1] Question: What is the Workflow basic Customizing?
Answer: Before you can use the Workflow module, you must first execute the basic Customizing in transaction SWU3.
All of the listed points should be green (the number range for customer tasks is no longer required). A detailed
description of the activities is provided in the relevant information buttons. You can also execute some (but not all)
of the points using the Automatic Customizing button. See the online documentation for an exact description of
what happens there. The RFC destination must work correctly and the user (usually WF BATCH) should have
the SAP_ALL profile.
[2] Question: What options do I have as a user to configure the inbox individually?
Answer: You have the following options:
o You can create separate user-dependent or user-independent layouts so that you can adapt the displayed columns
individually.
You can access the function in the Workplace via an application function key.
o You can set filters to set certain criteria for individual columns or several columns simultaneously, according to which
specific work items are then filtered.
o You can add dynamic columns in the layout that then display dynamic elements for certain tasks and users from the
work item container. However, this is only possible if all tasks in the inbox belong to just one task. If they have
several tasks in the inbox, filtering serves no useful purpose because all tasks are first completely read once. You
can define these dynamic columns using transaction SWL1.
[3] Question: What does the substitute rule system look like in the workflow?
Answer: You have a choice of two different substitute rulings:
o Active substitute ruling (for example, for absence due to vacations): In this case, the items belonging to the absent
person are automatically assigned to the substitutes inbox (in addition to his own work items).
o Passive substitution (for example, for absence due to illness):
the substitute must explicitly assume the substitution and can only view the items of the absent person in this mode.
[4] Question: How can users be automatically notified that new work items are available for processing?
Answer: Unfortunately, the dialog box that informs users of new work items which appears in SAPoffice is not available within SAP Systems. However, the following two options are provided:
o In the Workflow Builder, you can designate the item as an express item via additional data. The user then receives
a corresponding express dialog box.
o The RSWUWFML report is a more flexible option. This report sends an e-mail to an external Internet address to
notify the user of new work items.
[5] Question: Can I set deadlines for the latest processing of work
items?
Answer: This is where you can use deadline monitoring for work items. In the Workflow Builder, you can set dates for a requested/latest start/end date for each individual step. You must schedule the SWWDHEX job via transaction SWU3
for this. Schedule the job permanently in the production system otherwise it is difficult for the job to schedule
individual deadline monitoring scenarios when workflow is heavy.
[6] Question: Can I also execute work items with external programs such as Outlook?
Answer: You can use the Web GUI for HTML instead of the Windows GUI. However, note that some functions do no work in the WEB GUI, due to technical restrictions in the browser. SAP also provides interfaces which allow you to process work items with external programs such as Lotus Notes or Microsoft Outlook.
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