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Manage Workflows

Workflows consist of series of tasks involving multiple participants and several stages in an organization. Organizations use workflows to coordinate tasks between people and synchronize data between systems, with the goal of improving organizational efficiency, responsiveness and profitability. Workflow may either be sequential, with each step dependent on the previous one, or parallel, with multiple steps occurring simultaneously.

You can use the Export to Excel option to export the details about the workflows, such as when and who last updated the workflow group, to an Excel workbook. You can use the Show Filter Row option to filter data by entering text in a column and the Show Find Panel option, which is available when you right-click a column header, to search for text in the Workflow List window. Also, you can right-click the column header and customize the columns that appear in the Workflow List window using the Column Chooser or Hide This Column option.

About Step Types

The step type determines whether the step is processed only when a user acts upon the step or whether the step can be automated. By automating the step, you free the users from having to know what to do when; you can set the step type to automatic run, error processing run, test run, or validate data governance rule run.

The different step types are as follows:

  • Normal Run(Manual Run): Indicates that the user must act on the workflow step for the workflow to move to the next step. A normal run step type can be followed by any other step type.
  • Start with previous step (parallel step): Indicates that the workflow step must be run in parallel with the previous workflow step or workflow steps. This step type is available only if the previous step type is Normal Run(Manual Run) or Start with previous step (parallel step). You can have any number of parallel workflow steps in a workflow. This type of workflow step is useful when two or more steps must occur concurrently; the outcome of the current step must not affect the outcome of the other current tasks. An example workflow definition shown in the following screenshot consists of both parallel and sequential steps.

    • Example 1 to illustrate Parallel Step Processing

      Steps 1, 2, and 3 of a workflow can be run in parallel. Similarly Steps 6, 7, 8, and 9 can be run in parallel. Steps 4, 5, and 6 require the completion of the previous steps. Step 3 has Post Step Action Type set, which defines that step 8 must be run on completion of step 3.

      As shown in the following image, user is running step 3. Based on settings of step 3, the run is moved to step 8 on the completion of step 3. In this scenario steps 4, 5, 6, and 7 are skipped and no action can be taken by the users who are assigned these steps. Steps 8 and 9 are available to users for further processing. Note that step 1 and 2 will be skipped if they are in pending state when step 3 is completed.

      PP1

    • Example 2 to illustrate Parallel Step Processing

      Steps 1, 2, and 3 of a workflow can be run in parallel. Similarly steps 6, 7, 8, and 9 can be run in parallel. Steps 4, 5, and 6 require the completion of the previous steps. Step 8 has Goto Step/ Custom code defined, which specifies that step 3 must be run on completion of step 8.

      As shown in the following image, user of step 8 is currently running the step. Users who have been assigned steps 1 to 7 have not yet begun working on their assigned workflow tasks. Based on settings of step 8, the run is moved to step 3 on completion of the current step. Note that steps 6 and 7 will be skipped if they are in pending state. Steps 4 and 5 will be available for processing after step 3 is completed. Steps 9, 1, and 2 of workflow will be skipped.  The skipped steps will not be available for processing.

      PP2

  • Auto Run (SAP): Indicates that the workflow step is run and the data gets posted to the SAP system. This step type is valid for all types of Process files.
  • Auto Error Processing Run (SAP): Indicates that the workflow step reprocesses only the errors that were found in the previous step type. For example, consider a workflow where step 1 is set to normal run, step 2 is set to auto run, and step 3 is set to auto error processing run. While running the workflow, if an incorrect value is entered in step 1, step 2 will be rejected and the workflow is moved to step 1 for correction. After the incorrect values are fixed in step 1, step 2 is skipped and the workflow will move directly to step 3. Auto Error Processing Run (SAP) is available only from the second step onwards and is valid only for Transaction and RFM/BAPI Process files. You can use the iteration count that is available in the custom code to help you determine the step to skip or process.
  • Auto Test Run (SAP): Indicates that the workflow step is run but the data does not get posted to the SAP system. This step type is valid for only Transaction Process file.
  • Auto Validate Data Governance Rule (ICP): Indicates that the workflow step is validated against the validation rules that are centrally stored in Control Panel. This step type is valid only for Transaction Process file. For this step type, in addition to the prerequisites listed in the System Requirements for Easy Workflow, ensure that the following prerequisites are also met on the server computer where Easy Workflow service is installed:
    • License for SDK on the server computer on which Easy Workflow Service is installed with ControlPanel flag set to 1 or 2.
    • Place the Control Panel configuration file ControlPanelConfig.icf in the application folder of Easy Workflow Service, which by default is in the C:\Program Files (x86)\Innowera\Innowera Easy Workflow Service folder.
  • Auto Custom Action: Indicates that for this workflow step, you can write your own Visual Basic code to function automatically in background. No SAP action is involved in this workflow step. For example, you can use Auto Custom Action step type to export Easy Workflow reports.

Add Workflows (Classic View)

This topic describes how to add a workflow in Easy Workflow Cockpit using the classic view designer. You must add a workflow, and then define the workflow steps before a user can run the workflow.

To add a workflow using classic view designer,

  1. In Easy Workflow Cockpit, select Manage > Workflows. The Workflows window appears.
  2. Select Add > Classic View. The Workflow Designer - [*New Workflow Definition*] window appears.
  3. On the Basic tab, enter the following information in Workflow Detail, Default Template, and Admin/Security sections:
    • Active workflow: Indicates that the workflow is displayed in the list of workflows when starting a workflow.
    • Archive workflow: Indicates that the workflow items for the current workflow will be archived.
    • Name: Indicates the name of the workflow. You can enter workflow name up to 300 characters.
    • Priority: Indicates the priority for the workflow.
    • Member Of group(s): Indicates the workflow groups for this workflow.
    • Description: Indicates the workflow description.
    • Default Template: Indicates the template that is automatically used when starting the workflow. Default template is required when defining Auto Run (SAP), Auto Error Processing Run (SAP), Auto Test Run (SAP), or Auto Validate Data Governance Rule (ICP) step type.

      Important: Because a single EShare file can be assigned to multiple workflows, exercise caution when you are editing such an EShare file in the EShare Edit server file window.

    • Workflow Admin/Owner: Indicates the user who is the admin for the new workflow, from the list of users.
    • Password: Indicates the password that a user must specify to edit or delete the workflow. This password prevents unauthorized changes to the workflow definition.
  4. On the Advanced tab, enter the following information in Workflow Sub Status, Completion Settings, and Other Settings sections that allow users running the workflow to define sub-status for a workflow item, configure post workflow settings, and enable the option to save the workflow history:
    • Allow user to provide sub-status for this workflow: Indicates that the user who has been assigned the workflow can write or select sub-status text. The sub-status text can indicate any event that the user is waiting for before the step can be approved or rejected. The sub-status text is displayed to all the users in Easy Workflow Inbox window, Easy Workflow Overview window and Reports in Easy Workflow Cockpit.
      • Allow User to type the sub-status text as desired by the user: Indicates that the user can take action on the step to write their own text to indicate the current state of the step to other users. When the user selects Save, the status text is saved.

        WF_SubStatus_User

        You can view the substatus in the Easy Workflow Inbox and the Pending Workitems List window that is displayed when you click the Total Pending Workitems option in the Easy Workflow Cockpit Dashboard.

        SubStatus_Inbx

      • User must pick sub-status from these pre defined values: Indicates that you can add statuses in the text box under this option and when enabled, allows user to select status for any given step from the predefined values that are displayed.

        Wrkflw_Action_Predefined

    • Close Excel file when any step is approved or rejected: Indicates that the Excel file is closed on approval or rejection and user has to open the file from the Easy Workflow Inbox window again to work with it. If this option is not selected, the file is reopened from the server with respective privileges on approval or rejection of a workflow step.

      • On Completion of the workflow, the workitem:
        • Do not open file: Indicates that the user cannot open the work item file from My Workflow History and All Workflow Items(Other) after the workflow run is complete.
        • Open file in read only mode: Indicates that the user can open the work item file from My Workflow History and All Workflow Items (Other) but cannot perform any action on it after the workflow run is complete.
        • Open file normally: Indicates that the user can open the work item file from My Workflow History and All Workflow Items (Other) and can edit it even after the workflow run is complete.
      • Complete the workflow when a step is rejected: Indicates that if any step is rejected in the workflow, the  workflow run is marked as complete and does not go to the next step.
    • Save workflow history when: Indicates that the Excel file is saved in the database on the selected action performed on a work item. We recommend that you use this option, which is useful for auditing, only for those workflows where Excel file versions are required at all stages because selecting this option leads to an increase in the database size.
      • Custom file name: Indicates you can assign a standard default file name to each workflow.
        • File name prefix: Enter a file name and it is used as the file name when initiating the workflow. You can enter letters, numbers, or special characters.
  5. In the Custom Fields tab, you can add custom fields (maximum of 15 fields) to store user-defined data, such as messages or a list of values, that can be used in custom code for Validate on Step Action Type, Pre Step Action Type, and Post Step Action Type. Perform the following steps to add custom fields:
    1. Select Append, enter the display name in the Field Text box, and select values for Active, Optional, and Visible in Inbox Grid depending on the needs of your organization. For example, select Active if the custom field must be displayed in Workflow Action - Approve and Workflow Action - Reject windows during the workflow run, Edit Custom Fields window from the Easy Workflow Inbox tabs, and in the reports; select Optional if the user does not have to enter a value during the workflow run; select Visible in Inbox Grid if the custom field must be visible in the Easy Workflow Inbox tabs as an additional column.
    2. In Editable at Steps, select the steps at which the custom field value can be viewed and edited. For the Selected Steps Here option, you must also select the specific steps.
    3. Select the type of control in Control Type and select value for fields such as Comparison Operator, Value, or Length; these fields are required only for some types of control type options. For example, the Comparison Operator field is valid only for Number TextBox control type.

    Note: For information about using custom fields in post script and its impact on the routing of workflow, see Use Custom Fields in Post Script. For information about using custom fields in email templates, see Configure Email Templates. For information about how to create filters based on custom fields, see Filter on Work Items.

  6. In the Workflow Email Notification tab, configure the settings to send an email notification using the templates defined for activities related to a workflow. Enable the options to send notifications to the workflow administrator or other users when a workflow is started, completed, terminated, or stuck because of the SOD restriction.

    7. Note: Ensure that the email templates are created in Settings > Email Templates for the templates to appear in the list of available templates.

  7. Select Save.
  8. Perform the step definition task for the default step of the workflow. For more information, see .
  9. Optionally, select Append to add steps to the workflow, Insert to insert a step before the current step in the workflow, Remove to delete the selected step from the workflow, Clone to insert a duplicate of the current step after the current step, and Validate to validate the workflow definition such as the name of the workflow, workflow step flow (except custom code), and fields.
  10. Select Save. The workflow is added.
  11. Optionally, select Refresh. The list of workflows is refreshed.

Configure Basic Step Definition

This topic describes how to add configure the basic step definition of a workflow that is composed of one or more steps. These steps control the workflow and describe the business activities for which the workflow is designed.

To configure basic step definition,

  1. In the Workflow Designer - [*New Workflow Definition*] window, select the workflow step that you want to configure.
  2. On the Basic Step Definition tab, enter the following information in Basic Detail section:
    • Step No: Indicates the step number of the step in the workflow definition.
    • Unique StepID: Indicates the unique identifier for the step.

      Note: When you refresh the unique step identifier, it gets reflected in the Post Step Action (Goto step) automatically. However, you must update the identifier if it is used in custom code.

    • Step Name: Indicates the name for the step. You can enter up to 300 characters.
    • Step Type: Indicates whether the step in the workflow will be run manually or automatically. For more information about the different step types, see .
  3. If the step type is Normal Run (Manual Run) or Start with previous step (parallel step), perform the following steps:
    1. In Step Assignment Detail section, enter the following information depending upon whether you have selected user or group for Assign Type:
      • Assign To: Displays the list of users or groups who can be assigned the workflow step. Workflow step can be assigned to the user who begins the workflow by selecting Initiator of Workflow or any user who has the Can be assigned to Workflow steps option selected in their user role. Custom Table Filter Builder allows routing of workflow steps to users based on values in custom tables. For information about the custom table filter builder, see Use Custom Table Filter Builder.
      • Estimated Time to Complete: Indicates the estimated time to complete the step.
    2. To complete the step after the estimated time has elapsed, select After the estimated time has elapsed, complete the step as, and then select the option from the drop-down list. For example, if you have set the estimated time to complete the step as 20 minutes and selected the option to approve the step after the estimated time has elapsed, the step will be automatically marked as approved if no user action is taken within the estimated time of 20 minutes.
    3. In the Auto-Reassignment section, enter the following information depending upon whether you have selected user or group for Reassign Type:
      • Reassign To: Displays the list of users or groups who can be reassigned the workflow step after the specified time.
      • Reassign After: Indicates the time after which the current step is reassigned to the other user or group. If this value and the estimated time to complete the step are the same, then the step will be completed instead of getting reassigned. Additionally, the step will be displayed as approved, rejected, completed, or terminated if you have selected an option in the After the estimated time has elapsed, complete the step as list.
    4. In the Other Settings section, select Reason for Rejection Required if the user rejecting the workflow step must provide a reason to reject the step.
  4. If the step type is Auto Run (SAP), Auto Error Processing Run (SAP), Auto Test Run (SAP), or Auto Validate Data Governance Rule (ICP), perform the following steps:
    1. In Auto task parameters section, enter the names of the process and sheet that must be used for the auto-task and the estimated time that is required for the auto-task to be completed.
    2. For Auto Error Processing Run (SAP), select one of the following options in Select Column for Error Processing:
      • Based on process file: Indicates that the error column as specified in the Process file is used for error processing.
      • Based on column where error is stored: Indicates that the column value you enter in the box is used for error processing. Make sure that the column you specify is correct because the column value will be validated only at the time of the workflow run, and not while defining the workflow.
    3. In SAP Logon Information section, select one of the following options:
      • Shared Logon shortcuts: Indicates that the SAP system you select from the Shared SAP Logon Shortcut box will be used during the workflow run. For information about how to create a shared logon shortcut, see Shared SAP Logon Shortcut section in Use Other Options topic.
      • Ask for Logon: Indicates that the SAP system must be selected by the user at the specified workflow steps, depending upon whether the steps are approved or irrespective of whether the steps are approved or rejected. This option is available only from the second step onwards.
      • SAP Logon not required: Indicates that the user does not have to provide the SAP logon information for the workflow step. You can run only the Auto Validate Data Governance Rule (ICP) step type without the SAP logon information.
    4. In When automatic run/test run process is completed, take following Approve/Reject decision section, select one of the options that indicates the action that must be taken when the run is completed.
  5. In Step Action Settings section, select one of the following options, and then select Custom code to write your Visual Basic validation code in the editor:
    • Validate on Step Action Type: Indicates that the custom code provided in the Validate Step Action (Custom code) must be run before approving or rejecting the current step. This option is valid for only Normal Run (Manual Run) and Start with previous step (parallel step) step types.
    • Pre Step Action Type: Indicates that the custom code provided in the Pre Step Action (Custom code) tab must be run before the current step is started. For example, this option is useful to format the Excel file before it is opened. However, we recommend that you perform the action in the post script of the previous step instead of using the Pre Step Action Type for the current step.  
    • Post Step Action Type: Indicates that the custom code provided in the Post Step Action (Custom code) tab must be run after the current step is completed or that the step must go to a specific step after the current step is completed as indicated in Post Step Action (Go to step) tab; in such a scenario, certain workflow steps will be skipped. You can use the step number or unique step ID to go to a specific step.  
  6. If the step type is Auto Custom Action, provide the custom code in the custom code editor.

    7. Note: The custom code editor includes an Info Help panel that lists available parameters inline. For a complete parameter reference, see Custom Code Parameters.

  7. Save the changes.

Specify Allowed Actions

This topic describes how you can specify the actions that can be performed on the current workflow step and configure the SAP settings, based on which only the permitted or applicable run options will be enabled for the Process file. The Allowed Action tab is available only for Normal Run(Manual Run) or Start with previous step (Parallel step) step types.

To specify settings in Allowed Action tab,

  1. In Workflow Designer window, select the workflow step that you want to configure.
  2. In Excel Operation section, select one of the following options:
    • User can review data in Excel: Indicates that no changes can be made in the Process file during the workflow run.
    • User can change data in Excel: Indicates that the user can modify the Process file during the workflow run.
  3. In Supporting Documents section, select the option User can attach supporting documents to allow users to attach supporting documents.
  4. In SAP Operation section, select User can perform following SAP Actions, and select one of the following options depending on your requirement:
    • Any SAP Process that is available in template: Indicates that the SAP settings set in this section will be applicable to all the Process files on which this workflow is started.
      • All SAP Actions: Indicates that all the SAP actions (Run, Test Run, Debug Run, Error Processing Run, and Validate Data Governance Rule) are available for the Process file, depending upon the type of the Process file that you select at the time of running the workflow. For example, if you start the workflow on a Data Extractor Process file, only the Run option is available even if you have selected All SAP Actions for the step.
      • Selected SAP Actions: Indicates that only the selected SAP actions will be available for the Process file. For example, if you start the workflow on a Transaction file but have not selected Run and Debug Run options, then these options are not available for the step when the workflow is run.
    • Only these SAP Processes and Actions: Indicates that only the selected SAP settings are applicable for the specific Process file types.
      • Only these Tcodes, BAPIs or table/views: Enter the names of the TCode, BAPI, or data extraction tables that are allowed, and then select at least one of the options such as run or debug. For example, if you have selected Only these T-Codes, BAPIs or table/views with Debug Run and Error Processing Run, and the workflow is started on FB01 file, then only the debug and error processing options are available for the step when the workflow is run.
      • Only these processes where name matches to: Enter the name of the processes and set the permission.
      • Transaction (TX): Select the allowed SAP actions, which are run, test run, debug run, error processing run, and validate data governance rule, for the Transaction file.
      • Business API/RFM (BA): Select the allowed SAP actions, which are run, error processing run, and validate data governance rule, for the BAPI/RFM file.
      • GUI Scripting (GS): Select the allowed SAP actions, which are run and debug run, for the GUI Scripting file.
      • Data Extractor (DE): Select the allowed SAP action, which is only the run option, for the Data Extractor file.

      • We recommend that you do not use the Only these Tcodes, BAPIs or table/views or Only these processes where name matches to options with any of the other four options.

  5. Select Segregation of Duties to segregate duties based on the user who has been assigned the current step and whether the workflow is iterative.
    1. To ensure that the user who is assigned the current workflow step does not perform any action on the step if the user has approved or rejected a preceding step in any iteration, select Enable SOD.
    2. To ensure that the user who is assigned the current workflow step approves or rejects the step even if the user has approved or rejected the same step in an earlier iteration, select Disable SOD.
  6. Save the changes.

    Allowed Action

Configure Email Settings

This topic describes how to configure the email settings to get automatic email notifications when a workflow starts and progresses to the next level. You can configure the settings to send email notifications under the following scenarios:

  • When the current step starts.
  • When the current step is approved or rejected or has an error.
  • When the sub-status of current step is changed.  

To configure email settings,

  1. In the Workflow Designer - [*New Workflow Definition*] window, select the workflow step for which you want to configure the email settings.
  2. On the Email Settings tab, perform the following steps:
    1. Select Send Email depending upon when you want the email notification to be sent.
    2. Select the Template To Use from the list of available templates. The templates are available under Settings > Email template. Select Manage templates to make changes in the email templates.
    3. Select More. Select the following options to configure additional email setting options depending upon the when you want to the email notification to be sent:
      • Send File as an Attachment: Indicates that the workflow file in its current state of step is sent as an attachment in the email notifications.

        email-settings-send-fileas-attachment

      • Allow User to Open Workitem from Email: Indicates that the user will be able to open the workflow item from the email attachment. For more information about file association to open workflow item from email, see File Association in Others topic.
      • Allow Approve/Reject from Email: (Available only for When Current Steps Starts) Indicates that the workflow item can be approved or rejected using email.

        allow_approve_mail

      • Send Auto Reminder: (Available only for When Current Steps Starts) Indicates that reminder emails will be sent depending upon the value you have selected in Number of Auto Reminder Emails and Auto Reminder Interval. The reminders are sent either after the current step has started or after the estimated time has elapsed.
      • Send current workitem reports as an attachment: Indicates that the selected reports in the selected format for the current workflow item is sent as an attachment. For example, in Select Reports box, select Delayed Status and in Export Format box, select HTML to send the report that displays the delayed status of workflow item as an HTML file.
      • Send current workitem as PDF attachment: Indicates that the workflow status of the current step is sent as a PDF attachment in the email. You can select the following options depending upon your requirement:
        • Active sheet(s): Indicates that only the current active sheet is sent.
        • Entire workbook: Indicates that the entire workbook containing multiple sheets is sent.
        • Convert using: Indicates that either Excel is included or not in the attachment.
        • Portrait: Indicates that the content of PDF is sent in portrait mode.
        • Landscape: Indicates that the content of PDF is sent in landscape mode.
  3. Select OK. The email settings are saved.

Configure Step Settings

You can use the Step Setting tab to provide step instructions for workflow steps to assist users in completing the workflow steps. For example, a step instruction can state that the date must be specified in the yyyy-dd-mm format for a workflow step or that a valid email ID must be provided. A step instruction can also include information about design considerations and exceptions that might appear when the user performs the step.

You can also use the tab to customize the Approve and Reject labels for each workflow step. For example, you can use this feature to provide custom labels, such as Submit and Cancel, instead of the default labels, Approve and Reject.

When you run the workflow, the step instructions and the custom labels appear in sections, such as Workflow Action and Quick WorkItem Details Pane.

Caution: If you customize the labels, you must add the custom labels to the list of keywords in Email Runner in addition to the keywords for the default labels.

To provide step instructions and customize approve and reject labels,

  1. In Workflow Designer window, select the required workflow step.
  2. On the Step Setting tab, in Enter step instruction for your end user on how to complete this step, enter the step instruction that the user must follow when performing the step.
  3. Expand Provide label for Approve/Reject, and then select the Customize Approve/Reject label check box. The options to customize the labels are enabled.
  4. In the Label for Approve and Label for Reject boxes, specify the labels that you want to use for the workflow step. For example, specify Submit and Cancel instead of Approve and Reject.

    Step Setting tab

  5. Save the changes.

A screenshot that shows the step instruction and custom labels for a workflow step is as follows.

Updated label for Approve or Reject

Add Workflows (Modern View)

This topic describes how to add a workflow using the modern view designer. You can perform all the tasks in this window that you can perform in the classic designer.

To add a workflow using modern view designer,

  1. In Easy Workflow Cockpit, select Manage > Workflows. The Workflows window is displayed.
  2. Select Add > Modern View . The Workflow Designer (Beta) - [*New Workflow Definition*] [New Version] window with the basic template of a single-step workflow is displayed.
  3. Select Start in the drawing. The Properties pane with the Basic and Advanced tabs are displayed.
    • On the Basic tab, enter the workflow information, such as the name, priority, workflow image, and other details. Optionally, select the default template for the workflow.
    • On the Advanced tab, perform the following steps:
      • In Email notifications, select the email notification template that must be used to send an email at different workflow stages. Optionally, use the Create Email Template option to create additional templates.
      • In Completion settings, select the options to indicate the following:
        • Work item must be closed when a step is approved or rejected.
        • Workflow must be completed when a step is rejected.
        • Work item cannot be opened or can be opened in either read-only mode or read-write mode from My Workflow History and All Workflow Items(Other) after the workflow run is complete.
      • In Save workflow history when, select the options to indicate when the work item details must be saved.
      • In Define Custom fields, add the fields that can be used in custom code for step action settings, custom code for auto custom action, and email notifications. Perform the following steps to add custom fields:
        1. Select Append, enter the display name in the Field Text box, and select values for Active, Optional, and Visible in Inbox Grid depending on the needs of your organization. For example, select Active if the custom field must be displayed in Workflow Action - Approve and Workflow Action - Reject windows during the workflow run, Edit Custom Fields window from the Easy Workflow Inbox tabs, and in the reports; select Optional if the user does not have to enter a value during the workflow run; select Visible in Inbox Grid if the custom field must be visible in the Easy Workflow Inbox tabs as an additional column.
        2. In Editable at Steps, select the steps at which the custom field value can be viewed and edited. For the Selected Steps Here option, you must also select the specific steps.
        3. Select the type of control in Control Type and select the value for fields such as Comparison Operator, Value, or Length; these fields are available only for some of the control type options. For example, the Comparison Operator field is valid only for Number TextBox control type.

        Note: You can add up to 15 fields. For information about using custom fields in post step action and its impact on the routing of workflow, see Use Custom Fields in Post Step Action. For information about using custom fields in email templates, see Configure Email Templates. For information about how to create filters based on custom fields, see Filter on Work Items.

      • In Configure Substatus, select one of the following options:
        • Specific text: Users must enter the text for the substatus.

          WF_SubStatus_User

        • Pre-defined text: Users must select a substatus option from the predefined values.

          Wrkflw_Action_Predefined

        • You can view the substatus in the Easy Workflow Inbox and the Pending Workitems List window that is displayed when you click the Total Pending Workitems option in the Easy Workflow Cockpit Dashboard.

  4. Select the step in the drawing and perform the following steps:
    1. On the Definition tab, enter the information such as the step name, unique step ID, step assignment details, step instructions, step reassignment details, and step action settings, which allows you to enter the custom code in the custom code editor and also select the option if the reason for rejecting the step is required. Note that when you refresh the unique step identifier, it gets reflected in the Post Step Action (Goto step) automatically. However, you must update the identifier if it is used in custom code.

      Note: You can assign the step to any user who has the Can be assigned to workflow steps option selected in their user role or use Custom Table Filter Builder to assign the step to users based on the values in custom tables. For information about how to use the custom table filter builder option, see Use Custom Table Filter Builder.

    2. If you are adding manual or parallel step types, on the Allowed Actions tab, you can select the following options:
      • Excel permissions to allow users to perform either read-only or read/write tasks on the Excel file.
      • Supporting documents to allow users to attach supporting documents.
      • Segregation of duties to allow users to act on the step if the user has already acted on another step in the workflow depending on whether the workflow is iterative.
      • Run actions > Allow run actions on Process to select the run types for all the Processes or specific Processes that are available for users as follows:
        • All Process in the template > All run actions: Indicates that all the SAP run types that are valid for the specific Process file type are available at the time of running the workflow. For example, if you select All run Actions and the workflow is then started on a Data Extractor Process file, then only Run is available for the step.
        • All Process in the template > Specific run actions: Indicates that only the selected SAP run types are available for the Process file that you select at the time of running the workflow. For example, if you select Run and Test Run and the workflow is then started on a BAPI/RFM file, then only Run is available for the step, even though both run and error processing are valid run types for a BAPI/RFM file. As another example, if you do not select Run and Debug Run and the workflow is then started on a Transaction file, then these options are not available for the step.
        • Specific Process, transaction code, BAPI, table view, or technology: Indicates that only the selected SAP run types are available for the specific Process, transaction code, BAPI, table view, or technology. For example, if you select Transaction code, BAPI, table view, enter FB01 in the Process column, and select Debug Run and Error Processing Run, and the workflow is then started on the FB01 file, then only Debug Run and Error Processing Run are available for the step.

          • Note: We recommend that you do not use the Transaction code, BAPI, table view or Process matches with options with any of the other four options.

    3. On the Email Settings tab, select the email notification template that must be used to send an email at the different step statuses and the email attachments that must be sent with the email. The email attachments can include the work item file, work item shortcut file, PDF of the work item, or reports of the work item.
    4. On the Advanced tab, enter the custom labels for approve and reject actions. If you customize the labels, you must add the custom labels to the list of keywords in Email Runner in addition to the keywords for the default labels.
  5. To add a step, perform one of the following tasks depending on where you want to add the step:
    • To append a step, drop the step type from the Append Step section to the drawing pane.
    • To insert a step before the current step, select the step in the drawing pane, right-click, select Insert Step, and select the step type.

  6. Repeat step 4 for every manual or parallel step that you add.
  7. If you are adding Auto Run (SAP), Auto Error Processing Run (SAP), Auto Test Run (SAP), or Auto Validate Data Governance Rule (ICP) step type, perform the following additional steps on the Definition tab:
    1. In Auto task parameters, enter the names of the process and sheet that must be used for the autorun task and the estimated time for the autorun task to be completed.

      Note: For Auto Error Processing Run (SAP), you must also select an option in Column for error processing to indicate if the error must be processed based on the error column as specified in the Process file or the column value that you enter. Ensure that you enter the correct column because the column value is only validated at the time of the workflow run, and not while defining the workflow.

    2. In SAP logon information, select the logon type and provide additional information such as the logon shortcut to use or the step at which the user must provide the SAP logon information depending upon the step status. For information about how to create a shared logon shortcut, see Shared SAP Logon Shortcut section in Use Other Options topic.

      Note: The Ask for logon option is available only from the second step onwards and the SAP logon not required option is available only for the Auto Validate Data Governance Rule (ICP) step type.

    3. In Step action, select the option to indicate the action that must be taken when the run is completed.
  8. If you are adding Auto Custom Action step type, enter the custom code in the custom code editor. You can use Info available in the custom code editor for information about parameters that the custom code receives and returns.
  9. Optionally, select Delete to delete the step or Clone to insert a duplicate of the step after the current step.
  10. After adding the steps to the workflow, select Validate in the title bar. The workflow is validated.
  11. Select Save. The workflow is saved.

When you run the workflow, the step instructions and the custom labels appear in sections, such as Workflow Action and Quick WorkItem Details Pane.

Edit Workflows

This topic describes how to edit a workflow using classic view designer. You can use the Edit option in the Workflows window to edit a workflow. You can edit the workflow or any of the workflow steps.

To edit a workflow using classic view designer,

  1. In Easy Workflow Cockpit, select Manage > Workflows. The Workflows window is displayed.
  2. Select the workflow, select Edit > Classic View, and perform one of the following steps.
    • If the workflow is not password protected and is yet to be used, edit the workflow in the Workflow Designer - <WorkflowName> - [New Version] window that is displayed.
    • If the workflow is password protected and is yet to be used, perform the following steps in the Password Confirmation dialog box that is displayed:
      1. Enter the password, and select Ok. The Workflow Designer - <WorkflowName> - [New Version] window is displayed.
      2. Edit the workflow.
    • If the workflow is in use, perform one of the following steps in the Edit Options for Workflow - <WorkflowName> window that is displayed:
      • Select Create new version, provide the password if the workflow is password protected, and edit the workflow in the Workflow Designer - <WorkflowName> - [New Version] window.
      • Select Change existing version to create a workflow for which only some fields can be edited, provide the password if the workflow is password protected, and edit the workflow in the Workflow Designer - <WorkflowName> - [Change] window.
      • Select View Only to open the existing workflow definition in read-only mode.

      • Note: If you have forgotten the password, you can use the Forgot password option to reset the password, and enter the 6-digit security code that is sent to the workflow admin to edit the workflow.

  3. Select Save. The workflow is edited.

You can edit a workflow in the modern view designer window also.

Delete Workflows

You can use the Delete option in the Workflows window to delete the selected workflow.

To delete a workflow,

  1. In Easy Workflow Cockpit, select Manage > Workflows. The Workflows window is displayed.
  2. Select the workflow that you want to delete and select Delete. The Delete Confirm window is displayed.
  3. If the workflow is not password protected and is yet to be used, select Yes. The workflow is deleted.
  4. If the workflow is password protected and is yet to be used, provide the password, and select OK. The workflow is deleted.
  5. If the workflow is in use, perform one of the following steps:
    • Select No New Instance, and provide the password if the workflow is password protected. The workflow is deleted, but the in-progress workflow completes its run.
    • Select Remove, provide the password if the workflow is password protected, and perform one of the following steps in the Delete Confirm dialog box that is displayed:
      • Select Yes. The workflow is deleted in the workflows list, workflow history, and is not retained as a work item file in EShare.
      • Select No. The workflow is deleted in the workflows list and workflow history but is saved as a work item file in EShare.

Export Workflows

This topic describes how to export a workflow that can be shared with other teams or team members in your organization. You can also export a workflow from staging to production environment in your organization.

To export a workflow,

  1. In Easy Workflow Cockpit, select Manage > Workflows. The Workflows window is displayed.
  2. Select the workflow that you want to export, and select Export.
  3. In the Export Workflow window, select one of the following options in Exporting Groups.
    • Include groups of current workflow only: Indicates that only the user groups that are assigned or automatically reassigned a workflow step in the workflow definition are included in the package. For example, if a user UserA belonging to a user group TestGroup is assigned a step, then the details about TestGroup are not included in the package.
    • Include all related groups: Indicates that the group details of the users who are assigned or automatically reassigned a workflow step in the workflow definition are included in the package. For example, if a user UserA belonging to user group TestGroup is assigned a step, then the details about TestGroup are included in the package.
  4. Select Next. The workflow details are displayed.
  5. If the workflow definition contains custom tables, then for Custom Tables, select one of the following options:
    • Structure with Data: Indicates that both the custom table structure and data are exported.
    • Structure only: Indicates that only the custom table structure is exported.
  6. Select Next. The Summary of the Workflow Object included in Export window is displayed.
  7. Optionally, perform the following steps:
    • In the File Name box, browse to a location on your computer where you want to export the workflow package.
    • To view the folder where the package is created after the completion of the export, select Show exported package after completion.
  8. Select Export. After the export is complete, the exported workflow package, which is a .iewfpkg file, can be found in the location that you had provided in step 7.

  9. Select Finish. The workflow is exported.

Import Workflows

This topic describes how to import the Easy Workflow package into Easy Workflow Cockpit. The Import option allows you to map workflows to existing workflow objects or to new workflow objects such as, users, user groups, and templates.

Note: When you import a package containing a password-protected workflow definition, the password is also imported.

To import a workflow,

  1. Perform one of the following steps:
    • Double-click the workflow package .iewfpkg file and provide your credentials to open Easy Workflow Cockpit. The Import Workflow window is displayed with the package information.
    • In Easy Workflow Cockpit, select Manage > Workflows > Import, and select the workflow package that must be imported. The Import Workflow window is displayed with the package information.

    Import workflow summary

  2. Select Next. The workflow details are displayed.
  3. For each of the workflow objects, select from one of the available options for Action:
    • For Workflow:
      • Create New: Indicates that a new workflow definition is created.
      • Revision to existing Workflow: Indicates that a revision of the existing workflow is created.  For example, if the existing revision of workflow is 0, the revision of the imported workflow is displayed as 1, after the import.
    • For User Groups:
      • Create New: Indicates that a new user group is created with the name that you enter in the Destination column.
      • Map to UserGroup: Indicates that the user group being imported replaces the existing user group in the workflow definition. For example, if you select TestGroup in the Destination column for the group UserGroup, then in the workflow definition, UserGroup is replaced with TestGroup wherever UserGroup is used.
      • Map and Update: Indicates that the user group being imported replaces the existing user group in the workflow definition and the details of the user group being imported are updated in Easy Workflow. For example, if you select TestGroup in the Destination column for the group UserGroup, then in the workflow definition, UserGroup is replaced with TestGroup wherever UserGroup is used. Also, the details of the existing UserGroup are updated to reflect the UserGroup details in the imported package.
    • For Users:
      • Create New: Indicates that a new user is created. Enter the name of the user in the Destination column.
      • Map to User: Indicates that the user being imported replaces the existing user in the workflow definition. For example, if you are importing User1 in the Destination column and during the import, you select TestUser, then in the workflow definition, User1 is replaced with TestUser wherever User1 is used.
      • Map and Update: Indicates that the user being imported replaces the existing user in the workflow definition and also in Easy Workflow. For example, if you are importing User1 and during the import, you select TestUser in the Destination column, then in the workflow definition, User1 is replaced with TestUser wherever User1 is used. Also, the details of the existing User1are updated to reflect the User1 details in the imported package.
    • For Email Templates:
      • Create New: Indicates that a new email template is created. Enter the name of the template in the Destination column.
      • Map to Email Template: Indicates that the email template being imported replaces the existing email template in the workflow definition. For example, if you are importing EmailTemplate1 and during the import, you select TestTemplate in the Destination column, then in the workflow definition, EmailTemplate1 is replaced with TestTemplate wherever EmailTemplate1 is used.
      • Map and Update: Indicates that the email template being imported replaces the existing email template in the workflow definition and also in Easy Workflow. For example, if you are importing EmailTemplate1 and during the import, you select TestTemplate in the Destination column, then in the workflow definition, EmailTemplate1 is replaced with TestTemplate wherever EmailTemplate1 is used. Also, the details of the existing EmailTemplate1 are updated to reflect the EmailTemplate1 details in the imported package.
    • For Default EShare Templates:
      • Create New: Indicates that a new EShare template is created. Enter the name of the template in the Destination column.
      • Map to E-Share Template: Indicates that the EShare template being imported replaces the existing EShare template in the workflow definition. For example, if you are importing EShareTemplate1 and during the import, you select EShareTestTemplate in the Destination column, then in the workflow definition, EShareTemplate1 is replaced with EShareTestTemplate wherever EShareTemplate1 is used.
    • For Shared SAP Logon Shortcut:
      • Create New: Indicates that a new logon is created. Enter the name of the logon shortcut in the Destination column.
      • Map to SAP Logon Shortcut: Indicates that the logon shortcut being imported replaces the existing logon shortcut in the workflow definition. For example, if you are importing LogonShortcut1 and during the import, you select TestLogonShortcut in the the Destination column, then in the workflow definition, LogonShortcut1 is replaced with TestLogonShortcut wherever LogonShortcut1 is used. Also, note that even a private SAP Logon shortcut becomes shared during the import of the workflow package.
    • For Custom Tables:
      • Skip: Indicates that no action is taken.
      • Update new columns only: Updates only new columns in the custom table.
      • Delete existing table columns & create new with structure only: Deletes all the columns from existing custom table and creates custom table with only structure. Data is not imported.
      • Delete existing table columns & create new with data: Deletes all the columns from existing custom table and creates custom table with structure and data.
      • Create new table structure with data: Creates new custom table with structure and data.
      • Create new table structure only: Creates new custom table with only the structure.
    • For User - Roles:
      • Create New: Indicates that a new user role is created. Enter the name of the role in the Destination column.
      • Map to Role: Indicates that the user role being imported replaces the existing user role in the workflow definition. For example, if you are importing UserRole1 and during the import, you select TestUserRole in the Destination column, then in the workflow definition, UserRole1 is replaced with TestUserRole wherever UserRole1 is used.
    • For Workflow - Groups:
      • Create New: Indicates that a new workflow group is created. Enter the name of the group in the Destination column.
      • Map to WorkflowGroup: Indicates that the workflow group being imported replaces the existing workflow group in the workflow definition. For example, if you are importing WFGroup1 and during the import, you select TestWFGroup in the Destination column, then in the workflow definition, WFGroup1 is replaced with TestWFGroup wherever WFGroup1 is used.

    Import Workflow Summary

  4. Select Import.
  5. Select Yes to confirm the workflow package import, and select Finish. The workflow is imported.

Copy Workflows

This topic describes how to copy an already defined workflow. You can then modify the copied workflow, if required.

To copy a workflow,

  1. In Easy Workflow Cockpit, select Manage > Workflows. The Workflows window is displayed.
  2. Select the workflow that you want to copy and select Copy. The Save As Workflow window is displayed.
  3. Enter the workflow name and description.
  4. Select OK. The workflow is copied. However, the password is not copied if the workflow definition is password protected.

Filter on Work Items

This topic describes how to create filters based on custom fields and assign the filters to user roles, thereby ensuring that users can view only specific work items and reports depending on the value of the custom fields for the selected workflows.

To create a custom fields filter,

  1. In Easy Workflow Cockpit, select Manage > Workflows > Filter on work items. The Filter on work items using custom fields window is displayed.
  2. To add a filter, select Add and perform the following steps:
    1. Enter a name for the filter.
    2. In the Filter Criteria box, select the custom fields that you want to create a filter for and add the filter condition. Optionally, you can group the custom fields. For example, you can define a filter, CustomField1 = EN.
    3. Select OK. The filter is displayed in the window.

To ensure that users can view specific work items for the selected workflows based on the custom fields filter you created, you must now assign the filter to the user's user role. For example, if you have defined a filter CustomField1 = EN defined the custom field CustomField1 in a workflow Testing for the user testuser who is associated with the HRTesting user role., then the testuser can see the work items for the Testing workflow in the Easy Workflow Inbox tabs only if the custom field value is EN.

A message is displayed in the Easy Workflow Inbox window to indicate that the user can view only specific work items; the work items are displayed if the custom field value is EN.

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