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Deadline monitoring in Workflow

Deadline monitoring in Workflow

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Deadline monitoring in Workflow
Deadline monitoring in Workflow

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Published by: Krishnaveni Nimmagadda on Feb 06, 2013
Copyright:Attribution Non-commercial


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Deadline Monitoring
The runtime system allows the deadlines to be monitored for the execution of work items and the overallworkflow. The deadline monitoring functionality provided by SAP Business Workflow is independent of theapplication functionality.
This is the first time that the system provides a work item for processing.
The other dates (
requested end, latest start, latest end 
) require a user action or a certain event.
Deadlines can be set and monitored
for certain steps in a workflow definition
. These steps are thefollowing:
 Wait step  Activity
You can set the deadlines manually when you start a task online and make changes to them in the workitem display.
The deadlines are only monitored if they are defined accordingly.
You can set the following deadlines:
Requested start 
requested start 
is a technical setting and is implemented by theworkflow system.Processing is
possible before this date.
Latest start Start by 
Processing of the workitem must have startedby this date.
The system uses the latest start, requested end,and latest end to monitor the progress of thework item and compares these dates with thecurrent dates that result from processing thework item.The system triggers the actions describedbelow if the work item has not been processedby these dates.For further information on the specific dates and
deadlines of a work item, please refer to CurrentDates of Work Items.
Requested end 
Processing of the workitem should have beencompleted by this date.
Latest end 
Processing of the workitem must have beencompleted by this date.
The dealines are always set relative to a
reference point
. This reference point can be
The creation date/time of the work item.
The creation date/time of the workflow containing the work item.
A date that is derived from the context of the application when the specific workflow instance isexecuted. This date is defined via an expression containing a reference to the workflow container. A work item which is in the
in process 
status and is then forwarded has the
 status again for the new agent. Since the work item has already had the status
in process 
, deadline monitoring is
carried any longer regarding the start deadline.
Notification When a Deadline is Exceeded
When a deadline is exceeded, a notification (type D work item) is generally created with an individual text for the deadline agent and is placed in his or her inbox.If a deadline is exceeded, the activity/user decision involved has not yet been completed. Notification of the deadline agent or the steps following a deadline event are therefore carried out asynchronously anddo not complete the original activity/user decision.
Modeled Deadline Monitoring
If you do not want to use this "standard solution", you can also specify explicitly in the workflow definitionwhich actions are to be taken in response to an exceeded deadline. For further information on thedifference between modeled deadline monitoring and the standard mechanism, please refer to ModeledDeadline Monitoring vs. Standard Escalation
Modeled Deadline Monitoring/Standard Escalation
The runtime system allows the deadlines for executing work items to be monitored. Deadline monitoring isa functionality provided by SAP Business Workflow and is independent of application functionality.
Standard Escalation: Deadline Agent Notification of Deadline Items
If one of the deadlines which has been set is exceeded, the
deadline agent 
responsible is notified. Thisnotification is implemented as a
work item
which appears as such in the agent's work list.The
notification text
used is standard. To enter another text for the notification, enter a
long text (deadline item)
when the single-step task being monitored is defined. It is possible to replace textvariables with elements from the task container at runtime.When deadline monitoring is performed for wait steps, it is not possible to use anindividual long text in the manner described. How this can be achieved nevertheless isdescribed in the next section.When the
work item
for notifying the agent
is processed
, information on the monitored and late workitem is displayed.If a deadline is exceeded,
the monitored work item has not yet been completed
. The status and agentassignment of the monitored work item are not changed by the exceeded deadline and notification of theagent.To implement deadline monitoring in the way described, maintain the data on
deadline agent 
) and
in the definition of an activity, user decision, or wait step. Do
enter an eventdescription for the deadline to be monitored.
Modeled Deadline Monitoring
Mail: Informing an Agent via SAP
When a deadline is exceeded and the agent cannot or is not to be informed in the manner describedabove using a work item, it is possible to use the SAPoffice functionality to send the notification that adeadline has been exceeded by mail or as an external document.In the case of deadline monitoring for wait steps, the procedure described below is theonly way of sending an informative text to notify the agent. The procedure of using thelong text of a single-step task is not possible.Proceed as follows:
Maintain the data for 
. An event description must be entered for the deadline to bemonitored. For further information, please refer to Deadline Monitoring.
Then insert the steps which are required to determine the recipient and send the text after the"exceeded deadline event". For further information, please refer to Sending a Text as a Mail.
Bear in mind that the monitored work item has not yet been completed. The status and agent assignmentof the monitored work item are not changed by the exceeded deadline and notification of the agent.

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