Maintenance of Agent Assignment

Use

This function assigns possible agents to a task.

Note

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.

Note

If this intersection is empty, no users receive the work item. In Workflow Runtime Administration a function is available to determine such work items..

You specify the responsible agents for a step in the step definition. You can specify not only a system user, but also a role or 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 rule 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 rule

You can specify a default rule when defining a task so that the agents are established dynamically when this task is executed.

The default rule is evaluated if the task is executed alone. The default rule takes on the function of the responsible agents in this case.

The default rule is also evaluated if the 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.

Note

You must assign possible agents to a task that requires a dialog for the task to be executed at runtime.

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

Example

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

Organizational unit Purchasing

Organizational unit Internal auditing

Job Accountant

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.

Workflow (multistep task)

The possible agents of a workflow are those users who are authorized to start the workflow manually. You can perform the assignment of possible agents in the basic data of a workflow definition or in the relevant multistep task.

You only have to assign possible agents to a workflow 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 workflow.

Task groups

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

Check whether the assignment defined here really is to apply to all task groups, tasks, and workflows contained.

Basic settings

Task

Choose the basic property from the following alternatives:

General Task

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.

Note
Work items whose tasks are defined as general tasks and for which no responsible agents or default rules are defined are offered to all users of the SAP System for execution in their Business Workplaces.
General forwarding allowed

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.
General Forwarding not Allowed

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.
Forwarding not allowed

A work item that represents a task with this property cannot be forwarded by one of its recipients.

Workflow

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

Activities

To process the basic properties of a task, choose Start of the navigation path Additional Data Next navigation step Classification Change End of the navigation path in task maintenance.

To assign a task you have defined to its possible agents or process its basic properties, choose Start of the navigation path Additional Data Next navigation step Agent Assignment Maintain End of the navigation path and select the task.

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

Choose Start of the navigation path Agent Assignment Next navigation step Create... End of the navigation path to assign the possible agents.

Note

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