Configuring Organization Approval Workflows

Objective

After completing this lesson, you will be able to configure an Organization Approval Workflow to allow organization self-registration.

Introduction

In this lesson, we’ll delve into the nuanced process of configuring an organization approval workflow, which allows organizations to self-register in the SAP Customer Data Cloud. Whether you’re managing initial partner onboarding or handling incoming members, setting up an efficient approval process is vital. By the end of this lesson, you’ll be well-versed in using approval paths and steps to create a tailored approval workflow, customizing the email notifications that inform users of their status, setting up automated workflows using webhooks and APIs, and editing administrative notification emails to cater to your needs.

Use Approval Paths and Steps to Create an Approval Workflow

An approval workflow ensures that new organizations undergo a thorough review before being granted access. This process involves configuring approval paths and steps, all managed through the SAP Customer Data Cloud console. This is illustrated in the following diagram:

SAP Customer Data Cloud B2B Organization Approval Workflow ensures comprehensive review of new organizations before access is granted.

Approval Paths and Steps of an Approval Workflow

Configuring Approval Paths:

You can set up to three Approval Paths.
Paths can proceed in parallel.

Setting Up Approval Steps:

Each Approval Path can include up to three sequential steps.
Each step can contain up to 10 approver emails.
Include remote systems integrations through webhook events if enabled.

Approval Workflow configuration in the SAP Customer Data Cloud B2B module showing details for Approval Paths and Steps setup. Highlights include the ability to set up to three parallel Approval Paths, each containing up to three sequential steps with a maximum of 10 approver emails per step, and the option to integrate remote systems via webhook events.

Setting up Automated Approval Workflows

Automating the approval process integrates the workflow with existing systems, ensuring a smoother, faster, and more reliable process.

Steps to set up automation:

Creating a webhook of organization events
Enable remote approval flow of the webhook
Add an approval step for remote systems / webhooks
Save and generate webhook token to call the Approval API
Use the Approval API accounts.b2b.setOrganizationWorkflowStatus to approve or decline requests

Screenshot of an Events dialog window with the Enable remote approval flow option checked, allowing the endpoint to be added to an Approval Flow in the Organization Management console. Then, another screenshot, this one showing the creation of a Regional Approval step, named autoApprv, setting the approver email, and selection the OrgApprvWebhook remote system. Finally, a third screenshot showing the sequence of Regional Approvals, where a first email is sent to the regional approver, another to the Compliance Team Review approver, and finally to the auto approver just created.

Creating Approval Workflows, both Manual and Automatic

This video will walk you through the steps to create an approval workflow, leveraging both manual and automated approval steps. Let's get started.

Edit Administration Notification Emails Sent to Users

Editing administration notification emails ensures that all stakeholders are well informed of their application's status. Tailored emails can significantly improve the user experience and clarify the next steps.

Once you locate the New Organization Pending Approval template in the Administration Notifications section, you can customize the email content, subject line, sender information, and branding elements to align with your organization's identity. Ensure that the email contains clear instructions on what the next steps are, appropriate points of contact for any inquiries, and a timeline for when the user can expect an update.

Customization of Approval Notification email in SAP Customer Data Cloud. The process involves editing the 'New Organization Pending Approval' template in the 'Administration Notifications' section, allowing for modifications to email content, subject line, sender information, and branding elements to enhance user experience and alignment with organizational identity.

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