Managing Process Desk Tasks

The Universal Worklist is the access point for tasks that are assigned to your user. It is available in SAP NetWeaver.

Potential owners can claim a task, check the status of a task, and return a task to the Universal Worklist. Users can view other contributors assigned to a task, as well as notes and attachments relating to a particular task.

When an owner puts a task back on the Universal Worklist, other potential owners can then claim that task.

Delegating a task means that the owner of the task assigns one or more additional users to share ownership of the same task. Delegates can view and edit the entire process of a task, including its contributors, notes, and attachments. A delegate can complete a task. You can delegate the task to any user except excluded owners of the task.

To delegate a task, use the following procedure:

1. In the Task Execution UI, choose Actions/Delegate.
2. Search for a user to delegate the task to.
3. Optionally, you can enter a note that the user being delegated can see.

Putting a task back on the Universal Worklist removes you as the owner and allows potential new owners to claim it. To put a task back on the Universal Worklist, in Task Execution, choose Actions → Put Back.

Owners can assign contributors, or other users, to help complete a task. Once a contributor is assigned to a task, the task displays in the Universal Worklist of that user. Contributors are able to view, and post notes and attachments to a task. Contributors cannot complete a task.

You can assign a substitute owner to a task if an owner is unavailable for a period of time. For planned absences, an owner can assign a substitute owner in advance, and the Universal Worklist of the substitute owner is updated accordingly. For unplanned absences, substitute owners assign themselves as substitute owners before the Universal Worklist is updated.

Attachments and notes provide an easy way to collaborate with others working on a specific task or the entire process. Attachments include URLs and files. Notes are simple text files. Attachments are posted to the process in Task Execution, and in the Process List Viewer. Attachments are stored in the Enterprise Content Management (ECM) Repository.

Process visualization allows you to view the process workflow as a graphic, such as a workflow chart. The active task is indicated with a green icon. Tasks assigned to you are marked with on orange icon. Details of each task, including errors and subprocesses, are viewed by choosing the task.

The Process List Viewer shows all of the process instances that are relevant to you as an owner, potential owner, delegate, or contributor. Processes are organized by processes that you own, that you are involved with, and that are relevant to you.

To include the Process List Viewer as a related link, use the following procedure:

1. Log into your portal as a content administrator.
2. Choose the Content Administration tab page.
3. In the portal content catalog, choose Portal Content → Content Provided by SAP → End User Content → Standard Portal Users → Pages → Universal Worklist → Universal Worklist.
4. In the context menu of the Universal Worklist, choose Open → Related Links.
5. In the portal content catalog, choose Portal Content → Content Provided by SAP → End User Content → BPEM/Pages → Process List Viewer.
6. In the context menu of the Process List Viewer, choose Add as a Related Link.
7. Confirm the Add Related Link dialog box.
8. Save your settings.

   In your Universal Worklist, under Related Links, the Process List Viewer appears.

Process collaboration can be achieved by posting notes and attachments to the process in the Task Execution UI. These attachments and notes can be visible for an individual task or the entire process. You can also attach files or URLs. To do so, in the Task Execution UI, choose View → Attachments/Notes.

The Process List Viewer, allows you to view all the process instances relevant to you, including the notes and attachments for the process instances.

The ECM Repository is used to store all attachments used in Business Process Management (BPM) processes. You can access ECM by using the WebDAV protocol. SAP recommends the use of SAP Portal Drive tool available on SMPM. Other web folder tools can be used as well.

SAP_FPINFRACALLER role is required to access the ECM Repository. ECM is delivered with the following Software Component Archives (SCAs):

• ECMCORE00_0.SCA
• ECMAPPS00_0.SCA