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Process-Controlled Workflow Settings

In this section, you define the business process configuration for process-controlled workflows. For example, you model your approval processes and define how the agents responsible for approving documents are determined.

You have checked if the Business Rule Framework (BRF) events and BRF expressions needed to evaluate process schemas and process levels are available in the system, or you have created new events and expressions as required. NOTE For a list of BRF expressions delivered with SAP Supplier Relationship Management (SAP SRM) and descriptions on how you can use them, see SAP Service Marketplace under 7.0 . End of the note. SAP SRM Server 7.0 Workflow Guide SAP SRM

To configure process-controlled workflows, you must perform the steps described below. You can find these steps in Customizing for SAP SRM under SRM Server . Cross-Application Basic Settings Business Workflow Process-Controlled Workflow Business Process Configuration Filter Value Definition Define filter values for the Business Add-Ins (BAdIs) Define Agents (/SAPSRM/BD_WF_AGENTS) and Define (/SAPSRM/BD_WF_REVIEWER_RULE) to determine which user is assigned to a process level. Approval Process Definition In the Customizing activity Define Process Levels, you define process schemas for each business object. Process schemas contain all possible process levels of an approval process for a specific business object. You can define more than one process schema per business object. Each business object is assigned a BRF event. Using the BRF expression assigned to this BRF event, the system determines the correct process schema. NOTE If you use Business Configuration Sets (BC Sets) to set up your approval processes, you do not have to perform this Customizing activity. For more information, see Business Configuration Sets for SAP SRM. End of the note. For each process schema, you define the necessary process Level type: Approval with completion: Document check by a specialist; document changes allowed. Approval: Financial approval; by default, document changes are not allowed. Automatic: System decision; automatic approval or automatic rejection, depending on configuration.


levels. For each process level, you specify the following:

Note that completion levels always run before approval levels.

Responsibility resolver name and responsibility parameter that you have defined as filter values for the BAdI Define Agents. For information on the values you can use, see the BAdI documentation. Evaluation ID: the BRF event to be used to evaluate the process level. Whether or not the process level is performed depends on the result returned by the BRF expression assigned to this BRF event.

Task ID: Assign a workflow dialog task to each process level. Tasks contain the text for the work item that the responsible agents receive. The following tasks are available:

Business Object

Task ID 40007980

Task Name SRM Contract Approval Accept Decision / Adjust Document Revise Document Review Document SRM Shopping Cart Completion SRM Shopping Cart Approval (1) SRM Shopping Cart Approval (2) Accept Decision / Adjust Document Revise Document Review Document SRM RFx Completion SRM RFx Approval Accept Decision / Adjust Document Revise Document Review Document SRM Purchase Order Completion SRM Purchase Order Approval Accept Decision / Adjust Document Revise Document Review Document SRM RFx Response/Bid Approval Revise Document Review Document

Contract (BUS2000113)

40008003 40007997 40107926 40007952 40007953

Shopping cart (BUS 2121)

40007954 40007994 40007936 40007945 40107917 40007982

RFx (BUS2200)

40107922 40007998 40107927 40007973 40007974

Purchase order (BUS2201)

40007995 40007996 40107924

Supplier Quote (BUS2202)

40007981 40007999 40107928

Business Object

Task ID 40008000 40107934 40107935 40007987 SRM Bid Approval Revise Bid Review Bid

Task Name

SRM Confirmation Approval Revise Document Review Document SRM Invoice Approval Revise Document Review Document Automatic Approval Automatic Rejection

Confirmation (BUS2203)

40008004 40107929 40008005

Invoice (BUS2205)

40008006 40107925

Decision type:

40007988 40007989

Decision type 1: decision for entire document Decision type 2: item-based decision for entire document Decision type 3: overall decision for partial document Decision type 4: item-based decision for partial document SAP Supplier Relationship Management . Functions

For more information, see SAP Help Portal at Business Workflow Process-Controlled Workflow

Decision Types

The decision types that are available depend on the business object and the process level type. The following combinations are possible:

Business Object Contract (BUS2000113)

Process Level Type Approval with Completion Approval Approval with Completion Approval Approval with Completion Approval Approval with Completion

Decision Typ Not applicable 1, 2 1, 2 1, 2, 3, 4 1 1 1, 2

Shopping cart (BUS 2121)

RFx (BUS2200) Purchase order (BUS2201)

Business Object

Process Level Type

Decision Typ

Approval Supplier Quote (BUS2202) Approval with Completion Approval Approval with Completion Approval Approval with Completion Approval

1, 2 Not applicable 1 Not applicable 1 Not applicable 1

Confirmation (BUS2203)

Invoice (BUS2205)

Changeable checkbox: By default, document changes are allowed on completion levels only. Therefore, this checkbox is selected for completion levels, and deselected for approval levels. You can, however, override this setting, and define for both completion and approval levels which fields are changeable and which actions are allowed. You do so in Customizing for Supplier Relationship Management under Control (Personalization) SRM Server Cross-Application Basic Settings Extensions and Field . For more information, see SAP Note 1277921.

Note that changing fields during an approval process can result in the process being restarted. You can use the BAdI Manage Process Restarts (/SAPSRM/BD_WF_PROCESS_RESTART) to override the standard system behavior for process restarts. NOTE The design time version of the process schema serves as a template for the runtime version. At runtime, additional process levels can be inserted, for example, by using the BAdI Process Level Configuration (/SAPSRM/BD_WF_PROCESS_CONFIG), or by adding ad hoc agents. End of the note. Optionally, you can also define the following settings in this Customizing activity: Defaults for Ad Hoc Process Levels You can define defaults for ad hoc process levels. Acceptance by Contact Person You can determine whether the contact person receives a work item when the approval process is finished. Reviewer You can define rules based on which reviewers are added to the approval process. Responsibility and Agent Determination Agent determination is performed using the BAdI Define Agents(/SAPSRM/BD_WF_RESP_RESOLVER). SAP SRM delivers implementations for typical scenarios. For more information on the strategies on which these implementations are based, see SAP Service Marketplace at SAP Supplier Relationship Management 7.0 . SAP Business Suite Applications SAP SRM SAP SRM 7.0 Workflow in

To determine the agents responsible for completing or approving purchasing documents, the BAdI is called three times and completes the following steps:

Each item is assigned an area of responsibility. Areas of responsibility can be, for example, departments, product categories, or cost centers. All items with the same area of responsibility form a decision set. For each decision set a new subworkflow is started. The responsible agents are determined for each area of responsibility. For example, if the area of responsibility is a department, the system assigns all employees belonging to this department as responsible agents. For a cost center, the cost center manager is the responsible agent. Each responsible agent receives a work item. If the system cannot determine a responsible agent, a fallback agent is determined.

For more information, see the BAdI documentation.