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Activating workflow Enviornment

How to activate the workflow Environment 


Transaction – SWU3

 Automatic workflow customization















The activities performed in this section must be executed so that workflows can be executed.

When you choose Perform Automatic Workflow Customizing,  only those activities that currently have the status error are executed automatically.

The following activities can be performed automatically:

  • Configure RFC destination
  • Maintain system administrator for workflow
  • Maintain active plan variant
  • Classify decision task as general
  • Document generation/form integration
  • Schedule background job for missed deadline
  • Schedule background job for work items with errors
  • Schedule background job for condition evaluation
  • Schedule background job for event queue
  • Schedule background job for clearing tasks
  1. Maintain Runtime Environment

Maintain Runtime Enviornment



































Select configure RFC Destination and click on EXECUTE(F8).


Configure RFC Destination























Select maintain workflow system administrator and click EXECTUE (F8)


Maintain Administration Data
















Maintain a user who is workflow administrator and click on “SAVE” button.

Specify the standard workflow system administrator on the Administrator tab page. To do this, first choose the relevant Organizational Management object type and then identify the standard workflow system administrator.

The standard workflow system administrator must be maintained in each client.If you have already maintained a standard workflow system administrator, it is not overwritten by the automatic execution of this activity.

Maintain Active plan version.


Maintain Active Plan Version











Only one of the plan versions created in the system can be active. This plan version (with its contents) is seen by the workflow system as the only valid plan version. All SAP workflows supplied are then in the plan version marked as active automatically.If you carry out this activity automatically, 01 is set as the active plan version.If you carry out the activity manually, you enter the plan version that you want to use as the active plan version in the field Value Abbrev. in the group PLOGI with the semantic abbreviation PLOGI.

Classify Decision Task as General

Select classify decision task as general and click execute (F8)

Maintain Agent Assignment












Select task and click on button “Attributes”.

The  “generic decision task” must be declared as a general task.Like all SAP tasks supplied, the generic decision task does not have any possible agents as standard.

1. Carry out the activity.

2. Position the cursor on the generic decision task, and choose Properties.

3. Choose General Task.

The “generic decision task” classification is one of the settings made in automatic Customizing.You are making the Generic decision task as General.

 Do not miss to generate index by clicking on Document Generation/ Form IntegrationPerform automatic workflow customization (F9) for above step.

The SAP tasks for processing documents (TS70008298, TS71007944, TS71007945, TS71007946 and TS71007954) are declared as general tasks.The SAP tasks for processing forms (TS70008112, TS70008113, TS70008114 and TS70008115) are also declared as general tasks.All users in the SAP System are allowed as possible agents of these tasks. The agent restriction must be performed by selecting responsible agents in the step definition.

Automatic workflow customizing

Generalization of task
















Schedule Background Job for Missed DeadlinesFor all the jobs please follow

1.     Please select the step and perform automatic customizing (F9).

2.     After that click the “Save and Schedule” button.

The background jobs are most important for the function of business workflows.

Background jobs for workflow









Specify a time interval at which the background job is called regularly. With each execution, the background job checks whether new deadlines have been missed since the last time it ran.To be able to successfully execute this activity, the activity Configure RFC destination must have been successfully executed.

Schedule Background Job for Work Items with Errors

Schedule background job









You use this activity to schedule monitoring and special treatment for background work items that could not be executed initially because of a temporary error in the underlying object method. These background work items with temporary errors are then restarted automatically. The activity must also be scheduled if the workflow system administrator is to be notified automatically by mail in the event of application errors and system errors

Schedule Background Job for Condition Evaluation

The background job for checking the conditions for the work item start and work item end is scheduled with the standard parameters.To be able to successfully execute this activity, the activity Configure RFC destination must have been successfully executed.

Schedule Background Job for Event Queue

The background job for the event queue is scheduled with the standard parameters. If you execute the activity manually, you can schedule the background job with your own parameters.To be able to successfully execute this activity, the activity Configure RFC destination must have been successfully executed.

 Event Queue Administration










Schedule background job for clearing report

This background job for clearing work in the workflow system deletes all job logs of the following background job:


Work item rule monitoring


Work item deadline monitoring


Work item error monitoring


Clearing tasks in the workflow system

After scheduling, the background is executed once a day at 00:00 hours.To be able to successfully execute this activity, the activity Configure RFC destination must have been successfully executed.

Schedule Deadline for Update of Shared Memory of Container Factory

This deadline ensures that a job is started regularly that updates the buffer on all application servers. This is required for the buffering of definition enhancements of SAP Business Workflow containers in the shared memory. Deadline monitoring is used for this purpose.The job is scheduled to run every 30 minutes by default. You can change the interval in transaction SWPA.

Schedule Background Job for Deadline Monitoring

Specify a time interval in which the background job will be regularly called. The time interval used in automatic Customizing is usually three minutes. Each time it is executed, the background job checks whether new deadlines were met since the last run.

To be able to successfully execute this activity, the activity Configure RFC destination must have been successfully executed.

Schedule background job









The next step is to maintain the definition environment.

Maintain Prefix Numbers

Standard objects (workflow tasks, standard tasks, and so on) are identified with an eight-digit number. The last five digits of this number are assigned automatically by the system. The prefix number is used for the first three digits of this number.

To guarantee unique identification, define a unique prefix number for each system and client.

This number is used for the custom developed workflows as first three digit prefix, the rest numbers are generated by the system.

The prefix number applies for the following objects:

  • Standard tasks
  • Task groups
  • Rules











Click on Create button and enter the prefix starting with ‘9’ (900 to 999).Click on “Save” button after entering the respective package.










In above mentioned screenshot 999 is the prefix number created for SAP system EC1.

Check Number Ranges

This check routine determines whether there is a number range for workflow tasks (WF) and customer tasks (T).

The status of this check may be error if the client in question was set up in a 2.X system using the client copy program. This program must have been started in such a manner that the content of all the Human Resources Management tables was not copied.If the check has the status error, you can correct the error as follows:

1. Use the report RSCLTCOP to copy all the content of the T77* tables (generic entry!) from the client 000 into the relevant client.

2. Carry out the Customizing for personnel planning and workflow again.Also refer to SAP note 31621.

Check Entries from HR Control Tables

The Organizational Management control tables must be complete if the workflow system is to be functional.A check is made to this effect if you carry out this activity.To solve problems of this type, use the report RHTTCP77.If there are errors regarding the transport objects PDST or PDWS, the relevant entries are not maintained in table SOBJ. You can use the report RHSOBJCH to rectify this later.Note that with this error the workflow is executable in the current system, but crucial information is not transported in the event of transports into test or production systems.Also refer to the SAPNet note 31621.These tables are usually supplied. If entries are missing or problems cannot be solved, contact SAP or try to find the relevant notes using SAPNet.

Maintain Web Server

If you want to execute workflows that use WebFlow functions, you have to define a Web Server for the SAP System. For example, this is the case if the workflows to be executed contain a Web activity.Automatic execution of this activity is not possible.

 Maintain Webserver













Maintain Standard Domain for Internet Mail

Questions can be created with respect to work items within the workflow system. These questions can be answered using an e-mail to the relevant work item.

The answers are added to the work item’s attachments automatically. A standard domain for the current system is required for this function.

Automatic Customizing is not possible for the standard domain.

For more information, refer to the SAP Library:Choose mySAP Technology Components -> SAP Web Application Server -> Basis Services/Communication Interfaces (BC-SRV) ->Communication Interfaces (BC-SRV-COM) -> SAPconnect (BC-SRV-COM) -> SAPconnect: Administration -> Default Domain.

Mail domain




Activate Send to Objects and HR Objects

If the workflow system is to send work items and mails to business objects and organizational objects (positions, organizational units, etc.) in the Business Workplace, the relevant functions must be activated.

You activate them centrally in the shared office settings of the Business Workplace. For more information on the shared office settings, refer to the SAP Library. Choose mySAP Technology Components ->SAP Web Application Server -> Basis Services/Communication Interfaces (BC-SRV) -> Business Workplace and Services (BC-SRV-OFC) -> Business Workplace (BC-SRV-GBT) -> Administration of the Business Workplace -> Administration of the Send, Folder and Office Functions -> Shared Office SettinShared office settingsgs.











Maintain Demo and Verification Environment

The verification workflow and all demo workflows are declared as general. This means that they can be started by all users

Classify Tasks as General

All the activities in this section declare SAP tasks or SAP workflows as general tasks.When you choose Perform Automatic Workflow Customizing,  only those activities that currently have the status error are executed automatically.The following activities can be performed automatically:

  • Test workflows
  • Customizing with workflow
  • IDoc Interface
  • SAPphone
  • Processing the replies to deadline mails

To activate all the step you can use Perform Automatic workflow customizing (F9) after selecting each step.Please note that many of these steps will require a transport request. This is very important as a single transport request needs to be created and transported across the different landscapes involved in.If you are looking at implementing guided procedures and you want to integrate the same to the business workflows then do not forget to maintain the guided procedure gateway.

GP Gateway






After completion of all the above mentioned activity you need to perform a test by pressing F5 (Start verfication workflow).

You may get a popup with question “Activate Verification workflow?”, click yes.

You will receive another window on screen with message “Verification workflow started.”

Click “CTRL+ F12” to got to the ERP inbox.

inbox with verification workflow




 Execute the work item.

Execute Decision Step










Click on the “Execute background step immediately”.

After this step in your ERP inbox you will immediately get a notification containing following message.

Verification workflow completed correctly.
The system has been configured correctly.

This notification confirms that the configuration done for workflow is correct and complete. 

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  • Hi Barin,

    Not to bad, but you could have saved yourself a lot of time. Most of the explaining texts are just a copy of the standard delivered help which is shown on the right side of the screen when a entry is selected. You could have just referenced to that in stead of copying them.

    And you missed one of the important ones. When creating the RFC destination you need to do this with a user which has SAP_ALL autorization and belongs to the user group SUPER. If you don’t there is the possibility background tasks will not be executed because of autorization problems.

    But this blog will give some insight into the standard workflow customizing which needs to be done when you want to use standard delivered workflows.


    • Hi Martin

      Most of the text is copy from standard as I felt that SAP has already provided the best possible information but noone bothers to read this. Everyone wants a ready to it material.

      In this case my audience is functional owners and technology professioinals who are scared of word “WORKFLOW”.

      When you create RFC destination I would advise to use WF-BATCH user and that is why I haven’t gone into the details of authorization. Thank you for adding that anyhow.