Orange County Convention Center

Orlando, Florida | June 3-5, 2014

SAP Workflow Classics – Part II

Martin Maguth, Norikkon
 AGENDA

1. Introduction
2. Maintenance notification approval
3. Purchase requisition release
4. 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. Introduction
2. Maintenance notification approval
3. Purchase requisition release
4. 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. Review workflow template

2. Configure workflow settings
3. Maintain role resolution
4. Activate event link
5. Possible enhancements
6. Test workflow
 SERVICE NOTIFICATION APPROVAL

1. Review workflow template

• Use transaction PFTC to access
WS20000317
• 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. Introduction
2. Maintenance notification approval
3. Purchase requisition release
4. 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. Review workflow template

2. Configure requisition release strategy
3. Maintain role resolution
4. Activate event link
5. Test workflow
6. Possible enhancements
 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 Status of When to apply

requisition with release strategy
release codes
release codes
 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. Test workflow
 PURCHASE REQUISITION RELEASE

6. 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
 AGENDA

1. Introduction
2. Maintenance notification approval
3. Purchase requisition release
4. 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. Review workflow template

2. Maintain role resolution
3. Activate event link
4. Test workflow
 TRIP APPROVAL PROCESSING

1. Review workflow template

• Use transaction PFTC to access
WS20000040
• 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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SESSION CODE: 809

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