SAP Workflow Course

Section 5A-01: Workflow Architecture

November, 2001
Workflow Architecture

Contents:
• Task
• Workflow

SAP Workflow Course – Section 02: Workflow Architecture 2

Workflow Architecture: Unit Objectives

• At the conclusion of this unit, you will be able to:

– Define terminology related to the workflow architectural
environment
– Identify key components that make up the workflow environment
and
– Identify the relationships between components of the workflow
runtime environment
– Display template and underlying structure

SAP Workflow Course – Section 02: Workflow Architecture 3

Workflow Architecture: Business Scenario

• A prototype workflow template created for new requirements

• You want to enhance the templates’ function
• Lets explore the complexity of the workflow architecture

SAP Workflow Course – Section 02: Workflow Architecture 4

Workflow System Components

Definition time Analysis,

modeling & definition tools
Process design
and definition
Workflow
definition
Runtime
Launch instances, Workflow Manager
control process

Runtime
Interaction with users Business Workplace
and application tools Work item Manager

SAP Workflow Course – Section 02: Workflow Architecture 5

Task/Workflow Definition 1

process invoice

release invoice
calculate
travel expenses
Who?

Task What?
process
correspondence
release absence form
When?
check leave entitlement

SAP Workflow Course – Section 02: Workflow Architecture 6

Task/Workflow Definition 2

Tasks
Tasks
object
objectmethod
methodor Task
or Task(TS)
(TS)
manual activity
manual activity

Time-independent and
client-independent

Workflow
Workflow
workflow Workflow
Workflow (WS)
(WS)
workflowdefinition
definition

SAP Workflow Course – Section 02: Workflow Architecture 7

Task: Examples

Release document Change material

master

Check work Run report

plan

Post invoice Approve absence

Call …Who? What?

customer

SAP Workflow Course – Section 02: Workflow Architecture 8

Tasks

Task
Object type with
object method • What will be • Who will be Organizational
executed by responsible for plan
the task? the task ?

Properties

Texts Event
s
• work item text: title of work • terminating events
item in worklist
• task description
• notification text
• triggering events
• deadline text Only if the task is not used
• desired end text in a workflow
• latest start text
SAP Workflow Course – Section 02: Workflow Architecture 9
Object Methods and Single-Step Tasks

Object type Task

create
 Reference to object
object method method
edit
object method
display
object method • Objects are the encapsulation of behavior
for performing defined business tasks

Ex invoice doc. • Methods are the allowed functions of an

order object
material
arch. Doc.

SAP Workflow Course – Section 02: Workflow Architecture 10

Definition of Responsibility

task Sales managers

Possible Agent List:

All users who have
the possibility to
execute the task
Sales Group

Credit
Analysts

The responsible agents are identified within the

workflow. Recipients of the work item will be identified at
runtime.

SAP Workflow Course – Section 02: Workflow Architecture 11

Work Item Text

• A description of the work item in the worklist

• Substitution of variables with runtime values

_WI_Object_Id
_WI_Object_Id.Number
_WI_Actual_Agent

...

Work item text Display absence notification no. &_WI_OBJECT_ID.NUMBER&

SAP Workflow Course – Section 02: Workflow Architecture 12

Tasks: Other Texts

• General description, notes on operation, information on

environment, etc.
– Task description
– Text for completion
– Text for missed deadline
• Insert variables (including indirectly via object reference)

Example :
Employee &_WI_Object_ID.CreatedBy& created a
notification of absence under the number
&_WI_Object_ID.Number& on &_WI_Object_ID.CreateDate&.
Please decide whether to approve.

SAP Workflow Course – Section 02: Workflow Architecture 13

Workflows

Workflow
Workflow template
template

• Reference to
workflow definition

• Specification of • Entry point to view or modify

triggering events the workflow definition via the
• Definition of Workflow Builder
interface
(import and export
parameters)
• Initial value
assignment

SAP Workflow Course – Section 02: Workflow Architecture 14

Workflow Definition: Steps

Workflow
Workflow template
template Workflow
Workflow definition
definition Step
Step

Activity (task reference)

• Reference to
workflow definition • Document generation
• User decision
• Specification of • Condition
triggering events • Multiple condition
• Definition of
• Event creator
interface
(import and export
• Wait step
parameters as • Process control
elements of • Container operation
workflow container) • Loop (until)
• Initial value • Loop (while)
assignment • Fork

SAP Workflow Course – Section 02: Workflow Architecture 15

Demo Example: Workflow Definition
Submit notification of absence

Notification of
absence created

Approve notification
of absence
rejected
approved
Revise notification
of absence?
Send mail
No yes Revise notification
of absence
sent
cenceled revised

Resubmit for
No approval?

Terminate
workflow

Workflow
terminated
SAP Workflow Course – Section 02: Workflow Architecture 16
Workflow Definition: Workflow Builder

Workflow Builder:
workflow definition • Block-oriented
modeling
object
overview
• Top-down modeling
is possible
• Special functions
such as cut, paste,
move, copy
task • Print: local / R/3
step types
spool / file
• Checking and
messages
activating
• Drag ‘n’ Drop
functionality
SAP Workflow Course – Section 02: Workflow Architecture 17
Workflow Definition: Basic Concepts

triggering
• Triggering events
event control the initial start
Workflow of the workflow in
Organizational
management workflow definition addition to the
termination and
calling of subsequent
terminating tasks in the workflow
tasks event
Organizational • Each Task defined
management under the workflow
will execute in the
object types arranged sequence
methods defined via the
workflow definition

Desktop External
application SAP applications
functionality
SAP Workflow Course – Section 02: Workflow Architecture 18
Workflow Definition and Runtime Environment

Start WF Event
triggering
event
Workflow-Template
Workflow
Workflow Workflow
Workflow
Org. plan definition
definition
terminating Workflow manager
Inbox
event Process
TASK
TASK Work
Work item
item
Org. plan
display
Work item manager
Determining
Object type
Execution agents
Execution of
of an
an
Deadline
Method
Method object
object method
method monitoring
Workflow log

Database
SAP R/3 Functions
SAP Workflow Course – Section 02: Workflow Architecture 19
Workflow Architecture: Unit Summary

• Workflow System Components

– Provides tools for the development of workflow definitions
– Runtime System manages the execution and required
resources for workflow instance
• Tasks
– Workflow definitions are comprised of tasks and triggering
events
• Objects
– The encapsulation of software for performing defined business
tasks

SAP Workflow Course – Section 02: Workflow Architecture 20