Workflow Problem

[Former Member]

I have workflow where a particular form is suppose follow the following steps:

1.Editor- Edits the new / rejected form

2.Approver - Approves or Rejects the form

3.Publisher - publishes the approved form

and how do i send notifications to each of the people.

Its an example can anybody respond on it.

[former_member1]

Hi Srikant

I feel the following links can be helpful for u.

Publishing with Approval Process

http://help.sap.com/saphelp_nw04/helpdata/en/db/a4bf4db1d011d5993800508b6b8b11/frameset.htm

Setting Up Approval Process

http://help.sap.com/saphelp_nw04/helpdata/en/04/9053ad76fd0948b4ec2abf97898a3e/content.htm

also for notification

Notification By Mail

http://help.sap.com/saphelp_nw04/helpdata/en/89/c5fd430b63c74bbdfaa5f2ec9bb20b/frameset.htm

Email Notification

http://help.sap.com/saphelp_nw04/helpdata/en/41/080aab7cefe34d8acb04861a467efc/frameset.htm

Thanx & regards

Anish

[Former Member]

Hi all,

Thanks a lot for your help.

Let me be more clear in my question.

I am using the XML Form Builder 'Edit' page to uplaod a document. Once I click on the 'Save' button of the 'Edit' form, the content automatically gets displayed on the 'renderListItem' form and subsequently on the 'Show' form as well.

Also the document gets saved in the .xml format in one of the folders for which I have set up the workflow.

But now, the question is what is the point in setting up the workflow for a document when it gets displayed as soon as it is uploaded.

So I wanted to know how I can prevent the form from getting displayed on the 'renderItemList' form before it gets approved.(assuming that the user will always Submit the document for approval)

Jus for additional information, my workflow consists of the following,

Editor->approver->publisher->Reader(only for viewing the published contents)

Thanks and regards

Srikant

[detlev_beutner]

Hi Srikant,

> what is the point in setting up the workflow for a

> document when it gets displayed as soon as it is

> uploaded.

Now, the third time: Read the documentation, please! It is a matter of rights, and this behaviour you descriebe is absolutely normal and by design for people who have the right to write.

> how I can prevent the form from getting displayed

> on the 'renderItemList' form before it gets approved

For readers without corresponding service rights or write rights, it won't show up before being approved.

Please, rtfm, that's why it has been written...

Regards

Detlev

[Former Member]

hi Srikant

You can create a workflow Related to a folfer in KM.The following are the steps

1. Select the DETAILS from the context menu of the folder in KM for which the workflow for approval has to be configured.

2.Click the settings in the popup window.You can see permissions,service permissions, approval ,presentation etc...

3.You can select the approval process --- add steps to approval process ---assign users to each step...

The permissions and service permissions has to be set to the approvers based on their activities in the approval process like rivew,editing etc. The 'presentation' enables you to choose the layouts and also display the properties like "Approval Status".Once a new document is uploaded to the folder you have to submit it for approval.

You can set the subscribers for the folder in the SUBCRIPTION in the settings. Here you can specify the channel of notification and also the frequency of notification. Notifications are send to by using Universal Work List(default). The configuration of your system dictates which channels are available (for example, e-mail).

regards

geogi

[Former Member]

Hi Geogi,

Thanks a lot for the valuable input.

1) I was able to achieve till the workflow. But regarding the notifications, can you please be more specific about the Universal worklist?

2)Is it possible to diplay the name of the person to whom its assigned? I checked the 'Presentation' option. But did not find any suitable option to display the approver's name.

3) Is there a way to automate the process of submission for approval? That is, rather than user having to submit for approval manually, can the document be sent for approval automatically once it gets uplaoded?

Thanks in advance.

Regards

Srikant

[detlev_beutner]

Hi Srikant,

2.) "did not find any suitable option to display the approver's name" - If this is the question how one can see the next-step-approver, by standard means this is only possible on the folder, checking the approvers list (settings).

3.) "can the document be sent for approval automatically once it gets uplaoded" - not by standard means, but you could implement a repository service reacting on document creation and setting it's status to "submitted for approval", if approval service is activated on the folder concerned.

Hope it helps

Detlev

[Former Member]

Hi

I was able to set up the workflow.

But its publishing even before the approval process is complete.

Is there any way to stop it publishing it before the approval process gets approved.

thanks in advance

Srikant

[detlev_beutner]

Hi Srikant,

when referring to "workflow" - are we talking about the standard approval workfow?

In this case:

> its publishing even

> before the approval process is complete

won't be the case but rights / service rights are set wrong, see again the link given in my original posting.

If you are talking about something different, please describe in detail what you have done, what you expect, what does not work etc...

Hope it helps

Detlev

[Former Member]

hi Srikant

The documents once uploaded and not submitted for approval is listed same as that of published ones. So a document uploaded is not visible to users only if it is in the approval process.

Only Published documents are visible if 'permissions' are set as 'readonly' for the Users.

Regards

geogi

[Former Member]

Hi all,

Thanks a lot for your help.

Let me be more clear in my question.

I am using the XML Form Builder 'Edit' page to uplaod a document. Once I click on the 'Save' button of the 'Edit' form, the content automatically gets displayed on the 'renderListItem' form and subsequently on the 'Show' form as well.

Also the document gets saved in the .xml format in one of the folders for which I have set up the workflow.

But now, the question is what is the point in setting up the workflow for a document when it gets displayed as soon as it is uploaded.

So I wanted to know how I can prevent the form from getting displayed on the 'renderItemList' form before it gets approved.(assuming that the user will always Submit the document for approval)

Jus for additional information, my workflow consists of the following,

Editor->approver->publisher->Reader(only for viewing the published contents)

Thanks and regards

Srikant

[detlev_beutner]

Hi,

did you read http://help.sap.com/saphelp_nw04/helpdata/en/db/a4bf4db1d011d5993800508b6b8b11/frameset.htm carefully?! There most things should be covered.

Remark: If the (last) approver has approved the content, it gets published; so your "publisher" would maybe be an approver in the second step, but he also has got the right to reject.

Hope it helps

Detlev

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