Executing BPM Process Task via StreamWork Activity

Use

This topic provides information about executing a Business Process Management (BPM) process task using the SAP StreamWork collaboration tool. It allows you to collaborate with other users in a more flexible way when working on a task.

Prerequisites

  • Make sure you have performed all the configuration steps that are described in Configuring the BPM StreamWork Collaboration Functionality .

  • Make sure you have already created a BPM process task that is visible in the Universal Worklist (UWL).

  • Make sure you are familiar with the user authentication process .

    Each separate user that is involved in the task execution has to be authenticated so it can work properly in the joined BPM-SAP StreamWork environment, so authentication is necessary only once.

    End user authentication in SAP StreamWork is done via the user name (e-mail address) and password. To execute the BPM-SAP StreamWork use cases, automatic calls have to be made from BPM to the collaboration platform (SAP StreamWork) without user interaction.

    Therefore, a user has to allow the registered consumer application (from step 1) to automatically perform actions in SAP StreamWork on his or her behalf. This is implemented using a handshake process (based on OAuth) which avoids the user having to enter his or her SAP StreamWork credentials in BPM, and entering them only in SAP StreamWork itself. A separate access token is associated with each user in the user storage that is connected to the BPM system.

    This handshake process is automatically triggered by BPM when the user performs an action in the BPM Task UI that initiates an automatic call to SAP StreamWork. It detects that the user is redirected to the collaboration platform (in a separate browser window) from within the Task UI in BPM.

    In the SAP StreamWork, the user logs on using his or her user name and password for the collaboration platform, then the platform asks the user to confirm that the registered consumer application is allowed to perform calls to SAP StreamWork on his or her behalf.

    This authentication workflow has to be done by a user only once unless the user is explicitly revoking the access token in SAP StreamWork. This can be done by signing in to the collaboration platform, then choosing Start of the navigation pathExtensions Next navigation step Other ExtensionsEnd of the navigation path and selecting De-Authorize for the respective application.

    For more information about this authentication process, see BPM-SW Public APIs .

Procedure

  1. Choose the BPM task that is visible in the UWL.

    A new task user interface (task UI) of the UWL is displayed with the details of the BPM task.

  2. From the View field of the task UI, you have the following options:

    • Attachments

    • Notes

    • Task team

    • Collaboration

    In order to start the BPM-SAP StreamWork collaboration, you need to select the Collaboration option.

  3. (Optional) From the View field of the task UI you can also add attachments to the BPM task by selecting the Attachment option. You need to choose Add and to select one of the two options for your attachment:

    • Add file

    • Add URL

    Then you need to browse to the desired attachments (or enter URL) and choose OK .

    You can also:

    • Add a new name for the attachment

    • Select one of the two Select Availability options:

      • For all involved users of the embedding process

      • Only for members of this task

  4. (Optional) From the View field of the task UI, you can add notes by selecting the Notes option. Then choose the corresponding Add button and enter the note text. Then select one of the two Select Availability options:

    • For all involved users of the embedding process

    • Only for members of this task

    After entering the text, choose Post .

  5. Start the collaboration by choosing Start under the Collaboration area.

    A new Start Collaboration window appears in which you can enter the activity details.

    These are the details that will be visible, and actually contained in the SAP StreamWork activity that will be sent to the participants. This data will be physically uploaded to SAP StreamWork.

  6. Enter a title and detailed description of the activity.

    You also have the Participants, Notes and Attachments areas there.

    You can select your attachments and notes of the BPM task that will also be visible and for the activity. To upload your notes, select the Upload Notes checkbox. To upload your attachments, select the Attach checkbox for the corresponding attachment.

  7. Under the Participants area you can add participants using one of the following options:

    • Add by E-Mail (these can also be users from outside of the company)

    • Search User

      The users you add do not need to have a valid user account on SAP StreamWork to be invited. SAP StreamWork will send them an invitation e-mail. However, to accept the invitation, the users have to create an account on SAP StreamWork. The participant list has all potential task owners entered by default.

  8. Choose Start.

    The content is now generated and sent to the SAP StreamWork server . All participants receive an e-mail notification in which they can log on to the collaboration platform with their own credentials in order to contribute to the activity.

    Under the Collaboration area, you can see the name and details of the activity.

When the BPM task is completed, the SAP StreamWork activity will be closed as well (provided it was not manually closed by a user beforehand).