Workflow and PDF attachments

Mon Jan 12 19:52:19 EST 2009

Thanks Jocelyn.

I was thinking that passing the PDF form as an attachment to the email 
would be a better approach...We have several workflows where we need to 
send an email with the content of the form (or the form as an attachment). 
 If we decide to send just the 'content', if there is any changes to any 
of the forms, then we also will always need to remember to update the 
SendMail step with the new data added to the form. Also, as we are using 
several workflows with Forms, I thought it would be 'easier' (from an 
implementation point of view) to send the form as an attachment.

Hard decision!

Thanks again for your input,

Cristiana
_________________________________
Cristiana d'Agosto
IBM Global Business Services
Mobile:  +61 417 927 224
cristiana.dagosto at au1.ibm.com

"Dart, Jocelyn" <jocelyn.dart at sap.com> 
Sent by: sap-wug-bounces at mit.edu
13/01/2009 11:43 AM
Please respond to
"SAP Workflow Users' Group" <sap-wug at mit.edu>

To
"SAP Workflow Users' Group" <sap-wug at mit.edu>
cc

Subject
RE: [LIKELY JUNK]RE:Workflow and PDF attachments

Well Cristiana, Best practice depends on a lot of factors.  But I would 
suggest that usually we pass the data rather than the form - it's the data 
that's important and should be used to drive the workflow.  Also the data 
takes up less space than the form.  >From what I see of your scenario you 
mainly need the form as evidence of a digital signature.  So you need to 
keep a copy of the digitally signed form for audit purposes, but you may 
be able to work with just the data for the rest of the process?  Think 
about it and talk it through with your business process owners. 

Regards,
Jocelyn 

From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu] On Behalf 
Of Cristiana D'Agosto
Sent: Tuesday, 13 January 2009 11:09 AM
To: SAP Workflow Users' Group
Subject: [LIKELY JUNK]RE:Workflow and PDF attachments

Hi Jocelyn, 

that's good information, thanks. 

What is the best practice when you need to send the 'content' of the form 
as an email? Is it best practice to somehow send the PDF as an attachment 
to an email? I know we can import all the fields into the workflow and 
then use the fields in the email step. Just wondering what is best 
practice and any tips! 

Much thanks and regards,

Cristiana
_________________________________
Cristiana d'Agosto
IBM Global Business Services
Mobile:  +61 417 927 224
cristiana.dagosto at au1.ibm.com 

"Dart, Jocelyn" <jocelyn.dart at sap.com> 
Sent by: sap-wug-bounces at mit.edu 
13/01/2009 10:37 AM 

Please respond to
"SAP Workflow Users' Group" <sap-wug at mit.edu>

To
"SAP Workflow Users' Group" <sap-wug at mit.edu> 
cc

Subject
RE: [LIKELY JUNK]Workflow and PDF attachments

Hi Akshay, 
Ok well if that is the scenario you might want to approach the problem in 
a different way.  Rather than pass attachments around, which is always a 
pain when you have to convert between different formats, why not just pass 
a reference number ?  i.e. assign some sort of id to the form.    Your 
actual binary data representing the current known form would be stored 
somewhere in SAP.  Some applications such as SAP HCM Workforce Process 
Management have used Records Management (transaction SCASE) to store the 
binary/XML data of the form and then assign a GUID as the reference that 
is passed throughout the workflow.  Then your ABAP WD application uses the 
reference to read/update the pdf.  It's not particularly important where 
you store it from workflow's point of view - so long as you can use your 
form id to find the form data.   

Trying to use SOFM - which is really only intended for creating and 
displaying attachments -  will be very restrictive. Also passing around a 
large attachment in the workflow is likely to have other implications - 
e.g. sizing issues.   

You might also want to look at the many Adobe tutorials on SDN.  There are 
various approaches to handling incoming PDF forms. 
Regards, 
Jocelyn 

From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu] On Behalf 
Of akshay.bhagwat at wipro.com
Sent: Saturday, 10 January 2009 12:55 PM
To: sap-wug at mit.edu
Subject: [LIKELY JUNK]Workflow and PDF attachments

Hi All, 

I know this topic is discussed a lot, still posting the questions as I am 
not able to achieve the requirement. 

Just to elaborate the scenario, we are using Web dypnro for ABAP to host 
Interactive form . 
This Form in turn triggers the workflow, as this form is to be approved 
using workflow process. i.e. UWL will be used to launch the form when 
executing the work items. 

As the form includes Digital signatures, we are not able to read the same 
from contexts (e.g. using UWLs dynamic parameters such as WI_ID.) So we 
have decided to use attachments i.e. send this form as an attachment 
inside workflow, since saved PDF file has all the data intact. 

Now the issue is: 
How this form in Webdynpro is to be saved as PDF file automatically and 
then send as an attachment in workflow? 

1. I have tried using SAP Office function modules such as SO_OBJECT_UPLOAD 
to create PDF files in SOFM object. However the problem is these FM s can 
not be used from Webdynpro as Front end services are unavailable. 
2. Same is the issue If I use background step for creating SOFM document 
so that it can be used as an attachment. 

Can any body please suggest what approach can be taken so that from 
webdynpro , attachment can be created and passed to workflow seamlessly? 

Any inputs are appreciated. 
Thanks in advance. 

Regards 
Akshay Bhagwat 
Please do not print this email unless it is absolutely necessary. 
The information contained in this electronic message and any attachments 
to this message are intended for the exclusive use of the addressee(s) and 
may contain proprietary, confidential or privileged information. If you 
are not the intended recipient, you should not disseminate, distribute or 
copy this e-mail. Please notify the sender immediately and destroy all 
copies of this message and any attachments. 
WARNING: Computer viruses can be transmitted via email. The recipient 
should check this email and any attachments for the presence of viruses. 
The company accepts no liability for any damage caused by any virus 
transmitted by this email. 
www.wipro.com _______________________________________________
SAP-WUG mailing list
SAP-WUG at mit.edu
http://mailman.mit.edu/mailman/listinfo/sap-wug
_______________________________________________
SAP-WUG mailing list
SAP-WUG at mit.edu
http://mailman.mit.edu/mailman/listinfo/sap-wug

-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://mailman.mit.edu/pipermail/sap-wug/attachments/20090113/82d18d17/attachment.htm