Once your process template has been published, it can be used by all members of your SAP Ruum workspace to manually create a process instance. If your process is started by a trigger, the instance is created once the trigger link has been clicked.
To create an SAP Ruum process instance manually, click Home to load your Lobby.
Then click New - Ruum from Template:
Now, select the process template you've created.
The live process loads, giving you access to all open sections. In our investment request example, our application form is displayed:
Once an SAP Ruum process is live, you can interact with it in a number of ways:
Assigning Roles and Updating Tasks
Depending on your role assignment settings, you can click an active role field to assign it to team members:
Assigning a team member to a role triggers a notification, informing the team member that they’re involved in the process. The team member is also notified when they’re assigned to a task:
When a process section is active, you can input data into any available custom fields. For example, in our investment request process:
And a reminder that if the custom field is displayed more than once in a process, the value entered into the field is replicated across the process. For example, this Account ID field in two separate process sections:
Clicking Transition Buttons
When a process section requires a team member to complete all mandatory fields before a button is active, that button remains visible but is disabled:
Once all mandatory fields or tasks are completed, buttons are activated and transitions to other process sections are possible:
When an approval section is active, all team members who have been assigned to approve that process have access to it. From here, they can select to Send Back, Reject, or Approve the request. They’re also able to add a note to their decision:
Approvals can also be managed via the dedicated approvals dashboard in the lobby:
Here you see all approvals assigned to your Ruum account or if you're an admin of the workspace that the approval is housed. When an approval is active, you can either use the in-line action button or open the process for a full view:
For more information about running an SAP Ruum process, see: SAP Help Portal - Running SAP Ruum Processes