Practical Workflow for SAP

Jocelyn Dart is a long-time SAP employee who currently majors in solutions in the SAP Intelligent Business Operations Powered by HANA bundle, and minors in user experience technologies and design thinking. She has been involved with SAP products as a customer since 1990, and since joining SAP Australia in 1994, she has worked directly with more than 70 organizations in Australia, New Zealand, and internationally, across a diverse range of industries. She is currently a Platinum Consultant, Design Thinking coach, and was recently appointed as an SAP Mentor by the SAP Community Network, where she blogs on a number of topics, workflow included. She is acknowledged as a global expert in SAP Business Workflow, SAP Business Process Management, and SAP Decision Service Management. Jocelyn has co-authored on all three versions of this book.Susan Keohan is a senior application developer at MIT Lincoln Laboratory. She has worked with SAP since 1995, when MIT began its implementation. She has been designing and implementing processes with SAP Business Workflow since 1997, starting with SAP R/3 release 3.1C. She was instrumental in founding the ASUG Workflow and BPM Special Interest Group as well as the SAP-WUG mailing list. In 2002, Susan transferred to MIT Lincoln Laboratory to begin a new SAP implementation there-with many workflow applications to develop and maintain. She has presented various workflow-related topics at ASUG conferences and continues to serve as the Program Chair for the Workflow and BPM SIG. In 2008, Susan achieved one of her highest professional honors-to be named an SAP Mentor.Alan Rickayzen is senior product manager in HANA SAP BPM development. H has been with SAP since 1992 and in data processing since 1988. In 1995, he joined the SAP Business Workflow group performing development work as well as consulting for various blue-chip U.S. customers. During this time, he amassed a good technical knowledge of the product before moving to product management, where he was the principal liaison for the SAP Business Workflow user groups. He has written regularly for SAP journals and was a principle author of the first edition of Practical Workflow for SAP. In his pursuit of interoperability, he became one of the principle authors of the Web standards BPEL4People and WS-HumanTask, and he was instrumental in the integration between SAP Business Workflow and IBM Notes. Alan Rickayzen graduated from Kings College London with a bachelor of science degree in physics and can be contacted on twitter or BBO as alanrick.DJ Adams is a principal at Bluefin Solutions and has been working with SAP enterprise software since 1987, specializing in integration, and has a strong connection to the Open Source community. He's contributed to the SAP, Perl, XMPP, and Google developer communities, and most recently has been sharing knowledge and code on SAP's UI5 toolkit. He was made an SAP Mentor in recognition of his contributions to the SAP Developer Network and community. He's written two books for O'Reilly (Programming Jabber and Google Pocket Guide) and has contributed articles to sites as diverse as O'Reilly's OpenP2P, the SAP Community Network, Bluefin Solutions, and his own blog, in which he's been writing since 2002.He's spoken at conferences such as OSCON, JabberConf, FOSDEM, SAP Inside Track, SAP TechEd, SAP DKOM, SAP UK & Ireland User Group Conference, the Manchester Digital Laboratory, and TEDx. He teaches kids and teachers to code. He runs a CodeClub in his local village school in the UK, is a volunteer and organizer at Manchester CoderDojo, a STEMnet Ambassador, and in 2013 ran a center in Manchester for Young Rewired State. He's married to his theoretical childhood sweetheart, Michelle, and has a son, Joseph, of whom he's very proud.Konstantin Anikeev is an independent senior SRM application developer with more than eight years of SAP experience, mainly in workflow and user interface technologies such as Web Dynpro ABAP and SAPUI5. He graduated from Voronezh State University with a master's degree in applied mathematics in 2006 and started his SAP career at Siemens IT Solutions and Services with Logistics Solutions LE/MM/SD, later moving on to the area of SRM with a focus on workflow and technical architecture. He has been involved in a variety of international SAP Implementation and Application Maintenance projects as functional/technical consultant and developer. He is well known in the SAP Community Network for his publications and contributions to the SRM, Workflow, and Developer Center areas.Paul Bakker is an independent SAP consultant who has been working with SAP software since late last century. He was schooled in Australia and the Netherlands. Following some tentative dabblings with neural networks and Japanese robots, he became a webmaster in Central Africa. His first exposure to SAP was during a rollout at Shell Gabon.Paul learned ABAP at PwC and worked all over Australia as a developer. He moved into the workflow space in 2004 and has been happily building workflows ever since. In 2007, Paul convinced his twin, Rick Bakker, to join in as well, and they founded their own company.Paul has a Ph.D. in computer science and psychology from the University of Queensland, Australia.Rick Bakker is a freelance contractor who discovered SAP in Central Africa late last millennium. Some years later, he was introduced to SAP Business Workflow and has been a regular on the SCN Workflow forum ever since. Rick, together with his twin Paul, attended SAP TechEd in Shanghai in 2009 and presented a session on SAP Workflow at ASUG 2014. Rick has a degree in computer science from the University of Queensland (Australia), has worked in several countries, and hopes to work in many more. He can often be found in Hawaii.Manish Chaitanya is an SAP NetWeaver architect who has experience in handling multiple SAP NetWeaver implementations for global customers. Manish works as the SAP Enterprise Portal practice lead for MOURI Tech LLC (mouritech.com), which is a US-based premier consulting company for global SAP solutions. Manish has helped many customers define their implementation strategy, and he has managed their implementations from blueprinting through go-live and post go-live stages. Manish's areas of interest include SAP Enterprise Portal, ABAP, Web Dynpro, SAP Process Orchestration, SAPUI5, and analytics. Manish lives in New Jersey, USA, with his wife Uttora, and their two children, Pranjal and Prakriti. He can be reached via email at manishc@mouritech.com or manishchaitanya@gmail.com.Stephen Johannes is a system analyst who currently supports a productive SAP CRM implementation for a large specialty chemical company in the United States. He graduated from the University of Missouri-Columbia. He has worked with the SAP CRM solution as a developer since 2001, providing enhancements to the standard platform for SAP customers in both consulting and application support roles. Stephen has also been a moderator on the SAP Community Network (SCN) for the CRM space since 2009 and has been actively answering questions off and on since 2005 on SCN. He was recognized in 2009 as an SAP Mentor for his contributions to the SAP ecosystem through SCN and remained active as an SAP Mentor until early 2012.Markus Kuppe is vice president and chief solution architect for SAP Master Data Governance. Since joining SAP development in 1997, he led various programs across the SAP Business Suite in topics such as reporting, user experience, or architecture-always in close collaboration with customers. He is a frequent author and speaker at business events. Markus holds a degree with distinction in mathematics (Dipl. Math.) from the University of Darmstadt, Germany.

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Foreword ... 29



Preface ... 33



PART I: Getting Started with Workflow in SAP



1. Introduction ... 45



1.1 SAP Business Workflow: Defined ... 45

1.2 SAP Intelligent Business Operations ... 48

1.3 How SAP Business Workflow Fits Into the SAP Overall Business Process Management Strategy ... 51

1.4 When to Use SAP Business Workflow ... 52

1.5 What Can Be Achieved Using SAP Business Workflow ... 57

1.6 Features of SAP Business Workflow ... 58

1.7 Some Terminology ... 66



2. Requirements Gathering Strategy ... 69



2.1 Introduction ... 69

2.2 Understanding the Business Process ... 71

2.3 Gathering Object Data ... 78

2.4 Determining the Agents ... 84

2.5 Determining Work Item Delivery Routes ... 89

2.6 Confirming the Workflow Design ... 90

2.7 Workflow Administration ... 92

2.8 Planning for Production Start ... 93

2.9 Planning for Future Enhancements ... 94



3. Configuring the System ... 97



3.1 Quick Start: Configure the SAP Business Workflow Engine in Seconds ... 99

3.2 Task-Specific Customizing ... 105

3.3 Transport and Client Copy ... 107

3.4 Customizing for the SAP Business Workflow Engine ... 108



4. Work Item Delivery ... 111



4.1 The Human Factory ... 111

4.2 SAP Business Workplace ... 114

4.3 Universal Worklist ... 127

4.4 Examples of Universal Worklist Customizing ... 137

4.5 Extended Notifications ... 141

4.6 Business Workflow Work Center ... 144

4.7 Mobile Workflows ... 145

4.8 External Users ... 146

4.9 Other Considerations ... 147



5. Agents ... 149

5.1 Understanding Agent Assignment ... 150

5.2 Agent Assignment Using the Organizational Structure ... 160

5.3 Agent Assignment Using Task Groups ... 167

5.4 Implementing and Maintaining the Structure in Practice ... 168



6. Setting Up an SAP-Provided SAP ERP Workflow ... 177



6.1 Finding Workflows Delivered by SAP ... 178

6.2 Business Scenario ... 180

6.3 SAP Workflows Involved ... 181

6.4 Starting the Workflow ... 182

6.5 Activating the Scenario ... 183

6.6 Commonly Used SAP ERP Workflows ... 185



7. SAP Operational Process Intelligence Powered by SAP HANA ... 187



7.1 The Objectives of SAP Operational Process Intelligence ... 188

7.2 Prerequisites for Operational Excellence ... 190

7.3 space.me Dashboards ... 192

7.4 SAP HANA Studio ... 200

7.5 Next Steps ... 205



PART II: Administering Workflows



8. Workflow Administration ... 209

8.1 Reporting on Workflows ... 210

8.2 Error Resolution ... 216

8.3 General Techniques for Resolving Runtime Errors ... 219

8.4 Working with the Work Item Display ... 224

8.5 Working with the Workflow Log ... 231

8.6 Working with the Classic Workflow Technical Log ... 236

8.7 Resolving Agent Determination Errors ... 239

8.8 Other Support Tools ... 246

8.9 Help Desk in the Intranet ... 247

8.10 A Day in the Life of a Workflow Administrator ... 249



9. Using SAP Business Warehouse for SAP Business Workflow Reporting ... 263

9.1 SAP Business Warehouse Basics for the Workflow Expert ... 264

9.2 Standard Workflow Analysis with SAP Business Warehouse ... 266



10. Administration Troubleshooting Guide ... 271

10.1 A Workflow That Doesn't Start ... 271

10.2 A Workflow That Stops in Mid-Track ... 276

10.3 The Most Likely Causes (and How to Avoid Them) ... 278

10.4 The Administrator's First Aid Guide ... 286



11. Advanced Diagnostics ... 299



11.1 Troubleshooting Workflows ... 299

11.2 Diagnosis Logs ... 301

11.3 Debugging with the ABAP Debugger ... 308

11.4 Preparing a Task to Go to Production ... 317



12. Upgrading SAP Business Workflow ... 323



12.1 First Steps to Upgrading Workflow ... 323

12.2 Steps to Take Before the Upgrade Begins ... 325

12.3 Steps to Take During and After the Upgrade ... 327

12.4 Important SAP Notes ... 332



PART III: Developing Workflows



13. Creating a Workflow ... 337



13.1 Workflow Builder Basics ... 338

13.2 Enhancing Your Workflow ... 347

13.3 Basics of Containers and Bindings ... 363

13.4 Steps ... 368

13.5 Documenting, Translating, Transporting, and Team Development ... 376



14. Advanced Workflow Design Techniques ... 381



14.1 Step Conditions ... 381

14.2 How to Implement Parallel Processing ... 384

14.3 Reusing Workflows as Subworkflows ... 391

14.4 Modeled Deadlines ... 392

14.5 Containers ... 394

14.6 Binding ... 400

14.7 Blocks and Local Workflows ... 402

14.8 Ad Hoc Features and Review Workflows ... 404



15. Business Objects ... 407



15.1 BOR Object Basics ... 409

15.2 Creating Your Own BOR Objects ... 426

15.3 Creating BOR Components ... 431

15.4 BOR Object Programming ... 447

15.5 Some Useful Predefined BOR Objects ... 464

15.6 Real-World Examples for BOR Object Customizing ... 466



16. ABAP Classes ... 471



16.1 ABAP Classes Basics ... 472

16.2 Comparing ABAP Classes and BOR Objects ... 476

16.3 Utility Classes ... 479

16.4 Business Classes ... 492

16.5 Exception Classes ... 506

16.6 Using BOR Objects in Classes ... 512

16.7 Events ... 517

16.8 Recommendations and Advanced Topics ... 527



17. Agent Determination Rules ... 535



17.1 Determining Agents through Rule Resolution ... 536

17.2 Rule Basics ... 537

17.3 Agent Determination Rule Resolution in the Workflow Step ... 542

17.4 What Happens If Rule Resolution Has No Result ... 543

17.5 Responsibility Rules ... 545

17.6 Agent Determination Using SAP Organizational Data ... 549

17.7 Function Modules as Rules ... 551

17.8 Evaluation Paths as Rules ... 556

17.9 Other Options for Responsible Agent Assignment ... 558

17.10 Real-World Example of Agent Determination Rules ... 560



18. Using Events and Other Business Interfaces ... 563



18.1 Understanding Events ... 564

18.2 How to Know What Events Exist ... 566

18.3 Defining Events ... 570

18.4 Raising Events from Business Applications ... 571

18.5 Using Events in Workflows ... 580

18.6 Generic Object Services ... 593

18.7 Starting Workflows from Messages ... 596



19. Custom Programs ... 599



19.1 The SAP Business Workflow Engine ... 599

19.2 Workflow APIs ... 608

19.3 Advanced Business Interface Techniques ... 612

19.4 Office Document Interfaces ... 625



20. Service-Enabling Workflows ... 627



20.1 Workflow in the Context of a Business Process ... 627

20.2 Web Services and Service-Oriented Architecture ... 629

20.3 SOA at SAP ... 634

20.4 Implementing the Service Interface for a Workflow ... 636



21. BRFplus and SAP Decision Service Management ... 659



21.1 Introduction to Business Rules and Decision Services ... 660

21.2 Overview of Decision Services in SAP DSM/BRFplus ... 664

21.3 Calling Decision Services from SAP Business Workflow ... 667

21.4 Example: Decision Service for Adaptable Deadlines ... 669

21.5 Example: Decision Service for Agent Assignment ... 673



PART IV: Enhancing Workflows



22. User Interface Options ... 681



22.1 Inbox and the User Interface ... 682

22.2 Containers, Bindings, and Data Flow ... 684



23. Using Web Dynpro ABAP ... 689

23.1 Example Based on User Decision ... 690

23.2 Required Settings in Web Dynpro ABAP ... 697

23.3 Configuration for the Universal Worklist ... 705

23.4 Ensuring the User Only Executes the Work Item in the Universal Worklist ... 706



24. Using Web Dynpro Java ... 709

24.1 Real-World Example of Web Dynpro Java and Workflow ... 710

24.2 Setting Up the Java Development Environment ... 712

24.3 Tasks on the Java Side ... 716

24.4 Tasks in the Universal Worklist ... 721



25. Using Business Server Pages ... 725

25.1 Building the Example BSP and Workflow ... 725

25.2 Launching the BSP and Transferring Data ... 734

25.3 Completing Workflow Tasks from BSP Applications ... 740



26. Using Forms ... 743

26.1 SAP Interactive Forms by Adobe ... 743

26.2 SAP Business Workflow Forms ... 744



27. Using SAPUI5 ... 751

27.1 UI Applications ... 752

27.2 Inside SAPUI5 ... 753

27.3 Sketching Out the Application ... 755

27.4 Frontend, Meet Backend ... 774

27.5 Last Steps ... 783



PART V: Using SAP Business Workflow in SAP Applications



28. ArchiveLink ... 787

28.1 What Is ArchiveLink? ... 788

28.2 ArchiveLink Standard Scenarios ... 791

28.3 BOR Object Types ... 794



29. SAP Supplier Relationship Management ... 797



29.1 Approval Processes ... 799

29.2 SAP SRM Approval Frameworks ... 806

29.3 Process-Controlled Workflow in Detail ... 808

29.4 Real-World Example of a Process-Controlled Workflow ... 841

29.5 Application-Controlled Workflow in Detail ... 847

29.6 Real-World Example of Application-Controlled Workflow ... 863

29.7 Inbox and UWL ... 865

29.8 Offline Functionality ... 866

29.9 Deadline Monitoring ... 868

29.10 Recommendations When Getting Started ... 870



30 SAP Customer Relationship Management ... 877



30.1 Introduction ... 878

30.2 Customizing and Workflow Administration ... 887

30.3 Integrating Your Own Workflows ... 888

30.4 SAP CRM Worklist ... 891

30.5 SAP CRM Standard Workflows ... 902

30.6 Sample Implementation of a Customer Workflow in SAP CRM ... 906



31. SAP ERP Human Capital Management-Processes and Forms ... 935



31.1 Workflow within the HCM Processes and Forms Framework ... 936

31.2 Standard Workflows in HCM Processes and Forms ... 939

31.3 Workflow Techniques ... 940

31.4 Creating Your Own Workflows ... 946

31.5 Universal Worklist Configuration ... 951



32. SAP Governance, Risk, and Compliance ... 955



32.1 Overview of SAP's GRC Applications ... 956

32.2 Multi-Stage, Multi-Path Approval Workflow in GRC Access Control ... 957

32.3 SAP Process Control ... 965

32.4 Risk Management ... 974



33. SAP Fiori and Mobility ... 979



33.1 Fundamentals of Mobile Access to Workflows ... 980

33.2 Assessing Mobile Fit: HTML5 versus Native Apps versus Hybrid Containers ... 982

33.3 SAP Fiori Approve All versus Unified Inbox ... 983

33.4 SAP Fiori Approve All ... 984



34. SAP Master Data Governance ... 993



34.1 Application Overview ... 993

34.2 SAP Master Data Governance's Change Request Process ... 995

34.3 Using SAP Business Workflow in SAP Master Data Governance ... 999

34.4 Rule-Based Workflow ... 1006

34.5 Blueprinting Your Change Request Process ... 1015

34.6 Implementing the Change Request Process ... 1019



Appendices ... 1027



A. Tips and Tricks ... 1029



A.1 Working with Wizards ... 1029

A.2 Working with Email ... 1031

A.3 Showing the Decision Maker in a Follow-On Step ... 1037

A.4 Creating Your Own User Decision Template ... 1038

A.5 Using Secondary, Before, and After Methods ... 1039

A.6 Looping through a Multiline List ... 1041

A.7 Creating Object References Dynamically ... 1042

A.8 Deadlines Based on the Factory Calendar ... 1043

A.9 Making the Most of Modeled Deadlines ... 1047

A.10 Ad Hoc Anchor Step ... 1049

A.11 Review Workflows ... 1050



B. New Features and Functionality ... 1051



C. The Authors ... 1055



Index ... 1065