workflow agent assignment in sap

1705217 - How to Assign Agents for a Step in a Workflow

• Error: WO 590 - No agents found for this task
• Notification sent to the incorrect agent(s)
• No possible agents determined

Environment

• Materials Management (MM)
• SAP R/3 Enterprise 4.7
• SAP ERP Core Component
• SAP enhancement package for SAP ERP
• SAP enhancement package for SAP ERP, version for SAP HANA

Agent determination, Dynamic rule assignment , workflow , assignment   , KBA , MM-PUR-GF-WOF , Workflow , MM-IV-INT-WF , Workflow , How To

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• February 27, 2023

Sara Sampaio

• Technical Articles

With the aim of making workflow configuration simpler, SAP S/4HANA developed a brand-new concept called Flexible Workflow. It is advised that we make use of S/4HANA’s new Flexible Workflow feature.

The preset workflow scenarios and tasks form the foundation of the flexible workflow. This gives users the ability to specify condition-based workflow for various system activities.

SAP provides many such adaptable scenarios in procurement, Settlement Management, Sales etc. However, in many scenarios we don’t get many options when it comes to choosing an approver or agent and standard capabilities like Workflow Initiator or Manager based on HR Hierarchy don’t help with specific, dynamic business requirements.

In order to accomplish that, I have written this blog article to handle an Agent Determination scenario for Condition Contract Release Flexible Workflow which utilize a Custom Responsibility Rule.

Introduction

In the Condition Contract Flexible Workflow scenario, the Standard template provides only one option for setting up the Workflow Approver–the Workflow Initiator Rule. This option isn’t suitable because the Workflow Initiator and Approver can’t both be the same in any Implementation requirement.

In this blog, I will show you how to create and configure a custom responsibility rule to determine the workflow agent for a task.

Pre-requisites

• The Flexible workflow configuration has been done and is already working (not part of this blog.

Create Custom Responsibility Rule

1. badi implementation.

We should first implement the BADI RSM BADI STATIC RULE where we will write our code to obtain the Agent based on custom logic before moving forward with building Custom Responsibility Rule using the “Manage Responsibility Rule” App.

Please be aware that it is a Limited Filter Use BADI and that in order to correctly activate it, a Filter value must be provided in the BADI Implementation.

The exporting parameter ET AGENTS in this BADI Implementation Class allows us to enter the agent selected using custom logic. I’ve provided a sample example for your use.

2. Manage Responsibility Rules App

Be sure to complete the following prerequisites before moving on to this step:

You have assigned the  SAP_BR_ADMINISTRATOR  role to your user ID in the development system.

You have implemented the  RSM_BADI_STATIC_RULE  Badi with appropriate filter value.

Select the Custom tab from Manage Responsibility Rules Application on Fiori, then click Create.

The “Create” button will prompt you for the package and transport request where you want to lock this rule after you click it. Make sure the BADI filter value set in the previous step matches the Custom Rule name before entering the Custom rule name and its description otherwise you will not be able to save it.

Create a parameter using the “Create” button under the Parameter tab and provide the parameter’s name, description, type, and related CDS view. The CDS view and field must be entered if the parameter type is Element. A CDS view should be chosen if the parameter type is Table or Structure. Only whitelisted CDS views are permitted.

Please take a note that adding a CDS view here enables us to obtain information about Condition Contracts from the BADI Implementation Class and use it to create custom logic.

After saving it, we may finish creating the Custom Responsibility rule, but wait—this is where I had an A-ha! moment.

Although we have already put the BADI into use and developed the custom rule, we have not yet assigned it to our Standard workflow scenario and that’s where we are going to utilize the next app ‘Manage Responsibility Contexts’.

Configure Custom Responsibility Rule

With the  Manage Responsibility Contexts  app, you can use the list of standard responsibility contexts delivered by SAP application teams for agent determination.

You can also extend a standard responsibility context by adding your custom responsibility rule to determine agents that are responsible for your business process tasks, objects, and situation handling.

1. Extending Responsibility Contexts

You have assigned the  SAP_BR_ADMINISTRATOR  role to your user in the development system.

You have created a custom responsibility rule in the  Manage Responsibility Rules  app.

Choose Extend from this app’s menu after choosing the standard responsibility context and Standard Workflow Scenario ID. Please be aware that if a standard responsibility context has previously been extended, the Extend button will not be available.

The “Extend” button will prompt you for the package and transport request where you want to lock this rule after you click it. Once you provide these information, we get the next screen with the extended responsibility context.

2. Assigning the Agent Rule to Responsibility Context

We have the ability to link the Custom Responsibility rule to our workflow scenario by assigning it to the Extended Responsibility context under the Agent Rule tab. If you notice the Parent Context ID, it is the Standard Workflow scenario.

Here, you can give the agent decision rule a custom responsibility rule. Choose the right custom responsibility rule from the Responsibility Rule ID value help to reveal the parameters for the responsibility rule.

Once it is done, enter a constant value or pick a CDS field from the Data Source value help for each parameter.

Once you save it, it will start showing under Extended tab of Manage Responsibility Context app and also in SWDD_SCENARIO.

It will be visible in the Manage Workflows for Condition Contracts application in addition to the workflow scenario. This rule can be chosen in the step receiver option, and when choosing the step’s agent, it will apply.

I’ll end my blog article here. My focus is on including all necessary steps in this blog article so that it can be helpful to others as well.

I referred and followed the SAP Help Portal documentation to achieve this requirement and below are the direct links:

https://help.sap.com/docs/SAP_S4HANA_ON-PREMISE/8308e6d301d54584a33cd04a9861bc52/ec1b8c8f44394c959e02b41c51affd9d.html?q=BAdI%20for%20custom%20agent%20rules%20in%20Responsibility%20Management

If you’d like to ask questions, share feedback and thoughts, please use the comment section and/or post questions in the SAP S/4HANA Cloud community and follow me for further blogs.

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Vehicle Telematics Innovations from SAP and Partners on SAP Store

By Carsten Storm, Head of Marketplace, Digital Experiences, SAP | November 10,2023

If your business is involved in buying products, selling products, or both, your stakeholders have a vested interest in maximizing the efficiency of your transportation networks. Vehicle telematics systems are the way to go: combining technologies to collect vehicle data to derive insights on location, speed, maintenance, and more to improve safety, vehicle performance, and fuel consumption. Drivers can access travel-related dynamics in their vehicles, including weather and road conditions, while dispatchers can provide instructions on routes and daily tasks. Customer service agents can gain insights into delivery status and keep customers informed with real-time visibility. And you can meet sustainability goals by reducing carbon footprint.

SAP has long offered solutions that improve logistics services, global track and trace, and transportation, supply chain, and asset management. In fact, the  SAP Digital Vehicle Hub  application is a central repository containing vehicle data. It combines master data modeling and data transaction and telemetric capabilities, as well as vehicle lifecycle status, search, and monitoring functionality.

We continue to seek out innovative solutions from partners that incorporate vehicle telematics to integrate with our offerings. Our partners’ solutions are built on SAP Business Technology Platform, which brings together data and analytics, artificial intelligence (AI), application development, automation, and integration in a unified environment.

Here are some of the top solutions incorporating vehicle telematics available on SAP Store .

SAP Business Network Material Traceability.  With this solution, you can enhance safety, sustainability, and customer loyalty by capturing material provenance end to end, even for the most complex products across multitier supply chains. You can build trust and strengthen customer relationships through product genealogy from raw-material batch origin to finished products.

Last-mile Transport Management Software by VersaFleet.  This innovative solution allows you to digitalize your supply chains all the way to the last mile. You can boost routing efficiency, maximizing resources and saving transport and fuel costs. And keep customers notified of each fulfillment milestone throughout the delivery journey with automated email and text notifications.

Movement by project 44.  Shippers, carriers, and logistics professionals can better manage supply chains with this solution that delivers real-time supply chain visibility, workflow, and insights for goods in transit. It connects with SAP Business Network for Logistics to deliver real-time tracking and improved on-time performance. Visibility can be extended directly to customers to enable continuous monitoring.

ParcelLab Integration for SAP CX . This solution is all about post-purchase customer service – providing detailed information about the status of their parcel delivery instantly. Service agents can answer post-purchase inquiries quickly thanks to a 360-degree view of customer buying history, order and tracking details, and returns, with integration to SAP Customer Experience solutions.

Woocar by Woolabs.  With Woocar mobile telematics, you can reduce road accidents and carbon footprint by monitoring road transportation operations and sales fleets in real time. Dispatch and last-mile companies make sure drivers know their daily tasks, what to do and when thanks to intelligent routing and task assignment functionality. The solution works with SAP Business Network for Logistics.

Find the full list of cloud solutions incorporating vehicle telematics from SAP and partners on  SAP Store,  many available for a demo or free trial.

Solution(s) Discussed in this Post

• SAP Digital Vehicle Hub
• SAP Business Network Material Traceability
• Last-mile Transport Management Software by VersaFleet
• Movement by project 44
• ParcelLab Integration for SAP CX
• Woocar by Woolabs

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