Workflow tips & tricks

SAP workflow is used for many different business scenarios. This blog will give tips and tricks for the basis part of SAP workflow.

Questions that will be answered in this blog are:

  • How can I send a reminder email to the workflow owners?
  • How to check how many items in the inbox a user has?
  • How to delete the items in the inbox of a user?
  • How can I terminate workflow(s) as administrator?
  • How do I execute general workflow activation?
  • Where can I find more FAQ and manuals on workflow?
  • How to solve workflow transport issues?
  • How can I add a general task to a transport?

Workflow FAQ note

SAP has created an excellent FAQ note: 2214571 – Collection Note: Workflow troubleshooting guides, FAQs and important notes. This is a good starting point for find solutions to workflow issues.

Sending reminder email to workflow owners

Program RSWUWFML2 can be used to send reminders to workflow owners that they still have open workflow items:

It is important to know that only reminders will be send in mail if the workflow owner user ID’s mail address in maintained in SU01.

Important explanation OSS note:

Important bug fix OSS notes:

Changing the message subject of the reminder mail

To change the message subject of a mail, create a new message in SE91. Example is class Z_CUSTOM message 010 with text: “Gentle reminder of workflow”. Now put in field message class for subject field the name of your class (Z_CUSTOM) and the message number in message number for Subject:

Changing the body of the message of the reminder mail

Goto transaction SE61 and select text type Text in Dialog. First the default text SWU_NOTIF_INBOX:

Now use the copy button to copy the text to a Z text. For example Z_SWU_NOTIF_INBOX. Change the text as per you requirement and activate the text.

Now you can use this new text in the workflow reminder mail program:

SAP workflow inbox

Using transaction SOY5 or via program RSSOINBO you can get an overview of the amount of workflow items per user:

Via program RSSOINBD you can delete the inbox of a user:

Terminating workflows as administrator

Start transaction SWIA:

In the second screen select all the items you want to terminate and use menu option Edit / Work Item / Logically Delete. The workitem will now to status CANCELLED.

See also oss note 2422812 – How to delete workflow item from inbox.

Reducing size of workflow tables

Workflow tables start with SWW. They can grow very large in a productive environment. For analysis see blog. For deletion and archiving see blog.

Basic workflow activation in a new system

For activating workflow in a new system or after an S4HANA upgrade, please read this dedicated blog.

Transport issues with workflow

Workflow development objects can give some issues in transports, since not all objects are immediately put into a transport upon development.

If you have set a workflow task to general and want to transport it, use program RHMOVE30 to put it into a transport. For more background read this SAP blog.

Activating workflow in S4HANA

This blog will explain how to activate workflow in S4HANA. If you have to activate workflow in classic ECC system use this blog.

Questions that will be answered in this blog are:

  • How to activate workflow in S4HANA?
  • What do I need to do with the workflow activation in case of an upgrade to S4HANA?
  • Where to find more background information on workflow activation in S4HANA?

Workflow activation in S4HANA

First make sure you have created system user SAP_WFRT. Start with assigning SAP_ALL to this user. You can replace it with lower rights after the activation is done properly.

Start transaction SWU3:

Select the Edit Runtime Environment and press the button Execute Activity. This will activate all the actions below.

After it is done you can press the button Start Verification Workflow to check if the workflow runs properly. After 1 minute (it needs compilation in the background) start transaction SBWP.

All background information regarding SWU3 can be found in OSS note 2366252 – Transaction SWU3 explained.

Activating workflow after upgrade to S4HANA

After upgrading to S4HANA workflow will not work any more. You first need to create system user SAP_WFRT and redo the SWU3 setup.

Background user SAP_WFRT will replace background user WF-BATCH.

For more background on this replacement see oss note 2568271 – Change of workflow system user and workflow system jobs with S/4HANA On-Premise 1709 and oss note 2637240 – Error in SWU3 – System user ‘SAP_WFRT’ does not exist.

If you have issues with the workflow batch jobs after the upgrade, please check OSS notes:

More workflow

For workflow tips and tricks: read this blog.

Setup of FIORI my workflow inbox: read this blog.

For deletion and archiving of workflow: read this blog.

Workflow initial configuration

This blog will explain the steps need to make the SAP workflow engine to work. If you have to set up the SAP workflow engine in S4HANA, please read this dedicated blog.

Questions that will be answered are:

  • How to execute the automatic workflow configuration?
  • What are common issues with workflow configuration?
  • How to test the automatic workflow configuration?
  • What other settings are to be done for custom workflow building?

Automatic workflow configuration

To setup workflow configuration start transaction SWU3. This brings you to the Automatic Workflow Customizing screen.

Workflow customizing start screen

If the system is new then you see most of the icons are red. Hit the Automatic Customizing button.

Depending on your version all actions might be completed. In this step in the background the user WF-BATCH is created along with the RFC connection WORKFLOW_LOCAL_<CLIENT>.

In the newer versions of SAP netweaver this automatic step might end up with this status:

Status after automatic workflow customizing

Zooming in on the RFC connection issue:

Configure RFC workflow local destination

You will see as analysis that the user WF-BATCH is not yet created. In the newer SAP versions SAP expects you to create WF-BATCH first, before you run the automatic workflow configuration. If you have done the auto configuration and get this message, just create WF-BATCH user in SU01. Then restart SWU3 and repeat the step for automatic customizing. It will be correct:

Final setup done picture

Testing the workflow setup

On the SWU3 screen hit the Start Verification Workflow button (if needed accept the event linkage activation). Be patient now for at least 5 minutes, since in the background normally a lot of code is compiling. Then goto the inbox to check if you validation workflow was properly launched. In S4HANA the button is no longer there on the SWU3 screen to jump to the inbox. You still can use the inbox button on the SAP start screen or use transaction code SBWP.

In the inbox you should see an item. Open it and make a decision:

Workflow verification end result

This will end the verification.

Common issues

Most common issue is to execute the automatic customizing without sufficient authorizations.

Best practice from SAP basis: execute SWU3 directly after installation with SAP_ALL still attached to your user ID. Then only hand over the system to the authorization team.

For further troubleshooting and more background information on SWU3 SAP has released OSS note 2366252 – Transaction SWU3 explained.

Settings for workflow development

For custom workflow development you need to execute one additional step in SWU3 to maintain the Prefix Numbers:

Workflow development setup

In the number range screen add the 900 series for custom developed workflows:

Workflow development setup 900 number range

This setting will be transported, so you only execute this action on development system.