Setting Up SAP Business Workflow (SAP Library - Basic Settings for SA...

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Setting Up SAP Business Workflow

Use
You have to perform some standard Customizing for SAP Business Workflow.
For more information, see the Implementation Guide (IMG).
You need to execute the following transactions:

Supplier Relationship Management SRM Server Cross-Application Basic Settings SAP Business
Workflow Maintain Standard Settings for SAP Business Workflow

Supplier Relationship Management SRM Server Cross-Application Basic Settings SAP Business
Workflow Activate Standard Tasks

If the workflow is not working as expected, refer to SAP Note 322526, Analysis for workflow problems.

Prerequisites
You have created your organizational structure. We recommend that you map your enterprise structure at least at
departmental level. See Creating the Organizational Plan.
Before you can assign processors to standard tasks, you must have created the relevant users or regenerated the roles,
as appropriate. See Regenerating Role Profiles.

Procedure
...

You activate the specific workflows by activating the event linkage.

Activate the event linkage of those workflows that you want to use in your scenario.
See Implementation Guide (IMG): Supplier Relationship Management SRM Server Cross-Application Basic
Settings SAP Business Workflow Perform Task-Specific Customizing
a.

Expand the SRM folder

b.

Expand the SRM-EBP folder

c.

Go to folder SRM-EBP-WFL

d.

Click on the link Activate event linking associated with this folder.

Workflows with delivered Start Conditions:

Event Linkages and delivered Start Conditions per Workflow listed according to Business Objects (by Delivery)
Business Object

Triggering Event(s)

Workflows
belonging to
Business Object

Event Linkage
(by Default)
Activated

Start
Conditions
(by Default)
Activated

BUS2121
(Shopping Cart)

SAVED

WS10000060
(auto approval)

No

No

WS10000129
(one-step approval)

No

No

WS10000031
(two-step approval)

No

No

WS10000276
(spending limit
approval)

No

No

WS14000044
(completion by
purchaser)

No

No

1) 2)

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Business Object

Triggering Event(s)

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Workflows
belonging to
Business Object

Event Linkage
(by Default)
Activated

Start
Conditions
(by Default)
Activated

BUS2201
(Purchase Order)

BUS2209
(Purchase Order
Response)

BUS2203
(Confirmation)

BUS2205
(Invoice)

BUS2000113
(Contract)

BUS2202
(Vendor Bid)

SAVED/
CHANGEVERSIONSAVED

SAVED

SAVED

SAVED

SAVED/
CHANGEVERSIONSAVED

TOBEACCEPTED

WS14000075
(auto approval)

Yes

No

WS14000089
(one-step approval)

No

No

WS14500001
(auto approval)

Yes

Yes

WS14500019
(transfer by
purchaser)

Yes

Yes

WS14500007
(mail if POR differs
from PO)

No

No

WS10400002
(one-step approval)

Yes

Yes

WS10400009
(two-step approval)

Yes

Yes

WS10400010
(auto approval)

Yes

Yes

WS10400020
(administrator
approval)

Yes

Yes

WS10400016
(auto approval)

Yes

Yes

WS10400017
(one-step approval)

Yes

Yes

WS10400018
(two-step approval)

Yes

Yes

WS10400021
(administrator
approval)

Yes

Yes

WS14000086
(auto approval)

Yes

No

WS14000088
(one-step approval)

No

No

WS79000010
(auto approval)

Yes

No

WS79000002
(one-step approval)

No

No

1) 2)

1)

start condition activation is required, if several workflows are assigned to the same business object and triggering
event
2)

if you activate a start condition, the event linkage of the related workflow is activated automatically

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If an event linkage is activated and the corresponding start condition is not activated, the workflow is
started every time the event occurs (and the start condition rules are not followed).
Workflows without delivered Start Conditions:
You can use the following workflows too (optional):
Business Object
(BO)

BUS2121
(Shopping Cart)

Triggering Event(s)

SAVED

Workflow
Template

Event
Linkages
(by Default)
Activated?

Start
Conditions
Required?

WS14000109
(n-step spending
limit approval)

No

Yes

3)

WS14500015
(line-item
approval)

No

Yes

3)

WS14000045
(delete SC item
after application
error)

No

No

WS10000202
(transfer PM
requisition)

No

No

WS10000215
(resubmit SC
item by
administrator)

No

No

BUS2201
(Purchase Order)

SAVED/ CHANGEVERSIONSAVED

WS14000145
(n-step approval)

No

Yes

BUS2209
(Purchase Order
Response)

SUBMITTED

WS14500017
(alert POR
expected)

No

No

BUS2205
(Invoice)

ERRORINVOICETOBEPROCESSED

WS14500020
(error correction)

Yes

No

BUS2000113
(Contract)

ALERTBUSINESSWAREHOUSE

WS10400022
(contract alert)

No

No

BUS2200
(Bid Invitation)

EXTERNALAUCTIONSTARTED

WS14000091
(alert WFL)

No

No

BUS1006200
(Business Partner)

COMPLETED

WS14000043
(auto approval)

Yes

No

WS14000030
(one-step
approval)

Yes

No

WS14500021
(BP locked)

Yes

No

WS10000093
(one-step
approval)

No

No

BBP_PCARD
(Procurement
Card)

APPROVECHARGES1

3)

3)

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APPROVECHARGES2

WS10000100
(two-step
approval)

No

No

SAVED

WS10000192
(approve new
user)
Depends on IMG
setting Set
Approval
Indicator!

No

No

NEWPASSWORD

WS10000223
(approve new
password)
Depends on IMG
setting Set
Approval
Indicator!

No

No

BUS2203
(Confirmation)

RETURN

WS10001048
(notify vendor at
good return)

No

No

BUS22101
(Request for
Bidder
Registration)

CREATED

WS10000209
(approve vendor
or bidder)

No

No

BUS4101
(User)

3)

create and activate start conditions, if several workflows are assigned to the same business object and triggering
event
You must define start conditions for some of the workflows before you can execute them.
The start conditions are shipped by SAP by default in such a way that the workflows are executable. However, you can
change the start conditions to fit your requirements.
For more information, see the Implementation Guide (IMG):
Supplier Relationship Management SRM Server Cross-Application Basic Settings SAP Business Workflow
Define Conditions for Starting Workflows

The delivered or changed start conditions must be activated I order that the workflow runs!

If multiple approval workflow types are activated for a specific procurement scenario (via event linkage),
you must prevent these workflows from starting together. You do this by activating the delivered start
conditions or by defining your own start conditions!
SAP recommends modifying the delivered start conditions to suit your requirements.
If you define new start conditions, you must take into account that the start conditions editor uses the rules
of Boolean logic. This means that the status that is defined in one start condition is to appear in the reverse
form in the other start condition. This ensures that the other condition always shows False when the first
one shows True.
Example:
Approval Workflow for Purchase Order or Change Version of the Purchase Order:
Workflows WS14000075 (auto approval) and WS14000089 (one-step approval) react to the same event:
Save the change.
If the start conditions are not activated, both workflows start together immediately the change version is
saved.
Therefore, the start condition Workflow-Start WS14000075 defines clearly the prerequisites for starting

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Workflow WS14000075 - the start condition Workflow-Start WS14000089 defines exactly the reverse
circumstances under which only Workflow WS14000089 starts.
This ensures that a workflow always starts, but never both together.
You have to assign processors to some standard tasks.
If you want a certain group of persons to be able to approve your work items, you must specify all the possible
processors for the task in question. For example, tasks TS10008069 and TS10008127 for standard two-level approval
and task TS10008126 for single-level approval. These tasks are normally assigned to the manager role. If required, you
can, however, specify these processors differently.
Implementation Guide (IMG):
Supplier Relationship Management SRM Server Cross-Application Basic Settings SAP Business Workflow
Perform Task-Specific Customizing
a.

Expand the SRM folder

b.

Expand the SRM-EBP folder

c.

Go to folder SRM-EBP-WFL

d.

Click on the link Assign Agents associated with this folder.

You will find a complete list of workflows in the SAP Enterprise Buyer documentation:
Tasks for System Administrators SAP Business Workflow Technical Information on Standard
Workflows
You have to assign a processor to the following tasks:
Task
(Description)

Used/ Usable in Workflow

Processor
(Type of task Agent Assignment)

TS10007947
(approve charges of P-Card)

WS10000093

General task

TS10008024
(approve new user)

WS10000192

Manager role or Administrator

TS10008054
(approve new password)

WS10000223

Manager role or general task

TS10008061
(ask whether requester accepts
rejection of SC)

WS10000265

General task

TS10008069

WS10000031

Manager role or general task

TS10008109
(approve vendor or bidder)

WS10000209

Administrator or purchaser

TS10008125
(approve new user)

WS10000192

Manager role or general task

TS10008126
(approval task in one-step approval
of SC)

WS10000129

Manager role or general task

TS10008127

WS10000031

Manager role or general task

WS10000265

Manager role or general task

st

(1 approval task in two-step

approval of SC)

WS10000276

nd

(2 approval task in two-step

approval of SC)
TS10008212
(check SC by reviewer)

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TS10008214
(approval task to insert in approval
of SC)

WS10000271

Manager role or general task

TS10107914
(present changes in SC to
requestor)

WS10000031

General task

TS10407914
(approval task in one-step approval
of GR)

WS10400002

Manager role or general task

TS10407915

WS10400009

Manager role or general task

TS10407916
(check GR by reviewer)

WS10400011

Manager role or general task

TS10407917
(approval task to insert in approval
of GR)

WS10400008

Manager role or general task

TS10407918
(approval task to insert in approval
of INV)

WS10400014

Manager role or general task

TS10407919
(check INV by reviewer)

WS10400015

Manager role or general task

TS10407920
(approval task in one-step approval
of INV)

WS10400017

Manager role or general task

TS10407921

WS10400018

Manager role or general task

WS10400009

Manager role or general task

WS10400018

Manager role or general task

TS10407924
(administrator approval task for
GR)

WS10400020

Administrator

TS10407925
(administrator approval task for
INV)

WS10400021

Administrator

TS10407926
(check CTR in alert workflow)

WS10400022

General task

TS10407972
(change rejected SC)

WS10000031

General task

TS14007938
(present changes to creator of SC)

WS10000060

WS10000060

st

(1 approval task in two-step

approval of GR)

st

(1 approval task in two-step

approval of INV)
TS10407922
nd

(2 approval task in two-step

approval of GR)
TS10407923
(2nd approval task in two-step
approval of INV)

WS10000060
General task

WS10000129
WS10000031
WS10000276

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WS14000044
WS14000109
WS14500015
TS14007942
(approve creation of vendor)

WS14000030

Manager role or general task

TS14007947
(completion task of SC)

WS14000044

General task

TS14007969
(approval task in one-step approval
of CTR)

WS14000088

Manager role or general task

TS14007970
(approval task in one-step approval
of PO)

WS14000089

Manager role or general task

TS14008026
(approval task to insert in approval
of PO)

WS14000002

Manager role or general task

TS14008027
(check PO by approver)

WS14000154

Manager role or general task

TS14008028
(send PO back to purchaser)

WS14000145

General task

TS14508055
(transfer POR data to PO)

WS14500019

General task

TS14508056
(correct erroneous invoice)

WS14500020

General task

TS79007914
(approval task in one-step approval
of bid)

WS79000002

Manager role

SC: Shopping Cart, PO: Purchase Order, POR: Purchase Order Response, GR: Goods Receipt (Confirmation), CTR: Contract, INV: Invoice

Authorization to change/ insert the approver or reviewer

In addition, you need to specify who is to be authorized to change/ insert the approver. You do this by specifying
the possible processors in the workflow template (Menu: Additional data Agent assignment Maintain). In
the SAP Enterprise Buyer system this applies to the following workflow templates:

WS10000129 - Approve shopping cart (one-step)

WS10000031 - Approve shopping cart (two-step)

WS10000060 - Workflow auto approval (shopping cart)

WS10000271 - Approval fragment for anchor

WS10400002 - One-step approval goods receipt

WS10400008 - Approval fragment to insert in approval of goods receipt

WS10400009 - Two-step approval goods receipt

WS10400010 - Workflow auto approval goods receipt

WS10400016 - Invoice auto approval

WS10400017 - One-step approval invoice

WS10400018 - Two-step approval invoice

WS10400020 - Approval goods receipt by administrator

WS10400021 - Approval invoice by administrator

WS14000075 Auto approval PO

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WS14000089 One-step approval PO

WS14000145 N-step approval PO

WS14000002 Approval fragment to insert in approval of PO

WS14000154 Reviewer workflow for PO

For more information, see the Implementation Guide (IMG):

Supplier Relationship Management SRM Server Cross-Application Basic Settings SAP Business
Workflow Perform Task-Specific Customizing

You will find a complete list of workflows in the SAP Enterprise Buyer documentation:
Tasks for System Administrators SAP Business Workflow Technical Information on Standard
Workflows
You have to assign authorization to change shopping carts during the approval process.
This is controlled by means of a role-based attribute BBP_WFL_SECURITY, and is set in the transaction PFCG on the
tab card Personalization. There are four possible levels of authorization:

High: Workflow is never restarted.

Medium: Workflow is restarted based on start conditions.

Low: Workflow is always restarted.

No: No changes to the shopping cart allowed during approval.

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