Maintenance of Agent Assignment 

Use

This function assigns possible agents to a task.

No possible agents are assigned initially to an SAP task or an SAP workflow. You can perform this assignment in Customizing. You can change and extend these assignments at a later date as well.

Integration

Establishing recipients at runtime

The system establishes the recipients of a work item at runtime. The recipients are derived from the intersection of possible agents and responsible agents barring excluded agents.

You specify the responsible agents for a step in the step definition. You can specify not only a system user, but also an object of Organizational Management such as a position, a job, an organizational unit or a work center. Alternatively, you can define a container element that contains the object of Organizational Management at runtime or a role for dynamic agent determination.

You can define agents excluded from processing within the step definition.

The user who actually executes the work item at runtime is the actual agent .

The possible agents for a task must be maintained so that the recipients can be established at runtime.

Using a default role

You can specify a default role when defining a single-step task so that the agents are established dynamically when this single-step task is executed.

The default role is evaluated if the single-step task is executed alone. The default role takes on the function of the responsible agents in this case.

The default role is also evaluated if the single-step task is used in a workflow definition and no responsible agents are specified in the step definition in question.

Features

General

Task

The possible agents of a task are all of the users who are organizationally responsible and authorized to execute the task at runtime. Only they can receive a work item for this task in their Business Workplaces. Starting the task in dialog outside a workflow is included in execution.

You must assign possible agents to a task for the task to be started and executed at runtime.

You can create several assignments for a task and also use various types of agent doing so.

The task "Check invoice" is linked with the following possible agents.

You do not have to assign possible agents to tasks designated as background tasks. You must assign possible agents to those background tasks that are also to be started as single steps in dialog.

Multistep task

The possible agents of a multistep task are those users who are authorized to start the workflow connected with the task manually.

You only have to assign possible agents to a multistep task if the workflow is to be started directly by users. If the workflow is only to be started by events, do not assign any possible agents to the multistep task.

Task groups

If you assign possible agents to a task group, this assignment in passed on to all tasks contained in the task group.

Check whether the assignment defined here really is to be apply to all task groups, single-step tasks and multistep tasks contained.

Basic properties of tasks

Task

Choose the basic property of the task from the following alternatives:

If you define a task as a general task, all users can execute the task. This is useful if the task is used in a workflow and you only want to define the recipients in the step definition. A recipient can forward associated work items to all users.

Work items whose tasks are defined as general tasks and for which no responsible agents or default roles are defined are offered to all users of the R/3 System for execution in their Business Workplaces.

A work item that represents a task with this property can be forwarded by one of its recipients to all users, even if they are not possible agents of the task.

A work item that represents a task with this property can be forwarded by one of its recipients only to the possible agents of the task.

Multistep task

With a multistep task you can only decide whether it is a general task or not.

Activities

To process the basic properties of a task, choose Additional data ® Classification ® Change in task maintenance.

To assign a task you have defined to its possible agents or process its basic properties, choose Additional data ® Agent assignment ® Maintain and select the task.

Select Attributes... to define the basic properties of the task.

Choose Agent assignment ® Create... to assign the possible agents.

You can process the possible agents of the task and workflow (multistep task) from the Workflow Builder as well.