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Automate Evolve Training: Excel Workflow for Automatic Routing

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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

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Automate Evolve
Excel Workflow – Combine traditional mass
upload and workflow capabilities to get the
best of both worlds
Tammy Lake | Sr. Sales Engineer
Agenda
• Overview & use cases
• Demo - business user experience
• Excel Workflow components &
high-level steps
• Demo - Workflow creation
developer experience
• Benefits
• Q & A
2
Overview & use cases
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
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…
Before the demo

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Automate Evolve Training: Excel Workflow for Automatic Routing

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