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Process documentationProcess Flow with One Form Scenario

 

During a process flow, database entries are created and updated in the various HCM Processes and Forms components. The following process flow description illustrates how the various components work together using the example of a transfer process. This process uses one form scenario.

Process

The following assumptions have been made in the description of the process:

  • Role 1: User in the role of Manager (sending manager)

  • Role 2: User in the role of Manager (receiving manager)

  • Role 3: User in the role of HR Administrator

  • When setting up the workflow template, you specify that the entries in the form are saved to the backend system only after the third process step has been performed. The Send function triggers the data storage.

Process step 1 - Starting the process with the start application

  1. In the portal, the sending manager navigates to the start application that is set up for his or her role.

    The start application offers managers the relevant processes for which they have authorization.

  2. The manager selects the required employee.

  3. The manager selects the transfer process.

    The system calls the relevant form for processing.

  4. The manager enters the relevant data in the form fields.

    Depending on the Customizing settings, the system provides input help for certain input fields.

  5. The manager chooses the Review and Send function.

    The system checks the entries against data in the backend system. If necessary, the manager corrects any data that was entered incorrectly.

    Once the data is correct, the Review and Send view appears.

  6. The sending manager checks the entered data once again and chooses the Send function.

    A confirmation view appears in which the manager is informed that the data entry was successfully completed. The process reference number is specified in the confirmation view.

    When the Send function is executed, the system creates the following technical objects for the process in the specified order:

    1. The system creates a range of objects in Case Management for the process object.

      These include files that are referenced by the process object, such as attachments or data containers for the form data.

    2. The system saves the data entered as a draft in the process object.

      • The process object is assigned the status Processed.

      • You can now view the process in the Process Browser and trace its status.

    3. The system creates the instance of the workflow template that is assigned to the process and the instance of the first workflow template step that is executed.

  7. The workflow runtime environment determines the required agent for the first workflow step based on the agent determination rules stored in the workflow template for this step. In our transfer process example, this is the receiving manager.

  8. The system enters a work item in the Universal Worklist (UWL) of the receiving manager.

Process step 2 - Approval of the requested transfer

  1. In the portal, the receiving manager navigates to his or her UWL and calls the relevant work item.

  2. The system displays the form with the form data from the process object that was specified by the sending manager. For forms of type Adobe Form only: The system dynamically merges the form layout stored in the settings for the ISR scenario and the form data.

    Note Note

    At this time, the form does not yet exist as a PDF file.

    End of the note.

  3. The receiving manager checks the data entered and chooses Approve.

  4. In the following view, the manager receives confirmation that the approval was executed successfully.

  5. The system updates the technical instances of the process.

    • The system updates the process object. Based on the information specified in the workflow step for saving data, the system saves the data at the end of process step 2 not only in the infotypes of the application database, but also as a draft in the process object.

    • The system updates the workflow instance. The system sets the status of the work item to Completed and performs the agent determination as described in process step 1.

  6. The system enters a work item in the UWL of the responsible HR administrator.

Process step 3 - Further processing and saving of data by the HR administrator

  1. In the portal, the HR administrator navigates to his or her UWL and calls the relevant work item.

  2. As in process step 2, the system combines the layout of the form to be displayed and the data.

  3. The HR administrator edits the form.

    He or she enters additional data that is required for a transfer. More fields are provided in addition to the fields that were available to the receiving manager in the form.

    Note Note

    The availability of the form fields in the various process steps depends on the assignments of the fields to the scenario steps in Design Time for Processes and Forms. For more information, see Form Scenario under Scenario Steps.

    End of the note.

  4. The HR administrator chooses Continue.

  5. The system checks the data entered.

    • Once the data is correct, the Review and Send view appears.

    • If the system finds errors, the HR administrator must first check the data that was entered incorrectly.

      The HR administrator is an expert in the processing of employee data. Therefore, the data entered by the HR administrator can be saved in the infotypes of the application database. For this reason, the HR administrator must correct any entries that have triggered an error message. Only after the HR administrator has corrected any errors can the processing of the form be completed.

  6. The HR administrator checks the data entered and chooses the Send function.

    A confirmation view appears informing the HR administrator that the data was entered successfully.

  7. The system ends the process.

    • The system updates the infotypes.

    • The system sends an information e-mail to the employee who is to be transferred.

    • The system sets the status of the work item of the HR administrator and the workflow template to Completed.

    • For forms of type Adobe Form only: If you use the Digital Personnel File (DPF), the system creates a PDF file with the data contained in the form.

The following graphic illustrates the described process flow for the transfer process example using one form scenario using a form of form type Adobe Form.