lesson
2

Preparing Your SAP Ruum Environment

This lesson consists of:

• Introduction to Workspaces and how to access them in SAP Ruum
• Introduction to Custom Fields and how to create them in SAP Ruum
• Introduction to Roles and how to create them in SAP Ruum

Workspaces

Workspaces are a dedicated layer within an SAP Ruum enterprise account for teams to manage their related content. While workspaces are an optional feature when using Ruum’s team collaboration and project management features, they're a prerequisite when looking to use our process management features.

Enterprise account holders can request access to one or more workspaces at any time. Then, once a workspace has been configured, one or more team members are given administrative permissions within that workspace.

Once given access, a workspace can be accessed from the side menu:

SAP Ruum users can belong to multiple workspaces concurrently, with no limit placed on the number of workspaces someone can join.

For more information about SAP Ruum workspaces, see: SAP Help Portal - Understanding Workspaces

Custom Fields

Custom Fields, created and managed within a workspace, allow teams to capture unique work data on their canvas. They're often used during a process to collect and submit responses, such as in our investment request example.

While custom fields can be added to a process by anyone with access to that workspace, they can only be created and managed by a workspace admin.

The following types of custom fields are available:

• Text
• Long Text
• Number
• Date
• Email
• Link
• Phone
• Dropdown List
• Record

There's no limit to the number of custom fields that can be created within an SAP Ruum workspace.

For more information about Custom Fields, see: SAP Help Portal - Creating and Managing Custom Fields

Roles

Roles, also created and managed within a workspace, allow you to assign team members to positions on a canvas or during a process. They can be used during a process to either share information or to assign responsibility for a task, action, or approval.

While roles can be added to a process template by anyone with access to that workspace, they can only be created and managed by a workspace admin.

There's no limit to the number of roles that can be created within an SAP Ruum workspace.

For more information about Roles, see: SAP Help Portal - Creating and Managing Roles

System Connectors

System connectors allow you to establish a link between your SAP Ruum account and an external system, such as S/4HANA or another SAP product. They can be used during a process to send the value of custom fields to an external system in order to trigger an operation.

In our investment request example, we use a system connector to send the request information to an external system. This request then in turn creates a purchase order and returns the purchase order ID to SAP Ruum:

Before system connectors can be configured at a workspace level, they must be added to the SAP Ruum enterprise account. While this isn’t something we cover during the SAP Ruum Process Academy, you can find more information about this in our Integration and Administration guide: SAP Help Portal - Ruum Administration and Integration

There's no limit to the number of system connectors that can be added to an SAP Ruum workspace.