PUBLIC

SAP Build Process Automation

Mass Creation of Bank Master

Configuration and User Guide
Contents
Change Log.................................................................................................................................................. 3
Overview ...................................................................................................................................................... 4
Prerequisites ............................................................................................................................................... 5
Other Prerequisites ..................................................................................................................................... 6
Configuration Guide ................................................................................................................................... 8
Setup SAP S/4HANA ................................................................................................................................. 8
Configure SAP S/4HANA Destination .................................................................................................. 8
Setup Communication .......................................................................................................................... 9
Setup Business Technology Platform Cockpit ........................................................................................... 9
Configure SAP Document Management Service ................................................................................. 9
Configure SAP Build Process Automation Email Destination ............................................................ 10
User Roles Configuration ................................................................................................................... 10
Setup Build Process Automation Content ............................................................................................... 10
Import Content ................................................................................................................................... 10
Configuration & Modification.................................................................................................................... 11
Configure Decisions ........................................................................................................................... 11
Configure Destination Settings .......................................................................................................... 13
Configure Email.................................................................................................................................. 14
Release and Deploy the Process ............................................................................................................ 15
User Guide ................................................................................................................................................. 18
Capabilities .............................................................................................................................................. 18
Actions ..................................................................................................................................................... 19
Automation .............................................................................................................................................. 20
Process .................................................................................................................................................... 21
Forms....................................................................................................................................................... 21
Support....................................................................................................................................................... 21
Change Log
Version Date Description
1.0.0 December 12, 2023 Document created

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This document contains 3 sections. Each section covers different information about this template content
package.

1. Overview: In this section, you will get a quick overview of the use case, what high-level components are
used and how the template works in a nutshell. Prerequisite section provides information of different
services of SAP Business Technology Platform (BTP) that are required to use this template.

2. Configuration Guide: It contain sections which will guide you to setup your (a) SAP BTP Account with
destination, cloud connector, user roles etc., (b) Import and configure the template using SAP Build Process
Automation design studio and (c) SAP Work Zone to access the My Inbox or Task Center and other
applications.

3. User Guide: This section provides details about different artefacts that are used in this template like
process definition, decision diagram, action project details, forms, email notifications etc. to better
understand how different capabilities are used in this template.

Notes:
- This documentation is not a detailed guide to setup SAP BTP services. It assumes that IT admin
who is setting the content is skilled with SAP BTP environment. Configuration section must be
mandatorily followed to import and configure the template.
- This template content is to accelerate your solution development. You must modify this template
according to your requirements to achieve the desired business goal. To use this template
content, you need to have basic knowledge and understanding of SAP Build Process Automation
and its capabilities.

Overview
This document provides information about setting up the SAP Business Technology Platform account to
consume the Mass Creation of Bank Master template. The main audience of this document are technical
IT/system administrators.
This package facilitates read and create the bank master in SAP S/4HANA system.

Features:
• This package triggers from checking the email with attachment then it facilitates to save the excel
attachment in predefined folder.
• It enables to read the excel file and check the existing bank master data in SAP S/4HANA system.
• Existing bank master data will be added in excel template and the generated excel will be sent as
an email to the requestor.
• Automation generates the excel template with new data which need to be created in SAP S/4HANA
system.
• It provides the approval flow for the provided bank master details based on the determined
approver(s).
• Includes automation to automatically generate the log file once approved and notifies the
requestor with email with generated log file.

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Process Flow Diagram

Steps:

1. The user prepares the input template with bank master details and sends them over email.
2. Automation picks the excel file and checks for the existing data, if existing data found will
generate the excel with that data and sends email to the requestor.
3. When no existing data is found, the new bank master data will be sent for the approver
determination.
4. Approval workflow is triggered based on bank country and region.
5. Once approved, a bank master will be created in SAP S/4HANA system and log report will be
generated.
6. Send email to the requestor with the log report generated attached to it.
7. If it is rejected, sends email to the requestor with the approver comments in it.

Prerequisites
The following SAP Business Technology Platform services are required to consume the Mass Creation of
Bank Master:
• SAP Build Process Automation to orchestrate the process.
• SAP Cloud Identity Services - Identity Authentication (Optional)
• SAP Connectivity service to establish access to SAP S/4HANA, Public Edition
• SAP Business Technology Platform, Cloud Foundry runtime
• SAP Work Zone, standard or advanced edition for accessing My Inbox and Process Visibility
workspaces.
• SAP Document Management Service, Integration Option

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Other Prerequisites
For this template to run successfully the following other prerequisites are needed
• SAP Desktop Agent 3.18 or higher
• Outlook mailbox configured on the system where the automations will run to send mails with
attachments.

Note:
• This package is designed only to work with the provided folder structure & input template file
structures. DO NOT CHANGE any column properties and structure.
• If any changes done in the input template structure, related process & automation implementation
also need to be updated to handle those changes.
• You can decide the folder by the key parameters where the input template should be placed.
• Input Template, Log Report template is placed as file artefact.
• If those files are not active, the file will not be executed in Automation.
• The input excel has 2 sheets ‘Field List’ and ‘Bank’.
1. In Field List sheet, the field details are updated.

2. In the Bank sheet, bank master data will be generated.

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 • Environment variable should be maintained for processing the email from the outlook:
1. EmailAttachmentName: Expected file name of bank master template attachment in email
(including file extension)
2. EmailFolderProcessed: Email folder for processed mails
3. EmailFolderTobeProcessed: Email folder for mails to be processed.
4. EmailStartDate: Start date for searching emails.
5. EmailSubject: Email subject to search the email in outlook.
• After processing the excel attachment from outlook, the attachment will be downloaded in the
folder “To Be Processed” which will be placed in the path where you have defined in the
environment variable (AttachmentDownloadPath).
• The existing bank master data will be generated in excel and saved in the excel file
"DuplicateBankData_<Timestamp>.xlsx" in the folder “Existing Data” which is placed in the
path where you have defined in the environment variable (DownloadPath).
• The new bank data will be generated in excel and saved in the excel file
"BankData_<Timestamp>.xlsx" in the folder “New Bank Data” which is placed in the path
where you have defined in the environment variable (DownloadPath).
• The Approval Input excel is generated in the name of "BankApprovalInput_<Timestamp>.xlsx"
to display the request details for creation of bank master and will be saved in the To be Processed
folder which is placed in the path you have mentioned in the environment variable (DownloadPath)
• After Approval task done the file “BankApprovalInput _<Timestamp>.xlsx" in To be processed
folder will be moved to the folder Processed folder which is placed in the path you have mentioned
in the environment variable (DownloadPath).
• The Log template it has one sheet ‘Logs’.
1. In Logs sheet the creation of bank master details will be fetched with the post status and
response message.
• After POST call the Log report will be generated in the name of "LogReport_<Timestamp>.xlsx"
and will be saved in the Log Report folder which is placed in the path you have mentioned in the
Environment variable (DownloadPath) and notifies the requester through email about the
completion with the log report attached to it.

Note: Processed folder and Log Report folder files not deleted for reference perspective. Please archive
manually whenever required.

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Configuration Guide
Mass Creation of Bank Master template requires SAP Build Process Automation subscription or CPEA
contract. Follow the setup and configuration section

Setup SAP S/4HANA

Configure SAP S/4HANA Destination

Configure destination to connect to SAP S/4HANA cloud system.
This destination is used for checking the duplicate bank master and creation of bank master in SAP
S/4HANA system.

Destination Property Value

Name <Name>

Type HTTP

<SAP S/4HANA endpoint>

URL
Example: https://<s4system-name>-api.xxxxxxxx

Proxy Type Internet

Authentication Basic Authentication

Username <Username> of the SAP S/4HANA Communication User

Password <Password> of the SAP S/4HANA Communication User

Note: For SAP S/4HANA Cloud and on-premise, the API should be accessible over internet proxy type,
as iRPA Automation does not support on-premise as proxy type as explained in the SAP Note.

Note: Add the following additional properties to the destination

Destination Additional Property Value

HTML5.DynamicDestination True

sap.applicationdevelopment.actions.enabled True

sap.processautomation.enabled True

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Setup Communication
To run this template, you must have a communication user, create communication arrangements between
the communication user and the following communication scenarios, and assign those communication
arrangements to a communication system.
Steps to Create Communication System and Communication Arrangement are available in below
documentation links:

How to Create Communication Systems | SAP Help Portal

How to Create a Communication Arrangement | SAP Help Portal
Configuration and Role Details for accessing "Communication Systems" application.
Configuration and Role Details for accessing "Communication Arrangements" application.
List of communication scenarios to be configured.

Communication Scenario Related API

Bank - Bank Integration(SAP_COM_0379) Overview | Bank | SAP Business Accelerator Hub

Setup Business Technology Platform Cockpit

Configure SAP Document Management Service

In this template, the input template document for Mass Creation of Bank Master and any supporting
documents can be uploaded in the approval form which are then made available as attachments for review
and approval to the respective participants. To upload the document from the form, you will need SAP
Document Management Service or equivalent CMIS repository and a corresponding destination in SAP
BTP to connect to the repository.
• Follow the instructions to configure SAP Document Management Service for Attachments
• Add service instance and service key (follow this) and repository (follow this) to Configure the
Destination
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 • Configuring destination, refer Configure SAP Document Management Service Destination

Note: The destination needs to be created with sap_process_automation_document_store name.

Configure SAP Build Process Automation Email Destination

Mail notifications are used in this template to send notifications to requestor, approver, and admin during
different stages of the process. Follow the instructions to setup mail destination in your SAP BTP Account.

Configuring destination, see Configure a SMTP Mail Destination.

• For more information refer to Create HTTP Destinations and OAuth User Token Exchange
Authentication.

User Roles Configuration

To access this template, the business user will need these roles:

Role Collection Name Purpose

Process Automation Developer Standard Business User, can model and publish
processes

TaskCenterAdmin Permission to execute calls to the Connector

Status API and monitor configured destinations
and running background jobs.

ProcessAutomationParticipant To execute (like accessing MyInbox, running the

automations, etc.) this content package, you need
to have this role assigned to the respective user.

ProcessAutomationAdmin To perform process admin activities like

accessing monitoring applications etc., you need
to have this role assigned to the respective user.

For more information about SAP Build Process Automation roles, see Authorizations

Setup Build Process Automation Content

Standard automation packages released by SAP will be available at the SAP Build Store

Import Content
This template can be downloaded from the Store:
1. Navigate to the Store in your SAP Build Process Automation account.
2. Select the Project Type filter as “process automation.”
3. In the Search bar type “Mass Creation of Bank Master”
4. Select the “Create from Template” button to add the template into your lobby.

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 5. After successfully adding the template, navigate back to the lobby to find the “Mass Creation of
Bank Master” template available for use.

Caution: Be sure to select the Project Type as “Process Automation” in the filters.

Configuration & Modification

Once you have added the content to your lobby, you will find the project in your project list. Adapt the
content template based on your requirements, and then release and deploy from the Lobby.
In case any enhancement needs to be made then follow the reference links below.

Create an Automation
https://help.sap.com/docs/build-process-automation/sap-build-process-automation/create-automation-
process-automation

Create a Business Process

https://help.sap.com/docs/build-process-automation/sap-build-process-automation/create-business-
process

Create a Forms
https://help.sap.com/docs/build-process-automation/sap-build-process-automation/create-form

Create a Decision
https://help.sap.com/docs/build-process-automation/sap-build-process-automation/create-decision

Create a Datatype
https://help.sap.com/docs/build-process-automation/sap-build-process-automation/create-data-type-
process-automation

Configure Decisions
We have 3 decisions in this template. We can configure the rules as per our requirements.
Determine Approval Needed
This decision is used to determine whether approval is required or not for the creation of bank master.

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These decisions must be modified for conditions and result values based on your business policies and
requirements. To modify the decision:
• In process editor, double click to open the Decision.
• Select the rule from the decision diagram.

The attributes used in the decision rule can be selected as per requirement.

• Edit the rule to add more rows or update existing values.

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Determine Process Admin
This decision is used to maintain the details of the administrator (i.e., email id, group id, user id), who will
assign the approver if approver is not maintained.

This decision can be selected from process “Bank Master Approval Process by Determining Approver”
and these decisions must be modified for conditions and result values based on your business policies and
requirements. To modify this decision, follow similar steps as those mentioned for Decision Determine
Approval Needed.

Determine Approver
This decision is used to maintain the details of the approver (i.e., email id, group id, user id), who will review
and make decision for goods receipt creation.

This decision can be selected from process “Bank Master Approval Process by Determining Approver”
and these decisions must be modified for conditions and result values based on your business policies and
requirements. To modify this decision, follow similar steps as those mentioned for Decision Determine
Approval Needed.

Configure Destination Settings

Actual destinations that are created in SAP BTP cockpit will be required when you deploy the process. This
actual destination will be mapped the destination environment variables during deployment.
For this package following destination needs to be configured in the SAP BTP cockpit:
• S4HANA_CLOUD
• sap_process_automation_document_store

Note: Above destination names have been configured in BTP but can be named as per the project
requirement.

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To configure destination,
• Click on Settings.
• Select Destinations from the left panel.
• Click New Destination

Select these destinations to be added (Created in the above section). For more information and screen
shots, please refer to this link .

Configure Email
Email notifications are sent to requestor and approver at different places during process and task
execution. All the email artefacts in the process have default template body which can be changed.
To update the email body content, do the following:
• Select the mail artefact in the process.
• From the Settings in the right-side panel, check the Mail Header to confirm the To field (or email
recipients) and the Subject. You can adjust the subject and recipient, if needed.
• You may also add someone in CC.
• Click to ‘Open Mail Body Editor’.

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 • The mail editor allows you to write and adjust text according to your needs. You can also reuse
information that has been collected during the process. If you want to use additional process
context data, you can simply drag the fields from the left menu to the editor on the right.

For more information on email configuration and text, refer to this link

Release and Deploy the Process

After configuring your process, it’s time to publish, test and run it. To run a process, you must first release
and deploy it.

Release - This locks the version of your process, meaning that no further edits can be made to that version.
At this stage, the process can’t be run and isn’t available to participants yet.
To release a version of your process,
• First ensure that the status is listed as ‘Editable’.
• Then click ‘Release’.

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If this is the first time you’ve released the process, a version labelled 1.0.0 is released. For subsequent
releases, you’re prompted to select a version type before the process is released.
Deploy – This takes a released version of a process and enables it to be actively run and monitored. A
deployed version of this approval process unlocks the request form, allowing participants to submit requests
and the approvers to view items in their inbox.
To deploy a released version of your process,
• First ensure that the status is listed as ‘Released’.
• Then click ‘‘Deploy’.

To deploy your project, you will be prompted to provide a Destination as an environment variable. Select
the destination from the drop-down and fill other environment variables as well.

• S4HANA_Destination: BTP Destination to connect with SAP S/4HANA system.

• DMS_Destination: BTP Destination to connect with SAP Document Management Service
• DmsPath: Folder path to place the files or folders in SAP Document Management Service
• AttachmentDownloadPath: Folder path to download the excel attachment from the email.
• DownloadPath: Folder path to download the excel template with bank details and log report.
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 • EmailAttachmentName: Expected file name of bank master template attachment in email
(including file extension)
• EmailFolderProcessed: Email folder for processed mails
• EmailFolderTobeProcessed: Email folder for mails to be processed.
• EmailStartDate: Start date for searching emails.
• EmailSubject: Email subject to search the email in outlook.

Note: If you do not map your destination environment variable with actual SAP BTP destination during
deployment, then the process will enter erroneous state when it tries to connect to the external system.

Steps to add trigger for scheduled automation:

1. Go to Monitoring → Triggers
2. Click Add Trigger
3. Select the Project as Mass Creation of Bank Master and trigger type as Scheduled
4. Provide the Name for the scheduled automation
5. Select the automation Automatic Creation of Bank Master which you want to execute in
scheduled time
6. Provide the date range and time zone to run the automation in selected date and time range
7. Provide recurrence to run the automation recurrently for the selected time range and job expire
after will expire the job after the selected time

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User Guide
Capabilities
The following are the capabilities of this template:

For detailed information about different artifacts, please refer help documentation.

Icon Type Name Description

Automation Add Bank Details in Excel Automation to add the bank master details in excel
template.
Automation Automatic Creation of Automation to search the email and download the
Bank Master excel attachment in predefined folder, then reads the
excel file to trigger the approval process.
Automation Bank Master Creation Automation to create bank master in SAP S/4HANA
and Generate Log Report then generate the log report and send it to the
requestor via email.
Automation Create Bank Master Automation to create bank master for the provided
payload using action project.
Automation Create Excel Approval Automation to create excel file to display the details
Template and Upload in of bank master to approver and upload it in
DMS document management service to display it in the
approver form.
Automation Create Folder Automation to create folder in the specified folder
path.
Automation Create Folder in DMS Automation to create a folder in document
management service.
Automation Delete File in DMS Automation to delete the files inside a particular
folder in document management service.
Automation Delete Folder and File in Automation to delete the folder and file in document
DMS management service.
Automation Delete Folder in DMS Automation to delete the folder in document
management service.
Automation Fetch Bank Details Automation to check existing bank master details
based on region and bank country key from SAP
S/4HANA system.
Automation Get Folder Content from Automation to get the folder content details from
DMS document management service.
Automation Group Bank Details Automation to group the bank details from the excel
based on the bank country and region, then it
triggers the approval process.
Automation Move Excel to Processed Automation to move input excel template from to be
Folder processed folder to processed folder.
Automation Read Bank Details and Automation to read the bank details from the excel
Check Duplicate Data and check if the bank master already exists in SAP
S/4HANA system then it will send email to requestor
with those data in excel file, if there is no existing

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 bank master then it will be grouped to create those
data in SAP S/4HANA system.
Automation Read Bank Details from Automation to read the bank master details from the
Excel excel file.
Automation Rejection Email to the Automation to send email with attachment to the
Requestor requestor when the approval is rejected.
Automation Search for Mail in Outlook Automation to search for bank master related mails
in outlook mailbox based on the subject and received
date.
Automation Send Email to Requestor Automation to send email to requestor with the excel
template file attachment.
Automation Upload Document in Automation to upload the bank master input excel in
DMS document management service.
Decisions Determine Approval Decision to determine whether the approval is
Needed required or not based on bank country and region.
Decisions Determine Approver Decision to determine who is the approver based on
bank country and region.
Decisions Determine Process Decision to determine the administrator who will be
Admin assigning the approver when no approver is
maintained.
Form Bank Master Creation Approval form for the approver to review and decide
Approval Form of bank master creation.
Process Bank Master Approval Process to get approver details from determine
Process by Determining approver decision and to send bank master approval
Approver task to approver. After approval task the process
triggers the automation to create bank master data.
Data type Bank Details Datatype to maintain the bank master detail’s
structure.
Data type Bank Header Details Datatype to maintain the bank master header detail’s
structure.
Data type DMS Object Data type for maintaining document management
service object details like object id, object name and
object type.
Data type User Details Datatype for maintaining approver or administrator
details.
File Create Bank Master – Excel template to be used by automation to fill the
Template.xlsx bank master details.
File Create Bank Master - Log Excel template to be used by automation for
Report.xlsx generating the log report to fill bank master creation
status.

Actions
Read, Create – Bank Master
This action is responsible to check the existing bank master in SAP S/4HANA system for the given query
and create new bank master in SAP S/4HANA system for the provided payload.

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Automation
Automatic Creation of Bank Master
Automation to search email with subject (EmailSubject) and date (EmailDate) in folder
(EmailFolderTobeProcessed) then it moves the mail to the folder (EmailFolderProcessed), then it
downloads the excel attachment with attachment name (EmailAttachmentName) in “To Be Processed”
folder which is placed in the path (AttachementDownloadPath) after reading the excel it moves to
Processed folder which is placed in the path (AttachementDownloadPath)

Read Bank Details and Check Duplicate Data

Automation to read the bank details from the downloaded excel and check if the bank details already exist
in SAP S/4HANA system. If it exists generate the excel with that data and send it to requestor via email. If
not exists, that data will be generated in excel to send for the approval process.

Fetch Bank Details

Automation to check the existing bank master details in SAP S/4HANA.
API API Path Purpose
API_BANK /sap/opu/odata4/sap/api_bank/srvd_a2x/sap/bank/0003/Bank GET call to check
?$expand=_BankAddress&$filter=filterUrl the existing bank
master

Group Bank Details

Automation to group the bank details from the generated non existing bank master data excel based on the
bank country and region, then it triggers the approval process.

Create Excel Approval Template and Upload in DMS

Automation to create excel file with grouped bank data based on bank country and region to display the
details to approver and upload it in document management service to display it in the approver form.

Bank Master Creation and Generate Log Report

Automation to create bank master in SAP S/4HANA system via action project then generate the log report
and send it to the requestor.

Create Bank Master

Automation to create bank master in SAP S/4HANA system using action project. Also, updates the success
and error messages in the final log report file which will be sent to the requestor.
API API Path Purpose
API_BANK /sap/opu/odata4/sap/api_bank/srvd_a2x/sap/bank/0003/Bank POST API call to
create bank master

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Process
Bank Master Approval Process by Determining Approver
Process to get approver details from determine approver decision and to send bank master approval task
to approver. After the approval task the process triggers the automation to create bank master in SAP
S/4HANA system.

Forms
Bank Master Creation Approval Form
Approval form for approver to review and take decision on bank master creation process. The approval
form layout used for approval is as shown below:

Support
There is no support available for template content. If you experience general issues with SAP Build Process
Automation, raise an incident via SAP Support Portal on BPI-PA-BPC component.
This template can be modified using SAP Process Automation. For example: add business rules to
determine the approver based on a certain business logic or add an action to post collected information to
backend SAP system.

Refer Help Portal for more details.

www.sap.com

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