Create an SAP workflow on a Duet Enterprise site

Using Duet Enterprise for Microsoft SharePoint and SAP, you can configure an SAP workflow site in SharePoint Server. To the user, the tasks in such a workflow appear on a SharePoint site, and notifications of task events appear in email messages. When the user completes an SAP workflow while working in SharePoint or Outlook, Duet Enterprise updates the SAP system.

An SAP workflow in Duet Enterprise on SharePoint offers these advantages:

  • Use familiar Microsoft Office tools    Users can respond to tasks from a familiar Microsoft Office environment, and use many familiar Office tools to work with the task contents. For example, users can collaborate about the tasks by using programs such as Communicator, Word, and Excel.
  • Easy to add web parts    Site owners can easily add Web Parts to the task form for related information, such as SAP reports and supportive documents. On the task form, the Web Part displays a list of links that users can click.to see the information.
  • Configure with minimal IT help    Site owners can configure and activate SAP workflows with minimal assistance from IT, and no need to request time-consuming and expensive programming support.
  • Access to tools for customization    Site designers can customize task forms, the content of email notification messages, and the appearance of pages that list the tasks. They can customize some elements without writing code, just by using features in SharePoint Server or SharePoint Designer 2010. Alternatively, they can take advantage of well-documented programming interfaces for more advanced customizations.

To create an SAP workflow, you must have site owner permissions.

In this article


Step 1 - Create a site for the workflow

It is sometimes useful to create a new site to host a workflow. In this way, you can be certain that the site contains exactly the features that you want.

To create a new Duet Enterprise workflow site:

  1. From the Duet portal site, select Site Actions and then select New Site.
  2. From the Create gallery, select the site template (such as a Team Site template) that you want to use,
  3. Click More Options.
  4. In the Title and Descriptions pane, enter a name for the new site and a description.
  5. In the Web Site Address pane, enter a name for the URL path.

The URL name that you provide will become the final entry in the whole URL. For example, if you name the new site Employee Approval Tasks, you might enter EmployeeApproval for the URL. The complete URL might then resemble this example:

http://MySiteName/SitePortal/EmployeeApproval

  1. In the Permissions pane, check Use unique permissions.

 Important    It is very important to use unique permissions. Failure to use unique permissions might make it impossible to access the workflow site, or impossible to view a task.

In the Navigation Inheritance pane, decide whether you want your workflow site to use the same top link bar that the parent site users.

  1. Click Create to open a page where you can specify user access for the workflow.
  2. On the Set Up Groups for this Site page, set up visitor, member, and owner groups for the site, and then click OK.

ShowHow do I set up groups?   

To set up groups for the new workflow site:

  1. in the Visitors to this Site pane, do one of the following:
  • Select Use an existing group, and then select the name of the group from the drop-down list
    – OR –
  • Select Create a new group, and then enter a name for the group of visitors.
    Enter one or more names for the users who you want to belong to this group, and then click the check names button.
  1. On the Set Up Groups for this Site page, in the Members of this Site pane, do one of the following:
  • Select Use an existing group, and then select the name of the group from the drop-down list
    – OR –
  • Select Create a new group, and then enter a name for the group of members.
    Enter one or more names for the users who you want to belong to this group, and then click the check names button.
  1. On the Set Up Groups for this Site page, in the Owners of this Site pane, do one of the following:
  • Select Use an existing group, and then select the name of the group from the drop-down list
    – OR –
  • Select Create a new group, and then enter a name for the group of owners.
    Enter one or more names for the users who you want to belong to this group, and then click the check names button.

.

SharePoint Server Server creates the new site, and then opens it.

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Step 2 - Activate the workflow feature

When you activate the workflow feature, SharePoint Server registers the site template for the workflow site. Then, a site designer can use the templates that are provided by Duet Enterprise, or create a custom template.

You can perform this procedure from a development environment, and then import the workflow to a production environment. For example, a site designer can create, customize, and stage a workflow in a development environment. After verifying the workflow, the designer can export the workflow site as a site template.

To activate a Duet Enterprise Workflow:

  1. From the new site page, select Site Actions, and then select Site Settings to open the Site Settings page.
  2. From the Site Actions group, select Manage Site Features.
  3. Locate Duet Enterprise – SAP Workflow, and then click Activate.

After the feature activates, you can navigate back to the root site for the workflow.

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Step 3 - Configure a new SAP workflow task type

When you configure a new SAP workflow task type, you can specify a collection of characteristics that you want the task to have. For example, you select a particular template, specify the SAP task type, and specify the possible outcomes that the task can have. When you finish the configuration, SharePoint Server creates a new workspace for the task type.

Duet Enterprise includes a template for an SAP workflow site that you can use directly. Alternatively, a site designer can use SharePoint Designer 2010 to customize a workflow for individual business requirements. For example, a site designer might specify that each page on workflow site include a Related Reports Web Part.

To configure a new SAP workflow task type:

  1. From the root workflow site, select Site Actions, and then select Site Settings.
  2. On the Site Settings page, locate the SAP Workflow Configuration group, and then select Configure new SAP Workflow task type to open the properties page for the workflow site.
  3. On the New SAP Workflow Task Type page, enter a description for this new site.
  4. In the Template Selection group, in the Select a template panel, click the Duet Enterprise tab. Then, select SAP Workflow Site, or the name of the custom template that you want to use.
  5. In the Business Context group, in the Task name: text box, enter the name of the SAP task type.

     Note    The Task name: must match the name as it appears in the SAP system; for more information about task type names, contact your SAP Workflow administrator.

  6. In the text box next to Task display name, enter the name that you want to appear on the site.
  7. In the Task Outcomes group, in the Possible task outcomes pane, do the following:
  1. In the Text: box, enter the name of a possible outcome, such as Approve or Reject. The outcomes that you specify here will appear as buttons on the task form.
  2. In the Key: box, enter the numeric key of this outcome, such as 001 or 002.
  3. Click Add Outcome.
  4. Repeat steps a-c until you have finished entering possible outcomes.

 Note    The site designer specifies a certain collection of valid outcomes (text and key values) during the initial setup process. The outcome name and key that you enter in this step must be one of these pre-defined outcomes. For more information about valid outcomes that you can use, contact your SAP Workflow Administrator.

  1. To remove a listed outcome, highlight the outcome and then click Remove Selected.
  2. In the Extended Business Properties text box, enter the names of any extended properties.

     Note    A site designer or administrator can specify additional properties for an SAP workflow. To learn about any extended business properties that might be required for your site, contact your workflow administrator.

In the BDC Entity group, in the External content type text box, enter Workflow Web Service as the content type for this task type. To verify the name of the content type, click the check button Check external. To select Workflow Web Service from a list of valid External Content Types, click the browse button Select external to open the External Content Type Picker dialog. Then, select Workflow Web Service, and then click OK.

  1. Click Create to create the new SAP Workflow site.
  2. When the Site Created Successfully message box appears, click OK to go to the new site page.

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Step 4 - Grant users access

After you create an SAP workflow task type and its site, you are ready to add the users who will receive the tasks to the site. You can add users individually, or add a group of users by adding an appropriate SAP role.

When you grant users access to the workflow by using the following procedure, Duet Enterprise confirms authorization for the requested user to access the SAP workflow elements.

To grant users access to the SAP workflow site for the new task type:

  1. Navigate to the workflow site.
  2. Select Site Actions, and then select Site Settings.
  3. On the Site Settings page, locate the SAP Workflow Configuration group, and then select Grant user access to SAP workflow tasks to open the user access list.
  4. On the User Access List page, click the Items tab in the List Tools group.
  5. On the ribbon, click the down arrow next to New Item, and then click New Item to open the property page for the user access list.

On the User Access List property page, follow these steps.

  1. Select the name of the task that you want to grant access to from the drop-down list.
  2. In the Select Users text box, enter the name of the user for whom you want to grant access. If you want to grant access to all users who have a certain SAP role, enter the name of the role. You can verify the entry that you made by clicking the Check Names button. To browse for a name or role, click the browse button.
  3. In the Effective Date box, enter the date when you want the user access to begin. To select a date from a calendar, click the calendar icon.
  4. When you are finished, click OK to return to the User Access List.

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Step 5 - Publish the workflow

To perform the steps in the following procedure, you must be a site collection administrator for the root workflow site.

To publish a new SAP workflow site:

  1. From the Start menu, click to open SharePoint Designer 2010.
  2. From the site page for the workflow that you previously created, select Site Actions, and then select Edit in SharePoint Designer. SharePoint Designer will connect to the workflow site automatically. In addition, it opens the workflow on a page that enables you to manage the settings for the workflow site.
  3. In the Navigation panel, click Workflows.
  4. In the Workflows pane, locate the List Workflow section and the name of the workflow that you want to publish.

For example, the following illustration shows the TestTask workflow.

In SharePoint Designer, you can navigate to a newly created Duet workflow

  1. Double-click the name of the workflow to open a page where you can manage settings for the workflow.
  2. On the ribbon, click Publish.

When you select the workflow name, SharePoint Designer opens a page where you can Publish the workflow.

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