SAP Learning Journey

Automating Processes with SAP Build Automation

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Automate processes with SAP Build Automation

Automate Processes With SAP Build Automation

Business Scenario

In this exercise, you will complete the first steps to create a process with SAP Build Process Automation and create a trigger form for the process using drag and drop functionality.

In the following steps, you will set up a business process and project.

Exercise Options

You can perform this exercise in two ways:

  1. Live Environment - by using the instructions provided below, you can perform the steps on a live system.
  2. Platform Simulation – follow the step-by-step instructions within the simulation.
Note
We strongly recommend first performing the steps in the live environment.
ExerciseStart Exercise

Prerequisites for the Live Environment

Subscribe to SAP Build Process Automation (Free Tier/Paid) on your SAP BTP subaccount. Read this blog post, to learn how to setup the Free Tier version on SAP BTP.

How to Obtain Support

To get support during the exercise, please add your question in our SAP BTP Learning Group.

Task 1: Create the First Project and Trigger Form as Foundation for Your Process Automation Request

Steps

  1. Create a new project.

    Use the following data:

    FieldValue
    Project NameCitizen Developer Tools Access Request & Approval
    Short DescriptionSimple business process for submitting and approving requests to different citizen developer tools
    NameAccessRequestApprovalProcess

    1. Choose Create.

    2. Choose Build an Automated Process.

    3. Choose Business Process.

      Especially in SAP Build Process Automation it is helpful to write names and descriptions where the function is well-explained.

    4. In the Project Name field, enter Citizen Developer Tools Access Request & Approval.

    5. In the Short Description field, enter Simple business process for submitting and approving requests to different citizen developer tools.

    6. Choose Create.

    7. In the Name field, enter AccessRequestApprovalProcess.

      The Identifier is generated automatically.

    8. Choose Create.

  2. Create a trigger form for the process.

    In the following step, you will create a trigger form.

    Use the following data:

    FieldValue
    NameAccessRequestTriggerForm

    1. Choose Add → Forms → New Form.

    2. In the Name field, enter AccessRequestTriggerForm.

    3. Choose Create.

  3. Configure the trigger form for the process.

    In the following steps, you will edit the trigger form for the process in the Open Editor.

    Use the following data:

    TypeContentValue
    Headline 1Title<enter> New Access Request to Citizen Developer Tools
    TextTitle<enter> Requester Name
    Headline 2Title<enter> Select the tools that you need to access.
    CheckboxTitle<enter> SAP Build Apps
    CheckboxTitle<enter> SAP Build Process Automation
    CheckboxTitle<enter> SAP Build Work Zone
    CheckboxTitle<enter> Microsoft Power Automate
    Text AreaTitle<enter> Additional Requester Comments
    Headline 2Title<enter> Please press "Submit" to send the access request for approval

    1. Choose Settings (three points).

    2. Choose Open Editor.

    3. Drag and drop the Headline 1 tile on top of the right page.

    4. In the Title field, enter New Access Request to Citizen Developer Tools.

    5. Drag and drop the Text tile under the Headline.

    6. In the Title field, enter Requester Name.

    7. Drag and drop the Headline 2 tile under the Requester Name.

    8. In the Title field, enter Select the tools that you need to access.

    9. Drag and drop the Checkbox tile downwards.

    10. In the Title field, enter SAP Build Apps.

    11. Drag and drop the Checkbox tile downwards.

    12. In the Title field enter SAP Build Process Automation.

    13. Drag and drop the Checkbox tile downwards.

    14. In the Title field enter SAP Build Work Zone.

    15. Drag and drop the Checkbox tile downwards.

    16. In the Title field enter Microsoft Power Automate.

    17. Drag and drop the Text Area tile downwards.

    18. In the Title field enter Additional Requester Comments.

    19. Drag and drop the Headline 2 tile downwards.

    20. In the Title field enter Please press "Submit" to send the access request for approval.

    21. Choose Save.

    22. Close the AccessRequestTriggerForm.

    23. This is the result:

Result

You have now successfully created a project and process and built the first trigger form for the process.

Create and Configure Forms

Business Scenario

In this exercise, you will create and configure forms for approving or rejecting an access request.

Exercise Options

You can perform this exercise in the following ways:

  1. Live Environment - by using the instructions provided below, you can perform the steps on a live system.
  2. Platform Simulation – follow the step-by-step instructions within the simulation.
Note
We strongly recommend first performing the steps in the live environment.
ExerciseStart Exercise

Prerequisites

Subscribe to SAP Build Process Automation (Free Tier/Paid) on your SAP BTP subaccount. Read this blog post, to learn how to setup the Free Tier version on SAP BTP.

Steps

  1. Create an Access Request Form.

    In the following steps, you will create an Access Request Approval Form.

    Use the following data:

    FieldValue
    NameAccessRequestApprovalForm
    SubjectCitizen Developer Tool Access Request

    1. Choose the Add (+) button.

    2. Choose New Approval Form.

    3. In the Name field, enter AccessRequestApprovalForm.

    4. Choose Based on a form.

    5. Choose the dropdown to select a form.

    6. Choose AccessRequestTriggerForm.

    7. Choose Create.

    8. Choose the Subject field.

    9. In the Subject field, enter Citizen Developer Tool Access Request.

    10. Choose Requester Name to insert it into the Subject field.

    11. Choose the Users field.

    12. Choose Process Started By.

    13. Choose Save.

  2. Edit the Access Request Form.

    In the following steps, you will edit the Access Request Approval Form in the Open Editor.

    Use the following data:

    TypeFieldValue
    TextNameRequester User ID
    Headline 2NameRequested Tools
    HeadlineNameApproval for Citizen Developer Tools Access
    TextNameAdditional Approver Comments

    1. Choose Settings.

    2. Choose Open Editor.

    3. Drag the Text tile.

    4. Drop the Text tile under the Requester Name field.

    5. In the Name field, enter Requester User ID.

    6. Drag the Headline 2 tile.

    7. Drop the Headline 2 tile under the Requester User ID field.

    8. Drop the In the Name field, enter Requested Tools.

    9. In the Headline field, enter Approval for Citizen Developer Tools Access.

    10. Choose the scrollbar to scroll down.

    11. Drag the Text Area tile.

    12. Drop theText Area tile downwards.

    13. In the Name field, enter Additional Approver Comments.

    14. Choose Save.

  3. Configure the inputs of the Access Request Approval form.

    In the following steps, you will configure the inputs of the Access Request Approval form.

    Use the following data:

    FieldValue
    Additional Requester CommentsAdditional Requester Comments
    Microsoft Power AutomateMicrosoft Power Automate
    Requester NameRequester Name
    Requester User IDProcess Started By
    SAP Build AppsSAP Build Apps
    SAP Build Process AutomationSAP Build Process Automation
    SAP Build Work ZoneSAP Build Work Zone

    1. Choose the AccessRequestApprovalProcess tab.

    2. Choose AccessRequestApprovalForm.

    3. Choose the Inputs tab.

    4. Choose the Additional Approver Comments field.

    5. Choose Additional Requester Comments.

    6. Enter the data from the table above.

    7. Choose Save.

  4. Create an Approval Notification Form.

    In the following steps, you will create an Approval Notification Form.

    Use the following data:
    FieldValue
    NameApprovalNotificationForm
    HeadlineYour Access Request to the following Citizen Developer Tools has been approved
    Text: NameAdditional Approver Comment

    1. Choose the Overview tab.

    2. Choose More.

    3. Choose Duplicate.

    4. In the Name field, enter ApprovalNotificationForm.

    5. Choose Duplicate.

    6. Choose Menu.

    7. Choose Delete.

    8. Choose Menu.

    9. Choose Delete.

    10. In the Headline field, enter Your Access Request to the following Citizen Developer Tools has been approved.

    11. Choose SAP Build Apps.

    12. Choose Read Only.

    13. Repeat this step and set SAP Build Process Automation, SAP Build Workzone and Microsoft Power Automate to Ready Only.

    14. Choose the Name field of the Text Area.

    15. In the Name field enter Additional Approver Comment.

    16. Choose Read Only.

    17. Choose Menu.

    18. Choose Delete.

    19. Choose Save.

  5. Add and configure the Approval Notification form.

    In the following steps, you will add and configure the Approval Notification Form.

    Use the following data:
    FieldValue
    SubjectYour citizen developer tools access request has been approved
    Additional Approver CommentAdditional Approver Comment
    Microsoft Power AutomateMicrosoft Power Automate
    SAP Build AppsSAP Build Apps
    SAP Build Process AutomationSAP Build Process Automation
    SAP Build Work ZoneSAP Build Work Zone

    1. Choose the AccessRequestApprovalProcess tab.

    2. Choose the Add (+) button.

    3. Choose Forms → ApprovalNotificationForm.

    4. Choose the Subject field.

    5. In the Subject field, enter Your citizen developer tools access request has been approved.

    6. Choose the Users field.

    7. Choose Process Started By.

    8. Choose the Inputs field.

    9. Enter the data from the table above.

    10. Choose Save.

  6. Create a Rejection Notification form.

    In the following steps, you will create a Rejection Notification form.

    Use the following data:

    FieldValue
    NameRejectionNotificationForm
    HeadlineYour Access Request to the following Citizen Developer Tools has been rejected

    1. Choose the Overview tab.

    2. Choose More.

    3. Choose Duplicate.

    4. In the Name field, enter RejectionNotificationForm.

    5. Choose Duplicate.

      Note that only the word approved must be replaced in the Headline.

    6. In the Headline field, enter Your Access Request to the following Citizen Developer Tools has been rejected.

    7. Choose Save.

  7. Add and configure the Rejection Notification form.

    In the following steps, you will add and configure the Rejection Notification Form.

    Use the following data:

    FieldValue
    SubjectYour Citizen developer tools access request has been rejected
    Additional Approver CommentAdditional Approver Comment
    Microsoft Power AutomateMicrosoft Power Automate
    SAP Build AppsSAP Build Apps
    SAP Build Process AutomationSAP Build Process Automation
    SAP Build Work ZoneSAP Build Work Zone

    1. Choose the AccessRequestApprovalProcess tab.

    2. Choose the Reject Add (+) button.

    3. Choose Forms → RejectNotificationForm.

    4. In the Subject field, enter Your Citizen developer tools access request has been rejected.

    5. Choose the Users field.

    6. Choose Process Started By.

    7. Choose a spot on an empty area in the process field to close the Process Content window.

    8. Drag the Submit Add (+) button of the Rejection Notification Form.

    9. Drop the Submit Add (+) button on End.

    10. Choose Save.

    11. Choose Inputs.

    12. Enter the assignments for the Input fields from the table above.

    13. Choose Save.

Result

You have now successfully created and configured forms for approving or rejecting an access request.

Create Process Conditions

Business Scenario

In this exercise, you will create a Process Condition to automate an approval for SAP Build tools.

Exercise Options

You can perform this exercise in the following ways:

  1. Live Environment - by using the instructions provided below, you can perform the steps on a live system.
  2. Platform Simulation – follow the step-by-step instructions within the simulation.
Note
We strongly recommend first performing the steps in the live environment.
ExerciseStart Exercise

Prerequisites

Subscribe to SAP Build Process Automation (Free Tier/Paid) on your SAP BTP subaccount. Read this blog post, to learn how to setup the Free Tier version on SAP BTP.

Steps

  1. Configure a condition to automatically approve a request without Microsoft Power Automate.

    In the following steps, you will configure a condition to automatically approve a request if Microsoft Power Automate is not included.

    1. Choose the Add (+) button between the Trigger and AccessRequestApprovalForm.

    2. Choose Controls.

    3. Choose Condition.

    4. Choose Open Condition Editor.

    5. Choose the Process Content field.

    6. Choose Microsoft Power Automate.

    7. Choose the Select value dropdown.

    8. Select true.

    9. Choose Apply.

  2. Create a form for the new decision.

    In the following steps, you will create a form for the new decision.

    Use the following data:
    FieldValue
    NameAutoApprovalNotificationForm
    HeadlineYour Access Request to the following Citizen Developer Tools has been automatically approved

    1. Choose Save.

    2. Choose the Overview tab.

      To simplify the steps, you will duplicate the ApprovalNotificationForm, because only the headline needs to be changed there.

    3. Choose More of ApprovalNotificationForm.

    4. Choose Duplicate.

    5. In the Name field, enter AutoApprovalNotificationForm.

    6. Choose Duplicate.

    7. In the Headline field, enter Your Access Request to the following Citizen Developer Tools has been automatically approved.

      Note that only the word automatically has been added. Besides that, the form can be reused again.

    8. Choose Save.

    9. Choose the AccessRequestApprovalProcess tab.

  3. Integrate the created form into the process.

    In the following steps, you will integrate the created form into the process.

    Use the following data:

    FieldValue
    UsersYour Citizen developer tools access request has been automatically approved
    Microsoft Power AutomateMicrosoft Power Automate
    SAP Build AppsSAP Build Apps
    SAP Build Process AutomationSAP Build Process Automation
    SAP Build Work ZoneSAP Build Work Zone

    1. Choose the Add (+) button.

    2. Choose Forms → AutoApprovalNotificationForm.

    3. In the Users field, enter Your Citizen developer tools access request has been automatically approved.

    4. Choose the Users field.

    5. Choose Process Started By.

    6. Choose Inputs.

    7. Enter the assignments from the table above

    8. Choose Save.

    9. Drag the Submit Add (+) button.

    10. Drop it on End.

    11. Choose Save.

Result

You have now successfully created a Process Condition and automated the approval decision for a request.

Release, Deploy, and Run a Business Process

Business Scenario

In this exercise, you will release, deploy, and run a business process.

Exercise Options

You can perform this exercise in the following ways:

  1. Live Environment - by using the instructions provided below, you can perform the steps on a live system.
  2. Platform Simulation – follow the step-by-step instructions within the simulation.
Note
We strongly recommend first performing the steps in the live environment.
ExerciseStart Exercise

Prerequisites

Subscribe to SAP Build Process Automation (Free Tier/Paid) on your SAP BTP subaccount. Read this blog post, to learn how to setup the Free Tier version on SAP BTP.

Steps

  1. Release and deploy your business process.

    In the following steps, you will release and deploy your business process.

    Use the following data:

    FieldValue
    Version CommentFirst draft version for testing

    1. Choose the Overview tab.

    2. Choose Release.

    3. In the Version Comment field, enter First draft version for testing.

    4. Choose Release.

    5. Choose Deploy.

    6. Choose AccessRequestApprovalProcess.

  2. Run a Business Process.

    In the following steps, you will run a Business Process by which you request Microsoft Power Automate and SAP Build Process Automation as tools.

    Use the following data:
    FieldValue
    Requester NameJohn Smith
    Additional Requester CommentsPlease approve asap

    1. Choose AccessRequestApprovalForm.

    2. Choose the Copy button of the Form Link.

    3. Open a new tab.

    4. Insert the copied link in the address bar and press Enter.

      Here you can see the form for New Access Request to Citizen Developer Tools from the perspective of the requester.

    5. In the Requester Name field, enter John Smith in the box.

    6. Choose SAP Build Process Automation.

    7. Choose Microsoft Power Automate.

    8. In the Additional Requester Comments field, enter Please approve asap.

    9. Choose Submit.

  3. Check and approve the request.

    In the following steps, you will check and approve the request in the Access Approval form from approver's perspective.

    Use the following data:
    FieldValue
    BoxOkay, it will be approved
    Additional Requester CommentsPlease approve asap

    1. Choose the SAP Build tab.

    2. Choose My Inbox.

    3. Enter Okay, it will be approved in the box.

    4. Choose Approve.

  4. Check from the requester perspective if the approval was successful

    In the following steps, you will check from the requester perspective whether the approval was successful.

    1. Choose REFRESH.

    2. Examine the ApprovalNotificationForm.

    3. Choose Submit.

    4. Choose the Process Automation Trigger Form tab.

  5. Run a business process with SAP Build Apps and SAP Build Process Automation and SAP Build Workzone as tools.

    In the following steps, you will run a Business Process by which you request SAP Build Apps and SAP Build Process Automation and SAP Build Workzone as tools.

    Use the following data:
    FieldValue
    Requester NameJohn Smith

    1. Choose Submit New.

    2. Choose SAP Build Apps.

    3. Choose SAP Build Process Automation.

    4. Choose SAP Build Work Zone.

      By not selecting Microsoft Power Automate, the request should automatically be approved due to your defined condition.

    5. In the Requester Name field, enter John Smith.

    6. Choose Submit.

  6. Check your Inbox

    In the next steps, you will check in your Inbox whether the request has been automatically approved.

    1. Choose the My Inbox tab.

    2. Choose REFRESH.

    3. Examine the AutoApprovalNotificationForm.

    4. Choose Submit.

Result

You have now successfully released, deployed, and run a business process.

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