The SAP Business Workplace
Introduction to the Business Workplace
The SAP Business Workplace is a part of the SAP Business Workflow execution environment that allows us to:
- Process work items
- Receive and send messages
- Store documents
To access the Business Workplace, we execute transaction SBWP. Responsible employees receive documents and work items for processing in the Business Workplace. Once a task (a work item) has been executed and completed, the process can continue. By utilizing the structure of organizational units, which define roles and responsibilities in the company structure, the work required for a specific process is directed to the appropriate person.
Worklist
The worklist contains all work items (all activities to be processed) assigned to the user. Incoming electronic documents (email, internet mail, and fax) are displayed in the INBOX of the Business Workplace. This simplifies an employee's access to information important to them.
The Business Workplace has three distinct areas:
- Preview Tree: Located on the left side of the Business Workplace, the preview tree allows you to choose work items to be executed, workflows that have started, or documents.
- Worklist: The worklist is displayed in the top right corner of the Business Workplace screen when the "workflow" folder is selected. The system automatically groups entries into this folder. There are special folders where overdue or about-to-expire work items can be found. If the inbox or entry is selected through the tree, all work items and documents will be seen in this part of the screen.
- Work Item Preview: Located in the bottom right corner of the Business Workplace screen, the selected work item in the worklist is displayed for preview. Not all functions of the work items shown or workflow records are available. It's possible to execute a user decision from the "work item preview." A "user exit" can also be used to adjust the work item preview to the needs of the end user.
The Worklist
Work items can be executed directly from the worklist. Applications are launched with the required data when double-clicked. The Workflow system determines the recipients of the work item. All selected recipient users can view and (potentially) execute the work item in their Business Workplace, but only one user can execute the work item. Therefore, once a user performs the execution, the rest of the users cannot execute that work item afterward.
A user can accept a work item. A work item can only be executed by the user who accepted it. If "Reject" is chosen, the status of the work item is changed from "reserved" and made available again to all selected recipient users. At this point, the status of the work item returns to "ready."
It can be specified that the completion of a step in a workflow procedure be explicitly confirmed. After a work item is executed, a dialog box can appear to terminate the execution of the work item. If "cancel" is chosen at this point, the work item remains in the worklist and is set as "executed." Within the worklist, "done" can be selected for work items with the status "executed." Until this is done, the work item can be executed or forwarded multiple times.
A work item can be forwarded to another user for execution. The properties of a task determine whether you can forward a work item to all users or only some of them. It's also possible to make a work item accessible to users who were not configured as "recipients" of that work item initially.
Work Item Details
The technical display screen of the work item contains, among other types, the following information:
- Work item ID
- Messages
- Containers
To access the technical information screen, we position ourselves on the work item, right-click, and select "Display." Then, we visualize the detailed technical information of the work item.
Logs
The workflow log contains all information about a business process. To access the workflow log, we press the button. Depending on the roles, different views are available:
- Standard view: this view is available in different formats
- Timeline: who and when was an action performed?
- Users: which user performed a certain activity and when was it done?
- Objects: Where, by whom, and how were possible objects processed?
- Technical view.
- Workflow log graph.
The workflow log answers the following questions:
- What is the status?
- Who completed a specific task?
- What type of information is directed to a specific decision?
The log provides access to more detailed information regarding work items or attached document contents. Through any view, we can request technical or additional information, such as error information, conditions for task routing, or even any container elements.