BPF Instances in SAP-BPC

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Published Date

22nd September, 2020




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BPF Instances


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The authorized user can create a Business Process Flow (BPF) instance within the administration console.

This activates a BPF template using a specific BPF identifier, which enables end-user participation in the process. It also establishes the BPF instance owner.

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Note: Multiple selections are supported so that you can change assignments for multiple activities at a time.

BPF Instances in SAP-BPC

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The BPF instance is unique from the template once generated.

Any changes to the template definition do NOT impact previously generated BPF Instances.

Generating a BPF instance creates all steps, step regions, and sub-steps required for the BPF.


You can perform actions on Business Process Flow (BPF) instances in the administration console.

Prerequisites: A BPF template has been created, and an instance has been generated from that template.

Features: When you select Manage BPF Instance from the action pane, the following functions are available:-

Start- To start an instance.

Suspend/Resume-To suspend a running instance, Select the instance and choose to suspend. To resume a suspended instance, Select the instance and click the resume. A Suspended instance does not appear available for users.

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Change assignment-process instance owner and activity owners can be changed by selecting the change assignment option.

Reset-The system resets the status within a business process flow so that users must perform the steps again. It does not, however, reset changes made to your metadata or transaction data.

Archive-To archive finalized or inactive instances, choose Archive. An archived BPF does not appear available for users


Steps can have the following statuses:

  • Open: waiting for completion or to be submitted as a new step region
  • Submitted: action has been taken and the step region is waiting for review
  • Approve: the step region is fully completed
  • Rejected: a reviewer has rejected a step region action, the step region is open again for user action

Reopened: the step has been reopened for further action. The previous step (or specific step region in the case of matching) must be at Completed status to be reopened


Note: You can also open the Activity Workspace by selecting the Activity instance, and click the Open button on the toolbar.



Note: This screenshot above shows a result of the action launch. The action definition is Open specific Report. Therefore, this action launches EPM Add-In for Microsoft Excel and opens the specified Excel document.

It also displays all the actions which are in the same Excel type. So, the end-user can perform those actions without going back to Activity Workspace.

You can go back to Activity Workspace by clicking Return to Activity Workspace button.


Note: In case that the Activity does not require review, the button label is Complete. And the status will be changed to Completed.

In case that the Activity requires review, the button label is Submit.






Email Notification


E-mail Setup


Note: You create a copy of a system template by selecting a system template then clicking the Create customized email template icon in the toolbar. Then, modify it as needed.

Set up and customization of BPF e-mail notification templates is done on the back-end.



E-mail Body is just plain single-line text that you can easily create.

E-mail Activation/Deactivation


Manage E-mail Notification Template: Using Smart Form Body


Using Smart Form Body

Execute T-code Smartforms.

Create a new email template by copying an existing template.

First, select an existing email template from the Form list.


Copy the selected template by clicking the copy icon in the toolbar.



Copy the selected template by clicking the copy icon in the toolbar.


The above screen shows the SAP Form Builder in which the newly created Smart Form Body is open in edit mode.


The variables used in the email template are like below:

  • &I_PROCESS_NAME& : Process instance name
  • &I_INST_CTX_STR& : Process instance context
  • &I_RGN_NAME& : Activity name
  • &I_RGN_CTX_STR& : Activity context
  • &GV_URL&: URL to either Activities list or Process Monitor in user-friendly name
  • &URL&: Full URL to either Activities list or Process Monitor

Example of E-mail Notification


The above screen shows the example of the email received based on the template.

Creating a Custom Email Template


BPF provides 15 system email notification templates. Customers can use these templates as-is. But, it is also possible for the customer to create their own email notification template


Select C (Customizing email template) for the Email Type.

Select E-mail Template ID which you want to replace with the custom email template.

Type the email template title using these two variables.

%PROCESS_NAME% : Process instance name

%STEP_REGION_NAME% : Activity name

Select Yes if you want to activate this custom email template. nSelect Smart Form Body which you have created above.

Note: If both custom and system email templates are active, the custom email template will be used.


Enter UJB_SF_XSF_URL_CALLBACK for the URLCallback. This is used later to call the proper URL.

You can leave the Email Body blank as you already set the Smartform Body. select an appropriate BPF Operation from the operation.

Save your changes.

You can receive email notifications that will be generated based on the custom template.

For in-depth understanding click on

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