVICE NOTIFICATION APPROVAL

6. Possible enhancements
Implementation of standard notification workflow
template struggles with three issues:
1. Transparency Where are notifications?
2. Document access Where are manuals and
technical documents?
3. Field access How to get to data in the field?

SERVICE NOTIFICATION APPROVAL

DocSet for SAP Plant Maintenance

integrates PM workflow with document
management

AGENDA

1.
2.
3.
4.

Introduction
Maintenance notification approval
Purchase requisition release
Trip approval processing

PURCHASE REQUISITION RELEASE

Workflow template: WS00000038
Description: wf_req_rel
Enables the approval processing
of purchase requisition items.
Upon creation or change of a
purchase requisition, the
workflow is triggered.
The workflow initiator is
informed about release decision
made in the process.

PURCHASE REQUISITION RELEASE

Configuration steps:
1.
2.
3.
4.
5.
6.

Review workflow template

Configure requisition release strategy
Maintain role resolution
Activate event link
Possible enhancements
Test workflow

PURCHASE REQUISITION RELEASE

1. Review workflow template

Use transaction PFTC to access
WS00000038
Business object BUS2009
Triggering event
BUS2009.RELEASESTEPCREATED
Task TS00007986 (has default
rule 148 and terminating
events)
Confirmation messages sent to
workflow initiator

PURCHASE REQUISITION RELEASE

2. Configure requisition release strategy

Verify class FRG_EBAN (or custom class) in
transaction CL02
Go to SAP IMG (Materials Management>Purchasing-> Purchase Requisition->Release
Procedure-> Procedure with Classification
Maintain release group, codes, and indicators
Maintain release strategy

PURCHASE REQUISITION RELEASE

Maintain release
Maintain release codes
group
Review release
indicators

PURCHASE REQUISITION RELEASE

Maintain release strategy

Relationship of
release codes

Status of
requisition with
release codes

When to apply
release strategy

PURCHASE REQUISITION RELEASE

3. Maintain role resolution

Workflow template uses default rule 148 to
determine release agent
Go to SAP IMG (Materials Management>Purchasing-> Purchase Requisition->Release
Procedure-> Procedure with Classification and
select Workflow
Assign SAP user or organizational object to release
strategy and plant

PURCHASE REQUISITION RELEASE

Maintain user assignments

to release codes

PURCHASE REQUISITION RELEASE

4. Activate linkage for triggering event

Go to transaction SWETYPV and activate link for
workflow template WS00000038 and event
BUS2009.RELEASESTEPCREATED

PURCHASE REQUISITION RELEASE

Make sure that box Linkage

Activated is checked

PURCHASE REQUISITION RELEASE

5. Possible enhancements
Implementation of standard purchase requisition or
purchase order release template struggles with two
issues:
1. Transparency Where are notifications?
2. Batch/automatic approval How can multiple
documents be approved in one step?

PURCHASE REQUISITION RELEASE

Power Buyer gives full

transparency and process control
with full approval integration

PURCHASE REQUISITION RELEASE

6. Test workflow

AGENDA

1.
2.
3.
4.

Introduction
Maintenance notification approval
Purchase requisition release
Trip approval processing

TRIP APPROVAL PROCESSING

Workflow template: WS20000040
Description: TripApproval
Enables the approval processing
of travel requisitions.
Upon creation of a trip, the
workflow is triggered.
The workflow initiator is
informed about approval
decision made in the process.

TRIP APPROVAL PROCESSING

Configuration steps:
1.
2.
3.
4.

Review workflow template

Maintain role resolution
Activate event link
Test workflow

TRIP APPROVAL PROCESSING

1. Review workflow template

Use transaction PFTC to access
WS01000087
Business object BUS2089
Triggering events:
BUS2089.PLANCREATED
Tasks TS01000124, TS60300084,
TS60300086, and TS20000139 use
standard rule 168 superior for ,
TS01000129 is executed by workflow
initiator, TS01000126 has background
processing
Event BUS2089.PLANCHANGED
controls the flow and can end the
workflow

TRIP APPROVAL PROCESSING

2. Maintain role resolution Possible agents

Make sure that single step tasks are either set to
general task or have the corresponding
organizational object assigned
Workflow template uses default rule 168 to
determine responsible supervisor of workflow
administrator
168 requires maintenance of supervisor in HR-PD
organizational model

TRIP APPROVAL PROCESSING

Possible agent assignment

TRIP APPROVAL PROCESSING

Maintain supervisor
(TAC PPOCW)

TRIP APPROVAL PROCESSING

4. Activate linkage for triggering event

Go to transaction SWETYPV and activate link for
workflow template WS01000087 and events
BUS2089.PLANCREATED

TRIP APPROVAL PROCESSING

Make sure that box Linkage

Activated is checked

TRIP APPROVAL PROCESSING

5. Test workflow

Questions?
Martin Maguth
Norrikon
(646) 371-0935
martin@norikkon.com

THANK YOU FOR PARTICIPATING

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