Process controlled Workflows

[Former Member]

Hi Sap Gurus,

We are using SAP SRM 7.01... Can anyone tell me the configuration settings for Process Controlled workflows...

and please clarify that earlier we used to activate workflows in application controlled workflows... in the same way do we need to activate anything here in process controlled workflow??? and what is the use of BRF??

Thanks in advance

[Former Member · Accepted solution]

Hi Sanjay,

Please go through the below article which will give you in depth information about process controlled (BRF) workflows.

http://scn.sap.com/docs/DOC-34254

Coming to activation, please go through the below thread.

http://scn.sap.com/thread/3292971

Some useful info about workflows :

The SAP SRM workflow enables you to perform approvals of documents

electronically. Depending on your document data and your configuration settings,

the system determines the necessary approval and completion steps, as well as the

required approvers.

Application-Controlled Workflow

The existing workflow environment from SRM 5.0 and lower – the Application Controlled Workflow – is still supported with SRM 7.0. The concept of this workflowengine is that there are multiple workflow templates, each linked to exactly one business object with its own specific workflow features. For example, WS10000031 controls the two-step approval of shopping carts, while WS140000089 is used for a one-step approval of contracts. As you may often want to utilize different approval processes for each document, start conditions determine which workflow needs to be started.

Note: The figures above shows a simplified picture. For example, in the Application Controlled Workflow, there is also a “Changed” event.

Process-Controlled Workflow

The Process Controlled Workflow was introduced with SAP SRM 6.0 (which was delivered to only a few customers). As of SRM 7.0, the Process-Controlled Workflow is the recommend workflow, as this workflow concept offers enhanced features and will be developed further, while the Application-Controlled Workflow only remains in support.

The Process-Controlled Workflow is based on a generic workflow template. The detailed approval procedure is determined via the Process Schema. The process schema itself utilizes the SAP Business Rules Framework (BRF) to evaluate rules and expressions that operate the single workflow.

Configuration steps for the Application-Controlled Workflow:

1. Perform basic workflow customizing to enable the SAP workflow engine.

2. Activate event linkage: Select the workflow template(s) that best reflects your

business needs (or create your own template) and activate it.

Assign agents to the tasks: Select the tasks belonging to the workflows you want

to implement and assign the potential processors (approvers) to these tasks.

3. It is likely that you will need more than one workflow per business object.

Maintain start conditions to determine which workflow needs to be started

depending on conditions, for example, total value or account assignment.

In general, it is mandatory that each business object has status Approved even if you

do not want to utilize document approvals at all. This means you have to activate all

workflow templates for automatic approval (system approval) for all of the SRM

documents involved in your business processes.

Hint: If you need further information about the configuration of the

Application-Controlled Workflow, please check the (IMG) documentation

or the SRM 5.0 training materials.

Note: Even if you decide to use Process-Controlled Workflow in general,

there are a few workflows still on the old technology:

WS10400022 – Contract Alert Workflow

WS10000192 - Approval Workflow for Internal Users

WS10000209 - Approval workflow for new bidder/supplier

WS10000093, WS10000100 - Procurement Card Approval

WS14500001, WS14500007, WS14500019 - PO Response Workflows

Configuration steps for the Process-Controlled Workflow:

1. Perform basic workflow customizing to enable the SAP workflow engine (same

procedure as with the Application-Controlled Workflow).

2. Activate Start Event Triggering for generic workflow template WS40000014 and

generalize some tasks.

3. Define Process Schema (with potential multiple levels) to model your workflow

process flow.

The Business Rules Framework (BRF) provides events and expressions to

evaluate which process schema needs to be evaluated and which process level

needs to be executed. There is a multiple linkage between process schema and

BRF events and expressions.

SAP provides pre-defined events and expressions, as well as sample BC sets

(Business Configuration Sets) for some approval procedures across all SRM

business objects.

Process-Controlled Workflow Configuration Details

IMG > SRM > SRM Server > Cross application basic settings > Business workflow > Process controlled workflow

Selection of Workflow Framework: In this area, you can switch from the (old)

Application-Controlled Framework to the Process-Controlled Framework. The

selection is done based on the business objects. However, it makes sense to

decide in general about your framework.

Basic Workflow Customizing: This enables the SAP Business Workflow

engine. These settings are necessary in general and do not depend on the

workflow framework.

Event Trigger Confirmation: In this Customizing activity, you define that the

main workflow approval process template (WS 40000014) can be started with

an event.

Generalize Tasks: Set all tasks of task groups TG 40000003 and TG 40000007

as “general”. This is necessary for single-dialog and background steps.

Optional: Check Event Trigger Linkage and Task Consistency: Validate the

event-trigger and task-generalization settings from the preceding steps. This is

optional.

Copy BRF Objects: There are SRM-specific Business Rules Framework (BRF)

objects. With this activity, you copy them from client 000 to your client.

Regards,

Govardhan