Creating Your SAP Ruum Process Template

This lesson consists of:
  • How to create and publish a process template
  • How to create and edit process sections
  • How to add transitions between process sections
  • How to add process approval sections
  • How to add system connectors to your process
  • How to configure template settings

Creating a Process Template

Process templates are managed in your template library, available by clicking Templates on the side menu:

From there, you see a list of templates you've previously created, templates your team members have shared with you, and templates that we give to all users for commonly used scenarios.

For more information about creating a process template in SAP Ruum, see: SAP Help Portal - Creating a New Process Template

Editing Process Sections

When creating your process template, you start on your canvas with one default section open. We recommend using this first section for data collection, giving you the best chance to use custom fields and roles.

While the canvas does offer a number of content features (see our Using SAP Ruum guides for the full product features), we concentrate on the features that help you create your ideal process for now. When creating your processes, feel free to use additional canvas elements where necessary.

As an example, Custom fields can be added to a section by clicking on the canvas and selecting Insert - Custom Field:

For more information about editing process sections, see: SAP Help Portal - Editing Process Sections

Adding Transitions

Transitions connect sections in an SAP Ruum process and are added as configurable buttons for team members to click. Transition buttons can be always enabled or configured to only become active once mandatory information has been added to a process section.

If we look back to our simplified investment request example, you see that we need a transition between the application form being submitted and the financial controller reviewing the details:

In this example, the transition needed is a simple "Submit" button. This button connects our first section with our second section, alerting our financial controller to a new investment request.

For more information about adding transitions in an SAP Ruum process, see: SAP Help Portal - Adding Transitions Between Process Sections

Adding Approval Sections

Approval sections can be added to an SAP Ruum process template when adding a transition between sections (New Section - Approval), or manually inserted into a template using the Add Section button:

Adding an approval section gives you a configurable section with three available buttons - Send Back, Reject, and Approve:

For more information about adding approval sections in an SAP Ruum process, see: SAP Help Portal - Adding Process Approval Sections

Adding System Connectors

System Connectors, created by workspace admin, send the value of custom fields to an external system in order to trigger an operation. System connectors can be added to a process at any stage using the Add Transition button.

Once added, the system connector must be configured. This includes mapping the fields used in both SAP Ruum and the external system you're connecting to.

In this example, the fields 'Country' and 'Start Date' are being mapped:

For more information about adding system connectors to SAP Ruum, see: SAP Help Portal - Adding System Connectors to your Process

Configuring Template Settings

At any time while creating your process template, you can configure your template settings. Your template settings are divided into three categories: General, Process Starting, and Template Instances.

To configure your template settings, click the Settings icon:

For more information about configuring process template settings, see: SAP Help Portal - Configuring Template Settings

Publishing Process Templates

Once you've finished creating and editing your SAP Ruum process template, you can publish it for use in your workspace. This makes the process template available to all members of your workspace, allowing them to run the process as it was intended.

To publish your template, click Publish and then confirm by clicking Publish again:

For more information, see: SAP Help Portal - Sharing and Publishing Process Templates