Gain Experience with SAP S/4HANA Logistics Unit 8

Gain Experience with SAP S/4HANA – Logistics

Unit 8: Flexible Workflow – Configuration Options

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Flexible workflow – configuration options

Question 1

“What is flexible workflow?”



What is flexible workflow?

▪ New concept introduced in SAP S/4HANA with the objective to

simplify workflow configuration.

▪ Available for documents in sourcing and procurement, such as

purchase requisition, purchase order, request for quotation, etc.

▪ Based on a set of predefined workflow scenarios and tasks which

provides the functionality to define condition-based workflow for

different processes in sourcing and procurement.

▪ Relevant workflow items are made available in the SAP Fiori My

Inbox app for the approvers.

▪ Manage Workflows SAP Fiori apps are available for different

purchasing documents, and these apps allow the business

process specialist to set up workflows based on the business

requirement.

▪ In SAP ERP, release procedure and SAP Business Workflow

were used to accomplish this process.



Question 2

“How do you activate flexible

workflow?”



How do you activate flexible workflow?

Perform Workflow Customizing

Create Approvers

Optional: Manage Teams and Responsibilities

Optional: Transactions for Identifying Persons

Responsible for Accounting Objects

Optional: Define Custom Fields and Logic

Define Workflows for Purchase Requisitions

Optional: Workflow Content Translation

Optional: Maintain Email Templates



Question 3

“How do you add custom

preconditions to the workflow?”



How do you add custom preconditions to the workflow?

▪ Own rules for determination of approvers – Create an implementation for

the BAdI Determination of Workflow Agents for Purchasing

Documents (MMPUR_WORKFLOW_AGENTS_V2)

▪ Own preconditions – Create implementations for the following BAdIs:

Providing Additional Conditions for

Scenarios (SWF_WORKFLOW_CONDITION_DEF)

Value evaluation of additional conditions for

scenarios (SWF_WORKFLOW_CONDITION_EVAL)

▪ Own logic for restarting workflow – Create an implementation for the

BAdI Define Conditions to Restart Flexible

Workflow (MM_PUR_S4_PR_WFL_RESTART)

▪ Example: When you create a new flexible workflow with account assignment

category as a condition, it is possible to choose from: A, F, K and P.

But it is not possible to select "Q" or "X".

The standard workflow app only provides four (4) mentioned account

assignment categories as prerequisites.

From 1909, there are two BAdIs available, where you can add

preconditions.



Question 4

“Is it possible to retrigger a

workflow?”



Is it possible to retrigger a workflow?

▪ BAdI Define Conditions to Restart Flexible Workflow

▪ SAP Fiori Custom Fields and Logic app

▪ Go to Flexible Workflow customizing for Purchase

Requisition → Exception Handling section → Action

Results ‘Restart Workflow’. This way, the purchase

requisition can be changed.

▪ In case of ‘Cancel Workflow’, the purchase requisition

cannot be changed later. Note that it is not possible to

edit a rejected purchase requisition when flexible

workflow is active. The only action possible is to delete

such purchase requisitions and create new documents

for approval.



Question 5

“Does the existing release

strategy need to be changed?”



Does the existing release strategy need to be changed?

No, you don’t need to change the existing release

strategy, but you can change it to flexible workflow if you

want.

▪ Go to IMG → Materials Management → Purchasing →

Purchase Order → Release Procedure for Purchase Orders

→ Activate Flexible Workflow for Purchase Orders

▪ Activate the document type for which you want to have

flexible workflow.

▪ Based on document type:

− e.g. “NB” activate flexible workflow, “UB” remains with

classic workflow



Key takeaways

▪ Business process specialists can set up workflow themselves

▪ SAP Fiori My Inbox app for overview of all pending approvals

▪ Custom preconditions can be added to support business

requirements

▪ SAP process to synchronize and proactively deliver work:

− In the right sequence (workflow steps)

− At the right time (deadline)

− To the right people (agents)

− With the right information

− With minimum effort

− Without compromising compliance

Thank you.

Contact information:

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