Executing a Work Item as a SAPforms Form (SAP Library

Executing a Work Item as a SAPforms Form

Use

You can define a step in a workflow with a SAPforms form task so that it must be processed with a SAPforms form. Even though the work item is still displayed in the user’s workflow inbox in the SAP System, it is actually processed with a SAPform form that is stored as a local file on the PC.

Prerequisites

Extend Task Container

The task container of the SAPforms form task must be extended to include those elements that are to be displayed or processed on the form. Only elements that reference a field (and not an object) are permitted.

The new container elements must be marked as an import element and/or export element:

If data is to be entered using the form, the corresponding elements in the task container must be declared as export elements. This data can be transferred from the task container to the workflow container.
Elements declared as import elements can only be displayed, since changes to the data do not affect the workflow container.

Create a SAPforms form and process it with the SAPforms Designer

After you have created the SAPforms form, you must prepare it for communication with the SAP System. This is the task of the SAPforms Designer.

Features

You must include a SAPforms form task in a workflow definition by using an activity. The information that is to be displayed and if necessary edited on the form must be generated in the previous steps.

Depending on the way the form function has been configured, a user can change values in the SAPforms form. When the SAPforms form is executed, the modified values are returned to the relevant work item in the SAP System. There, the following is executed:

The work item container is filled with the values from the modified SAPforms form.
The work item for which the SAPforms form was generated is terminated.

The changes to the contents of the workflow container must be evaluated in one of the subsequent workflow steps.

Executing a SAPforms Form Task as Work Item in the workflow inbox

If a work item is generated for a SAPforms form task, the Recipients see the work item in their Workflow Inbox in the SAP System.

The following steps are then carried out:

If a recipient executes the work item, the SAPforms form task transfers an R3F File to the SAPforms Helper.

The form is started.

Once the agent has completed and submitted the SAPforms form, the modified R3F file is returned to the SAP System where it enters the modified data in the task container. For more information on data transfer to the SAP System see Starting Workflows Using SAPforms Forms.

Executing a SAPforms Form Task as an Internet Mail in an External Mail System

This graphic is explained in the accompanying text

In addition to the work item that is created as standard, an Internet mail is sent to the recipient, which contains the data from the task container in an R3F file attachment.

When the attachment is opened in the external mail system, the SAPforms Helper is started and presents the SAPforms form to the user with the values contained in the R3F file.

Once the agent has completed and submitted the SAPforms form, the modified R3F file is returned to the SAP System where it enters the modified data in the task container. For more information on data transfer to the SAP System see, Starting Workflows Using SAPforms Forms.

The following default settings determine whether this Internet mail is created at all and to which of the recipients it is sent:

Every agent in the user master who wants to use this function must make sure that the "Automatic Forwarding" function is activated to his or her Internet address.

A report must be started to search the system for relevant work items at periodic intervals and sends a mail for the work item to the Internet address defined under the automatic forwarding settings.

For more information, see SAPforms - Administration.