workflow knowledge sharing session

8/4/2019 Workflow Knowledge Sharing Session

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END OF MONTH ACTIVITY

1, Opening Period in MM (It is done at the beginning of every month)

1. In the command field, type transaction code MMPV, Press the Enter key.

2. Fill in the COMPANY CODE, PERIOD (the period you want to open) and FISCAL

YEAR execute and press enter.

SAPBusiness Workflow

Manual End user support and EOM Activities

This document was created for SAP CC Support staff as a guide to the

resolution of support issues.

2011

Ademola Onashile

Oceanic Bank

14/06/2011



CONTENTS

1. Deletion of overdue work items from user’s inbox.

2. Manual movement of documents from one user/agent‘sinbox to another for approval.

3. Rule Resolution

4. Reporting

5. The best way to access your Business Workplace.

6. Client copy Reactions.



1. Deletion of overdue work items from user’s inbox

In SAP, it is only the Workflow Administrator that has the right to expunge the overdue

documents from users’ inboxes and f or documents/work items to be deleted by the Workflow

Administrator; the following steps are taken:

Get a mail from either the HOD, BM or HOPs that there are overdue work items that are

to be deleted from their inboxes.

Send a reply to them to know the reason(s) for this deletion and then carry out the steps

below:

Go to the (Bolakale_y) user’s inbox through T.code : SWI5 (Workflow Analysis)



To delete the Work item IDs generated you have to use the T.code: SWWL (Delete

Workflow).



Dump the Work item ID in the ID field, however if there are many work item IDs,

use the multiple selection field to contain more than one work item ID

and click on execute. In the long run, this means that you

have only two fields to be fill in with information ( ID field and Creation Time).

2. Manual Movement of work items from users to users

The movement of documents can be actualized in two ways:(i) Conventional method, and (ii) Drilling to the last method.

(i) Conventional method : This is also called the User – based movement and it

allows for movement of a set of documents/work items from one user to another

user .It works by taking the following steps:



Go to the (Bolakale_y) user’s inbox through T.code : SWI5 (Workflow Analysis)

After executing, the system takes you to “Workload for the User screen”

Copy the Work item ID and dump in the SWIA to move to another user.



(ii) Drilling to the last method : This is also called the Document – based movement

and it allows for movement of particular document/work item from one user to

another user .It works by taking the following steps:

Display the document using FB03 for all FI’s transactions and ME23N for PRs and

POs while ML81N for Service Entries.

Click on Services for Object icon at the top left of this screen.

Click on Workflow and also Workflow Overview

Click on display workflow log icon at the top left of the screen.

Click on List with technical details icon at the top left of the screen.

Click on Expand all the selected node icon at the top left of the screen.

Copy the last work item ID under the at the top right of the

screen.

Then go to SWIA and move the document as explained above under the

Conventional Method.

3. Rule Resolution



Rule resolution is what we use to Rule Resolve all Work items that their seamless

movements are distorted and have gone into the Workflow Administrator’s inbox .

The causes of distortion in Workflows:

When HR Dept makes an authorizer’s position (HOD, BM, HOPs) vacant on the Org

Structure, all the Dept/branch’s transactions go to the Workflow Administrator’s

inbox for safe-keeping. The Org Structure can be viewed using the T.code: PPOSE.

When someone is moved by HR Dept from his former position to another position

on the Org Structure without proper maintenance of his initial Reporting line;

Workflow will be distorted and the initiator will see his documents in the new

occupant of the position. However, if the former position is still vacant: The

documents will be seen in the Workflow Administrator’s inbox awaiting correct

Diagnostic/Rule Resolution.

When a vacant position of an authorizer affects the Release Strategy Table

(Purchasing Requisition Position Assignment). The Release Strategy Table is what

drives all approvals of the MM documents (PO,PR and Service Acceptance) and it can

be accessed using T.code: - SM30. Type in ZT16FW in Table/View field and click on

the display icon. The MM consultants will have to click on

to maintain the correct position ID so that the Rule Resolution

can be done on the Work item IDs in the Workflow Administrator’s inbox.

Diagram of a Release Strategy Table or (Purchasing Requisition Position Assignment).



Steps for Rule Resolution:

Make sure that someone is properly maintained on the vacant position or make

sure that the right position ID is maintained on the Release Strategy Table or make

sure that the Reporting Structure is properly maintained.

Use T.Code SWI5 to access the Work items in the Workflow Administrator’s inbox.

Open up the Work item type (Payment Release, Release of Purchase Order, etc).

Do Cntr’l +Y to copy the work item IDs.

Use T.code SWI1_RULE (Execute Agent Rule for Work item) to open the Rule

Resolution screen.

After executing , highlight to select the Work item ID(s).

Click on Execute the Agent Rules icon to do the Rule Resolution.

The Rule resolution reduces the number of Work item iDs in the Workflow

Administrator’s inbox and Rule resolve them back to where they are supposed to

be.

4. The Best Way to access one Business Workplace



Many authorizers complain on the best way to use their SAP Business Workplace.

The diagram below will assist to access your inbox in the Right way.

Click on the SAP Business Workplace icon.

Double click on the Document type to show the number of documents/work items

under each document type.

Click on either Release/Reject icon

depending on your decision.

4. Reporting

There are several reports under SAP workflow. And they are listed below:

SWI2_DURA - Reporting -> Work item analysis -> Work Items By Processing DurationSWI2_FREQ - Reporting -> Work item analysis -> Work Items Per Task

SWI5- Reporting -> Workload Analysis

SWI2_DURA - Reporting -> Work item analysis -> Work Items By Processing Duration



To generate this report follow the steps below in the diagram:

SWI2_FREQ - Reporting -> Work item analysis -> Work Items Per Task




You can select for the Task field from the listed Task ID listed below:

TS99900124 Invoice,

TS00407862 Payment Release

TS99900112 Service Entry,

TS99900155 Purchase Order

TS20000159 Purchase Requisition



SWI5- Reporting -> Workload Analysis


5. Client Copy Effect

After the Client copy is done, the Workflow Administrator will have to check if the Workflows

are not deactivated.

Use the T.code SWU3.

Click on this to take you to the RFC pointer.

If the Configure RFC Destination is ticked Green , it

means that the Workflows are okay but if it is Red, you double click on the Red

marked Configure RFC Destination and it brings up the W-F Batch password

field to change. Changing the password makes the workflows activated.

workflow knowledge sharing session

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