Workflow Configuration Steps for Cutover

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Category: Workflow

Published on Friday, 16 January 2009 09:10

Written by Anon.

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On every new SAP instance some steps must be done in order to properly configure workflow:
1.        Automatic workflow configuration must be run
2.        SMTP connection configuration must be enabled
3.        All standard tasks within custom workflows must be set to “General” where applicable.
4.        Set RFC connection name in eRecruit system.

1.        Automatic Workflow Configuration
The Automatic workflow configuration must be done in order to enable any and all workflow processing.  A user with SAP_ALL role must do
this configuration, and some steps need to be completed on each client.
To configure workflow for a system the SWU3 transaction provides 4 main areas to configure:
1.        Maintain Runtime Environment,
2.        Maintain Definition Environment,
3.        Maintain Additional Settings and Services and
4.        Classify Tasks as General.

It is very important that the user generating the Maintain Runtime Environment has SAP_ALL role, as the WF-BATCH user is automatically
created as a step in this process, taking on the rights assigned to the sy-uname user executing the command.
If someone without proper privileges generates these steps prior, the WF-BATCH user must be removed, and then these steps re-generated
by the proper user.

Prior to generating, the Maintain Prefix Numbers (under the Maintain Definition Environment) needs to be run.  The prefix numbers must be
unique for each client of instance to prevent possibilities of overwriting workflows between systems.

Simply select the top entry for each area and click on the Generate icon.  All of the items should change from red X to green checkmarks.  
There may be some exceptions, for instance, if there is not a web server on that instance, the Maintain Web Server step may not be
successful.  Here is the detailed listing of the required items:

1.        Maintain Runtime Environment:

• Configure RFC Destination
• Maintain Workflow System Administrator
• Maintain Active Plan Version
• Schedule Background Job for Missed Deadlines
• Schedule Background Job for Work Items with Errors
• Schedule Background Job for Condition Evaluation
• Schedule Background Job for Event Queue
• Schedule background job for clearing report

2.        Maintain Definition Environment:

• Maintain Prefix Numbers
• Check Number Ranges

3.        Maintain Additional Settings and Services:

• Maintain Standard Domain for Internet Mail
• Activate Send to Objects and HR Objects

4.        Classify Tasks as General:

The Configure RFC Destination step generates an RFC logical destination named WORKFLOW_LOCAL_xxx  (where xxx stands for the
three-digit client number).
The Maintain Workflow System Administrator step generates the WF-BATCH userID, which is used for the background processing of the
workflow engine.  This user has a system-generated password, which is not viewable by anyone.  As stated above, this userID will receive
the privileges of the user who configures the Workflow Engine, which should include SAP_ALL.

2.        SMTP Connection Configuration
To configure the SMTP mail settings:

• SMTP Connection:
• Set up SAPConnect settings using SCOT transaction
• Set up the Job to send the e-mails out to the recipients (only in Production) using SM36 transaction

3.        General Task Settings Standard Tasks
The workflow administrator must change the configuration for any standard tasks that should have the General Task setting.
This normally affects custom workflows that include SAP provided standard tasks that require agents.  SAP Note number 72715 explains that
these configuration settings are not transported, therefore need to be done on each client.
These changes should be made through the PFTC transaction.

Task ID                Task Name                                     

• TS20000173        Release of  Contract Cancelled        
• TS90000016        Release PO                                       
• TS20000161        Notify Initiator that Req Rejected       

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