MINIPPS Community Marketplace – App4SAP User Guide

WORKFLOW

SUPPORTING

NON-SAP

USERS User Guide

Contents What it does? 1

What business process it solves? 1

SAP system 1

Functional specification 2

Cockpit 2

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Outbound mail flow 6

Inbound mail flow 6

How to use the app 8

How to install 8

Author:

Lior Tabib

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Workflow supporting non-SAP users

What it does?

This mini application allows the following:

1. Use SAP standard Business Workflow with non-SAP users.

What business process it solves?

In SAP ERP when using standard Business Workflow only SAP users can Approve/Reject activity steps. Even if a mail is sent to approve, SAP checks that the reply is from a valid user.

A tool to allow workflow for a non-SAP users in required.

SAP system

SAP ERP ECC6, any support package.

SAP system connected to outbound mail server.

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Functional specification

Cockpit

ZFWF cockpit (Use transaction Code ZFWF).

Outbound Class

Button calls class Z_FREE_USER_BUSINESS_WORKFLOW. It is the class that handles the outbound processing of the task. This class called by the Workflow Task Exit class.

It sends mail to the emails listed at the distribution list assigned to the workflow's task (or the list gathered at the customer's Class Exit ABAP code).

Inbound Class

Button holds the class (Z_FREE_USER_BUSINESS_WORKFLOWI) that is called when a new mail in received by your SAP ABAP system. See transaction code SCOT, choose Settings->Inbound Processing

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Workflow Task Exit

Button holds the class (ZZCL_DEMO_WORK_ITEM_EXIT) that have to be added in any SAP Business Workflow step that needs to be extended to support non SAP users.

This class should be added to

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And add the class to the Program Exit list

The maim code that is relevant to our solution is in method AFTER_WI_CREATION. The class Z_Free_User_Business_Workflow, method After_Wi_Creation is called from there with the IF_WAPI_WORKITEM_CONTEXT class data.

Inbound Mail Log

Button shows the inbound mails that were received in your system and handled by the Z_FREE_USER_BUSINESS_WORKFLOWI class.

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Flight Model

Button open a workflow demo for flight data.

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Outbound mail flow

Send mail to distribution list with document attached and approval HTML form.

All devices are supported.

Inbound mail flow

Inbound mails from FWF process are handled by dummy workflow user, to activate an action for the workflow step.

Mail body content also sent to the action step.

HR setting

This step is only an advanced recommendation for implementation the ZFWF solution with complex agent assignment (usually when using transaction code OOCU_RESP to set the responsibility and using PA30 to set the employees).

If you choose to use HR entity (Rule / Job / Organizational Unit…) to decide your approver – see SWDD, and double click your workflow step

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You may have an HR person that you want to approve your workflow. If this employee has no SAP user – you must link a generic SAP user and also link an email in the HR master data communication infotype (infotype 0105).

To do this, use the marked customization blow

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Need more assistant? Consulted an HR consultant (in general, we have just added at ,

-> -> ->

)

How to use the app

1. An SAP SFlight – WorkFlow model scenario included in the installation pack. 2. Ask your local workflow consultant to use any standard workflow and add user decision

step with Class Exit that sends mail. Use MINIPPS support for that step.

3. Customize you inbound mail (see our installation guide). 4. Any business scenario that activate the workflow would trigger eventually the mail out and

in to allow external approvers.

How to install

1. There is a change request transports for this mini application (LDVK940284: ZFWF: Free users business workflow).

2. Implement the mini application transport (LDVK940284) to your system with your SAP BASIS team or use MINIPPS free mini application Uploading transport from local files.