Wednesday, April 27, 2011

Approval process using status authorization

Depending on your process, sometimes an approval is needed, or sometimes, not all users are for instance allowed to close a service ticket.

Approval can be implemented using workflow, but if your process is fairly simple and the approver is a regular SAP CRM user, you can also choose to implement a simple approval process using user statuses and user status authorization.


Many objects in SAP CRM such orders, activities, opportunities, leads, quotations, marketing plans, campaigns, complaints, servicetickets but also for instance businesspartners have statuses.

 
Statuses are customized in SPRO --> SAP Customizing Implementation Guide --> Customer Relationship Management --> Transactions --> Basic Settings --> Status Management --> Define Status Profile for User Status.

When defining a status profile, you can define which statuses occur in the object, which system status is mapped to the user status, in which sequence statuses should be selected, but also if there is an authorization code attached to the status.

Authorization codes are created in SPRO --> SAP Customizing Implementation Guide --> Customer Relationship Management --> Transactions --> Basic Settings --> Status Management --> Define Status Authorization Keys.

If you assign an authorization code for a certain status, this means that only users who have authorization object B_USERSTAT assigned to one of their roles, and are authorized to 01 (create or generate) for the specified authorization code, will be able to set the status. All other users will not.

Be aware though of roles with B_USERSTAT and authorization key = ‘*’.
Now only authorized users will be able to change the status of the object (for instance to ‘approved’).