Create Processes

Use the SAP Analytics Cloud calendar to create processes that help manage your calendar events.

Context

You can structure your workflow with a process that serves as parent event of related calendar events. The child events can be tasks or even other processes with their child events.

Processes can be for you alone or you can assign them to your colleagues. You can even assign processes to colleagues who are not yet members (do not have SAP Analytics Cloud accounts). Use their email address and they will receive information on how to get an account.

Procedure

In the Calendar, select (Create) Process.
Provide a Name.
Set the Start and Due dates and times.
Optional: Choose Assign to me.
Optional: If you want the process to activate automatically on the selected start date, choose Activate the process on the start date automatically.

You can choose this option only after assigning the process to yourself. If you want to assign the process to someone else, you can select this option later in the Details panel.
Optional: To structure your workflow, you can add the process to another process:
- Choose Add Parent Process and select the process.
- If you selected a process in the calendar before creating this process, this process will be selected as a parent process by default. You can remove it and add a different parent process if needed.
Note

You can select only the processes that you can edit. You need to be the owner or the assignee of the parent process.

To see the relationship between tasks and their parent processes more easily, use the Gantt or List view.
Choose OK.

The process is added to the calendar and opened in the Details panel.
Optional: In the title area, select a different style for the process or create a new style.
Add work files (stories or analytic applications) to the process, or provide a URL.
- As the owner, upload a work file, or add a URL.
  
  You can add a URL by selecting Add URL from the dropdown menu.
  
  The assignee can edit the work file, or upload additional work files.
- As the owner, you don't provide a work file or a URL.
  
  The assignee can upload his or her own files to Work Files. While the assignee is working on the process, only he or she can see their own work files.
In the Context section, select Add Context, and then add a model and some filters.
Configure the Completion Settings for your task.
1. In the Time area, select Advanced Settings.
  You can now choose to have the process marked as completed automatically on the due date.
2. Turn on Discontinue the process on the due date automatically.
3. Decide whether you want to apply the same completion settings to descending tasks or processes.
  Note
  
  By default, the Override completion settings of descendants is turned off. This means descending tasks or processes are completed according to their own completion settings. When turned on, the completion settings of this process are applied to the descendants. If descending tasks or processes do not have their own settings, the completion settings of this process are automatically applied.
4. Decide what to do with the information that has been gathered for child events with status Open and In Progress:
  - Change status to Canceled: no information will be saved.
  - Change status to Accomplished: all data and files that had been submitted will be approved and stored.
5. Close the Completion Settings panel.
Your choices are now listed in the Time area.
Add people to the process: Add one or more assignees, and if needed, additional owners for your process, or share your process with others.
- You can add individual users or teams that have been created in SAP Analytics Cloud:
  
  Adding teams instead of individual users may help save you time, and you don't need to define who's taking care of the process. You can choose to Resolve the team so the individual users are displayed, and adapt the list according to your needs.
  
  Note
  
  After you resolve a team, the reference to that team is removed. Instead, the system behaves like you added all the team members individually. Any changes to the team on the SAP Analytics Cloud Security page (like adding or removing team members) will not be reflected in the People section of your calendar task.
- You can also add someone who isn't already a member:
  1. To add a non-member, in the appropriate People section, select the dropdown list and then select Invite Non-Member by Email.
  2. Type the person's email address.
Tip

If you add someone and then decide to substitute yourself or someone else for one of those roles, select the user name or the team name, and then choose Change from the dropdown menu. In the Change User dialog, select the new name for the role.
Note

If you share a process, you share all child events with that viewer automatically. The viewer has an overview over all shared child events.
- If you remove a viewer from a process, all child events will remain visible to that person.
- If you remove a viewer from one of the child events, this child event will be visible to that person with limited information only. Under Hierarchy, only child events that are shared with this person will be displayed, and a number will indicate child events that are not shared with this person. For example: Child Events (4+1) means that 4 child events are shared, and one child event isn’t visible to this person.
If you haven't done so already, decide whether to select Activate the process on the start date automatically.
If you want to work on your process before sending it out to others, do not enable this option.
Note
Please note the following conditions:
- Before you can activate the process, you need to have an assignee defined.
- If the process has child events, either the parent process or one of its child events need to have an assignee defined.
- If a child task is a data locking task, you need to define a context additionally.
Optional: If you haven't done so already, you can add the process to another process in the Hierarchy section.
- Choose Add Parent Process and select the process.
- If you've already set a parent process, it is displayed as the parent process. You can select it to see its details. You can remove it and add a different parent process if needed.
Note

You can select only the processes that you can edit. You need to be the owner or the assignee of the parent process.

To see the relationship between tasks and their parent processes more easily, use the Gantt or List view.
Provide additional information or reminders.
Select View Changes to verify or remove any changes.
When you have finished filling in the details and are ready to send the process out, do one of the following:
- Select View Changes to review all the changes that have been applied; decide whether to send them out or delete any of the changes.
- If the status is In Progress, select Update and Notify.
- If the status is Inactive, click on the arrow next to the status and then select Activate & Notify.
  When you activate the process, and you've added some teams that haven't been resolved yet, the teams are resolved automatically. You can remove individual users of the team, for example. Users assigned to multiple teams are only counted once.

Results

Notifications are sent to the applicable people.

Next Steps

When changing the duration of an existing parent process, you can decide if you want to change the duration of its child events as well, or just the process itself.

If you want to quickly add child events to your process, you can use the Calendar wizard to generate tasks and processes from an organizational dimension.

To reduce the steps of your workflow, you can convert your process to a general task.