Job aid for the SAP Workflow basic information

Workflow management consists of the automation of business procedures during

Which documents, information or tasks are passed from one participant to another
in a way that is governed by rules or procedures.

T-codes:
Below transaction codes commonly used for Workflow.
TCODE Description
SWDD Workflow Builder
SWE2 Event Type Linkage
SWEL Display Event Trace
SWELS Switch on/off trace
SWU_OBUF To refresh workflow buffer
SU01D User Maintenance (to check modification in roles)
SBWP Workflow Inbox - The Business Workplace
SWUE To trigger event for workflow
SWO1 To debug workflow
swu3 Automic Workflow Customizing
SWIA To forward work item/Logically delete work item
PPOMW Maintain organizational plan
PPOSW Display organizational plan
SWI5 Workload analysis
SWPR To restart workflow after error
SWDC Maintain Administration Data

BOR (Business Object Repository):

BOR Description
BUS2009 / ZBUS2009 Determine approver based on costobject(PR Workflow)
BUS2012 / ZBUS2012 Purchase Order
BUS2032 / ZBUS2032 Subtype for business object (Sales Order)
BUS2081 / ZBUS2081 Cancelled / rebilled Invoice
BUS2091 / ZBUS2091 Service Entry Sheet
BUS2105 / ZBUS2105 Change in approver
BUSFIN01 / ZBUSFIN01 Balance Reconciliation Approval
ZCWM/BUS17 Custom Object for Mtech2SAP
ZFACTDEADL Factory calendar based Deadlines
FIPP / ZFIPP Park document sub type
ZMDMCOREMD Manual core data request
ZMDMCUSREQ MDM Customer Request
ZMDMMANGIN Manage Information request
ZMDMMATREQ Business Object for Material create/extend/maintain
ZMDMVENREQ MDM Vendor request
BUS2121 SRM - Shopping Cart
ZCL_MDM_TCP_WF Counterparty CRUD Workflow

Workflow templates:
Process
Workflow Description
Area
RTR 90000004 Balance Reconciliation Approval Workflow
PRTP 90000010 Purchase Order Approval
PRTP 90000009 PR Line Item Based Approval Workflow
PRTP 90000080 Service entry sheet
PRTP 90000008 Non PO Invoice approval workflow
PRTP 90000085 Down payment Workflow
OTSC 90000001 Free Of Charge
MDM 90000084 TCP Workflow
MDM 90000047 Material Create subworkflow
MDM 90000052 Material Maintain
MDM 90000053 Material Extend
MDM 90000036 Vendor Create Request Workflow
MDM 90000034 Workflow for Maintaining Vendors
MDM 90000040 Vendor Master Extend New
MDM 90000042 Customer Master Create
MDM 90000044 Workflow for Maintaining Customers
MDM 90000049 Workflow for Customer Extend Request
MDM 90000048 Material Create
MDM 90000027 Dispute case request
MDM 90000132/3 Mro material create
MDM 90000084 Counterparty CRUD Workflow
Approver/Agent Z tables:

In below list of Z tables, the approver’s id is maintained for the workflow.

Approver table Description

ZPAP_FIPP_APPROV Approvers for Parked Invoice document
ZPAP_APPROVERS Approvers and Reviewers for Parked Invoice document
ZPAP_DP_PROCESSR PO Down Payment Processors/Approvers
ZPAP_DOWN_PAYMT PO Down Payment Transactions Table
ZPAP_INV_APPR AP Invoice Processor/Approver
ZPRO_PO_APPROVER Purchase Order Aprrovers (USD)
ZPRO_DEFAULT_APP Default approver for Purchase Requistion approval.
ZPRO_SESWF SES Threshold & Approver Details
ZPRO_DEFAPPROVE SRM - Default approver for Shopping cart workflow
ZPRO_SHP_APPROVE SRM - Sched. Criteria for Approval Objects in Shopping Cart
ZMDM_CUS_APPR Customer master Approver/data maintainer
ZMDM_CUS_CO_AG Customer Master- A/R Agent determination(Based on comp code)
ZMDM_CUS_COMM_AP Customer Master Commercial approver
ZMDM_CUS_FIN_AP Customer Master Financial approver - Bank
ZMDM_MAT_APPSORG The approvers by Sales Org & wf stage for material request
ZMDM_MAT_BU_APP Agent for Material request based on BUnit/sal org/wfstage
ZMDM_MCMD_AGENT Agent Determination for MCMD reques
ZMDM_TCP_APPR_AG TCP Data Approver/Maintainer/Confirmer Agent
ZMDM_TCP_BUS_AG Counterparty Business Approver Agents
ZMDM_VEN_BA Business Approver agents of Vendor Request
ZMDM_VEN_BUAGENT Agents for DA, DM & DR Stages of Vendor Request
ZMDM_VEN_PORG_AG Purchasing Org. Agents for vendor master workflow

Note: We often receives the issue from RTR/PRTP team Basically like the User is not receiving
the workflow or workflow not flowing to my inbox.
Soln: we need to check the user id is maintained in the above list tables, if not than we suppose
to ask functional team to maintain in table with appropriate data.
Ex: Park Invoice document is not receiving for the approver in user’s SAP inbox .
So check in approver table ZPAP_APPROVERS agent id by providing the user id.
Activate the Event linkage:
Incident may arrives like, we have to activate the ECC Workflow event linkage directly in
production.
Step1: It has to be activated via the below FM- SWB_EVENT_LINKAGE_ACTIVATE by passing the
Workflow template and the below Input parameters (we will get this info in Incident).
Wait for few mints.

Step 2: T-code PFTC and provide the Workflow template number as like below.
Click the triggering events tab and check the event is activate or not.
Forwarding / Deleting Work items:

Request we get from the functional team to forwarding the work items or deleting the
workitems .

Forwarding the Work items:

Ex: for the PO:
Steps 1: Go to T-code SWI6, provide the PO Business object listed in above and the PO number
at key and select All Instances and execute it.

Step2: check and click to “In process” Workflow pending for approval.
Click to the display Workflow log Icon highlighted below
Step3: check the agent pending with existing approvers below.

Steps 4: click with the “list with technical details” Icon

Steps 5: drag down till you find the approval required steps ( this will be in Ready or In process
status ) and This Work item type will be “Dialog step “ . Note down the corresponding Work
Item number highlighted below.

Steps 6: Go to T-code SWIA (Work item Administration). Place the work item number and
execute.
Steps 7: Select the Workitems which needs to forward and select the “Administration Forward”
Icon, popup window for User will appear, So now we can provide the concern User ID to
forward the work item.

Successfully Notification will be appeared Once it done.

Logically Deleting the Work items:
Follow the Steps 1-6 same as above to get the workitem number.
Select the work items which needs to take action for logically delete / manual execute the work
items.
Select Menu -> Work items  take the action to delete workitem .

Note: we can also delete the workitems from the user’s SAP inbox.
Go to T-code: SWI5 and select the US (User) , give the user id , select “Workitem to be
complete” and F8.
Click on the work item, which needs to be delete from user’s Inbox
Select the GOTO -> Technical Work item display as highlighted below.
EDIT -> Change

Logically delete can be done by Execute it as highlighted below.

Debug the Workflow:
In case Needs to debug a specific step in a workflow definition which got error in Workflow log.

Ex: Issue with the approval list for PO, we need to find how this approval/agent id fetching.

Select the get approval step from workflow log like as below for PO.

Double click on the Task and find the appropriate Object type and method used for that steps
like as below.
Using transaction SWO1: Give type BOR and click display (It works for ABAP classes in nearly
the same way).

Go to the method that you want to debug.

Test the class and create an instance. You should copy the object's key from the Workflow’s
task container.
Execute the method, maybe you have to enter additional input parameters for the method.

This way we can able to debug the specific Steps of the Workflow log.

Additional for Workflow Information:

http://saptechnical.com/Tutorials/Workflow/Workflow.htm
Book to refer: ABAP Development for SAP Business Workflow.

Add following role under Tartan Application name for Workflow

Authorization.