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 Start Application

Definition

Application to trigger a process within the framework of HR Administrative Services .

The start application consists of several views in which the user can perform the start of the process. In these views, the user can select the employee who is to be involved in the process and the process that the system is to start (depending on the portal role in each case). The user can also edit the form assigned to this process. By sending this data, the user ends the start application and triggers the process that the system maps from this point in time using the form application .

Use

The start application, which runs in the portal, is used to prepare the start of the process. You make these preparatory settings in different views. When the start application ends, you trigger the selected process; this means that the system creates a workflow instance for the workflow template of the process. The execution of the start application is therefore the triggering event for the workflow of the process.

For more information about the relationship between workflow and processes, see Special Features of the Workflow for HCM Processes and Forms .

Within the framework of HR Administrative Services , the standard system includes the following start applications:

  • Start application for HR Administrator

  • Start application for Manager

    These two applications differ only in terms of the Select Employee view: In the start application for the HR Administrator, this view includes a simple search and an enhanced search. The HR Administrator can select the employees to whom he or she is assigned. In the start application for managers, the manager can select the employees for whom he or she is responsible through the organizational assignment.

The start application for the Employee role is also executable. However, employees cannot see the Select Employee view or the Select Process view. An employee can only trigger processes for himself or herself. The processes that are available are entered in the Employee portal role in the Life and Work Events area. Once a process has been selected, the employee is brought directly to the Edit view.

For more information about setting up the start application for employees, see the IMG for HR Administrative Services under Start of the navigation path Relationships to Other Roles Next navigation step Employee Self-Service End of the navigation path .

Structure

The following graphic simplifies the structure of the start application:

In the different views of the start application, cross-view and view-specific functions are available in each case. Examples of cross-view functions are Show User Involved or Show Link List . They are available in several views. View-specific functions, such as Select Process or Review and Send , are each available in one specific view only.

Overview of the start application views and their functions

Views

Functions

Select Employee

Used to select the employee on which the process that is to be started is to be based. It is dependent on the initiator role and is only available to HR administrators and managers, not to employees.

Functions:

  • Start (Search) (enables the search for employees)

  • Select employee from hit list or employee list

When the employee has been selected

  • Select Process (leads to the next view)

Select Process

Used to select the process that the user wants to start for the selected employee.

Which processes are available for selection here depends on the following factors at runtime:

  • Role dependency – It is specified in Customizing which processes are available for selection for which initiator role.

  • Dependency on the selected employee – It is specified in Customizing which processes are valid for which employee (for example, using the personnel area to which the employee is assigned). Only these processes are then available for selection.

    Functions:

  • Previous Step (returns to preceding view Select Employee )

  • Select Process

  • Edit (leads to the next view)

Edit

Used for editing a form assigned to a given process and for checking the data entered.

The user enters data in the form. The system supports the user with various functions in the form, default values, and value help.

Functions:

  • Show Link List

  • Previous Step (returns to preceding view Select Process )

  • Review and Send (checks the entries made and displays any error messages – this function is available until all entries are correct and no further errors are detected)

    Optional function:

  • Save Draft

Review and Send

As a result of the check, this displays error messages if the user made incorrect or invalid entries.

The user can correct any errors. After correction, a second check is required.When all errors have been corrected, the user can send the form and the system navigates to the next view.

Functions:

  • Show Link List

  • Previous Step (returns to preceding view Edit )

  • Send (ends form editing and navigates to the next step)

Completed

Outputs a message that the data was sent successfully. With appropriate Customizing, the user can display a reference number for the process started.

Functions:

  • Start Additional Process

You make the settings in Customizing for the views and functions of the start application in the IMG for HR Administrative Services under Start of the navigation path Configuration of Forms/Processes Next navigation step Process Configuration Next navigation step Set Up Processes Next navigation step Validity for Process Start End of the navigation path and under Start of the navigation path HR Administrator Next navigation step Start Application for Processes End of the navigation path .

Integration

You access the start application as follows:

  • Start application for HR Administrator: iView Start Processes for the portal role HR Administrator

  • Start application for Manager: iView Start Processes for the portal role Manager

In Customizing, you can specify that the system provides different processes for different areas of responsibility. In this way, administrators for HR master data can select processes different to those available to administrators for time recording. For more information about this topic, see the IMG for HR Administrative Services under Start of the navigation path HR Administrator Next navigation step Start Application for Processes Next navigation step Create Start Applications for Different Users in Portal End of the navigation path .

Example

The user is an HR Administrator. It is specified in Customizing that the processes 1 to 10 are available for selection for the HR Administrator portal role. It is also specified that the processes 1 to 5 are valid for employees of the personnel area 100 and the processes 6 to 10 are valid for employees of the personnel area 200.

Execution of the start application

View

Example

Select Employee

The HR Administrator selects employee 1 who belongs to the personnel area 100. The administrator then chooses Select Process and the system navigates to the following view.

Select Process

The system displays the processes 1 to 5 for selection by the HR Administrator. The HR Administrator selects process 1, chooses Edit , and the system navigates to the following view.

Edit

The system displays the form for processing that is assigned to process 1. The HR Administrator makes the desired entries in the form. The administrator then chooses Review and Send and the system navigates to the following view.

Review and Send

All entries were correct. The HR Administrator chooses Send and the system navigates to the following view.

Completed

The HR Administrator receives the information that the system has sent the data successfully. The HR Administrator closes the start application.