Use Custom Variables for the Global Process

For your company, you need to design the process to submit innovation ideas by the employees. The process should by triggered by the employee who fills out the form. Then CFO would like it to be divided into CAPEX and OPEX categories, so two different councils can process the ideas and decide whether to provide an approval. If the innovation idea requires additional information, the council will send it back to the requester. In case the process will be approved by the council, the CFO will receive the case for the final approval. The requester must receive an email with the council or CFO decision.

1. In the SAP Build Lobby, select Create button.

   

2. Select Build an Automated Process.

   

3. Select Business Process.

   

4. Name the project: Innovation Idea Process, and confirm with Create button.

   

5. Create the process by providing the name: Innovation Idea Global Process.

   

1. To create global custom variables for the process, open the Process Details.

   

2. Choose the Variables tab and select Configure for the Custom Variables section.

   

3. Configure the following variables:

   Name	Type
   rework	Boolean
   global cost	Number
   global description	String
   global idea name	String
   global council comments	String
   category	String

4. To do that, select Add Variable button and add each variable. Last, select Apply to finish.

   

5. Save the process.

   

Due to product limitations, you need to add a subprocess. Please note that this step will not be necessary, once the custom variables will be available as output within the Trigger form.

1. Choose + below the Trigger.

   

2. Choose Subprocess.

   

3. Choose Blank Subprocess.

   

4. Name it Subprocess and choose Create.

   

5. In the General section of the Subprocess, choose Open Editor to configure inputs and outputs.

   

6. Open the Process Details.

   

7. Choose the Variables tab and select Configure for the Process Inputs section.

   

8. Select Add Input and add inputs below and select Apply:

   Name	Type
   Name Subprocess	String
   Description Subprocess	String
   Number Subprocess	Number
   Category Subprocess	String

   

9. Choose Configure for the Process Outputs section.

   

10. Select Add Output and add outputs below and select Apply:

    Name	Type
    Name Subprocess	String
    Description Subprocess	String
    Number Subprocess	Number
    Category Subprocess	String

    

11. Go to the End and map the Process Outputs with the Process Inputs as in the screenshot below:

    

12. Save changes in the Subprocess and close the tab.

1. In the Innovation Idea Global Process, choose Add a Trigger to create a trigger form for the requester.

   

2. Choose Submit a Form.

   

3. Choose Blank Form.

   

4. Name it Innovation Idea Form. Select Create.

   

5. Choose Open Editor of the form.

   

6. Add form input fields by clicking on the fields or using drag and drop option.

   Form Field	Value	Option
   Headline 1	Innovation Ideas Form
   Paragraph	Please fill out the form with your innovation ideas. Once the form will be processed, you will be informed about the Council or CFO decision via email.
   Text	Name of the Idea	Required
   Text Area	Idea Description	Required
   Number	Estimated Cost of the Innovation	Required
   Dropdown	Select the Category	Required

   

7. For the drop-down field provide two values: OPEX and CAPEX.

   

8. Save the form and close the tab.

1. In the Innovation Idea Global Process, select Subprocess and go to the Inputs section. Map the following from Trigger Form outputs:

   • Category Subprocess with Select the Category
   • Description Subprocess with Idea Description
   • Name Subprocess with Name of the Idea
   • Number Subprocess with Estimated Cost of the Innovation

   

2. Go to the Outputs section. Set Custom Variables by choosing them from the list:

   • global cost
   • global description
   • global idea name
   • category

   

3. Map with Subprocess outputs:

   • global cost with Number Subprocess
   • global description with Description Subprocess
   • global idea name with Name Subprocess
   • category with Category Subprocess

   

4. Save the process.

1. Choose + to create an approval form after Subprocess.

   

2. Choose Approval.

   

3. Choose Blank Approval.

   

4. Name it CAPEX Council Approval and make sure to mark the checkbox Based on a form and select the trigger form from the list. Choose Create.

   

5. Select the Approval Form and choose Open Editor.

   

6. Make changes in the form:

   • change the Headline to CAPEX Approval for Innovation Idea

   

7. At the end of the form add additional input fields:

   Form Field	Value	Option
   Paragraph	In case you need more information from the requester, please check the box below to send the form back to the requester and reject the approval.
   Checkbox	Rework needed!
   Text Area	Council Comment	Required

   

8. Save the form, and close the tab.

9. In the Innovation Idea Global Process, choose CAPEX Council Approval form. In the General section:

   • Under Subject enter: CAPEX Council Approval
   • Under Recipients as Users enter: email of the CAPEX Council

   

10. In the Inputs section map the content with Custom Variables:

    • Estimated Cost of the Innovation with global cost
    • Idea Description with global description
    • Name of the Idea with global idea name
    • Select the Category with category

    

11. In the Outputs section, add the variables:

    • rework
    • global council comments

    

12. Now map the custom variables with the process content from CAPEX Council Approval form:

    • rework with Rework needed!
    • global council comments with Council Comment

    

13. Choose + above CAPEX Council Approval form to add a condition which will distribute the form to CAPEX or OPEX council.

    

14. Choose Controls and Events.

    

15. Choose Condition.

    

16. Define and edit the condition:

    • Provide the Step Name: Condition OPEX/CAPEX
    • Name the Branch: If CAPEX
    • Choose Open Condition Editor

    

17. Define the Branch Condition: - For Item select custom variable category - For Value type CAPEX - Select Apply - Save the process

![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/031.png)

18. In the Overview tab, duplicate the CAPEX Council Approval form.

![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/032.png)

19. Name it OPEX Council Approval. Choose Duplicate.

    

20. Change the Headline to OPEX Approval for Innovation Idea and Save. Close the tab.

    

21. In the Process tab, move CAPEX Council Approval under If CAPEX Condition.

    

22. Choose + under Default branch of the condition

    

23. Choose Approval.

    

24. Choose the OPEX Council Approval form.

    

25. In the General section of the OPEX Council Approval form:

    • Under Subject enter: OPEX Council Approval
    • Under Recipients as Users enter: email of the OPEX Council

    

26. In the Inputs section map the content with Custom Variables:

    • Estimated Cost of the Innovation with global cost
    • Idea Description with global description
    • Name of the Idea with global idea name
    • Select the Category with category

    

27. Select the Outputs tab and add the following variables:

    • rework
    • global council comments

    

28. Map the custom variables with the process content from OPEX Council Approval form:

    • rework with Rework needed!
    • global council comments with Council Comment

    

29. Save the process.

You will now create the CFO Approval form after the process would be approved by the CAPEX Council.

1. Choose + below Approve option of CAPEX Council Approval form.

   

2. Choose Approval.

   

3. Choose Blank Approval.

   

4. Name it CFO Approval, and make sure to mark the checkbox Based on a form and select the CAPEX Council Approval form from the list. Choose Create.

   

5. Select the CFO Approval form and choose Open Editor.

   

6. Edit the form as follows:

   • Rename the Headline to Final CFO Approval - Innovation Idea
   • Remove the Checkbox: Rework needed!
   • Add at the end a Paragraph: Please provide your final decision for the innovation idea:
   • Add a Text Area named CFO Decision, and mark it as required

7. Save the form and close the tab.

   

8. In the Innovation Idea Global Process, select CFO Approval form and in General section enter:

   • Under Subject enter: CFO Approval
   • Under Recipients as Users enter: email of the CFO

   

9. In the Inputs section map the content with Custom Variables:

   • Council Comment with global council comments
   • Estimated Cost of the Innovation with global cost
   • Idea Description with global description
   • Name of the Idea with global idea name
   • Select the Category with category

10. Save the process.

    

Now, you will create a form for a requester, in case the changes will be necessary.

1. In the Overview tab, duplicate the Innovation Idea Form.

   

2. Name it Innovation Idea Form - Rework. Choose Duplicate.

   

3. Provide changes in the form. At the beginning:

   • Change the Headline to: Innovation Ideas Form: Modify your request
   • Change the Paragraph to: Please make changes to the form based on the comments from the Council below:
   • Add a Text Area, name it Comments from the Approval Council, and select Read only configuration
   • Add a Headline 2, name it Data from your initial innovation form
   • For the Inputs: Name of the Idea, Idea Description, Estimated Cost of the Innovation, Select the Category, select Read only configuration

   

4. Add additional inputs at the end:

   Form Field	Value	Option
   Paragraph	Please modify your request below, based on the comments from the Council and your initial form. After that submit the form.
   Text	Name of the Idea - Edited	Required
   Number	Estimated Cost of the Innovation - Edited	Required
   Text Area	Idea Description - Edited	Required
   Dropdown	Select the Category - Edited	Required

   

5. In the dropdown list, add OPEX and CAPEX as Data to display.

6. Save the form and close the tab.

   

7. In the Innovation Idea Global Process, choose + after CAPEX Council Approval Reject branch to add a condition.

   

8. Choose Controls and Events.

   

9. Choose Condition.

   

10. Customize the Condition:

    • Step Name: Rework
    • Branch Name: If Rework Required

    

11. Select Open Condition Editor and define the condition:

- For **Item** select **rework** from Custom Variables
- For **Value** choose **true**
- select **Apply**

![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/044.png)

12. Choose + after the condition branch If Rework Required.

![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/045a.png)

13. Choose Form.

![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/045b.png)

14. Add the form Innovation Idea Form - Rework.

![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/045.png)

15. Select Innovation Idea Form - Rework form and in the General section define: - Under Subject enter: Innovation Idea Form - Rework - Under Recipients as Users select: Process Started by

![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/046.png)

16. Choose the Inputs tab and map the form Inputs with the custom variables:

    • Comments from the Approval Council with global council comments
    • Estimated Cost of the Innovation with global cost
    • Idea Description with global description
    • Name of the Idea with global idea name
    • Select the Category with category

    

17. Set Custom Variables with the form Outputs:

![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/096.png)

18. Choose + after the Default branch.

    

19. Choose Controls and Events.

    

20. Choose Go to Step.

    

21. Choose End from the proposed steps.

    

22. Choose + after Innovation Idea Form - Rework.

    

23. Choose Controls and Events.

    

24. Choose Go to Step.

    

25. Choose Condition OPEX/CAPEX from the proposed steps.

    

26. Choose + in the Reject branch of OPEX Council Approval.

    

27. Choose Controls and Events.

    

28. Choose Go to Step.

    

29. Choose Rework Condition from the proposed steps.

    

30. Choose + in the Approve branch of OPEX Council Approval.

    

31. Choose Controls and Events.

    

32. Choose Go to Step.

    

33. Choose CFO Approval form from the proposed steps.

    

34. Save the process.

1. After the CFO Approval form, under the Approve branch, select +.

   

2. Choose Email.

   

3. Edit the Artifact details:

   • Change the Step Name to Approval Email
   • Under Mail Header as To select: Process Started by from the Process Content
   • Under Mail Header as Subject enter: Innovation Idea was approved

4. Select Open Mail Body Editor.

   

5. In the Edit Mail Body window, enter the following body:

   • Enter: Dear
   • Select Process Started by from the the Process Metadata
   • Enter: Thank you for your idea. We have carefully evaluated it.
   • Enter: The CFO decision is to proceed with the idea.
   • Enter: Please find the CFO’s comment below:
   • Select CFO Decision from the CFO Approval form

6. Select Apply.

   

   Now, you will add in the same way the rejection email.

7. After the CFO Approval form, under the Reject branch, select + and Email. Edit the Artifact details:

   • Change the Step Name to Rejection Email
   • Under Mail Header as To select: Process Started by from the Process Content
   • Under Mail Header as Subject enter: Innovation Idea was rejected

8. Select Open Mail Body Editor.

   

9. In the Edit Mail Body window, do the following:

   • Enter: Dear
   • Select Process Started by from the Process Metadata
   • Enter: Thank you for your idea. We have carefully evaluated it.
   • Enter: The CFO decision is to not proceed with the idea.
   • Enter: Please find the CFO’s comment below:
   • Select CFO Decision from the CFO Approval form

10. Select Apply.

    

11. Add CAPEX/OPEX rejection Email. Go to the condition Rework, after default add an email:

    • Change the Step Name to Rejection email OPEX/CAPEX
    • Under Mail Header as To select: Process Started by from the Process Content
    • Under Mail Header as Subject enter: Innovation Idea was rejected

12. Select Open Mail Body Editor.

    

13. In the Edit Mail Body window, enter the following body:

    • Enter: Dear
    • Select Process Started by from the Process Metadata
    • Enter: Thank you for your idea. We have carefully evaluated it.
    • Enter: The Council decision is to not proceed with the idea.
    • Enter: Please find the Council’s comment below:
    • Select Global council comments from the Custom Variables

14. Select Apply.

    

15. Save the process.

1. To release the process, choose the Release button

   

2. To deploy the process, choose Deploy button.

3. Choose an Environment and select Deploy.

   

1. From the deployed version of your business process project in the Overview section, open the Innovation Idea Global Process.

   ![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/060a.png)  
   

2. Select the Innovation Idea Form.

3. Choose the Copy icon aside the Form Link.

   

4. Open the form pasting the Form Link in a browser window.

5. Fill in the form by providing values in the Innovation Ideas Form.

   Let’s run the process as such:

   

   After you choose the Submit button, you will be notified that the form has been successfully submitted.

6. The workflow has been triggered and the approval process has started. You can now work on the tasks and monitor the process.

1. Navigate to the Lobby and open My Inbox.

   

   In this use case, forms will be received in the same inbox since the recipient configured is the same.

2. After opening the My Inbox application, you will see on the left-hand side all the tasks listed. Choose the OPEX Council Approval form, select Rework needed!, add a Council Comment and choose Reject.

   

3. Once you have rejected the approval task, refresh the inbox again to get the Innovation Idea Form - Rework.

4. You can see the Comments from the Approval Council and the data you entered in the Innovation Idea Form.

5. Now modify your form with a new innovation idea, select CAPEX as category and choose Submit.

   

6. Refresh your inbox. As you selected CAPEX as category when you filled out your Rework form, you will now receive the CAPEX Council Approval form.

7. Enter a Council Comment but this time choose Approve.

   

8. Refresh the inbox again to receive the CFO Approval form.

9. Enter a CFO decision and choose Approve.

   

10. You will receive the Approval Mail in your inbox. This completes the process.

    

1. To monitor all the running instances of the process, navigate to Monitoring > Monitor > Process and Workflow Instances.

   ![CGV](https://raw.githubusercontent.com/sap-tutorials/sap-build-process-automation/main/tutorials/spa-custom-variables/106.png) 
   

2. Under Status, select Completed.

   

3. Select the Innovation Idea Global Process instance.

4. You may check the status of the Logs and Context. The instance has completed successfully.