Setting Up SAP Business Workflow (SAP Library - Basic Settings for SA...

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http://help.sap.com/saphelp_srm70/helpdata/en/2c/e68d406b305537e10...

Setting Up SAP Business Workflow
Use
You have to perform some standard Customizing for SAP Business Workflow.
For more information, see the Implementation Guide (IMG).
You need to execute the following transactions:
·

Supplier Relationship Management ® SRM Server ® Cross-Application Basic Settings ® SAP Business
Workflow ® Maintain Standard Settings for SAP Business Workflow

·

Supplier Relationship Management ® SRM Server ® Cross-Application Basic Settings ® SAP Business
Workflow ® Activate Standard Tasks

If the workflow is not working as expected, refer to SAP Note 322526, Analysis for workflow problems.

Prerequisites
You have created your organizational structure. We recommend that you map your enterprise structure at least at
departmental level. See Creating the Organizational Plan.
Before you can assign processors to standard tasks, you must have created the relevant users or regenerated the roles,
as appropriate. See Regenerating Role Profiles.

Procedure
...

You activate the specific workflows by activating the event linkage.
Activate the event linkage of those workflows that you want to use in your scenario.
See Implementation Guide (IMG): Supplier Relationship Management ® SRM Server ® Cross-Application Basic
Settings ® SAP Business Workflow ® Perform Task-Specific Customizing
a.

Expand the SRM folder

b.

Expand the SRM-EBP folder

c.

Go to folder SRM-EBP-WFL

d.

Click on the link Activate event linking associated with this folder.

Workflows with delivered Start Conditions:
Event Linkages and delivered Start Conditions per Workflow listed according to Business Objects (by Delivery)
Business Object

Triggering Event(s)

Workflows
belonging to
Business Object

Event Linkage
(by Default)
Activated

Start
Conditions
(by Default)
Activated

BUS2121
(Shopping Cart)

SAVED

WS10000060
(auto approval)

No

No

WS10000129
(one-step approval)

No

No

WS10000031
(two-step approval)

No

No

WS10000276
(spending limit
approval)

No

No

WS14000044
(completion by
purchaser)

No

No

1) 2)

2011-11-22 1:24

sap. Workflows belonging to Business Object Event Linkage (by Default) Activated Start Conditions (by Default) Activated BUS2201 (Purchase Order) BUS2209 (Purchase Order Response) BUS2203 (Confirmation) BUS2205 (Invoice) BUS2000113 (Contract) BUS2202 (Vendor Bid) SAVED/ CHANGEVERSIONSAVED SAVED SAVED SAVED SAVED/ CHANGEVERSIONSAVED TOBEACCEPTED WS14000075 (auto approval) Yes No WS14000089 (one-step approval) No No WS14500001 (auto approval) Yes Yes WS14500019 (transfer by purchaser) Yes Yes WS14500007 (mail if POR differs from PO) No No WS10400002 (one-step approval) Yes Yes WS10400009 (two-step approval) Yes Yes WS10400010 (auto approval) Yes Yes WS10400020 (administrator approval) Yes Yes WS10400016 (auto approval) Yes Yes WS10400017 (one-step approval) Yes Yes WS10400018 (two-step approval) Yes Yes WS10400021 (administrator approval) Yes Yes WS14000086 (auto approval) Yes No WS14000088 (one-step approval) No No WS79000010 (auto approval) Yes No WS79000002 (one-step approval) No No 1) 2) 1) start condition activation is required. 2z8 Business Object Triggering Event(s) http://help..com/saphelp_srm70/helpdata/en/2c/e68d406b305537e10. if several workflows are assigned to the same business object and triggering event 2) if you activate a start condition.Setting Up SAP Business Workflow (SAP Library ... the event linkage of the related workflow is activated automatically 2011-11-22 1:24 .Basic Settings for SA..

Setting Up SAP Business Workflow (SAP Library ..sap. Workflows without delivered Start Conditions: You can use the following workflows too (optional): Business Object (BO) BUS2121 (Shopping Cart) Triggering Event(s) SAVED Workflow Template Event Linkages (by Default) Activated? Start Conditions Required? WS14000109 (n-step spending limit approval) No Yes 3) WS14500015 (line-item approval) No Yes 3) WS14000045 (delete SC item after application error) No No WS10000202 (transfer PM requisition) No No WS10000215 (resubmit SC item by administrator) No No BUS2201 (Purchase Order) SAVED/ CHANGEVERSIONSAVED WS14000145 (n-step approval) No Yes BUS2209 (Purchase Order Response) SUBMITTED WS14500017 (alert POR expected) No No BUS2205 (Invoice) ERRORINVOICETOBEPROCESSED WS14500020 (error correction) Yes No BUS2000113 (Contract) ALERTBUSINESSWAREHOUSE WS10400022 (contract alert) No No BUS2200 (Bid Invitation) EXTERNALAUCTIONSTARTED WS14000091 (alert WFL) No No BUS1006200 (Business Partner) COMPLETED WS14000043 (auto approval) Yes No WS14000030 (one-step approval) Yes No WS14500021 (BP locked) Yes No WS10000093 (one-step approval) No No BBP_PCARD (Procurement Card) APPROVECHARGES1 3) 3) 2011-11-22 1:24 .. 3z8 http://help.. If an event linkage is activated and the corresponding start condition is not activated.com/saphelp_srm70/helpdata/en/2c/e68d406b305537e10.Basic Settings for SA. the workflow is started every time the event occurs (and the start condition rules are not followed)..

If the start conditions are not activated. This means that the status that is defined in one start condition is to appear in the reverse form in the other start condition. This ensures that the other condition always shows False when the first one shows True. For more information. If you define new start conditions. You do this by activating the delivered start conditions or by defining your own start conditions! SAP recommends modifying the delivered start conditions to suit your requirements. if several workflows are assigned to the same business object and triggering event You must define start conditions for some of the workflows before you can execute them. you must take into account that the start conditions editor uses the rules of Boolean logic.com/saphelp_srm70/helpdata/en/2c/e68d406b305537e10. 4z8 http://help.Setting Up SAP Business Workflow (SAP Library . the start condition Workflow-Start WS14000075 defines clearly the prerequisites for starting 2011-11-22 1:24 . both workflows start together immediately the change version is saved. you must prevent these workflows from starting together.. Therefore. The start conditions are shipped by SAP by default in such a way that the workflows are executable.Basic Settings for SA.sap. Example: Approval Workflow for Purchase Order or Change Version of the Purchase Order: Workflows WS14000075 (auto approval) and WS14000089 (one-step approval) react to the same event: Save the change.... you can change the start conditions to fit your requirements. APPROVECHARGES2 WS10000100 (two-step approval) No No SAVED WS10000192 (approve new user) Depends on IMG setting Set Approval Indicator! No No NEWPASSWORD WS10000223 (approve new password) Depends on IMG setting Set Approval Indicator! No No BUS2203 (Confirmation) RETURN WS10001048 (notify vendor at good return) No No BUS22101 (Request for Bidder Registration) CREATED WS10000209 (approve vendor or bidder) No No BUS4101 (User) 3) create and activate start conditions. However. see the Implementation Guide (IMG): Supplier Relationship Management ® SRM Server ® Cross-Application Basic Settings ® SAP Business Workflow ® Define Conditions for Starting Workflows The delivered or changed start conditions must be activated I order that the workflow runs! If multiple approval workflow types are activated for a specific procurement scenario (via event linkage).

5z8 http://help. you can. Click on the link Assign Agents associated with this folder. If required. Expand the SRM-EBP folder c.Setting Up SAP Business Workflow (SAP Library .the start condition Workflow-Start WS14000089 defines exactly the reverse circumstances under which only Workflow WS14000089 starts. Go to folder SRM-EBP-WFL d... For example..Basic Settings for SA. You have to assign processors to some standard tasks. you must specify all the possible processors for the task in question. however. specify these processors differently. If you want a certain group of persons to be able to approve your work items. but never both together.sap. Implementation Guide (IMG): Supplier Relationship Management ® SRM Server ® Cross-Application Basic Settings ® SAP Business Workflow ® Perform Task-Specific Customizing a. tasks TS10008069 and TS10008127 for standard two-level approval and task TS10008126 for single-level approval. Expand the SRM folder b.com/saphelp_srm70/helpdata/en/2c/e68d406b305537e10. This ensures that a workflow always starts. Workflow WS14000075 .. These tasks are normally assigned to the manager role. You will find a complete list of workflows in the SAP Enterprise Buyer documentation: Tasks for System Administrators ® SAP Business Workflow ® Technical Information on Standard Workflows You have to assign a processor to the following tasks: Task (Description) Used/ Usable in Workflow Processor (Type of task Agent Assignment) TS10007947 (approve charges of P-Card) WS10000093 General task TS10008024 (approve new user) WS10000192 Manager role or Administrator TS10008054 (approve new password) WS10000223 Manager role or general task TS10008061 (ask whether requester accepts rejection of SC) WS10000265 General task TS10008069 WS10000031 Manager role or general task TS10008109 (approve vendor or bidder) WS10000209 Administrator or purchaser TS10008125 (approve new user) WS10000192 Manager role or general task TS10008126 (approval task in one-step approval of SC) WS10000129 Manager role or general task TS10008127 WS10000031 Manager role or general task WS10000265 Manager role or general task st (1 approval task in two-step approval of SC) WS10000276 nd (2 approval task in two-step approval of SC) TS10008212 (check SC by reviewer) 2011-11-22 1:24 .

Basic Settings for SA... TS10008214 (approval task to insert in approval of SC) WS10000271 Manager role or general task TS10107914 (present changes in SC to requestor) WS10000031 General task TS10407914 (approval task in one-step approval of GR) WS10400002 Manager role or general task TS10407915 WS10400009 Manager role or general task TS10407916 (check GR by reviewer) WS10400011 Manager role or general task TS10407917 (approval task to insert in approval of GR) WS10400008 Manager role or general task TS10407918 (approval task to insert in approval of INV) WS10400014 Manager role or general task TS10407919 (check INV by reviewer) WS10400015 Manager role or general task TS10407920 (approval task in one-step approval of INV) WS10400017 Manager role or general task TS10407921 WS10400018 Manager role or general task WS10400009 Manager role or general task WS10400018 Manager role or general task TS10407924 (administrator approval task for GR) WS10400020 Administrator TS10407925 (administrator approval task for INV) WS10400021 Administrator TS10407926 (check CTR in alert workflow) WS10400022 General task TS10407972 (change rejected SC) WS10000031 General task TS14007938 (present changes to creator of SC) WS10000060 WS10000060 st (1 approval task in two-step approval of GR) st (1 approval task in two-step approval of INV) TS10407922 nd (2 approval task in two-step approval of GR) TS10407923 (2nd approval task in two-step approval of INV) WS10000060 General task WS10000129 WS10000031 WS10000276 2011-11-22 1:24 .. 6z8 http://help..com/saphelp_srm70/helpdata/en/2c/e68d406b305537e10.sap.Setting Up SAP Business Workflow (SAP Library .

Basic Settings for SA. POR: Purchase Order Response.sap.Approval fragment for anchor ¡ WS10400002 . GR: Goods Receipt (Confirmation).Two-step approval goods receipt ¡ WS10400010 . 7z8 http://help. CTR: Contract.Approval invoice by administrator ¡ WS14000075 – Auto approval PO 2011-11-22 1:24 .One-step approval goods receipt ¡ WS10400008 .Invoice auto approval ¡ WS10400017 .. INV: Invoice Authorization to change/ insert the approver or reviewer In addition. You do this by specifying the possible processors in the workflow template (Menu: Additional data ® Agent assignment ® Maintain).Workflow auto approval (shopping cart) ¡ WS10000271 . you need to specify who is to be authorized to change/ insert the approver.Workflow auto approval goods receipt ¡ WS10400016 . WS14000044 WS14000109 WS14500015 TS14007942 (approve creation of vendor) WS14000030 Manager role or general task TS14007947 (completion task of SC) WS14000044 General task TS14007969 (approval task in one-step approval of CTR) WS14000088 Manager role or general task TS14007970 (approval task in one-step approval of PO) WS14000089 Manager role or general task TS14008026 (approval task to insert in approval of PO) WS14000002 Manager role or general task TS14008027 (check PO by approver) WS14000154 Manager role or general task TS14008028 (send PO back to purchaser) WS14000145 General task TS14508055 (transfer POR data to PO) WS14500019 General task TS14508056 (correct erroneous invoice) WS14500020 General task TS79007914 (approval task in one-step approval of bid) WS79000002 Manager role SC: Shopping Cart. PO: Purchase Order.One-step approval invoice ¡ WS10400018 ..Approve shopping cart (one-step) ¡ WS10000031 .Approval fragment to insert in approval of goods receipt ¡ WS10400009 .. In the SAP Enterprise Buyer system this applies to the following workflow templates: ¡ WS10000129 ..com/saphelp_srm70/helpdata/en/2c/e68d406b305537e10.Setting Up SAP Business Workflow (SAP Library .Two-step approval invoice ¡ WS10400020 .Approval goods receipt by administrator ¡ WS10400021 .Approve shopping cart (two-step) ¡ WS10000060 .

¡ Low: Workflow is always restarted. This is controlled by means of a role-based attribute BBP_WFL_SECURITY... ¡ WS14000089 – One-step approval PO ¡ WS14000145 – N-step approval PO ¡ WS14000002 – Approval fragment to insert in approval of PO ¡ WS14000154 – Reviewer workflow for PO For more information.sap. 2011-11-22 1:24 ..com/saphelp_srm70/helpdata/en/2c/e68d406b305537e10. 8z8 http://help. There are four possible levels of authorization: ¡ High: Workflow is never restarted.Basic Settings for SA. ¡ Medium: Workflow is restarted based on start conditions..Setting Up SAP Business Workflow (SAP Library . ¡ No: No changes to the shopping cart allowed during approval. see the Implementation Guide (IMG): Supplier Relationship Management ® SRM Server ® Cross-Application Basic Settings ® SAP Business Workflow ® Perform Task-Specific Customizing You will find a complete list of workflows in the SAP Enterprise Buyer documentation: Tasks for System Administrators ® SAP Business Workflow ® Technical Information on Standard Workflows You have to assign authorization to change shopping carts during the approval process. and is set in the transaction PFCG on the tab card Personalization.