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Process documentationQuick Reference: Setting Up Workflow in a Sourcing Document Locate this document in the navigation structure

 

The following is a quick reference guide to setting up workflow in a sourcing document. Currently, workflow is supported for projects and for contract documents.

Process

Step 1. Create a Process Owner and Associate it with a Context

SAP Sourcing requires that a user account be set up as a process owner. This enables the scripting in the workflow process template to function.

One and only one process owner must be created per context. Once you create the process owner, you must associate it with its context.

You can only perform this step if you have system administrator rights in SAP Sourcing.

  1. Create the process owner. For details, see the section Creating a Workflow Process Owner in Workflow Process Owners.

  2. Associate the process owner with a context. For details, see the section Associating a Workflow Process Owner with a Context in Workflow Process Owners.

Step 2. Define a Process Template (.XPDL File)

The process template is a script file that defines the acceptable approval statuses, routing and conditions for each workflow definition. This file is created using a source external to SAP Sourcing (JaWE) and uses an .XPDL format. For information about customizing a workflow process template, see your system administrator.

For details on defining a process template, see Changing a Workflow Process Template.

You can only edit a process template if you have system administrator rights in SAP Sourcing.

Step 3. Create a Workflow Definition

The workflow definition identifies the process template that governs the workflow process, as well as other information about the workflow. For details, see Workflow Definitions.

You can only create a workflow definition if you have system administrator rights in SAP E-Sourcing.

Step 4. Review and Design Phases

Phases determine the steps or actions to be taken in a sourcing document workflow cycle. When one phase is completed, the document is advanced (either manually or automatically) to the next phase.

SAP Sourcing provides a number of default phases. You can edit these phases and create new ones as needed.

To review and design phases for your documents:

  1. Select   Setup   Master Data   Value List Types and Values  .

  2. Do one of the following:

    • To edit or create phases for projects, choose Project Phases.

    • To edit or create phases for contract documents, choose Contract Document Phase.

  3. Choose Edit.

  4. Review the list of phases. To edit an existing phase, choose its Edit icon and edit the field as needed.

    Note Note

    Editing a phase in Value List Values will change the field in all phase configurations that include it. To change the phase in only one phase configuration, create the phase configuration, add the phase, and edit the phase there.

    End of the note.

  5. Add custom phases as needed. For details, see the section Adding a Custom Phase as a Value List Value in Value List Types and Values

  6. Save your entries.

Step 5. Create Document Phase Configurations

Phase configurations define the sequence of workflow actions, or phases, in a sourcing document. When you create a phase configuration, you associate it with a workflow definition. For details, see Projects Configurable Phase Definition or Contract Document Phase Configuration.

Use the Workflow Definition field to associate phases in the phase configuration with the workflow definition you created.

Note Note

Changes to an existing phase configuration do not affect current documents referencing that configuration. They only apply to documents created after the changes are made.

End of the note.
Step 6. Create a Document Type

You can create a document type for projects or contract documents and associate it with a phase configuration. This will apply the workflow sequence to all projects or contract documents created from that type.

Create the document type as follows:

  1. Select   Setup   Document Setup   and create a Project or Contract Document type. For details, see Project Types or Contract Document Types.

  2. Choose Lookup for the Configurable Phase Definition field and select the phase configuration you created. Changing the phase definition in a document type does not affect current documents created from that document type. The change only applies to documents created after the change is made.

  3. Fill in or edit any other fields in the document type.

  4. Save your changes.

After completing these steps, you can create a project or contract document based on the document type you created. This will enable the workflow process to be applied to that document.