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Duet Enterprise for Microsoft SharePoint and SAP Server 2.0 enables you to see your SAP business processes as workflows in Microsoft SharePoint 2013. A workflow is a set of required tasks in a process. A workflow might include the series of tasks that are required to approve a business expense, or the tasks that are required for an employee to receive an approval for a vacation. Workflows help organizations use and manage consistent business processes. Workflows improve the efficiency of your organization and increase productivity because the people who perform these tasks can concentrate on performing the work rather than managing the workflow.

In this article

About workflows

One way workflows are used is to approve business requests. For example, when a business expense needs approval, a workflow can send an expense approval task to several people for review and approval.

When the workflow author starts the workflow, Duet Enterprise 2.0 uses SAP business processes and approval rules to create and assign tasks to the workflow participants. Workflow participants receive an e-mail message that notifies them that they have a task. The message contains a link to the document they need to approve.

The workflow ends when the participants complete their tasks. After the workflow ends, Duet Enterprise automatically notifies the SAP system that the workflow is complete.

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Using workflows

After a workflow starts, you can start to work on your tasks. You can manage your tasks directly from Microsoft Outlook 2013, or from the SharePoint workflow task workspace. Because each workflow has a separate workflow task workspace in SharePoint, you might find tasks in a variety of locations. For assistance locating tasks in your environment, talk to your workflow manager or your site administrator.

The way the workflow manager sets up workflow tasks determines the actions that you must take to complete the task. The most common actions are Approve and Reject, but your task might include additional options. For example, you might have the option to Rework or Reassign your task. You might also be able to request changes to the task, or view documents related to the task. In some cases, the act of completing a workflow task can generate another task in the workflow.

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View or respond to a workflow task from an e-mail notification

When a task is assigned to you, you will automatically receive a task notification in your Outlook Inbox. You can open the task from the notification message.

To view or respond to a workflow task from an e-mail notification:

  1. From your Outlook Inbox, open the message that contains a task.

  2. Click Open this task Opn This Task button.

  3. On the task window, choose an outcome for the task as appropriate, such as Approve, Reject, or another outcome that your task supports.

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Respond to a workflow task from a workflow task workspace

A workflow task workspace is a SharePoint site that hosts all the tasks for a workflow task type. The site is created when a SharePoint administrator sets up a SAP workflow task type.

Note:  Site designers can customize the workflow task workspace for individual business requirements. This procedure shows steps to complete a task from the default workflow task workspace.

To view a workflow task from the workflow task workspace:

  1. From the browser, navigate to the workflow task workspace.

  2. On the workspace site, click the task that you want to complete. This opens the Task Details page.
    The Task Details page shows the business process options that are available for your SAP authorizations and SharePoint permission levels.

  3. On the Tasks Details page, review all the available information such as links, or attached documents to help you complete the task.

  4. Click the appropriate task outcome such as Approve, Reject, or another outcome that your task supports.

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