work flow example2

Workflow Configuration Steps for Cutover

On every new SAP instance some steps must be done in order to properly configure workflow:
1. Automatic workflow configuration must be run
2. SMTP connection configuration must be enabled
3. All standard tasks within custom workflows must be set to “General” where applicable.
4. Set RFC connection name in eRecruit system.

1. Automatic Workflow Configuration
The Automatic workflow configuration must be done in order to enable any and all workflow processing. A user with SAP_ALL role must do
this configuration, and some steps need to be completed on each client.
To configure workflow for a system the SWU3 transaction provides 4 main areas to configure:
1. Maintain Runtime Environment,
2. Maintain Definition Environment,
3. Maintain Additional Settings and Services and
4. Classify Tasks as General.

It is very important that the user generating the Maintain Runtime Environment has SAP_ALL role, as the WF-BATCH user is automatically
created as a step in this process, taking on the rights assigned to the sy-uname user executing the command.
If someone without proper privileges generates these steps prior, the WF-BATCH user must be removed, and then these steps re-generated
by the proper user.

Prior to generating, the Maintain Prefix Numbers (under the Maintain Definition Environment) needs to be run. The prefix numbers must be
unique for each client of instance to prevent possibilities of overwriting workflows between systems. There is a document defining these
three digit task prefix numbers, created by Nilsa Morales.

Simply select the top entry for each area and click on the Generate icon. All of the items should change from red X to green checkmarks.
There may be some exceptions, for instance, if there is not a web server on that instance, the Maintain Web Server step may not be
successful. Here is the detailed listing of the required items:
1. Maintain Runtime Environment:
· Configure RFC Destination
· Maintain Workflow System Administrator
· Maintain Active Plan Version
· Schedule Background Job for Missed Deadlines
· Schedule Background Job for Work Items with Errors
· Schedule Background Job for Condition Evaluation
· Schedule Background Job for Event Queue
· Schedule background job for clearing report

2. Maintain Definition Environment:
· Maintain Prefix Numbers
· Check Number Ranges

3. Maintain Additional Settings and Services:
· Maintain Standard Domain for Internet Mail
· Activate Send to Objects and HR Objects

4. Classify Tasks as General:

The Configure RFC Destination step generates an RFC logical destination named WORKFLOW_LOCAL_xxx (where xxx stands for the
three-digit client number).
The Maintain Workflow System Administrator step generates the WF-BATCH userID, which is used for the background processing of the
workflow engine. This user has a system-generated password, which is not viewable by anyone. As stated above, this userID will receive
the privileges of the user who configures the Workflow Engine, which should include SAP_ALL.

2. SMTP Connection Configuration
To configure the SMTP mail settings:
· SMTP Connection:
· Set up SAPConnect settings using SCOT transaction
· Set up the Job to send the e-mails out to the recipients (only in Production) using SM36 transaction

3. General Task Settings Standard Tasks
The workflow administrator must change the configuration for any standard tasks that should have the General Task setting.
This normally affects custom workflows that include SAP provided standard tasks that require agents. SAP Note number 72715 explains that
these configuration settings are not transported, therefore need to be done on each client.
These changes should be made through the PFTC transaction.



Task ID Task Name Containing Workflow
TS90000022 Release of Contract ZWF_PC_REL
TS20000173 Release of Contract Cancelled ZWF_PC_REL
TS90000016 Release PO ZWF_PO_REL
TS20000161 Notify Initiator that Req Rejected ZWF_REQ_REL



4. Set RFC Connection Name in eRecruit System
A variant contains the name of the RFC connection from the eRecruiting system to the R/3 system in order to enable access to the
organization structure. Within eRecruiting systems, execute ZH01, and retrieve the SH_RFC_EMAIL variant and modify the RFC Connection
name, and resave the variant. The RFC name should match the RFC connection defined in the eRecruiting system that connects to the R/3
system where the organization structure resides for that environment. For example, within DH1 the RFC name is DR1CLNT100 and within
QH1 the RFC name is QR1CLNT200.