Operation and Connection to Application Functionality

Purpose

You use this process if you want to test or demonstrate workflow functions.

Demo example for notification of absence in IDES

The scenario described can run between the users WF-MM-3 (leave applicant) and WF-MM-4 (superior) in IDES.

Both users hold positions that are assigned to the organizational unit US Purchasing. The position of the user WF-MM-4 is the chief position of this organizational unit. It is described by the job head of department, the activity profile of which includes releasing notifications of absence.

The IDES system may contain other workflows (from the workflow tutorials) processing the same notification of absence.

If you run through the scenario, you must ensure that you only execute the work items for SAP workflow WS30000015 .

Prerequisites

You have made the settings described in the section Preparation and Customizing .

Process Flow

A user enters a notification of absence.

This is carried out from the transaction accessed by following the path Tools ® Business Workflow ® Development ® Environment ® Demo: Fill Out Form.

Entering a notification of absence and creating an event

The action of entering (and saving) a notification of absence creates a new object of the object type notification of absence and automatically generates the event created for this object type. The event container of this event contains:

  • The reference to the notification of absence entered in the element _Evt_Object
  • The user name of the applicant in the form US<UserName> in the element _Evt_Creator

This event is the triggering event of the workflow template for processing a notification of absence.

Approving a notification of absence

The user you entered as the holder of the position designated as chief position finds a work item in their workflow inbox, which represents the standard task Approve notification of absence. They approve or reject the notification of absence by executing this work item. Attachments can be appended to the work item explaining any reasons.

Important: The processing of this work item must completed at the end using the function Set to 'Done'. (This is declared as a property of the underlying task.)

The decision made by the superior determines how the workflow progresses. If the request is rejected, the leave applicant must make the next move.

Additional information about this step

  • Deadline monitoring

This step is subject to deadline monitoring. If the superior has not started processing the request within 5 minutes, the leave applicant is notified as the message recipient for missed deadline.

This is defined in the description of the step within the workflow definition.

  • Selected and possible agents

According to the settings you made in Customizing, all employees (= possible agents) whose activity profile is described by the job head of department (or another job you chose) can in principle approve the notification of absence. However, this decision is to be made only by the head of department (= recipient) who is the superior of the applicant in the organizational plan at runtime. The relevant person is determined from the organizational plan of the company via rule resolution.

Applicant's decision on how to continue

If the superior rejects the notification of absence, the leave applicant is asked to decide whether they want to revise or withdraw it.

Additional information about this step

  • Withdraw notification of absence

If the applicant decides not to revise the notification of absence, the rejected notification of absence is deleted in a background step.

This terminates the workflow.

  • Revise notification of absence

If the applicant decides to revise the notification of absence, they are immediately asked to change it. Advancing with immediate dialog means that this functionality can be offered without the applicant having to select a work item in their Business Workplace.

What next?

If the applicant has decided to revise their notification of absence, it is resubmitted to the superior for approval.