Ready to route business processes to the right people at the right time, all while providing visibility into current and completed processes? It’s achievable by adding a workflow to existing data templates – and that’s what we’ll cover during our Automate Evolve training on December 5, led by Tammy Lake, Senior Sales Engineer. This session’s for you if you’re interested in taking your new or existing Excel data template to the next level. What does that look like? Adding a custom workflow that automatically routes your business processes for things like data collection, approvals, and running scripts. You’ve already seen the value Studio scripts can bring to SAP data upload/download processes. Now, you can realize even more value by automating the manual before and after steps to complete your end-to-end business process automation. This session will be filled with a variety of demos, including how to: •                     add a workflow to an existing Excel template •                     set up Excel templates to pass critical data to workflows •                     set options for conditional routing and approvals Through these demos, you’ll gain plenty of actionable takeaways that you can start implementing right away – including how to: •                     interact with SAP from both business user and script developers’ perspectives •                     interact with an Excel workflow from the Excel ribbon •                     set different options for data validate and SAP posting, approvals, emails, and more You’ll leave this session feeling ready and empowered to save time, boost efficiency, and change the way you work. Automate Evolve reduces your dependency on technical resources to help create automation scenarios, remove the guesswork, and get complete visibility into business processes – and our team of experts is here to make sure you get the most out of our solution throughout the journey. Questions? Tammy will be ready to answer them during a live Q&A at the end of the session

1. Automate Evolve
Excel Workflow – Combine traditional mass
upload and workflow capabilities to get the
best of both worlds
Tammy Lake | Sr. Sales Engineer

2. Agenda
• Overview & use cases
• Demo - business user experience
• Excel Workflow components &
high-level steps
• Demo - Workflow creation
developer experience
• Benefits
• Q & A
2

3. Overview & use cases

4. 4
Choose the best option for individual processes
Desktop Automation
Exchange data with SAP quickly
and easily using Excel
Automate Studio
Excel Workflow
Mass data routing, collection,
review, approvals, and processing
Web Form & Workflow
User-friendly web forms providing
advanced capabilities and
automated routing
Add more value using workflows to simplify
business processes with Automate Evolve

5. Overview and use cases
• Automatically route processes
to the right people at the right
time
• Offload SAP mass data
validation, upload and download
processes to take advantage of
faster server resources
• Free up desktop resources and
move on to the next task to help
improve efficiency
5
Excel
Workflow
Journal entries
(uploads &
attachments)
Pricing maintenance
Cross-functional
team master data
maintenance
Budget Maintenance Data Migration
Assessments &
distributions
and many more…

6. Before the demo

7. Approval Reference Data List
7

8. Email approval notifications
8

9. Workflow Overview
9

10. Journal Entry Workflow Demo
Business user experience

11. 11
Roadmap
1 Populate an Excel data template
2 Submit to server
3 Excel workflow interaction
4 View process status & history

12. Excel Workflow Components
* Required component
4 Document Library*
Stores current and
historical requests for
visibility, reference,
reporting, and auditing
purposes
2 Studio Script(s)*
Studio scripts created to
upload data to or download
data from SAP.
5 Approval Matrix
Optional reference data
used for identifying
workflow participants
and/or approval information
1 Excel Template*
Pre-formatted templates
containing fields to map
and/or promote to a workflow.
3 Workflow*
Automated business process
steps to route for
approvals or collect,
upload, or download data.

13. 13
Roadmap
1 Populate an Excel data template
2 Submit to server
3 Excel Workflow interaction
4 View process status & history
Pre-formatted templates provide ease
of use
The server routes, validates, & uploads
data and attachments
Interact with the Excel workflow directly
in Excel
Full visibility into active & completed
processes for analysis & reporting

14. Benefits Summary
• Automatically route business
processes to the right people
at the right time
• Automatically upload mass
data, supporting document
attachments, and/or process
history to SAP
Standardized processes
• Promote key data for routing/
reporting
• Real-time SAP data validation
and posting
• Role-based Excel data file
permissions (read only or
update)
Data quality
• Business-friendly UI
• Interact with workflows from
Excel ribbon
• Full visibility into current and
completed business processes
• Out of office and task
reassignment options
Ease of use
• Centralized template, data,
and process governance
• Design workflows to ensure
SOX compliance
• Access to process data for
auditing and reporting
purposes
Governance
14

15. Let’s build an Excel
Workflow
Developer experience

16. 16
Roadmap
1 Submit scripts & data template
to Evolve Server
2 Add Solution Fields to Excel
Workflow Solution
3 Build & test the Excel Workflow

17. 17
Roadmap
1 Submit scripts & data template
to Evolve Server
2 Add Solution Fields to Excel
Workflow Solution
3 Build & test the Excel Workflow
Studio scripts and Excel data templates
are the foundation of Excel Workflows
Solution fields can be used for routing,
analysis, and reporting
Route business processes to the right
people at the right time

18. Workflow Nodes
Purpose of each node, links to online
help, and important Excel Workflow-related
tips to be aware of

19. Workflow nodes overview
19
Node Purpose
Activity A single step or task in a workflow. Activities can be configured with a variety of different properties to
accomplish different tasks.
And Join A step to evaluate an Approval node and to move on to the next step in the workflow.
If you have multiple activities you want to run in parallel (such as approvals or tasks), and you want to
wait for all of them to complete before moving to the next step in the workflow, use the And Join.
Approval A step or task that requires approval or consent before proceeding.
Decision A step that branches to more than one path in the workflow.
End The last step in a workflow or a loop within a workflow.
Loop A sub-process within a main workflow. For example, you can use a Loop when part of a larger
workflow requires an approval before the main workflow can continue.
Notification A notification sent to alert participants to an event or status, such as when a task is due or completed.
Plug-in A step that you can customize to integrate your own functionality into a workflow. See the Plug-ins
Guide for more information.
Start The beginning of a workflow or a loop within a workflow.
Value Setter A step that allows you to set values in solution fields to manipulate a workflow route.
Xor Join A step to evaluate an Approval node and to move on to the next step in a workflow.
If you have multiple activities you want to run in parallel (such as approvals or tasks), and want to
continue the workflow as soon as any one of the activities has completed, use the Xor Join.

20. Workflow nodes Excel Workflow tips
20
Node Tip
Activity Email Approval - Allow approval via email (Email Approval), Include Data File - include the data
file as an attachment, Script Name - allow participants to run a script from their desktop, *Allow
Replacement - allow participants to save and overwrite (turn off Excel read only setting), and
Require Review – whether participant must open Excel file or not
Approval Email Approval - Allow approval via email (Email Approval), Include Data File - include the data
file as an attachment, *Script Name - allow participants to run a script from their desktop, Allow
Replacement - allow participants to save and overwrite (turn off read only), and Require
Review – whether participant must open Excel file or not
Loop Always be sure to define the condition for the loop to complete under Loop, Condition
Notification Include Data File - include the data file as an attachment, Message – custom email message to
the participant, Notification Subject – email subject line
Plug-in
(Wait)
Pause the workflow for a short amount of time to allow data syncing between Excel and the
workflow before moving on
Plug-in
(Winshuttle Autorun)
Run a script from the workflow (server), ***Continue Without Waiting – False will stop the
workflow until the script has completed running, Plug-in Parameters – define script name,
validation (no = run), SAP data connection name, and other run settings)
Value Setter Set values for specific Solution Fields – values can be used to control conditional routing
*Important Excel Workflow-related tips to remember

21. Thank you

22. Extras just for you!!!
Enjoy!
22

23. Excel Workflow online help

24. 1.Create Excel data template containing named
data (if applicable) to be promoted to the
workflow.
2.Create Studio scripts (Transaction, Query,
and/or Attachment) to be used by the workflow;
map them to the Excel data template
(see Prerequisites and Studio Best Practices for
more information).
3.Submit Studio script(s) and Excel data template
to Evolve.
4.Approve script(s) – Task is automatically
generated by Evolve.
5.Add Solution Fields – Evolve creates a list of
default Solution fields, and additional fields
can be added to be used by the workflow either
from Excel or for reporting purposes.
a) Note: See Promote Excel file fields for
instructions for transferring data from Excel to
solution fields (matching name and format is
important)
6.Create the workflow for the Excel template.
Excel Workflow
Creating the workflow
solution
24

25. Exporting/Importing Excel
Workflows

26. Exporting and importing
Excel Workflow solution
files
26
Export steps in the source environment
• In Evolve, go to Solutions, Excel Workbooks
• Select the solution to export (click the checkbox to the left of the solution)
• Click Export to download the solution
Import into same or separate environment
• In Evolve, go to Solutions, Excel Workbooks
• Click on Import
• A wizard will guide you through the process
• Tip: Copy an existing Excel Workflow and rename instead of starting from
scratch for a similar workflow
• Note: For copies of a solution in the same environment, a unique name must be
provided.

27. Using a Digital Access API
to start an Excel Workflow

28. Excel Workflow
Start Excel Process
API
The Start Excel Process API allows third party systems to start an
Excel Workflow process. The submitted Excel file gets submitted to
respective solution library and a new process gets started on this
new document. This API uses POST method to start a workflow
process.
Click here for more details.
Notes:
• The submitter must be included as a user in the Originator role
• Excel workflow users must have an Evolve Runner named user
license if the Excel file is uploading multiple records
• Data sync feature for solution fields is supported
• Excel data template file (columns/data) structure must match
mapping used by Studio scripts used by the workflow
• Data file names must be unique
28