Show TOC

Background documentationRule-Based Workflows for Material

 

You can use the Business Rule Framework plus (BRFplus) tool to create your own rule-based workflows for material master data governance. The BRFplus tool is accessed through the Customizing activity Configure Rule-Based Workflows.

SAP delivers a number of preconfigured workflows that you can use for your governance process. You can adapt these preconfigured workflows or choose to create your own with the BRFplus tool.

The following text outlines the fields and settings for the preconfigured workflow Create Material. The other workflows use similar process patterns and steps and therefore are not explained here.

Structure

Decision Tables

The Create Material workflow uses the following decision tables to direct the creation process:

  • Single Value Decision Table (DT_SINGLE_VAL_MAT01)

    This is the master workflow table for material creation. This table lists the workflow steps and references the other two tables when necessary.

  • Non-User Agent Decision Table (DT_NON_USER_AGT_GRP_MAT01)

    This decision table contains a list of system tasks. The tasks can be referenced by the DT_SINGLE_VAL_MAT01 decision table when it requires a system action.

  • User Agent Decision Table (DT_USER_AGT_GRP_MAT01)

    This decision table contains a list of user assignments to workflow tasks. This information here is also referenced by the DT_SINGLE_VAL_MAT01 decision table when it requires user action.

Fields in Decision Table DT_SINGLE_VAL_MAT01

The table has two areas: the first area lists the expected start values leading into each step and the second area lists the actions to be taken if those values are set. The table below explains the fields:

Field

Field Type

Description

CR Previous Step

Start Value

This field links this line with a workflow step above it. The system takes the information from the New Chng. Req. Step field below and searches for values matching that in the CR Previous Step fields of workflow steps below it.

Previous Action

Start Value

Contains the code for the system or user action if there was an action. The actions are maintained in customizing.

Chng. Req. Priority

Start Value

Contains the current priority of the change request

Chng. Req. Reason

Start Value

Contains the reason for the change request. The reasons are maintained in customizing.

CR Rejection Reason

Start Value

Contains the reason for rejection of a change request. The reasons for rejection are defined in customizing.

CR Parent Step

Start Value

Parent step number (Only used in parallel processing).

Parallel Agt Grp No.

Start Value

Parallel agent group number (Only used in parallel processing)

Condition Alias

Action

References the other two tables.

An entry here specifies an action for the system or a user. Every Condition Alias needs to be handled at least once by either a User Agent or a Non-User Agent activity

New Chng. Req. Step

Action

Contains the next step in the workflow

New CR Status

Action

Displays the new status for the change request. The statuses are defined in customizing.

Hours to Completion

Action

Expected completion time in hours

Merge Type

Action

Parallel merge type (used in parallel processing)

Merge Parameters

Action

Parallel merge parameter (used in parallel processing)

Dyn Agt Sel Service

Action

Dynamic agent selection service

Fields in Decision Table DT_NON_USER_AGT_GRP_MAT01

This table contains a list of system tasks that is referenced by the DT_SINGLE_VAL_MAT01 workflow table when one of the workflow steps requires a system action. The table defines the action to be taken by the system. For a list of the predefined values see Configuring Master Data Governance for Material.

Field

Description

Condition Alias

This is a reference for the main workflow table. If this condition alias is set as a value in the DT_SINGLE_VAL_MAT01 table then the system will read this line to see what actions are to be taken.

Agent Group

User agent group number

Process Pattern

This line displays the background task the system performs. These tasks are preset and cannot be changed

Service Name

This is a filter for BAdI execution. The BAdI Rule-Based Workflow - Call System Method must be implemented for process pattern 2 to work.

Fields in Decision Table DT_USER_AGT_GRP_MAT01

This table contains a list of agents (usually users) that is referenced by the DT_SINGLE_VAL_MAT01 workflow table when one of the workflow steps requires user participation. For a list of the predefined values see Configuring Master Data Governance for Material. You can use the following Configuration activities to define your own actions and step types:

  • Start of the navigation path Master Data Governance Next navigation step General Settings Next navigation step Process Modeling Next navigation step Workflow Next navigation step Define Actions for Change Request UIs End of the navigation path

  • Start of the navigation path Master Data Governance Next navigation step General Settings Next navigation step Process Modeling Next navigation step Workflow Next navigation step Define Step Types and Assign Actions End of the navigation path

Field

Description

Condition Alias

This is a reference for the main workflow table. If this condition alias is set as a value in the DT_SINGLE_VAL_MAT01 table then the system will read this line to see what actions are to be taken.

User Agt Grp No.

Non-user agent group number

Step Type

Defines the user interface and buttons that appear for the user when they click on the workflow task they receive.

User Agent Type

Indicates the agent type, defining if it is a user, organizational unit, role, job, position, or special user.

User Agent Value

Defines the name of the agent to be sent this workflow task

Example

Steps in the Create Material Rule-Based Workflow

The following steps make up the pre-delivered rule-based workflow for creating a new material. The workflow involves two users, a business user who creates the change request, and a Master Data Steward who is tasked with reviewing and approving the change request. If a field is not mentioned in the tables below it is not relevant for the workflow step. The order of the steps below is not important as the order in which they occur is based on the field values.

The intention of this workflow is to provide a simple workflow for change requests for material creation. The change request is sent for review, reviewed, then is either rejected, or is accepted and sent for a technical check. If the technical check is successful the material is created and the workflow ends, if the technical check is not successful then the change request is sent back for rework.

Change Request Step: The system puts the new change request into the worklist of the Master Data Steward.

This is the first step in the create material workflow. The change request has been created and the step tells the system to place it in the worklist for the Master Data Steward. The settings in the user table determine the user interface to be displayed when opening the worklist item. The Master Data Steward has the choice to either approve or reject the change request.

Field

Field Value

Explanation of Field Value

CR Previous Step

00

This is the first step and no previous values exist.

Condition Alias

1

This value points to condition alias 1 from user table DT_USER_AGT_GRP_MAT01. This line tells the system to put the workflow task to the Master Data Steward.

New Chng. Req. Step

90

This tells the system to check the lines with step 90 as the value for CR Previous Step next.

New CR Status

02

This sets the change request status to value 02: Changes to be Executed.

Change Request Step: The Master Data Steward opens the change request and activates it. The change request is sent for technical validation.

This step is triggered when the Master Data Steward reviews the change request and approves it. The step tells the system to send the change request for technical validation where the data will be checked for validity and completeness.

Field

Field Value

Explanation of Field Value

CR Previous Step

90

Identifies this step and links it to the previous step.

Previous Action

9

Indicates that the user action was Final Check Approved (The user chose the Activate button) and that the change request is to be activated.

Condition Alias

2

Instructs the system to check the other workflow tables for condition alias 2. In this case the Master Data Steward choose theActivate button and the workflow chooses the activation pattern.

New Chng. Req. Step

91

This tells the system to check the line with step 91 as the value for CR Previous Step next.

New CR Status

02

The status remains unchanged.

Change Request Step: The Master Data Steward opens the change request and rejects it. This step triggers the roll back for the change request and sends it back to the business user for revision.

This step is triggered if the Master Data Steward chooses to reject the change request. The step instructs the system to roll back the change request and send the change request back to the business user for revision.

Field

Field Value

Explanation of Field Value

CR Previous Step

90

Identifies this step and links it to the previous step.

Previous Action

04

Indicates that the user previous action was Reject (The Master Data Steward choose the Reject button) and that the Master Data Steward sent the change request back to be revised.

Condition Alias

3

This value tells the system to refer to table DT_USER_AGT_GRP_MAT01.

New Chng. Req. Step

95

This tells the system to check the line with step 95 as the value for CR Previous Step next.

New CR Status

10

This sets the change request status to value 10: To Revise: Perform Changes

Change Request Step: The activation was successful and the workflow is completed.

This step is triggered following reviewer approval of the change request and a successful technical check. This step completes the workflow.

Field

Field Value

Explanation of Field Value

CR Previous Step

91

Identifies this step and links it to the previous step

Previous Action

31

The background action was Activation Successful

Condition Alias

4

This value tells the system to refer to table DT_NON_USER_AGT_GRP_MAT01. The task the value points to completes the workflow.

New Chng. Req. Step

99

This field value indicates the end of the process.

New CR Status

05

This sets the change request status to value 5: Final Check Approved.

Change Request Step: The activation failed due to data errors. The change request is sent back to the Master Data Steward.

This step is triggered following the Master Data Steward’s approval of the change request and a failed activation. The activation failed for technical reasons and the change request is sent back to the Master Data Steward to resolve the issues.

Field

Field Value

Explanation of Field Value

CR Previous Step

91

Identifies this step and links it to the previous step

Previous Action

< > 31

Indicates that the action was not Activation Successful

Condition Alias

5

This value tells the system to refer to table DT_USER_AGT_GRP_MAT01. The change request is sent back to Master Data Steward to deal with the technical errors.

New Chng. Req. Step

90

This tells the system to check the line with step 90 as the value for CR Previous Step next.

New CR Status

11

Sets the status to value 11: Process Errors After Activation.

Change Request Step: The business user canceled the change request and triggered the roll back of the data and the completion of the workflow.

This step is triggered if the Master Data Steward rejected the change request and the business user decided to cancel the change request rather than make updates to it. This step completes the workflow.

Field

Field Value

Explanation of Field Value

CR Previous Step

92

Identifies this step and links it to the previous step.

Previous Action

Blank

Condition Alias

6

This value tells the system to refer to table DT_NON_USER_AGT_GRP_MAT01. The task it points to completes the workflow.

New Chng. Req. Step

99

This field value indicates the end of the process.

New CR Status

06

This sets the change request status to value 06: Final Check Rejected.

Change Request Step: The business user opens the change request and chooses the Request button. The system performs a technical check of the change request.

This step is triggered when the business user revises the change request and sends it again for approval. This step instructs the system to perform a technical check on the data contained within the change request.

Field

Field Value

Explanation of Field Value

CR Previous Step

95

Identifies this step and links it to the previous step.

Previous Action

07

Indicates that the user action was 07 Resubmit

Condition Alias

7

Instructs the system to check the other workflow tables for condition alias 7. This line tells the system to put the workflow task back to the Master Data Steward.

New Chng. Req. Step

90

This tells the system to check the line with step 90 as the value for CR Previous Step next.

New CR Status

02

This sets the change request status to value 02: Changes to be Executed.

Change Request Step: The business user reviews the change request and decides to cancel it.

The Master Data Steward has sent back the change request for revision and the business user decides to cancel the change request rather than make changes to it.

Field

Field Value

Explanation of Field Value

CR Previous Step

95

Identifies this step and links it to the previous step.

Previous Action

08

Indicates that the user action was 08 Withdraw

Condition Alias

08

Instructs the system to check the other workflow tables for condition alias 8. In this case this is a system task to roll back the change request.

New Chng. Req. Step

92

This tells the system to check the line with step 92 as the value for CR Previous Step next.

New CR Status

02

This sets the change request status to value 02: Changes to be Executed.