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Configure the Workflow solution in Duet Enterprise for SharePoint and SAP Server 2.0

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Applies to: Duet Enterprise for Microsoft SharePoint and SAP Server 2.0

Topic Last Modified: 2013-12-18

Summary: Learn how to configure the Workflow solution in Duet Enterprise 2.0 in a SharePoint Server 2013 environment.

The Workflow solution in Duet Enterprise for Microsoft SharePoint and SAP Server 2.0 allows SAP workflows to be transferred to the SharePoint system and trigger alerts and messaging inside SharePoint sites and sent via email messages to users. The Workflow solution is configured on a new subsite that you will create. This new workflow subsite will host all of the different SAP task types.

NoteNote:
If there are multiple backend SAP systems, ask the SAP administrator to complete the steps shown in the Activate Workflow Service section of the SAP Configuration Guide. This guide is available on the SAP Support Portal (Enter your user name and password. In the left-hand pane, click SAP Business Suite Applications, click Duet Enterprise, and then select Duet Enterprise 2.0.)

In this article:

Use the following procedure to create a subsite to host the Workflow feature in Duet Enterprise 2.0.

To create a subsite for Workflow
  1. Verify that you have the following administrative credentials: Farm Administrators SharePoint group and a member of the Windows Administrators group on the server that is running the SharePoint Central Administration website.

  2. Browse to the new site collection that you created.

  3. In the Quick Launch, click Site Contents.

  4. On the Site Contents page, in the Subsites section, click new subsite.

  5. On the Site Contents - New SharePoint Site page, in the Title and Description section, in the Title field, type Workflow.

  6. In the Web Site Address section, in the URL name field, type Workflow.

  7. In the Template Selection section, on the Collaboration tab, select Team site.

  8. Optionally, in the Navigation Inheritance section, under Use the top link bar from the parent site?, select Yes.

  9. Click Create. The new blank subsite is created to host the Duet Enterprise Workflow.

  10. The new workflow site is created and is displayed.

Activate the Duet Enterprise Workflow feature on the subsite
  1. On the new workflow site, in the ribbon, select the Settings icon (the Settings icon resembles a gear), and then select Site Settings.

  2. On the Site Settings page, in the Site Actions section, select Manage site features.

  3. Scroll down the list to find Duet Enterprise - SAP Workflow.

  4. Click Activate next Duet Enterprise - SAP Workflow. The Duet Enterprise - SAP Workflow feature is activated and is displayed as Active.

  5. On the new workflow site, in the ribbon, select the Settings icon (the Settings icon resembles a gear), and then select Site Settings.

  6. On the Site Settings page, a new section is displayed named SAP Workflow Configuration that has the following links.

    • Grant users access to SAP workflow tasks.

    • Configure new SAP workflow task type.

    • Import a preconfigured SAP Workflow template.

    • Diagnose configuration problems.

    Duet Enterprise 2.0 Workflow is now configured on the subsite and its features are available for viewing and use.

To verify that workflows can be received from the SAP system, you must do the following:

  • Configure at least one SAP workflow task type.

  • Grant at least one user access to the task type.

  • Publish the workflow that is associated with the task type that you created.

When you configure a new SAP workflow task type, you specify the SAP task type and the possible outcomes that the task can have. SharePoint Server creates a new workspace for the task type. The workspace hosts all the tasks for a workflow task type.

TipTip:
You can configure multiple task types per workflow site, but you cannot use the same task types on other workflow sites.

Duet Enterprise 2.0 includes a site template that you can use to configure a new SAP workflow task type. Alternatively, a site designer can use SharePoint Designer 2013 to customize a workflow for individual business requirements. For example, a site designer might specify that each page on workflow site include a Related Reports Web Part.

NoteNote:
Do not create a workflow task workspace for the same SAP workflow task type and same language on multiple root workflow sites. This is not supported in Duet Enterprise 2.0.
To configure a new SAP workflow task type
  1. From the root workflow site, select Settings, and then select Site Settings.

  2. On the Site Settings page, locate the SAP Workflow Configuration group, and then click Configure new SAP Workflow task type to open the properties page for the workflow site.

  3. On the New SAP Workflow Task Type page, enter a description for this new site.

  4. In the Template Selection group, in the Select a template panel, click the Duet Enterprise tab. Then, select SAP Workflow Site, or the name of the custom template that you want to use.

  5. In the Task Name group, in the Task name text box, enter the name of the SAP task type.

    NoteNote:
    The task name must match the name as it appears in the SAP system. For more information about task type names, contact your SAP Workflow administrator.
  6. In the text box next to Task display name, enter the name that you want to appear on the site.

  7. In the Task Outcomes group, in the Possible task outcomes pane, do the following:

    1. In the Text box, enter the name of a possible outcome, such as Approve or Reject. The outcomes that you specify here will appear as buttons on the task form.

    2. In the Key box, enter the numeric key of this outcome, such as 001 or 002.

    3. Click Add Outcome.

    4. Repeat steps a through c until you have finished entering possible outcomes.

      NoteNote:
      The site designer specifies a certain collection of valid outcomes (text and key values) during the initial setup process. The outcome name and key that you enter in this step must be one of these predefined outcomes. For more information about valid outcomes that you can use, contact your SAP workflow administrator.
  8. In the Extended business properties text box, enter the names of any extended properties.

    NoteNote:
    A site designer or administrator can specify additional properties for an SAP workflow. To learn about any extended business properties that might be required for your site, contact your workflow administrator.
  9. In the External Content Type group, in the External content type text box, enter Workflow Task for this task type. To verify the name of the external content type, click the check button. To select Workflow Task from a list of valid external content types, click the browse button to open the External Content Type Picker dialog box. Then, select Workflow Task, and then click OK.

  10. In the Task Deletion group, in the days text box, specify how long to keep a completed task in the task list before deleting the task. The default is 500 days.

  11. Click Create to create the new workflow task workspace site.

  12. When the Site Created Successfully message box appears, click OK to go to the new site page.

    Once the workflow task workspace is created, you can use the SharePoint Server user interface or SharePoint Designer to customize the site to suit your business needs.

After you create an SAP workflow task type and its site, you are ready to add the users who will receive the tasks from the site. You can add users individually, or add a group of users by adding an appropriate SAP role.

When you grant users access to the SAP workflow task type, Duet Enterprise 2.0 confirms authorization for the requested user to access the SAP workflow elements.

To grant users access to the SAP workflow task type
  1. Navigate to the root workflow site.

  2. Select Settings, and then select Site Settings.

  3. On the Site Settings page, locate the SAP Workflow Configuration group, and then click Grant user access to SAP workflow tasks.

  4. On the User Subscription page, click new item.

  5. In the Workflow task type drop-down list, select the task that you want to grant access to.

  6. In the User/Role text box, enter the user account of the user for whom you want to grant access. If you want to grant access to all users who have a certain SAP role, enter the name of the role. You can verify the entry that you made by clicking the Check Names button. To browse for a name or role, click the browse button.

  7. Click OK to return to the User Subscription page.

Each unique task in an SAP workflow is implemented as a separate SharePoint Server declarative workflow. You must publish the workflow to make it available to users on the workflow task workspace.

To perform the steps in the following procedure, you must be a site administrator for the workflow task workspace. You must also have SharePoint Designer 2013 installed on the computer from which you are accessing the workflow site.

To publish the workflow
  1. From the workflow task workspace site, click Page.

  2. In the Edit group, click the Edit Page arrow to see more options, and then click Edit in SharePoint Designer. SharePoint Designer will connect to the workflow site automatically. In addition, it opens the workflow on a page that enables you to manage the settings for the workflow site.

  3. In the Navigation panel, click Workflows.

  4. In the Workflows pane, locate the List Workflow section and the name of the workflow that you want to publish.

  5. Double-click the name of the workflow to open a page where you can manage settings for the workflow.

  6. In the Save group on the ribbon, click Publish.

    Now that you have concluded these steps, ask the SAP administrator to run a workflow that contains the task type that you configured and verify that the workflow is sent to your workflow site.

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