11 01 routing

SAP Workflow Course

Section 11-01: Routing

November, 2001

SAP Workflow Course – Section 11-01: Routing 2

Routing

Contents:

• Roles

– Restriction of possible agents

– SAP Organizational Objects

– Responsibilities

• Role resolution and binding


Routing: Objectives

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

• Designate responsible agents

• Use roles


Routing: Business Scenario

• In the ‘material’ business process you want to restrict the number of possibleagents in order to obtain those users that are responsible for this step according to runtime data.


ProcessProcessWorkflow DefinitionWorkflow Definition

OrganizationOrganization

Org. unitOrg. unit

JobJob

PositionPosition

User IDUser ID

RoleRole function function

PreviousPreviousworkflowworkflow

agentsagents

WorklistWorklist

ResponsibilityResponsibility

Your worklist is offering Your worklist is offering you a view to all work you a view to all work items, where you are one items, where you are one of the recipientsof the recipients

Prio Tasks Date

Approve Form Mar 1Post Invoice Mar 25Post Invoice Apr 5

123

BusinessWorkplace

Selecting Users for Work Items


Definition of Roles

Role types can be

• Reponsibilities

– Data of the workflow container are assigned to agents

– No ABAP Code, just configuration

• Organizational data

– SAP Organizational Object Types are used to assign agents

– No ABAP Code, just configuration

• Function module to be used

• ABAP Codeyou are free to develop every function module you need


Agent search via a role resolution

Roles: Restriction of Possible Agents/Examples

• Superior of an organizational unit

– Evaluation using organizational model

• Material Controller

– Evaluation using master data

• Clerk responsible for release and posting

– Evaluation using customizing data

• SAP org-objects

– Evaluation using a new dimension in the organizational chart

• User on a Business Workplace distribution list

– Evaluation using distribution list


Role “Superior ...”

• Role: Restriction of possible agents according to organizational model

• Standard task (definition): Approve notification of absence

– linked with job: head of department

• Role (agent): Superior...

– Parameter of role: employee

• Work item (activity at runtime): Approve notification of absence 4712

– Employee: Marcus Adams

– Evaluation of organizational plan

– Superior: David Boss

Possible Agents:Group of all managers

Responsible AgentResponsible Agent


FI-department “Chief” AP-Mgr, S 50000011 Mgr-job, C 50000010 Holder: Adams team-position, S 50000012 Holder: Bert

Sales-department “Chief” Sales-Mgr, S 50000013 Mgr-job, C 50000010 Holder: Smith team-position, S 50000014 Holder: Fred

Role Quiz

WS99900030

Possible Agent C 50000010

Approve Step

Task TS50000001

• Organizational Plan and Workflow examples

Possible Agent S 50000011

WS99900031

Approve Step

Task TS50000002

Possible Agent C 50098765

WS99900032

Approve Step

Task TS50000003


Amount of invoice : < $ 50,000

Amount of invoice : > $ 50,000

Accounts PayableClerks

Customer namesO - Z

Role “AP Clerk”

Customer names

A - G

Customer names H - N

• Role: Restriction of possible agents according to organizational model

• Possible Agents of Task: Post document

– Linked with job: Accounts Payable Clerk

• Role: “find AP clerk” 2 parameters:

– Customer name– Amount of invoice

• Work item (activity at runtime): Post document 4712

– Customer - Manley Corp.

– Amount of invoice - $258,300


Material: My_partOld Material: Original_part

New_part

Change documents

ZBUS1001.Old_Material_changed

TaskDisplay Material

Engineering unit CAD engineer position Holder: SchmidProduct Management unit Product Manager Position Holder: Jones Material Controller Position Holder: Meier

Possibleagents

Role:Find Controller

Import parameter

Selected Agent

Cre

ated

by

Role for Material Controller

• Material Master changed by Schmid


Possible agents

Edit Material Master transaction (basic view)

Material: My_part

Old Material: Original_partNew_part

Lab: PM1

Change documents

ZBUS1001.Old_Material_changed ZBUS1001.Old_Material_changed

Org-PlanEngineering unitProduct Management unit SAP org object T024L PM1 Product Manager Position Holder: Jones

Role: Find Lab

Check table T024L

Import parameter

Display Material

Role based on Organizational Objects


PD-ORG

O - Design Unit

SO T024L / KB1Position_1 -- USMeier

BUS1001

virtual attributeLaboratory

PM1

Object Type

BOR

O - Product Management UnitSO T024L / PM1Position_2 -- USHinz

DisplayExistenceCheck

Description

Laboratory

T024L

T7791

T024L

OrgObjTyp ObjTyp

...

0

...

...

...

KeyKey

Attribute

Methods

Events

1

2

3

4

Definition of SAP Org. Object Types


Roles: Addressing via SAP Org. Objects

• In BOR, object type for SAP Org. Object with key, attribute 'Description' and method 'ExistenceCheck’ are defined

• Check table T7791 for SAP Org. Objects

• Include SAP Org. Object in organizational plan

• Create attribute for the receiving object type with reference to the previously defined object type


SAP Org. Object in a Role Resolution

• Define a new standard role, which has a connection to your SAP org. object

• Use this role for the step responsibility in your workflow

• Define the import parameter for container of this role

• It has to be an attribute of the object type in your workflow


Role parameters (definition)Role parameters (definition)

Binding from task container Binding from task container or workflow containeror workflow containerBinding from task container Binding from task container or workflow containeror workflow container

PositionPositionJobJob

UserUser

Parameter1

Parameter2

...

Role container

Role parameters (runtime)“Input”

Org. unitOrg. unit

Master dataMaster dataOrganizational planOrganizational planCustomizing dataCustomizing data

Master dataMaster dataOrganizational planOrganizational planCustomizing dataCustomizing data

Result of role resolutionPersonPerson

Role Resolution and Binding

Role resolution

Function module forrole resolution “Rules”


Role Definition With Responsibilities: Background

• Why do we need this type of role?

– The applicaton often requires the assigment of responsibilities to business objects such as ‚who is responsible for material grouping xy‘?

• What is a role of this type?

– A role that does not have to be programmed (!)

– Just configuration, no ABAP code

• How are these roles defined?

– Definition of role parameters (container)

– Responsibilities (positions, organizational units, users, etc.) can be defined for values or value ranges of the parameter


Role Definition With Responsibilities: Example

Mr Smith

Position:Administrator 2in HR dept.

Ms Jones

Position:Administrator 1in HR dept.

Employee names A - K

Employee names L - Z

Reponsible for

Reponsible for


Role Definition With Responsibilities: Implementation

Role container definition

Container element Data type Description

element Char 1 First letter of last name

Responsibilities (or areas of responsibilities)

Value from Value to Description

A K Employees from A to K

L Z Employees from L to Z

Mr Smith

Ms Jones

Assigments


Pick Receiver

for next stepTask TS30200146

Task Container:

Import: TaskID TS500000xy

Export:SelectedObjectList

Workflow Container

Agent_list

Responsible agent: Expression:

Agent_list

List ofpossibleagents

Next dialog step

Task TS500000xy

Pick Recipient at Runtime

• For this on-line feature you need 2 steps in a workflow


Procedure to Select the Work Item Receiver

First:

Find possible agents(For a general task everyuser is a possible agent)

Second:

Evaluate the Step Role Resolution

Fourth:

Remove all excluded agents from the recipient list

Third:

Evaluate the TaskDefault Role, in case there is no step role

If a user was determined by the role and s/he is also a possible agent, then this user is a recipient.If a user was determined bythe role and s/he is not a possible agent, all possible agents will get the workitem


Routing: Summary

• Roles are used for finding the responsible agents

• During runtime the role resolution will determine one or more responsible agent(s) for a work item

• Some roles are supplied by SAP

• You can create your own roles

• Roles definition using- SAP organizational objects

- Responsibilities

SAP Workflow Course

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11 01 routing

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