Template WS12500021 (Automatically Approve Travel Request) (SAP Library - Workflow Scenarios in Travel Management (FI-TV))

Template WS12500021 (Automatically Approve Travel Request)

If a trip has the status travel request entered/to be accounted, a workflow is started based on the ReqAutoAppr template.

Template: WS12500021

Abbreviation: ReqAutoAppr

Name: Automatically Approve Travel Request

Triggering Event of Workflow Template

The event RequestCreated (Travel request created) from object type BUS2089 (Employee Trip) is entered as the triggering event of the workflow template.

Note

This "link" between the event and the workflow template to be started is deactivated in the standard system. If you want to start the workflow template, the link must be activated in Customizing for SAP Business Workflow (Transaction SWETYPV).

Start Criteria

The workflow only starts if the travel request does not have a related travel plan or travel expense statement.

Workflow Container and Binding

The most important information that must be available during workflow is the object reference to the trip to be processed (_Evt_Object), and the name of the person who entered the trip data (_Evt_Creator). This information is available as event parameters in the container for the triggering event, and must be transferred to the workflow container by "binding".

In addition to the above, this workflow also needs the parameter for the maximum allowed value for the estimates total costs (LIMITESTIMATEDCOST) and the total of advances (LIMITADVANCES). These parameters are required for the decision as to whether the travel request is automatically set to request approved, or whether a manager must approve the request.

The standard system includes the following binding definition between the triggering event and the workflow container:

Workflow Container		Event Parameter Container
_WF_Initiator	<-	_Evt_Creator
TRIP	<-	_Evt_Object
LIMITESTIMATEDCOST	<-	1 000.00
LIMITADVANCES	<-	1 000.00

In the standard system, the _WF_Initiator element is included in the workflow container. The Trip, LIMITESTIMATEDCOST, and LIMITADVANCES elements were created in addition to the existing standard elements.

You should check and adjust the maximum amounts for the estimated costs and advances. You cannot change the currency in this situation; you can only enter whole amounts (in the trip currency).