Setting up Configuration for Workflows

In your configuration environment, the flexible workflow must be activated for the document type that you want to define the workflow. It is, by default, active for some of the standard document types; for instance, for purchase orders, the document type NB (standard purchase order) is active by default. You can change the settings using the configuration app for the corresponding business object Activate Flexible Workflow for Business Object in SAP S/4HANA Cloud system using Manage your Solution or SAP Central Business Configuration, depending on how your system is managed.

To change the settings in your configuration environment, use the search function to open the activity.

After starting the configuration app for the corresponding object Activate Flexible Workflow for <Business Object>, you can activate the business object/document by selecting the check box for the line item of the business object.

In the step definition of a workflow, you can define the workflow step type as Release of Reworkable Purchase Order so that the approvers can request a rework of the document in the My Inbox app. The document is then returned to the creator. To use the workflow step type Release of Reworkable Purchase Order, you need to activate this in your system using the configuration app Activate Inquiry Workflow for Purchase Orders. Otherwise, it will not be available for selection as step type in the Manage Workflows for Purchase Orders app.

Using the Manage Workforce app, you can create and update workers (employees and contingent workers), including work agreements, and change employment situations. Using this app, you can import the available template from the system and import the employee data in CSV format.

When defining the recipients for a workflow step in Manage Workflows for <Object> apps, you can select several agent determination rules when you use the role assignment, for example:

• Manager of Workflow Initiator

• Manager of Workflow Initiator's Manager

• Manager of Last Approver

To ensure these rules work, you must define the relationships between managers and employees. When importing employees into your system, you can also import the relationships of managers and employees. This is not required if you use roles, such as Creator of Purchase Order or Accounting Object Responsible, as recipients in the corresponding workflow app.

Using the Manage Teams and Responsibilities - Procurement app, you can manage teams or team members associated with specific functions. You can define teams along with tasks and functions.

When specifying the recipients for a workflow step in the app Manage Workflows for <Business Object>, you can use teams created using responsibility management. For example, you can use teams with the following team categories and functions:

• Team category: Procurement (PROC)

• Team Member - Functions:

  • Strategic Purchasing

  • Operational Purchasing

  • Workflow Administration

If required, you can create your own team functions and hide the standard functions.

In Responsibility Management, a team member is a business user (business partner associated with an SAP user) with one of these roles:

• Employee (BUP003)
• Service Provider (BBP005)
• Freelancer (BBP010)

The Status of a business partner should not be:

• Blocked
• Marked for Archiving
• Business Purpose Completed

When defining the recipients for a workflow step, you can select persons responsible for specific cost centers. To assign the responsible approver as the cost center responsible, the setting User Responsible must be maintained for the cost center. You can assign the role of cost center responsible, for instance, for the scenarios Workflow for Purchase Order, Workflow for Blocked Invoice, and Workflow for Parked Invoice as Complete.

Using the Manage Cost Centers app, you can create and edit master data of cost centers. Using this app, you can define or display the person responsible for a cost center who can be assigned as an approver in the defined workflow. In the app Manage Cost Centers, the user ID of the person responsible for a cost center is entered as the value for User Responsible.

You maintain the person responsible for projects to assign the responsible as an approver. In apps for projects, for example, the apps Create Internal Projects, Plan Internal Projects , and Plan Customer Projects, the person responsible is entered in the field Project Manager , who can then be assigned as approvers.

In the app Manage Internal Orders, the user ID of the person responsible is entered in the field Person Responsible for the responsible of the accounting objects Internal order and Profit center so that can be assigned as approvers.