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Display Dynamic Attachments in Work Item in Workflow
By Anirban Bhattacharjee, KPIT Cummins and Infosystems
The purpose of this article is to show you how to display dynamic attachments in
work items in workflow
Scenario: This is useful in all workflows
across all modules. The scenario I am taking for an example is the Travel and
Expense Workflow, related to the PR05 and TRIP transactions. When an employee
creates an expense report in the T&E Module, he needs to attach receipts to
justify the expense. The application in R/3 (PR05 / TRIP) or the ESS MSS
Application via portal processes this attachment to the GOS Attachments folder.
After the attachment the employee submits the TRIP which triggers the workflow
and routes the work item for approval. In the workflow just before the
foreground work item creation, we can read the GOS Folder and attach the
documents as a physical attachment.
But many times the employee forgets to
do the attachment and completes it after TRIP submission and hence work-item
creation. The approver now cannot see this new document attached after workflow
trigger and TRIP Submission.
article will show how to make this happen. You will be able to enable a feature
such that approvers can view all attachments done after TRIP Submission and
hence the workflow trigger.
The process will involve the following steps
Create a custom business
object that will read the GOS Attachment. This method will be called as the
default method in the BOR.
Create a custom workflow
for demo. In this workflow we will use the main SAP Business Object for TRIP;
BUS2089 (Employee Trip).
We will instantiate the
custom BOR in the workflow and attach it to the _ADHOC_OBJECT element to create
the dynamic GOS attachment link.
We can test in Business
Workplace (SBWP) or the UWL in Portal if you have portal in your project.
1: Create a Custom Business Object
(I am not going into the details of
business object creation. That is not in this document scope)
We call this business object as
ZTRIP_NEW (Display TRIP Attachments in Real Time).
We create a method GOS_ATTACH_DISPLAY
as shown below
(Please overlook the other methods.
They are not related to this topic)
This method has no parameters
This is an instance depended method,
that is the BOR must be instantiated to call this method
In order to display the GOS
Attachments, we will call the function module GOS_ATTACHMENT_LIST_POPUP.
Here we will pass the importing
parameter IP_MODE as ‘D’ to
ensure that the attachments can only be displayed.
The approver should not be able to add
or remove any attachments.
The code you will write in this method
is shown below
begin_method gos_attach_display changing container.
Please note that we are building the
TRIP key here along with Business Object (BUS2089 for TRIP) and Category ID (BO
for Business Object).
This function module will read this
unique key combination of the instance (TRIP and Employee Number) with the
Business Object ID and Cat ID and display the attachment list.
Now once the method is created, we
will mark this method as a default method. I will explain later why we are doing
In the BOR Screen, navigate to the Basic Data (CTRL+SHIFT+F1) of the BOR by clicking on the HAT Icon as
We navigate to this screen now. Click
on the DEFAULTS Tab
Enter the Method GOS_ATTACH_DISPLAY
and pass attribute as TRIP Number. This will display in the work item as a link
We save and activate the BOR and mark
the method and the BOR as Implemented and Released.
(This is a standard process to be
followed when creating a custom BOR).
The above process completes our first
step of creating and activating or Custom BOR that will read the GOS attachment.
2: Create a Custom Workflow
We will create a custom workflow with
simply two steps.
The first step will instantiate our
custom BOR, second step will be the user decision that will be sent to the
The workflow will be modeled on the
standard SAP business object BUS2089 as the main business object.
Run PFTC and create the workflow
template, name it as shown and save it
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