Reasons to Use UWL and Customize[1]

Top 10 reasons to use Universal Worklist: Getting the most out of Universal WorklistJocelyn Dart Platinum Consultant and guru of all things workflow and UWL SAP Australia Ginger Gatling SAP NetWeaver Solution Management SAP Labs What We’ll Cover … Why getting the business process right isn’t enough Making the most of the UWL – “Out of the Box” Quick win extensions to the UWL More advanced extensions Extended Notifications for mail integration Strategy tips Wrap-up © SAP 2009 / Page 1 Why Getting the Business Process Right Isn’t Enough A high quality end-user experience ensures higher quality participation in business processes with fewer support calls Taking a strategic approach to the end-user experience … Encourages fast and effective user participation in the process Makes it easier for business process owners to focus on process specifics instead of “re-inventing the wheel” Reduces TCO for user training time, support costs, development time The Forgotten Step Time and time again we see companies putting lots of effort into getting their workflow processes right, but neglecting the end-user experience PLEASE NOTE: This session presents options currently available in EP 7.0 with an SAP NetWeaver® 7.0 back end (such as ECC 6.0). Most, but not all, options are available in earlier EP and SAP NetWeaver/R/3 releases. © SAP 2009 / Page 2 What We’ll Cover … Why getting the business process right isn’t enough Making the most of the UWL – “Out of the Box” Quick win extensions to the UWL More advanced extensions Extended Notifications for mail integration Strategy tips Wrap-up © SAP 2009 / Page 3 Reason 1: UWL supports multiple task types Universal Worklist renders tasks from multiple provider systems Universal Worklist is delivered with the SAP NetWeaver Portal Provider systems connect to UWL via connectors Connectors such as SAP Business Workflow. Alert connector are provided by SAP UWL provides an API so that connectors can be written by partners and customers SAP NetWeaver Portal Universal Worklist KM Notifications SAP Business Application Application Workflow System System Non-SAP tasks SAP NetWeaver BPM Guided Procedures © SAP 2009 / Page 4 Application Alerts System . NetWeaver BPM tasks) and you want to centralize on a single task list Your users have SAP and non-SAP tasks and you want to centralize on a single task list © SAP 2009 / Page 5 .You should consider UWL if… SAP Business Workflow is used in applications in the SAP Business Suite (CRM. ERP) and some users must execute tasks in more than one system Your users have different types of tasks they need to access (alerts. SRM. Guided Procedures. © SAP 2009 / Page 6 .Please Note! This presentation slants towards SAP Business Workflow. Not all task providers have the same feature set. Reason 2: UWL is included in SAP NetWeaver Portal. standard functionality The Universal Worklist — “Out of the Box” Standard inbox features: Substitution You can also: Add attachments View history Standard workflow features: Forwarding Assignment Main launch action: Launch via button or via hyperlink © SAP 2009 / Page 7 . Go to System Administration > System Configuration > UWL Administration 2. Register the system © SAP 2009 / Page 8 .Reason 3: Basic configuration is done in matter of minutes The minimum steps for setting up the Universal Worklist 1. Create an entry for your system using its System Alias 3. MySystemAlias.webflow. a delta file that adds specific configuration for your workflow tasks to the standard delivered files uwl.The results of basic UWL configuration Register/re-register: Generates the UWL XML configuration file uwl.webflow Tips! Re-register whenever you: Create new workflow tasks Make changes in transaction SWFVISU or WF_EXTSRV Clear the Cache to make new changes appear: After re-registering After changing any UWL XML configuration file © SAP 2009 / Page 9 .standard and uwl. © SAP 2009 / Page 10 .Where Do I See That? You can view and download all UWL XML configuration files (and the UWL Configuration DTD file) on the Configuration Content page in the UWL Administration view. You can also upload your own custom UWL XML configuration files. WF_EXTSRV Creating a custom UWL XML configuration file Globally in the PCD entry for the UWL iView Don’t forget to re-register and clear the Cache! © SAP 2009 / Page 11 . Tips! You can override the default launch mechanism using any of the following: Special settings in the task (e.PROCESS method) Settings in transactions: SWFVISU..Reason 4: UWL by default knows how to launch tasks The default launch mechanism for all work items sourced from an SAP Business Workflow is SAPGUI for HTML. but you can override this. DECISION.g. You don’t even need to change your workflow task! © SAP 2009 / Page 12 .Reason 5: You can launch a Web Dynpro Application instead Most SAP-based Web applications can be launched by making an entry in the Task Visualization section of transaction SWFVISU. webflow.MySystemAlias Don’t forget to clear the Cache! © SAP 2009 / Page 13 .So What Do I Put in the Task Visualization? You need to enter your application type and application ID The application type pre-determines what other details are needed Tip! To apply the SWFVISU settings you need to: • Re-register the system • You will see a matching entry in the file uwl. Substitution is done either in provider systems or UWL You can prevent users from creating/deleting substitution rules in the Object Visualization section in the Portal Content Directory Tip! To find the iView go to: Portal Content > Content Provided by SAP > End User Content > Standard Portal Users > iViews > © SAP 2009 / Page 14 . What We’ll Cover … Why getting the business process right isn’t enough Making the most of the UWL – “Out of the Box” Quick win extensions to the UWL More advanced extensions Extended Notifications for mail integration Strategy tips Wrap-up © SAP 2009 / Page 15 . Tip! 3.PLM. Create a custom UWL XML configuration file (use the standard files as examples) with your delta changes 2. You can upload multiple files and name them however you wish (e.g. Don’t forget to clear the Cache! Using an XML editor is helpful.Reason 6: UWL look can be customized … Just three steps … 1. Upload the file. but not essential – you can maintain your XML file using WordPad if you wish. mycompany.<OurSystemAlias>).. © SAP 2009 / Page 16 . Use the UWL Configuration DTD file to check your XML syntax. Reason 6 … and there is a wizard to help The UWL Administration view includes these wizards: Define custom attributes and customize the corresponding view Define and configure what you want to launch when an item is clicked Customize attributes and define what you want to launch when an item is clicked (both of the above options) Customize the look of the UWL main page (tabs. etc.) © SAP 2009 / Page 17 . Reason 7: Memos can be added … Activate the standard Add Memo feature View Memos shows automatically once a memo has been added to a work item © SAP 2009 / Page 18 . Rename the file (e. Upload the file and clear the Cache © SAP 2009 / Page 19 . mycompany.webflow 2.g. Add the “Add Memo” action here: <ItemType name="uwl.. Download the standard file uwl. 4.webflow) 3.webflow" … <Actions> <Action reference="addMemo"/> <Action reference=“manageAttachments” ….Reason 7 …and passed on to the next agent … 1.task. Ask users to use addMemo to add comments when forwarding. © SAP 2009 / Page 20 .Reason 7 …you can enforce a reason for rejection Use the User Decision with Note style A memo is created and automatically passed to subsequent work items Careful! Comments are only saved when an answer button is pressed. Within the ItemType tag.webflow.<OurSystemAlias> – change decision to your own decision name <ItemType name=uwl.Enforcing a reason for rejection 1. Copy the ItemType tag for your decision-based workflow task from uwl.webflow.task.ourdecision.TS99999999 … 2. with an Action tag for each button <Actions> <Action name="approved" groupAction="yes" handler="UserDecisionHandler" returnToDetailViewAllowed="yes" launchInNewWindow="no"> On the first button only: Turn on the note and set <Properties> <Property name="UserDecisionNote" value="true"/> <Property name="decisionKey" value="1"/> <Descriptions default="Approved"/> </Action> <Action name="rejected" groupAction="yes" handler="UserDecisionHandler" returnToDetailViewAllowed="yes" launchInNewWindow="no"> <Properties> <Property name="UserDecisionNote" value="mandatory"/> <Property name="decisionKey" value="2"/> </Properties> <Descriptions default="Rejected"/> </Action> </Actions> up the note title <Property name="UserDecisionTitle" value="Enter a Rejection Reason"/> </Properties> On the other buttons: Indicate if a note is mandatory Tip! © SAP 2009 / Page 21 Get the correct values for the decisionKey by running function module SAP_WAPI_DECISION_READ against any work item based on the relevant workflow task . add an Actions tag. You can also hide unwanted features Completely hide unwanted features globally by adding the Exclude from UWL Preview and Detail property <Action name="launchSAPDetails" … <Properties> <Property name="display_order_priority" value="uwlExcludeFromPreviewDetail“ /> </Properties></Action> Tip! A list of action names for standard features is found in the UWL configuration documentation. Don’t hide it until you know what it does! © SAP 2009 / Page 22 . Reason 8: You can create filters by tasks. and only if. the user has work items of that process in his/her worklist Filters automatically give a count of new/total number of work items © SAP 2009 / Page 23 . Solution: Create your own process-specific filters Filters show as Subviews if. <Views> <View name=“OurShopCartView" selectionMode="SINGLESELECT" width="98%" supportedItemTypes="uwl.task.webflow. and link it to your process-specific tasks.task. Rename it. Copy the ItemType tag for your workflow task from uwl.task. Copy the defaultView tag from file uwl.<OurSystemAlias>.standard. </View> </Views> 3.TS10008126. Add the View tag for your business process to the end of the file – just above </UWLConfiguration> 4. copy uwl. > <Descriptions default=“Shopping Carts“/> ….webflow.webflow.webflow.<OurSystemAlias> 2.uwl. Change the default View of each process-specific task to your View <ItemType name="uwl. add a description.webflow.web….webflow and change “default” to your task ID “TS9999999” © SAP 2009 / Page 24 .default from file uwl.<OurSystemAlias>" connector="WebFlowConnector" defaultView=“OurShopCartView" … Tip! If there is no ItemType tag for your task in uwl.TS10008126.Creating filters by task… 1.task. 86400000 = 1 day) Add columns (DisplayAttributes tag) – try the wizard! Add buttons (Actions tag) Add multi-approval/rejection © SAP 2009 / Page 25 ..g.What Else Can I Do with Filters? Change sort order Property sortby in the View tag Change column order Property columnOrder in the View tag Change durations for due date color coding Properties dueDateSevere (turns due date red) and dueDateWarning (turns due date yellow) Note: Duration is in milliseconds (e. g. launch a transaction in WinGUI instead of WebGUI Add extra fields (CustomAttributes tag) for display in the View or to pass to the launch application Try the UWL configuration wizard! Add buttons (Actions tag) © SAP 2009 / Page 26 ..What Else Can I Change for a Specific Workflow Task? Hide unwanted buttons Set the property display_order_priority to uwlExcludeFromPreviewDetail for a specific Action within the ItemType Change the launch mechanism E. What We’ll Cover … Why getting the business process right isn’t enough Making the most of the UWL – “Out of the Box” Quick win extensions to the UWL More advanced extensions Extended Notifications for mail integration Strategy tips Wrap-up © SAP 2009 / Page 27 . Reason 9: You can add your own columns and. Add your own Custom Attributes Tip! Try the UWL Configuration Wizard! © SAP 2009 / Page 28 .. Reason 9: You can do mass processing Use Multi-approval/rejection Tip! Save time by using the standard view WorkItemApprovalsView © SAP 2009 / Page 29 . g.Use action handlers to create a custom forward button Add your own actions using the Action handlers (e. create your own custom “Forward to Superior” button calling your own custom function module using the FunctionModuleActionHandler) IViewLauncher SAPAppLauncher SAPMiniAppLauncher SAPIACLauncher SAPWebDynproLauncher SAPWebDynproABAPLauncher SAPTransactionLauncher SAPBSPLauncher ObjectLinkLauncher ObjectNavigationLauncher Tip! Make sure you read the UWL Advanced Configuration guide to understand what properties are relevant for each handler! UrlLauncher XhandlerLauncher TerminatingEventHandler FunctionModuleActionHandler UpdatingContainerHandler UserDecisionHandler PortalEventLauncher © SAP 2009 / Page 30 .. html © SAP 2009 / Page 31 .com/javadocs/NW04S/current/uw/index.sap.Reason 10: We Want One Inbox for All Work – SAP and Non-SAP Include non-SAP work in the UWL by using the UWL Java API to create your own UWL Connector https://help. Action Handler Services to support any buttons you need 4.How Much Work Is It to use the UWL API? UWL API has the following parts: 1. © SAP 2009 / Page 32 . Attachment Connector Services to support any attachments you need (optional) 5. UWL Connector Service to push and pull the worklist from the non-SAP system and map it to the UWL item attributes 3. Basic integration is usually possible within 10-15 days. UWL XML Configuration for your non-SAP item types Estimated effort: 10-30 person days depending on depth of integration. Registration Service to register a unique ID for the non-SAP “system ID” 2. com/irj/sdn/weblogs?blog=/pub/wlg/4762 RSS Feeds – presented at SAP TechEd © SAP 2009 / Page 33 .sap.But Has Any One Else Done This … This has been implemented at a number of customers already – and it’s the same approach as is used for the standard connectors Connectors already exist for: WebFlow Ad Hoc Workflow Alerts KM Action Inbox Generic ABAP connector Publicly available details of how others did it: SONiC Connector – available as part of the SONiC download UWL Connector for MDM See SDN Blog www.sdn. What We’ll Cover … Why getting the business process right isn’t enough Making the most of the UWL – “Out of the Box” Quick win extensions to the UWL More advanced extensions Extended Notifications for mail integration Strategy tips Wrap-up © SAP 2009 / Page 34 . How Do I Get from My Email Inbox to the UWL? Use Extended Notifications to notify users of work. Avoids complex integration issues with mail groupware versions. © SAP 2009 / Page 35 . giving hyperlinks to launch into the UWL. Create a Delivery Schedule Add a Subscription to Scenario WORKFLOW Category STANDARD Create a Schedule Selection for filter ALL_DELTA Adjust the General Settings © SAP 2009 / Page 36 . 3.We Need to Set Up Extended Notifications Fast Minimum setup of Extended Notifications in transaction SWNCONFIG. 4. 2. then schedule a batch job for program SWN_SELSEN 1. We Need Details but Not SPAM By default. © SAP 2009 / Page 37 . emails are only sent if the user has had work added to his/her inbox since the last job run. and he/she has not yet executed the work Additionally setting Granularity to One Message Contains Multiple Notifications in the Subscription gives a maximum of one email per user per job run. but with sufficient detail to assess the urgency of the work. What We’ll Cover … Why getting the business process right isn’t enough Making the most of the UWL – “Out of the Box” Quick win extensions to the UWL More advanced extensions Extended Notifications for mail integration Strategy tips Wrap-up © SAP 2009 / Page 38 . UWL Strategy Tips Consider what you will need for the long term (not just for the first-phase workflows) Consider how you want your users to use standard features Especially Substitution and Forwarding One workflow inbox in the Portal – the UWL Decide your corporate attitude towards the Windows GUI SAP Business Workplace inbox (avoid supporting it if you can) Don’t forget the obvious Consistency in subject and detail text format Don’t turn it off until you understand what it does! © SAP 2009 / Page 39 . critical information first.Why Do Texts Matter So Much? The no-control approach: No consistency. not sortable. quicker to assess and respond © SAP 2009 / Page 40 . critical information is buried A better way: Sortable on action type. Give Yourself a Break … In your Development Portal. turn on the UWL Support Information in the Portal Content Directory. This can save you a lot of time when configuring the UWL XML. © SAP 2009 / Page 41 . Support Information: Appears immediately below the work item preview. What We’ll Cover … Why getting the business process right isn’t enough Making the most of the UWL – “Out of the Box” Quick win extensions to the UWL More advanced extensions Extended Notifications for mail integration Strategy tips Wrap-up © SAP 2009 / Page 42 . such as Web Dynpros and use them to launch tasks UWL look and feel can be customized You can add memos and enforce rejection reasons You can create filters for specific tasks You can add custom columns You can access non-SAP tasks via UWL API 3. 2. 4.Top 10 reasons to use UWL 1. 10. 8. UWL supports multiple tasks types UWL is included in as standard functionality in SAP NetWeaver Portal Basic configuration can be done minutes UWL knows how to launch tasks You can launch develop new UI’s. 7. 5. © SAP 2009 / Page 43 . 9. 6. Key Points to Take Home Don’t settle for UWL “Out of the Box” Don’t leave usability up to your developers Business process owners need to sign off on usability As a minimum. set up UWL Filters to improve usability Set enterprise-wide Workflow Standards to improve consistency Consider what you will need for the long term Don’t turn it off until you know what it does © SAP 2009 / Page 44 . sap.com/forum.htm SDN UWL Blogs www.sap.com/irj/sdn/advancedsearch?cat=sdn_weblog&query=SW NCONFIG&adv=false&sortby=cm_rnd_rankvalue SAP SDN BPM and Workflow Forum https://forums.sap.com/saphelp_nw70/helpdata/en/27/8be9f12c6746158328 764a13c0ef99/frameset.jspa?forumID=146 © SAP 2009 / Page 45 .sap.Resources – UWL Configuration Advanced Configuration of UWL http://help.sdn.com/irj/sdn/advancedsearch?cat=sdn_weblog&query=UW L&adv=false&sortby=cm_rnd_rankvalue SDN Extended Notification Blogs www.sdn.sdn. Thank you! © SAP 2009 / Page 46 . SAP NetWeaver. mySAP. 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