Functional consultants who would like to get to grips with workflow can do so from this brief Quick Reference guide - for workflow on a live system.
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Finding workflows
| Selection report for work items |
SWI1 |
| Reports on (all) workflows and tasks (dialog and non-dialog) |
| Monitor recent activity |
| Fill in a task number to focus on e.g. a dialog work item |
| Fill in a task number and status "READY" for "outstanding work" |
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| Workload analysis - the inbox |
SWI5 |
Reports on unprocessed work items for a user (type US) - effectively a peek in the inbox of a user. Select "To be processed by" and leave the date blank. |
Also applies to other responsibility groups, such as a position (S ) or an organisation (O ) |
| Leave the "Type" and "ID", select "To be processed by" and leave the date blank for "the inbox of the world" |
| "Not reserved by an agent" means the work item is not reserved and can be visible from the inbox of several people. |
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| Workflows for an object |
SWI6 |
| Workflow is about Business Objectsand this report finds all workflows for a given business object. |
Enter the business object (e.g. BUS2012) and it's key (purchase order number) |
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The workflow log
| Find the workflow log |
| Available from all workflow reports (with a bit of self-esteem) |
| If you cannot find it: look again ! It's there it's there it's there. |
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| Find agents of a work item |
| Bottom up: look up the last work item which has "puppets" (icon/button) |
| Actual agents, possible agents and excluded agents. Actual agents is where you will find the work item |
| Actual agents button missing ? The work itemhas already been executed, actual agent is mentioned in the log. Work item no longer in an inbox. |
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| Errors in workflow |
| Most errors (95%) will be logged in the workflow log |
| Look for red traffic lights, and if there are more than one, start at the top |
| On ABAP dumps, even the workflow log is not updated |
| Tell the workflow developer to make errors disappear. A healthy workflow does not error. |
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The inbox
| Your (enduser's) work items |
SBWP |
| On the SAP Business Workplace (third button on the first SAP screen) |
| Inbox: Workflow: Grouped according to task |
| The inbox is an ALV list - fully customizable in "Layouts" |
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| Forwarding and reserve |
| Forward: (rightmouse button on work item; Forward). Forwarding to group: select "Extended selection" (F6) from the Forward popup. |
| Reserve: (rightmouse button on work item; Reserve) the work item will be visible from your inbox only, even if it has many agents. |
| Execute: (Double click on the work item) the work item will be reserved and executed. |
| Replace: (rightmouse button on work item; Replace) will undo a "reserve" (and place the work item in the inboxes of all actual agents) |
| Un-forward: can be done by "Reserve" followed by a "Replace". The work item will be assigned to the agent(s) that forwarded it to you |
| Resubmit: will make a workitem disappear until a date you can enter. "Resubmit work item some other time" |
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| Substitution |
| Back-up mechanism for whole inbox (all entries).Allow others to take over your work |
| From inbox: Settings: Workflow settings. |
| You decide who can take over your inbox (before you call in sick) |
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| Objects and attachments |
| Objects: normally at least 1 object which is what the workflow is about |
| Click on an object and it will be displayed (work item status remains unchanged) |
| Attachments (rightmouse button on work item; Attachment) can be added in many shapes and forms (Business Objects, a Word document, Excel, ...) |
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Organizational management - Agents!
| Organisation and staffing |
| Jobs (C), Positions (S), Organizational units (O), Person (P) and User (US) - the most commonly used building blocks of an organization |
| View (and maintain) the org.plan |
PPOM |
| Not only for workflow. Work items can be assigned to any organizational unit. |
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System health
| Workflow setup |
| Jobs that need to be scheduled, settings that need to be done - if the system no longer works, this is where you start: wizard ! |
SWU3 |
Check for dumps created by user WF-BATCH |
ST22 |
| Check out Go-live test |
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