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SAP Business Workflow - Quick Guide

SAP Business Workflow - Introduction

In SAP system, Business Workflows are used to execute business processes in
applications. Workflows are a key component of SAP system wherein they help design the
business processes - it can be a simple release or a complex repeated business process
such as creating a material master, etc.

SAP Business Workflows are predefined in SAP R/3 system and the users can also create
their new workflows. The workflow allows the users to manage business processes in an
efficient manner such that it can be aligned with compliance.

Workflows ensure that right information is sent to the right person at the right time in a
correct sequence.

To perform a complex task in SAP system such as invoice approval, purchase request, etc.
involves going through different steps. These steps can be performed manually or by using
some formal communication such as email, notes, etc. When the tasks are performed
manually, there are some common problems associated with it, such as −

Difficulty tracking the task status

Dealing with inefficiency

Difficulty tracking formal communications

Managing a deadline

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The above image depicts a SAP Workflow process. It is a tool for automating business
processes and works uniformly across all the applications. As you can see, it is suitable
where the business processes involve multiple people or a group of people.

Business workflows can easily be integrated with Organization Management and SAP
NetWeaver BI for analysis purposes so it can easily determine the business processes that
suits your organization.

SAP Business Workflow - Challenges

There are different reasons why we need Workflow in business process in SAP system. The
longest duration in any business process is the wait time.

The above image shows a standard Purchase Requisition process. It shows that each step
involves wait time in the business process and with the use of a standard SAP Workflow,
this wait time can be eliminated.

Following challenges are involved in the business processes of an organization −

Raising PO, Invoice, and Sales Order - All require approval from specific
stakeholders and involves multiple steps. Hence, a lot of wait time is added to the
cycle.
Auditing and Compliance - Areas where auditing is required or any specific
compliance has to be based on courtly laws, SOX, etc. They are tough to manage
using manual business process.

Specific Processes - Processes which involve standard repeated steps and follow
specific business rules. Example: When a new BP is created, you need to define
contact information, credit limit, and other information for managing process. It is
recommended to manage these specific processes using SAP Workflow.

With the use of SAP Workflows, organizations can easily overcome these challenges and
can also perform detailed reporting such as executing time, wait time, etc.

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SAP Business Workflow - Benefits/Features

In SAP system, the workflow ensures that right information is sent to the right person at
the right time. SAP Workflows are available with SAP applications such as ERP, CRM, and
others. Users can easily use these workflows to map the business processes or these can
also be edited using the workflow builder.

Note − The Workflow wizard creates workflows, which are not complete and is used only
as a framework.

To create the workflows which meets your business process requirement, you should use
the Workflow Builder.

Following are the benefits of using SAP Workflow −

Workflow provides automation of business processes that consist of sequence of

tasks, activities and steps.

Using workflows, it is easy to manage task dependency and to send notifications in

SAP mailbox about pending actions.

With the use of SAP Workflows, it is easy for users to know what tasks have to be
performed. Work items are sent to the user in notifications and with a single click,
it calls the correct T-code and navigates to the required screen in the application.

SAP applications contain workflows, which are ready to use. Users can also edit the
predefined business workflows to map them with the organization’s processes.

With the use of different workflow wizards, users can also create a specific part of
Business workflows. The workflow builder can be used to display and to make

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changes to the existing workflows.

Workflows are not bound to specific SAP applications and it can be customized.
One of the main benefit of using SAP Workflow is that it is similar across all SAP
applications.

Workflows are useful for processes that include several people or group of people,
sequence of tasks, and coordination between different objects.

Following image shows a sample Workflow for notification of absence in the Workflow
Builder.

SAP Business Workflow - Layers

SAP Workflow architecture in SAP Application system consists of the following layers −

Business Object

Business Process
Organization Model

A Business Object in SAP Business Workflow is defined as a collection of methods or

events for an entity in the business process. Few common Business Objects in the SAP
system include: Customer, Material, and Vendor.

In SAP Workflow, business processes are defined in the Workflow Builder. Each work
process is termed as an activity and contains a single step task or workflow template.
Business logic using ABAP code are defined in Business Objects.

The organization model contains people or group of people, who are responsible for taking
actions in a Business Workflow. People who are responsible for taking an action is also

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known as an actual agent and they are defined in the workflow activity in the Business
Workflow.

Actual agents are agents that actually take an action in the Workflow such as approving a
business document, sending email notifications or creating some document in the
Workflow.

SAP System contains different predefined business objects, events, and methods.
Following are the common Business Objects in SAP PLM −

DRAW Document Management

BUS1001 Material Master

BUS1080 BOM

ECM Change Master

BUS1003 Class

BUS7051 Notification

For each object in SAP system, it comes with a standard set of events and methods to
take action on that object. Most common methods and events are −

Methods − Change, Display, Get Details, Create

Events − Created, Changed

In SAP system, Business Objects are known to reduce the complexity of SAP system by
dividing it into smaller units. Each business object is commonly defined with these
properties −

Object Type ID − It is used for internal identification of the business object.

Object Name − It is used for external identification of the business object. Using
this property, the external system can interact with SAP system.

Super Type − It is the parent object from which all the components of the BO are
inherited.

Name − It is a descriptive name of the BO.

Description − It is a brief description of the business object type.

Application − The application component to which the BO belongs to.

Program − Program contains the ABAP code of the BO.

SAP Business Workflow - Architecture

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As mentioned in the previous chapter, SAP Workflow has a three-layered architecture.

Following are the three layers in SAP Workflow architecture −

Business Object

Business Process

Organization Model

In SAP Workflow architecture, business object is the smallest unit and is at the bottom
level. Business Object in SAP Business Workflow is defined as a collection of methods or
events for an entity in the business process. Few common Business Objects in SAP system
include: Customer, Material, and Vendor. With the use of Business Objects, all services are
provided in the form of executable methods.

There is a Business Object Repository, which is an object-oriented approach used to model

Business Objects and Processes. It is a collection of Business Object types and Interface
types with their components such as attributes, methods and events.

In the Workflow architecture, business processes are at the middle level and they define
the steps to be performed as part of the Workflow. Business processes are defined in the
Workflow Builder. Each work process is termed as an activity and contains a single step
task or the workflow template. Business logic using ABAP code are defined in Business
Objects.

In SAP Workflow architecture, organization model is the top layer. Organization model
contains people or group of people who are responsible for taking actions in a Business

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Workflow. People who are responsible for taking an action is also known as actual agent
and they are defined in the workflow activity of the Business Workflow.

You can create new Business Object using Business Object Builder. Events in Business
Object are responsible for the initial start of the workflow and also for the termination of
the workflow. Events are also used to call subsequent tasks in the workflow. All the tasks
defined under the Workflow will be executed in the mentioned order as per the Workflow
definition.

Common task examples include −

Release Document

Post Invoice

Approve Absence

Run Report

Change Material

Call

Check Work and many more

The following image depicts how a task is performed in SAP Workflow and how it interacts
with object type and object methods, organization model, events and texts.

Linking Process, Business Logic & People

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In SAP Workflow, business processes are defined in the Workflow Builder. Each step is
defined in the Workflow builder and is called an activity. A single step task or workflow
template is defined in each of the activities.

Following table shows the components of SAP Workflow.

Organizational Unit (a functional unit in your enterprise)

Position (represents a post)
Organizational Plan
Job (classification of functions in an enterprise)
Staff assignments/assignment of user ids

Standard Task Task (a description of an activity)

Overview
Step types
Workflow Builder
Tasks
Messages

Triggering Events
Events
Terminating Events

Business logic is defined in business object and Business Object contains attributes, events
and methods in the workflow. Methods contain ABAP code to define tasks. Each and every
standard task in the Workflow is linked to a method and a Business Object.

In the organizational model, people/group of people are responsible for performing actions
as per the organizational structure. All these are defined in the Workflow Builder. You can
view or create Workflow using T-Code: SWDD (Workflow Builder).

SAP Business Workflow - Business Object

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Business Object in SAP Business Workflow is defined as a collection of methods or events

for an entity in business process. Few common Business Objects in SAP system include:
Customer, Material, and Vendor. With the use of Business Objects, all services are provided
in the form of executable methods.

An object in the Workflow represents a Business entity in SAP system. Common entity
example includes: Purchase Order, Material, Vendor, etc.

An Object in SAP system performs the following functions −

A Business Object reduces the complexity of SAP system by dividing it in small

units.

With the use of Business Objects, different components in SAP system can
communicate with each other.

Business Objects can be used in RFCs and Workflows.

With the use of BAPI’s and Business Objects, SAP system can communicate with
non-SAP system.

Components of Business Object in SAP System

Each Business Object in SAP system contains the following five components −

Key Fields

Specification of a unique object key - to access a specific instance of a BO

Key field is represented as a combination of one or more fields

Shows a reference to underlying application table

Character based

You can read a Business Object from other non-SAP system

You can’t change a Business Object from outside

Maximum length of concatenated key field can be 70 characters

Attribute

Two types of attributes - Virtual (Set by a BO program) and DB Field

(Loaded by database)
An attribute can be read from out of SAP system but it can’t be changed

An attribute of a BO shows properties and characteristics of the object

An attribute can be shown as one line or multi-line

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You can have an attribute which is instance independent or instance

dependent

Events

Events contain listener outside the BO like SAP Workflow

It is used to trigger or terminate a SAP Workflow

It also shows change in occurrence of a Business Object

Methods

Method can be of two types - synchronous (result is returned to calling

program) and asynchronous (result can be returned to calling program
using an event)

Method can be instance dependent or instance independent

Method consists of exceptions and parameters such as single/multiline,

optional/mandatory, etc.

Interface Types

A Business Object in SAP system can inherit one or more interfaces

You can have methods defined in an interface that can be redefined in

Business Object type in the Workflow

Status of Business Object Component

A BO in development can have different development statuses −

Modeled − This status shows a BO as only defined - i.e. method and its signature

Implemented − This status shows that ABAP implementation is done and you can
use BO for testing purposes

Released − This shows that the method is ready to use

Obsolete − This shows that the method/event shouldn’t be used anymore

Create a Business Object

Step 1 − To create a Business Object, use the Business Object Builder (T-Code − SWO1).
The following screenshot pops up.

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Step 2 − Click Create. The following window opens. Define the object Supertype.

Step 3 − Fill in all the other details. Select the application from the search list as shown in
the following screenshot.

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Step 4 − Next, save the package. Save package in “Z” package as shown in the following
screenshot.

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Step 5 − To change the release status of object type, go to Edit → Change Release Status
→ Object Type → To Implemented.

Step 6 − Click the Object type and go to Edit. Again to change the release status, go to
Change Release Status → Object Type → To released.

Step 7 − In the following window, click Methods → Create button. A pop-up will open,
select 'No'. Pass the method name and description as in the following screenshot and click
the Tick button.

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Step 8 − Now, select the method created. Go to Edit → Change Release Status. Here, first
implement the object type component and then release it.

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Step 9 − Note that a tick mark in front of the method and BO shows that it is created
successfully. Add parameters to the method by clicking the Create button.

Step 10 − Navigate to “Program” tab for adding code to the method as shown in the
following screenshot. Click the Save button to save a created object.

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Delegate a Business Object

You can also delegate this object to its subtype. Delegation is used to replace an original
Business Object by its subtype to which you can add additional events/methods.

To delegate a Business Object, navigate to SWO1 T-code. Setting → Delegate as shown in

the following screenshot.

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SAP Business Workflow - Start & Termination

A workflow can also be started manually, however, it must have possible agents
assigned to it. A possible agent is known as the user who is authorized to start a task and
to execute a relevant work item. The possible agent of work items are defined in the task
definition and without possible agents, you can’t execute or start a task with a dialog.

If the import parameters of a SAP workflow contain data, you can start them manually and
it includes workflows with triggering events.

You can use T-codes: "SWUI" and "SWUS" as shown in the following screenshot. In these
transactions, you can trigger already defined SAP workflows.

You can select the Workflow from left and use option - Start or Start with Details. On the
right side, it shows details about the Workflow. Once you click Start, the next step is to
enter the decision step.

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T-code: SWUS (test a Workflow)

You can navigate to Business Workplace from both the transactions.

To start a Workflow manually, you have to navigate to SAP Business Workplace (T-code:
SBWP). In SAP system, Business Workplace is a work area that is used to perform
business processes and is accessed via SAP GUI and not by a web browser or any
application. All the requests received by a manager in his inbox is known as WORK ITEM.

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Note that the screen for starting SAP workflows has two parts - You have all the workflows
for which you have possible agents defined on the left-hand side and on the right side you
can see the details of the workflow selected.

To start a workflow, you need to select the workflow and then click the

icon on the left screen area or the Start function on the right screen area.

When you start a workflow, you can also add information such as notes, deadlines or
attachments. You have the following tab pages −

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Properties
In this tab, you can define the priority of the workflow. You also have an option to set a
flag - “Create flag for started workflow in inbox”. This option gets a work item in your
inbox when you start workflow manually.

Note, that this flag is deleted automatically when the workflow is terminated.

Page Note At Start

The note that you create here is added to the workflow as an attachment.

Page 0 Attachments
You can use this to create, display, import, and delete attachments.

To use the function Start Workflow, you have to navigate to Office → Start Workflow.

You can also navigate to Tools → Business Workflow → Development → Runtime Tools - >
Start Workflow.

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Start Conditions for Workflows

You can also add an additional condition at the start of a Workflow. This can be defined for
workflows started by the triggering of an event. When you set the start condition, this
means that the start of a workflow not only depends on the event but also on this
additional condition.

You have the following selection criteria available for selecting a particular workflow −

Start Condition
Using this you can perform a search for the name of a particular start condition defined for
a workflow.

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Business Object
This option is used to perform a search for workflows with start conditions using a
particular object type.

Event
In this option you have all the events for the chosen object type, that are linked with
workflows as triggering events are available for selection.

Workflow
This is used to perform a direct search for workflows with start conditions.

SAP Business Workflow - Condition Editor

To pass a start condition to a workflow, the Condition editor is used. There are two ways to
use a condition editor −

Direct Text Entry Mode − In this mode you can directly pass the expressions and
operators using F4 Input help.

PC Mode − This is also called the mouse-oriented mode. The screen of the
condition editor is divided into three areas, namely operators, expression, and
processing.

Following is general form of a Condition −

[<Not>] <Expression> <Operator> <Expression> [<And/Or>

<Not> <Expression> <Operator> <Expression> …]

Logical Operators
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Note − “NOT” is stronger than “AND”, and “AND” is stronger than “OR” operator.

You have the following input fields for Expression −

System fields

Container elements

You can also define the personal settings of the Condition Editor as below. This includes
settings related to −

Display

User Interface

Call mode

Technical Options

SAP Business Workflow - Administration

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In SAP Workflow, an administrator is responsible for managing workflows and for ensuring
that workflows are executed, transported workflows are enabled, and the workflow engine
is monitored.

A Workflow administrator should have access to the following T-codes −

SWI2 is T-code used for analysis of Workitem. However, it provides different filtering
options for the following transactions −

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swi2_freq

swi2_adm1

swi2_dead

swi2_diag

swie (Unlock Workflows)

swia (Process Workitem as Administrator)

swpr

swpc

swwl

swui

swud

swi5

swu8

sbwp

swel

swels

swu0

swue

swu1

swu2

swu_obuf

swld

swb_cond

swus

swi1

swi6

swu3

We will cover these T-codes and other important transactions with description later in this
tutorial.

A Workflow administration performs various tasks which can be divided into the following
categories −

Workflow Runtime

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Event Manager

Workflow definition time

WebFlow

Workflow runtime contains different Transactions, which can be used to monitor and
control the execution of workflows. T-code: SWDC_RUNTIME

Event Manager Administration

This includes T-codes which are used for controlling and using events in SAP Workflow.
Following tasks can be performed under Event Manager Administration −

Event Queue Administration

This is used to define an administrator for event queues and to manage who is notified by
e-mail, if there are errors relating to events in Workflows.

Type Linkages and Instance Linkages

This is maintained in the table which contains the assignment of events to the event
receivers interested in the event.

Event Trace for Workflows

You can use Event Trace in Workflows to log all information for creating and using events.

Event Queue

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You can make use of Event queue to store events temporarily.

General Settings → Workflow → Maintain the event queue settings

In an event trace, maintain the following data −

Event data

Triggering program

Trigger date and time

Triggering object

Triggering object Type

Event name

Following are the useful transactions under SAP Workflow in ABAP development −

SWE4 − Switch event trace on/off

SWEL − Display event trace

RSWELOGD − Delete event trace

SWEC − Link change documents to events

SWED − Assign change document objects to object types

To activate/deactivate the event trace, navigate to the following path −

Tools → Business Workflow → Development → Administration → Event Manager → Event

→ Switch Event Trace On/Off or use T-Code: SWELS/SWE4

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To display the event trace, navigate to the following path −

Tools → Business Workflow → Development → Administration → Event Manager → Event

Trace → Display Event Trace or SWEL as shown in the following screenshot.

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To delete the event trace, navigate to the following path −

Tools → Business Workflow → Development → Administration → Event Manager → Event

Trace → Delete Event Trace or use T-code: RSWELOGD as shown in the following
screenshot.

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SAP Business Workflows With Errors

You can also list top workitems with errors in Workflow. SAP List viewer in ABAP system is
used to view the workflow with errors and these are grouped based on error reason.
Following are the possible causes of workflow errors −

Agent

Deadlines

Binding from workflow to workitem

Other

You can access the processing of workflows with errors navigating to this path: Tools →
Business Workflow → Administration → Workflow Runtime → Diagnosis of Workflows with
Errors.

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You can use T-code: SWI2_DIAG (Diagnosis of Workflows with Errors) - which is defined as
the standard SAP code available within R/3 SAP systems depending on your version and
release.

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You can see the error cause in the workflow diagnosis and also “Restart workflow” from
here.

SAP Business - Workflow Configuration

In SAP Workflow, you can create a runtime definition of SAP workflows. These
configurations are evaluated when workflows are executed. You can configure the following
steps −

Activity

User decision

Document from the template

Wait

For each workflow definition, you can create a separate workflow configuration. You can
activate a workflow configuration separately and when a workflow is run, it checks for the
activated workflow configuration.

Note − Data in the workflow configuration always take precedence from data in the
workflow definition.

To start the Workflow configuration, navigate to Tools → Business Workflow →

Development → Definition Tools → Workflow Configuration.

Or use T-code: SWDD_CONFIG

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This opens the window with the name - Process Workflow Configuration. You have to
double-click on a step in the workflow definition to display the step definition to enter the
values. When the workflow is executed, these values are then used at runtime instead of
the values mentioned in the definition of the workflow.

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When a workflow configuration is saved, it is by default active. You can also delete a
configuration by navigating to Configuration → Delete.

SAP Note while using Workflow Configuration from Easy Access

You can open the workflow configuration of the open workflow directly from the Workflow
Builder.

In the workflow configuration, you can adapt a workflow individually without changing the
workflow itself. One use of the workflow configuration is for workflows supplied by SAP,
which you cannot edit yourself. In the workflow configuration, you can make specifications
in the selected input fields, which are given priority in the evaluation during execution.

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For example, you can adapt the selection of the responsible agents or the message
recipients for completion of all the steps. You can also adapt a defined deadline monitoring
to meet your own requirements.

Note − Workflow configuration is specific to the client in SAP system. It is also possible to
transport a workflow definition from one client to another client - only active version of
workflow definition is transported. In case WF definition exists in the target system with
the same version number and no workflows are running, then it is overwritten, otherwise
it is saved with the free version number.

SAP Business Workflow - Builder

Workflow Builder is the most common tool for creating, editing, and displaying Workflow
definitions. It provides a graphical and tree modeling view for workflow definition. While
using SAP GUI for Windows, a graphical view of the Workflow Builder is displayed.

While using other SAP GUI, tree view is displayed in the Workflow Builder.

In the Graphical view of the Workflow builder, following sections are defined −

Workflow

Information
Navigation

Objects
Messages

Step Types

Overview

The overview area is not displayed in Tree view. On the left side, you have an object,
navigation and information pane. In the middle of the screen, you have the Message and
the Workflow pane and on the right side you have the Overview and Step Types.

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Navigation Pane
In the Navigation pane, you have the workflow steps displayed as per the workflow
definition display. Users can also navigate directly to any step definition from the list of
steps. This is also used to edit the workflow from the context menu.

Messages − In the Message pane, it contains all the messages and search results, which
are generated in where-used lists and workflow tests are displayed here.

Information − This pane is used to display the workflow loaded and its definition, the
status of the respective workflow and the version number in the system.

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Calling Workflow Builder

You can call workflow builder using different options. You can call it directly from
navigating to this path: Tools → Business Workflow → Development → Definition Tools →
Workflow Builder → Workflow Builder or you can also use T-Code: SWDD.

To call the alphanumeric display of the Workflow Builder directly, navigate to Tools →
Business Workflow → Development → Definition Tools → Workflow Builder → Workflow
Builder (Alphanumeric).

You can navigate between the change mode and the display mode by using the option

. You can also select a different workflow for processing by navigating to Tools → Business
Workflow → Development → Definition Tools → Workflow Builder → Workflow Builder
(Selection).

In case you want to call Workflow Builder directly with a new and empty workflow,
navigate to Tools → Business Workflow → Development → Definition Tools → Workflow
Builder → Workflow Builder: Create Workflow.

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Note that a workflow start is represented using an indicator symbol

Start workflow. When you call a new workflow from the definition of multistep task in
which triggering events are defined, it is shown using the symbol

In the Graphical workflow definition, you can add a new workflow definition using an
undefined step with an outcome and is shown by the symbol

The end of the workflow definition is indicated by

Important transaction codes related to Workflow Builder and configuration are tabulated
below.

Workflow builder (Calls the workflow builder in alphanumeric

SWDA
mode)

SWDD Workflow builder

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SWDS Workflow builder (Selection)

SWDD_CONFIG Workflow configuration

SBWP The business workplace

SWDC_DEFINITION Workflow builder administration data

SWDC_RUNTIME Workflow Runtime administration data

SWNCONFIG Extended notifications for business workflow

SAP Business Workflow - Import/Export

You can also import and export workflows using XML files. Meta-language BPM0.4 is used
to describe the structure of workflows. When you export a workflow, following components
of the workflow can’t be exported along with BPML 0.4 (BPML stands for Business Process
Modeling Language).

Triggering events

Tasks in steps

Wait steps

Event creators

Task ID exported as SAP-specific extension

In case your workflow contains such step types, during import they are replaced by
empty steps

Complex conditions

Data types such as structures, object type references

Modeled deadline monitoring

Activities with more than one outcome

Organization management rules/elements served as responsible agents

To export a workflow as an XML file, navigate to Workflow → Import/Export → Export to

XML File.

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You can also navigate to view BPML Export → Click Export to xml file and then save the file
locally on your system.

You can use this file while importing under Workflow option at the top. To import this,
navigate to Workflow → Import/Export → Import from XML file.

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SAP Business Workflow - Creating Steps

A Step is used in the workflow to execute a task or also to control the workflow. A Step is
always created inside a block and a block always contains a step and its outcome. A Step
can be created by changing an undefined step in graphical mode or you can also add a
new step.

To change an undefined step in the workflow, double-click on the undefined step and this
will open Step Selection. Select a Step Type as shown in the following screenshot.

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There are different Step types you can select as per the requirement. Following are some
common step types, their symbols in the workflow and description.

Symbol Step Type Step Runtime Function Description

The functions Cancel workitem or Set workitem to obsolete

Process control
are applied to other workitems of the current workflow.

In the definition, you save workflows that can replace this

step. At runtime, an authorized user can select one of the
Ad hoc anchor
saved workflows. The ad-hoc anchor is then replaced by the
steps of this workflow.

Activity Execution of a task or sub-workflow.

One of two branches defined in the workflow definition is

processed. The system makes the decision based on the
Condition defined conditions. While doing this, the system takes
account of information from the context of the workflow or
the application objects processed.

The process flow of the current workflow is controlled on

User decision
the basis of a decision made by the current agent.

Document from
A document is created from a document template.
template

Container Elementary arithmetic operations or value assignments are

operation applied to individual elements of the workflow container.

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Event creator An event is created.

The data in a container element that refers to a structure

Form
can be displayed, processed, or approved as a form.

Send mail The text entered in this step type is sent as an e-mail.

One of the several branches defined in the workflow

Multiple
definition is processed. To do this, the system checks the
condition
value of a container element in the workflow container.

The processing that follows takes place in a fork. You can

define how many branches have to be executed for the fork
Fork
to be successfully completed, or you define an end
condition in the condition editor.

No function at runtime. Undefined steps always have an

Undefined step
outcome.

A sequence of steps is processed repeatedly until the

Loop (UNTIL)
defined termination condition occurs.

A sequence of steps is processed repeatedly as long as the

defined comparisons apply. The system leaves the loop
Loop (WHILE)
when the basis of comparison does not agree with any of
the comparison values.

The system waits for a specific event. The work item is only
Wait for event completed if the expected event occurs. The event can also
be triggered by the occurrence of an XML document.

The content of container elements is sent to a URL

unchanged or in the form of a generated XML document.
The step can wait for a reply. Communication with a
Web activity
process started by a Web activity is possible. A process
started by an XML message can communicate with its
caller.

When you insert a new step in an existing workflow, its position depends on the step or
the outcome previously selected.

Where do you want to insert the step What do you have to select

The outcome of the step, which is located

After a step in the relevant branch of the workflow
definition

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Before a step The step

The
As a new branch of a fork
symbol before the fork

Use of Wait Step

A wait step in the workflow can wait for an -

Event

Local Event

Work Item

Event received by the workflow

When a wait step is waiting for an event, it is terminated when a specific event occurs.
The event ends all the wait steps waiting for that specific event. This is commonly used −

To suspend a workflow till a specific event occurs

As a result from another workflow started in a different system

As an event in parallel processing

Same way it works when waiting for a local event, condition or event from other workflow.

The system waits for a specific event. The work

item is only completed if the expected event occurs.
Wait for event
The event can also be triggered by the occurrence
of an XML document.

Business Object Builder

You can also create, change or display an object available in Business Object repository
using the Business Object Builder. To change an object, you should know the name, ID or
description of the object.

An object in the workflow represents a business entity in SAP system. Common entity
example includes: Purchase Order, Material, Vendor, etc. You can also access Business
Object Repository using Business Object Repository Browser. To call the Business Object
Repository Browser from the Business Object Builder, you have to select Business Object
Repository and select the number of object types to be displayed in the dialog box.

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When you open Business Object Builder by navigating to Tools → Business Workflow →
Development → Definition tools → Business Object Builder, you can see the option of
Business Object Repository at the top menu.

In Business Object Repository Browser: Entry Screen, Select Filter Other settings to
specify individual filter criteria.

To start Business Object Builder, you have to navigate to Tools → Business Workflow →
Development → Definition Tools → Business Object Builder.

To create a Business Object, you can use T-code Business Object Builder (SWO1).

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Once you click Create, in the next window you have to define the object Super type. All
these steps are defined in the previous topic under Business Object definition. To switch
directly to the maintenance of an object type, you need to enter the ID of the object type
and click Display or Change button in the initial screen.

Following screenshot shows a Business Object and how to change the status of an object
in the repository.

SAP Business Workflow - Abap Classes

In SAP ABAP workbench, class builder is a tool in ABAP that allows you to define, change
and test global ABAP classes and interfaces. Class Builder has two modes −

Form based mode

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Source code based mode

With the use of IF_WORKFLOW Interface, you can use ABAP classes in SAP WebFlow
Engine. In SAP system, a WebFlow Engine (SAP Business Workflow) is used to define and
map the business processes, which are not mapped. It includes the release or approval
processes and also complex processes such as creating a Purchase Order, etc. and
different actions of the departments involved. SAP WebFlow Engine is mostly used for the
processes, which are repeated in nature or involves actions from large number of agents
in a predefined order.

A WebFlow Engine can also be used to handle errors in the existing processes and
workflows. Using WebFlow Engine, you can also start a workflow when predefined events
occur.

To use ABAP classes on Workflows, it is necessary to implement Interface IF_WORKFLOW

in ABAP class. This interface includes method that creates specific prerequisites such that
the object can be used within the SAP WebFlow Engine.

Interface IF_WORKFLOW contains the following methods −

BI_PERSISTENT~FIND_BY_LPOR

BI_PERSISTENT~REFRESH

BI_OBJECT~EXECUTE_DEFAULT_METHOD

BI_PERSISTENT~LPOR

BI_OBJECT~DEFAULT_ATTRIBUTE_VALUE

BI_OBJECT~RELEASE

How to Add an IF_WORKFLOW in an ABAP Class?

To add an IF_WORKFLOW interface to a class, you have to open Class Builder T-Code:
SE24.

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Go to the Interface tab, add the IF_WORKFLOW interface. Once you add this interface, it
also adds two sub-interfaces: BI_OBJECT and BI_PERSISTENT. When you move to the
Methods tab and you will see some methods of these interfaces have been automatically
inherited to ABAP Class.

For a Utility class to implement IF_WORKFLOW interface, you need to open each of the
methods inherited from the IF_WORKFLOW interface, and then activate the empty source
code → activate the ABAP Class.

Note − When you implement IF_WORKFLOW interface in a class, it can be used in any of
the workflows. An ABAP class is automatically released to be used with the implementation
of this interface. You should only make compatibility changes after the implementation of
the interface and shouldn’t remove attributes, type changes, or methods. In SAP system,
it doesn’t define a list where it mentions that the class is in use in these workflows.

Also note that IF_WORKFLOW interface shouldn’t be implemented in internal classes of an

application, as this would mean that each method of ABAP class can be used in the
workflows.

Extended Notifications
You can also configure SAP Workflows to extend the notifications to users that they have
work to perform and this can be done using email notifications in MS Outlook or Lotus
Notes. You can also ease the work item selection by providing a simplified view of work
items.

In SAP Workflow, you can also carry out performance analysis using Transaction
SWI2_DURA (Work Items by Processing Duration). This can be used to check different
performance parameters such as Average Processing Time of Tasks, etc.

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SAP Transaction Code (TCODE): SWI2_DURA

Transaction Description: Work Items by Processing Duration

SAP Module Description: Basis Component

This is used to monitor −

Predefined task groups that can be used to monitor different processes.

Single tasks to spot occasional user roles.

With the use of extended notification for SAP Business Workflow, you can notify the users
about work items that need to be processed. You can send work items to groupware. For
example, MS Outlook or Lotus Notes with backend transactions that the user can directly
access and take actions.

Following is a comparison of different notifications in SAP system for the workflow −

SAP MAPI contains SAPoffice Message Store, transport and address book (mpsap32.dll),
Executable programs, workflow and business object attachment interpreter (mpinterp.exe,
mpbusobj.exe and mpstub.exe), files for column display for workflows and PST file
(personal folders) for special SAPforms Outlook form for offline workflow support and
setup.

Report RSWUWFML is a standard executable ABAP Report in SAP system used to send
Outlook email notifications to the agent in the Workflow about workitems in the agent SAP
inbox.

Extended
Feature for workflow MAPI RSWUWFML RSWUWML2
notification

Deliver workitems to any e-

- X X X
mail client

SAP shortcut attachments - - X X

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Prefix AND suffix text

(surrounding workitem - - X X
description)

Enhanced address
- - X X
determination

Enhanced substitution
- - X X
handling

HTML e-mail (Outlook only) - - - X

Generic decisions - - - X

Link to new web UIs

- - - X
(WebDynpro, etc.)

Lists of workitems in one e-

- - - X
mail

Support workitem forwarding

- - - X
via e-mail

Notifications Configuration
SWN_SELSEN is a standard executable ABAP Report that you can use to select and send
the workitems. You can run this report periodically.

Transaction SWNCONFIG is for advanced configuration.

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On the left side under the dialog structure, there are different options such as −

Business Scenario

Schedule Selection

Delivery Schedule

General Settings

Handler Assignment

Message Template

Delivery Type

You can select any dialog structure and click New Entries to add an entry for notification
configuration in SAP system.

Transaction SWNADMIN is for basic administration. When you run this T-code, you will be
prompted as below.

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Once you click Allow, you will be navigating to the page: Administration of extended
notification of the workflow.

In this window, you can define extended notifications for your workflows. You can
activate/deactivate notifications, define schedule, define messages, recipients, etc.

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Integration With Non-Sap Workflow Apps

You can also integrate your workflows with non-SAP workflow apps using external service
calls, web service and API calls. Following are some common integration options −

Create workflow tasks for external service calls and BSPs

Universal Worklist launch handlers

SAP NetWeaver Exchange Infrastructure Business Process Management

Wf-XML and Web Services

Importing ABAP Service

You can use transaction code: WF_EXTSRV to generate your service. This transaction is
used to maintain WebFlow Services. You can also access this from the menu path as below
−

SAP Easy Access → Tools → Business Workflow → Development → Definition tools →

WebFlow Services → Maintain WebFlow Services.

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All the Web services that you have to use in SAP Workflow must be registered in the Web
service directory. You can either manually register a web service by entering all the data of
the web service manually. Use T-Code: WF_EXTSRV.

You can also use WSDL file that contains the definition of web service and you can import
this directly using T-Code: WFWS.

To register a web service, select Service in dialog and click New Entries.

Enter a Service ID and a short text for the Web service.

Select log with which the Web service is to be called.

For Host, add the address of the Web service, and for Port, add a port number.

Enter the directory and the call name of the Web service in the field Path.

Define the Call mode of the Web service. Here, you determine whether a dialog or a
background Web service is involved and whether and then how a callback is performed.

Double-click and choose a Parameter in the dialog structure.

The parameters determine the interface of the Web service. The task container is created
from the parameters in the subsequent task generation.

Enter all the Web service parameters. Make sure you also assign the service ID of your
Web service to the parameters. The assignment as import element and export element is
required for the subsequent creation of the task container.

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To generate your service, click the Generate button as shown in the above screenshot.

You have the following to perform the configuration tasks −

WF_HANDCUST to configure the workflow URLs.

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WFWS to import external WSDL.

WF_EXTSRV for BSPs and ABAP services.

Generate tasks.

Extend service to perform callback to WF_HANDCUST URL.

SAP Business Workflow - Universal Worklist

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Universal Worklist (UWL) is a centralized tool to add alerts, notifications, approvals and
ad-hoc tasks for the workitems. All the workitems are created as a part of the business
processes and can be easily managed using Universal Worklist.

UWL provides a uniform central access to all the workitems. You can also customize UWM
views that meets your requirement. You can easily access additional information from
object repositories such as attachments, notifications, etc. You can easily delegate your
tasks to other users in your absence.

With the use of UWL, you can bring workitems from different systems. These include −

Business Workflow

Business Process Management

Collaboration Tasks

SAP Office Notifications

Guided Procedures

Workitems fetched by Custom UWL Connectors

Universal Work List Setup

UWL is used to group the different workflow tasks and alerts that are relevant for HR
Administrator.

SAP NetWeaver Portal provides UWL Configuration that can be used to configure all the
backend workflows. This is totally xml based configuration.

To set up UWL- go to the portal → Select System Administration → System Configuration

→ Universal Worklist and Workflow → Universal Worklist → UWL System Configuration.

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You can set up a new connector, if you do not have a connector in the system connected to
the system alias, otherwise you can also use an existing one.

Advantages
Following are the key advantages of using UWL −

You can access guided procedure workitems in the common UWL inbox.

You can launch new items, open items in the same window or in a new window.

To manage the workitems, you can use inbox customization flexibility.

You can use the pull mechanism that allows you to use auto or manual refresh
options for workitems.

You can also manage item types and view definitions.

SAP Business - Creating Workflows

You can create your workflows in SAP system to automate the business processes that
contains sequence of tasks, steps, and events. When you automate tasks using the
workflow, this helps the user to easily take action without facing technical/functional
difficulties. You can set notifications in the user SAP inbox about pending workitems and
with a single click, it calls the correct transaction and navigates to the relevant screen.

Let us see how to create a Workflow, when an employee raises a leave request in the
system. Following steps have to be performed −

Step 1 − Define Organization Plan T-Code PPOCE

This transaction is the easiest way to define an organization plan in SAP system. You need
to enter the start date of Organization unit → click the Green tick mark as shown in the
following screenshot.

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Step 2 − Create a Workflow template T-Code PFTC_INS

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In the Task type field, choose the Workflow template. For Creating tasks: Choose Standard
Task in the Task type field as shown above and click Create.

Now to build the workflow in the workflow builder, navigate to T-Code: SWDD

In the Workflow Builder, you have different options called Step types, you can drag and
drop and insert into the Workflow.

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Step 3 − Create a notification of absence.

To define the first task, navigate to T-Code: PFTC_INS

Select Standard Task in the Task type field.

Enter the following values and Save the task. Once you save the task, you will get code ID
in number 93XXX989

In the Name field, select Form_created

In Abbr, select create_form

In Workitem text, select vik_notif_absence-create

In Object Type, select FORMABSENC

In Method field, select CREATE

Checkbox Synchronous object method, Object method with dialog checked

Step 4 − Add the task created in the previous step to the Workflow.

In place of the undefined step in the Workflow, you have to add an activity to your
workflow.

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As seen in the following screenshot, using T-Code: PFTC_INS, a Task TS99500654 has
been created separately.

In Step Properties, you can select different options as per the requirement. Here, let us
select the checkbox - Advance with dialog as shown in the above screenshot. It shows that
the workitem of the workflow is made available for processing immediately. As we have
entered WF_INITIATOR in Expression under Agents, the person who will start the workflow
is one of the recipients of workitem. Binding option is also defined that confirms absence
notification is not only in this task but also in the workflow - _WI_ObjectId →
&ABSENCEFORM&.

Now the Workflow Builder in graphical mode looks like this −

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Step 5 − First task in SAP Inbox.

Now the workflow is executed, it creates workitems such as e-mails in the SAP Inbox.
When it is executed, it calls the respective task or the transaction screen. When you run
this workflow, it shows the notification of absence form.

Click Cancel to cancel the processing of the first notification. The workflow inbox holds one
item for processing - creating a notification of absence. Select the workitem and click

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Execute (F8). This will return to “Create notification of absence screen” where the
notification of absence form is displayed. Enter the details in the form and click Save. This
will remove the Workitem from the inbox.

Step 6 − Check Notification of absence in the inbox.

The form that has been created will be sent to the supervisor for approval using the object
formabsenc-approve object. Next is to create a new task using T-Code: PFTC_INS

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Step 7 − Add a second task in the Workflow.

You have to include Task “Check Notification of Absence in the Workflow” using the task
code generated in the previous step.

Also, define the binding properties as shown in the following screenshot.

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You have to create the Approver variable in the workflow container. Navigate to the left
side menu at the bottom, you will see a menu option Workflow container. Double-click the
option to create.

Enter the following fields −

Element − Approver

Name − Approver

Description − Approver of the absence request

Reference table − WFSYST

Reference field − AGENT

In the Position field, you have to enter the position ID as per the organization plan. This
can be checked using T-Code: PPOCE. Don’t prefix “S” in the text field.

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If an approver has not made a decision about Leave request, you can also add deadlines
to add a workitem for the missed deadline in Approver’s Business Workplace.

You can see two outcomes in the workflow builder: Approved and Rejected.

Step 8 − Again test in the Inbox.

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Next is to execute the workflow and you will be moved to the workitem for creating
notification of absence for processing. This is because of Advancing with immediate dialog
option selected at the time of creating a task.

Now, navigate to Business Workplace using the user-id of the approver and you will see
the workitem to process and other attributes to mention in the Workitem. Select the
workitem for checking the notification of absence and choose Execute.

Either reject or approve the request. Notice the two buttons: Approve and Reject.

Step 9 − Integrate User Decision for resubmit.

In case, the leave request is rejected by the approver, you also have an option to add user
decision to the rejected output. This allows the requester to make changes and resubmit
the request for approval.

You need to add Step type: User Decision to the workflow. This will make your Workflow
look like the following −

User Decision step is defined as follows −

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Step 10 − Third Test in SAP Inbox.

When the request is not approved, the next Step is user decision. As we have entered:
(&WF_INITIATOR&) as the agent for the step, the request will come back to make the
decision. You have two options Revise request or withdraw the request.

Step 11 − Define revise notification of absence

For this, you have to add undefined step - Revise notification.

Step 12 − Add activity → third task to the workflow.

To add this step, you have to make the following entries −

Use FORMABSENC-UPDATE as an object.

In the binding option, enter _WI_Object_ID <= &ABSENCEFORM&

In the Agents → add &_WF_INITIATOR& in the expression field

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Step 13 − Send Notification for approval of leave.

To send a notification, you have to add a new step “Send mail”. You have to drag this step
to the Undefined Step - after the outcome of the step “Check notification of absence”.

To add this step, you have to make the following entries −

Select the Recipient type − Enter the Organizational object

Select Agents → Choose the Expression &_WF_INITIATOR&.

Enter the subject line as <“Leave Approved”>

Enter the email text as <“Approved”>

When you hit the Enter button, you will be asked for the name and abbreviation of the
task.

Archiving Workitems

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In SAP system, it is possible to archive all the completed Workitems. You can also achieve
all data in a workitem. You can display the achieved workitems but they can’t be loaded in
SAP system. When you archive workitems, it includes archiving log data, workflow
manager data, dependent workitems and workitem attachments.

Workitems with the following status can only be archived.

Workitems completed

Execution of the workitem is completed

When workitem is not required for the workflow logic

Cancelled workitems

To archive workitems, you have to navigate to Tools → Business Workflow or Development

→ Workflow → Administration → Workflow Runtime → Reorganization → Archive Work
Item.

To archive the workitem, you can use the following selection criteria −

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Workitem number

Task identifier

Actual agent of the workitem

Creation date

Completion date

Deleting Archived Workitems

You can also delete workitems which are not archived. To delete workitems, navigate to
Tools → Business Workflow or Development → Workflow and then Administration →
Workflow Runtime → Reorganization → Archive Work Item or T-Code: SWWL.

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With the selection criteria as shown below, you have an option to delete Workitems
immediately/Delete log data as well. To delete Workitem, enter the required fields and
click the Execute button at the top.

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To display archived workitems, you have to use report “RSWWARCR”.

Note − In case you want to delete workitems directly that meet the archiving criteria, it is
recommended to archive them first, considering performance-wise to use the delete
program of the archiving object WORKITEM than to directly delete the workitems.

Using Swi2_Diag Diagnosis

This is used to diagnose the workflow with error. You can access the processing of
workflows with errors navigating to this path: Tools → Business Workflow → Administration
→ Workflow Runtime → Diagnosis of Workflows with Errors.

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You can use T-code: SWI2_DIAG (Diagnosis of Workflows with Errors) - which is defined as
the standard SAP code available within R/3 SAP systems depending on your version and
release.

You have to enter the selection criteria as shown in the following screenshot and it will
show you the list of all workflows with error.

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To use this transaction, select the workflow with the error, and find out the workitem
number that contains the error.

Click “Change the workitem” and make changes to the workitem with error and “Save”.

Using The Event Trace

As mentioned earlier, this is an important feature to diagnose the workflows with error. You
can use Event Trace in Workflows to log all information for creating and using events.

Event queue
You can make use of Event queue to store events temporarily.

General Settings → Workflow → Maintain the event queue settings

In an event trace, you maintain the following data −

Event data

Triggering program

Trigger date and time

Triggering Object

Triggering Object Type

Event Name

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Following are the useful transactions under SAP Workflow in ABAP development −

SWE4 - Switch event trace on/off

SWEL - Display event trace. You can display event trace based on different
selection criteria. You have the following selection criteria under Event Trace −

Event ID

Creator object type

Creator object instance

Event

Program creating event, etc.

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RSWELOGD - Delete event trace

SWEC - Link change documents to events

SWED - Assign change document objects to object types

To activate/deactivate the event trace, navigate to the following path −

Tools → Business Workflow → Development → Administration → Event Manager → Event

→ Switch Event Trace On/Off or use T-Code: SWELS/SWE4.

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SAP Business Workflow - Transactions

In SAP system, you have built-in functions that defines different tasks to be performed in
the workflows. These are related to creating new workflows, workflow tools, workflow
diagnosis, performance, workitems and administration of workflows.

Few common T-codes and their description is mentioned in the following table −

Sr.No. Transaction Code & Description

PFAC
1
Create and maintain Rules

PFOM
2
Maintain assignment to SAP organizational objects

PFOS
3
Display assignment to SAP organizational objects

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PFSO
4
Organizational environment of a user

PFTC
5
Create and maintain tasks

PPOCW
6
Create organizational plan

PPOMW
7
Maintain organizational plan

PPOSW
8
Display organizational plan

SWDA
9
Workflow Builder (Calls the Workflow Builder in alphanumeric mode)

SWDD
10
Workflow Builder

SWDS
11
Workflow Builder (Selection)

SWDD_CONFIG
12
Workflow configuration

SBWP
13
The Business Workplace

SWDC_RUNTIME
14
Workflow runtime administration data

SWNCONFIG
15
Extended notifications for business workflow

SWDM
16
Business Workflow Explorer

SWEINST
17
Evaluation and maintenance of instance linkages

SWEINSTVC
18
Evaluation and maintenance of instance linkages

SWE2
19
Evaluation and maintenance of type linkages

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SWE3
20
Evaluation and maintenance of instance linkages

SWE4
21
Switch event trace on/off

SWEL
22
Display event trace

RSWELOGD
23
Delete event trace

SWEC
24
Link change documents to events

SWED
25
Assign change document objects to object types

SWEQADM_1
26
Event queue administration

SWEQBROWSER
27
Administration of event queue browser

SWETYPV
28
Evaluation and maintenance of type linkages

SWI1
29
Selection report for workitems

SWI2_FREQ
30
Workitems per task

SWI2_DEAD
31
Workitems with monitored deadlines

SWI2_DURA
32
Workitems by processing duration

SWI11
33
Tasks in workflows

SWI13
34
Task profile

SWI5
35
Workload analysis

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SWL1
36
Settings for dynamic columns

SWLV
37
Maintain workitem views

SWFVISU
38
Parameters for Workitem Visualization in the UWL

SWO1
39
Business Object Builder

SWO6
40
Customizing object types

SWR_WEBSERVER
41
Customizing Web server

SWU_CONT_PERSISTENCE
42
Administration of container persistence

SWU_EWCD
43
Wizard for event creation using change documents

SWU_EWLIS
44
Wizard for event creation using the Logistics Information System

SWU_BTE
45
Wizard for event creation using Business Transaction Events

SWU0
46
Event simulation

SWU2
47
RFC monitor

SWU3
48
Automatic Workflow Customizing

SWU4
49
Consistency check for standard tasks

SWU5
50
Consistency check for customer tasks

SWU6
51
Consistency check for workflow tasks

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SWU7
52
Consistency check for workflow templates

SWU8
53
Switch workflow trace on/off

SWU9
54
Display workflow trace

SWU10
55
Delete workflow trace

SWUD
56
Diagnostic tools

SWUE
57
Trigger event

SWUI
58
Start workflows/tasks

SWUS
59
Testing workflows/tasks

SWXML
60
Display XML documents

SWUY
61
Wizard for linking messages to workflows

SWWCOND_INSERT
62
Schedule background job for workitem deadline monitoring

SWWCLEAR_INSERT
63
Schedule background job for clearing tasks

RSWWCOND
64
Execute single background job for workitem deadline monitoring

RSWWCLEAR
65
Execute workitem clearing work once

WF_HANDCUST
66
WebFlow service handler maintenance

WF_EXTSRV
67
Maintain Web Service Repository

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WFWS
68
Import WSDL files

SWIA
69
WI Administration Report

SAP Business Workflow - Function Modules

Function modules are sub-programs that contain a set of reusable statements with
importing and exporting parameters. Unlike Include programs, function modules can be
executed independently. SAP system contains several predefined function modules that
can be called from any ABAP program. The function group acts as a kind of container for a
number of function modules that would logically belong together. For instance, the
function modules for an HR payroll system would be put together into a function group.

Following Function modules can be used in the workflow in SAP system −

SWW_WI_CONTAINER_READ − This function module is used to read the

container elements in SAP workflow.

SWW_WI_DEADLINES_CHANGE − This function module is used to change the

attributes of deadline monitoring for a particular workitem.

SWW_WI_ENABLE − This is used for unlocking of workitems against execution.

SWW_WI_DISABLE − This function module is used for locking workitems for

execution.

You can view the parameters of the function module. Use T-code SE37, enter the function
module name and click the Display button.

Once you click Display, it will show all the parameters defined in the mentioned Function
Module. Similarly, you can check/display all function modules in SAP Workflow.

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SAP Business Workflow - Job Responsibilities

Following are the job responsibilities of SAP ABAP Workflow analyst −

Designs, develops, and maintains SAP Business Workflows and ABAP Web Dynpro
applications
Develops the workflow tools - workflow Builder, Business Object Builder and UWL

Develops reports, workflows, and metrics within the software environment

Designs, develops, codes, and tests complex programs for SAP modules and
functions using ABAP programming language
Creates specialized reports for SAP modules using ABAP programming languages

Develops all RICEF objects and troubleshoots using own ABAP skills

Maps technical business needs to architectures, standards, and reusable assets

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Debugs and corrects SAP module problems using ABAP programming language to
implement OSS notes

Contributes to the development of process standards and evaluation of tools as

needed

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