PUBLIC

Document Version: 1H 2024 – 2024-04-30

Implementing and Managing Workflows

© 2024 SAP SE or an SAP affiliate company. All rights reserved.

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Content

1 Workflows in SAP SuccessFactors Employee Central. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

1.1 Supported Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2 Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.1 Prerequisite Checklists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
2.2 Role-Based Permissions for Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3 Setting Up Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.1 Workflow Participation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Creating a Dynamic Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Creating a Dynamic Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
3.2 Creating Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Creating an Individual Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Importing Multiple Workflow Objects with a CSV File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Example: Configuring Workflows for Legacy Foundation Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . 35

4 Triggering Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
4.1 Triggering Workflows with Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Example Workflow Rules for New Hire UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Example Workflow Rules for ESS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
Example Workflow Rules for MSS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Handling onSave Rules for Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
4.2 Creating Rules That Trigger Workflows for Foundation Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Foundation Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
4.3 Assigning a Workflow Directly to Generic Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
4.4 Triggering Workflows with XML File-Based Derivation (YouCalc Rules). . . . . . . . . . . . . . . . . . . . . . . . . . 53
Example Workflows with XML File-Based Derivation (YouCalc Rules). . . . . . . . . . . . . . . . . . . . . . . . 54
Mapping Existing YouCalc Rules to Rules in the Business Rules Framework. . . . . . . . . . . . . . . . . . . . 60

5 Configuring Workflow Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

5.1 Reminders About Stalled Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Creating a Recurring Job to Send Batch Reminders About Stalled Workflows. . . . . . . . . . . . . . . . . . 63
5.2 Automatic Workflow Escalation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Setting Up an Escalation Path. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Creating a Recurring Job for Workflow Escalation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
5.3 Automatic Approval for Stalled Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Enabling the Days Until Auto Approval Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Creating a Recurring Job for Automatic Approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

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5.4 Enabling the Professional Edition of Manage Workflow Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
5.5 Customizing Key Details of Workflow Requests for Quick View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
5.6 Enabling Four-Eye Principle for Workflow Approvals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
5.7 Preventing Quick Approval for Multiple Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
5.8 Data Blocking for Workflow Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Enabling Data Blocking for Completed Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Granting Permission for Viewing Completed Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80

6 Defining Workflow Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

6.1 Editing Standard Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Available E-mail Templates for Employee Central Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Available Workflow Tags for E-mail Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
6.2 Creating Custom Templates with Document Generation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
6.3 Creating a Workflow Email Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
6.4 Setting Up Custom Workflow Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

7 To-Do Alert Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

7.1 Defining Alert Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Extending Maximum Length of Alert Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Creating Custom Alert Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Creating Deep Link to People Profile Block in Alert Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
7.2 Alert Recipients. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
7.3 Defining Alert Triggering Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111
Base Objects Used in Alert Triggering Rules for Employee Central Data Objects. . . . . . . . . . . . . . . . 113
Creating an Alert Triggering Rule for Employee Central Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Creating Alert Rules for MDF Data Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Creating Alert Rules for Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Examples of IF Conditions for Alert Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Avoiding Alert Created for Historical Records for an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Avoiding Alert Created for Inactive Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
Alert Message Assignment to Alert Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
7.4 Alert Examples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Time Off Alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Work Permit Alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Employment Info Alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
End of Contract Alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
End of Global Assignment Alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
7.5 Scheduling Recurring Job for Regular Alert Triggering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132
Job Execution Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Employee Central Alerts Run Concurrently. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
7.6 How Old Pending Alerts Are Handled. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Examples of Handling Old Pending Alerts in Different Scenarios. . . . . . . . . . . . . . . . . . . . . . . . . . . 139

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Content PUBLIC 3
8 Admin Tasks for Workflows and Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
8.1 Managing Workflow Requests as Admin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142
8.2 Stalled Workflow Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Configuring the Admin Alerts Tile for Stalled Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Responding to Stalled Workflows in Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
8.3 Advanced Reporting for Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
8.4 Troubleshooting Workflow Configuration Derivation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
8.5 Managing Pending Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
8.6 Workflows in Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
8.7 Batch-Processing Workflows in Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

9 Using Workflows and Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

9.1 Workflows on the Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
9.2 Accessing Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Accessing Workflows from the Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Accessing Workflows Using To-Do Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Accessing Pending Requests From Employee Quickcards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Accessing Pending Workflow Requests in People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Accessing Pending Workflow Requests Using Mobile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Accessing Workflow Requests on the Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Employee Central Workflows Notification Cards in the SAP SuccessFactors App. . . . . . . . . . . . . . . . 171
Using the Pending Workflows Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
9.3 Using My Workflow Requests Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Sorting Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Filtering Workflows From My Workflow Requests Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Filtering Workflows When Professional Edition Manage Workflows is Enabled. . . . . . . . . . . . . . . . . . 176
Filtering Workflows When Manage Workflow Assignments is Enabled. . . . . . . . . . . . . . . . . . . . . . . .177
Detailed Information About Filtering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178
9.4 Assigning Workflows to Yourself. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
9.5 Managing Workflow Assignments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Role-based Permissions for Managing Workflow Assignments. . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Using Assign To Me in Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
9.6 Acting on Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
9.7 Delegating Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Delegating Individual Workflows Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193
Automatic Delegation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Delegatee Search for Employees on Global Assignment or Concurrent Employment. . . . . . . . . . . . . 201
9.8 Using Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
More Information on How Alerts Appear. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Orphaned Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
9.9 Workflow In-Flight Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

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10 Using the Check Tool to Solve Issues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
10.1 Benefits of the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
10.2 Running Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
10.3 Check Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
10.4 Check Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
10.5 Creating Product Support Tickets from the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
10.6 Using the Quick Fix Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
10.7 Exports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Exporting Configuration Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Exporting Check Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
Exporting a List of All Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .216

11 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

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Content PUBLIC 5
1 Workflows in SAP SuccessFactors
Employee Central

Well-designed workflows can automate business processes and ensure data quality. With SAP SuccessFactors
Employee Central, you have the full capability of automated approval process that controls changes to employee
and corporate data.

For example, you can set up a workflow to manage changes to employees’ compensation information. When a
manager changes compensation data of an employee, the corresponding approver receives a request to review and
approve the change. Only when it’s approved, will the change take effect for the employee.

You may also want to set up workflows for other data changes such as leave requests and promotion. This guide
provides information on implementation and administration of workflows for both Employee Central data and
Metadata Framework (MDF) generic data.

To configure a workflow means to define the following aspects of it:

• Approvers
• Triggering of workflows
• Notifications

The following diagram illustrates how you implement and configure workflows and relevant notifications. Hover
over a step for a short description of it. Click to learn more about it.

Implementing and Managing Workflows

6 PUBLIC Workflows in SAP SuccessFactors Employee Central
• Triggering Workflows [page 37]
• Setting Up Workflows [page 15]
• Configuring Workflow Features [page 62]
• Defining Workflow Email Notifications [page 82]

Supported Workflows [page 7]

This list shows where workflows are supported across the system.

1.1 Supported Workflows

This list shows where workflows are supported across the system.

Supported Workflows

Base Object for Assign Workflow Workflow Request

Transaction Business Rule at Type Workflow Title Comment

ESS: Personal Info Personal Informa- personalInfo Change Personal {model name}
tion Info change

Personal Informa-
tion Model

ESS: Home /busi- Addresses homeAddress Add Address {model name}

ness address change
Addresses Model

ESS: National ID National ID Infor- nationalIdCard Add National ID {model name}

mation change

National ID Infor-
mation Model

ESS: Work Permit Work Permit Info workPermitInfo Add Work Permit {model name} No in-flight
Info Info change changes supported
Work Permit Info
Model

ESS: Dependents Dependents personRelationshi- Change Dependent {model name} No in-flight

pInfo Details change changes supported
Dependents Model

MSS: Employment Employment Infor- employmentInfo Change Employee {model name}

Details mation Details change

Employment Infor-
mation Model

MSS: Job Informa- Job Information jobInfo Change Job Event reason se- Incl. Position and
tion lected by user for Organizational In-
Job Information
this transaction formation
Model

Implementing and Managing Workflows

Workflows in SAP SuccessFactors Employee Central PUBLIC 7
 Base Object for Assign Workflow Workflow Request
Transaction Business Rule at Type Workflow Title Comment

MSS: Job Relation- Job Relationship jobRelationship Change Job Rela- Event reason se-
ship tionship lected by user for
Job Relationship
this transaction
Model

MSS: Pay Compo- Spot Bonus payComponent- Add Non-Recurring Pay Component FO Spot bonus
nent Non Recurring NonRecurring Pay Component name used in the
Spot Bonus Model For example, a shift
transaction
allowance for Alex
Anderson

MSS: Comp Info Compensation In- compInfo Add Recurring Pay Event reason se-
formation Component lected by user for
OR
this transaction
Compensation In-
payComponentRe-
formation Model
curring
OR

Compensation

Compensation
Model

Transfer Job Information jobinfo Change Job Event reason se- Same as job
lected by user for change
Job Information
this transaction
Model

New Hire Employee Informa- jobInfo New Hire Event reason se-
tion lected by user for
employmentInfo
this transaction
Employee Informa-
tion Model

Rehire Employee Informa- jobInfo Rehire Event reason se-

tion lected by user for
employmentInfo
this transaction
Employee Informa-
tion Model

Internal Hire Employee Informa- jobInfo Internal Hire Event reason se-
tion lected by user for
this transaction
Employee Informa-
tion Model

Implementing and Managing Workflows

8 PUBLIC Workflows in SAP SuccessFactors Employee Central
 Base Object for Assign Workflow Workflow Request
Transaction Business Rule at Type Workflow Title Comment

Termination Job Information jobInfo Terminate Event reason se-

lected by user for
Job Information
this transaction
Model

OR

Employee Informa-
tion

Employee Informa-
tion Model

Global Assignment Job Information jobInfo Add/Edit/End/De- {model name}

lete Global Assign- change
Job Information
ment
Model

Pension Payout Job Information jobInfo Add/Edit/End/De- {model name}

lete Pension Payout change
Job Information
Model

Concurrent Em- Job Information jobInfo Add/Edit/End/De- {model name}

ployment lete Concurrent change
Job Information
Employment
Model

MDF objects Same Base Object Respective MDF Manage Generic Change Generic Added to the object
as the PARENT ob- object, like work Objects Object Actions in Configure Object
ject orders, positions Definition
management, Pay-
See Note for more
ment Information
information
V3 (MDF), dis-
missal protection,
advances, deduc-
tions, alternative
cost distribution

Foundation objects Same Base Object Respective FO ob- Change Foundation Change Foundation Added to the ob-
as the Foundation ject Object Object ject using the Cor-
Object porate Data Model

No in-flight
changes sup-
ported, no resubmit

 Note

MDF Workflows

• We support Update if pendingData = Yes.

Implementing and Managing Workflows

Workflows in SAP SuccessFactors Employee Central PUBLIC 9
 • We do not support Send Back, Resubmit, or Update if pendingData = No.
• We support Decline if pendingData = No.
• Deleting an MDF object with pendingData = No will not trigger any workflow.

Note that Update, Send Back, Resubmit, and Decline actions, there are corresponding buttons on the Workflow
Details page.

 Note

Country/Region Specifics

For jobInfo, homeAddressInfo, and nationalIdCard, you can assign the rule either in the Succession Data
Model or the Country Specific Succession Data Model. For example, you can trigger a workflow just for Home
Address changes in USA and the rule trigger can be put under the homeAddress config in the Country Specific
Succession Data Model.

Not Supported Workflows

Workflows are not supported for the following:

• Biographical Information
• Citizenship info
• Emergency Contact
• Email Information
• Phone Information
• Social Accounts Information
• Photo

Parent topic: Workflows in SAP SuccessFactors Employee Central [page 6]

Implementing and Managing Workflows

10 PUBLIC Workflows in SAP SuccessFactors Employee Central
2 Getting Started

2.1 Prerequisite Checklists

To ensure that workflows work as expected and notifications are sent successfully, complete all the following
prerequisite tasks.

Technical Prerequisites

The technical prerequisites include switches you must turn on, RBPs you must obtain, and code snippets that must
be inserted in the corporate data model. These are the requirements all customers must meet in order to use
Workflows in their approval processes.

• Select the option Employee Central Foundation Objects in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

• Enable the workflow FO in the corporate data model. This means you have a code snippet like the following in
the XML file:

 Sample Code

...
<hris-element id="wfConfig">
<label>Workflow Configuration</label>
<hris-field max-length="32" id="externalCode" visibility="both"
required="true">
<label>Workflow ID</label>
</hris-field>
<hris-field max-length="32" id="is-delegate-supported" visibility="both">
<label>Is Delegate Supported</label>
</hris-field>
<hris-field max-length="32" id="escalation" visibility="both">
<label>Escalation</label>
</hris-field>
<hris-field max-length="32" id="name" visibility="both">
<label>Name</label>
</hris-field>
<hris-field id="remind-indays" visibility="both">
<label>Remind In Days</label>
</hris-field>
<hris-field max-length="128" id="description" visibility="both">
<label>Description</label>
</hris-field>
<hris-field id="is-cc-link-to-approval-page" visibility="both">
<label>CC link to approval page</label>
</hris-field>

Implementing and Managing Workflows

Getting Started PUBLIC 11
 <hris-field max-length="45" id="custom-string1" visibility="none">
<label>Custom String1</label>
</hris-field>
<hris-field max-length="45" id="custom-string2" visibility="none">
<label>Custom String2</label>
</hris-field>
<hris-field max-length="45" id="custom-string3" visibility="none">
<label>Custom String3</label>
</hris-field>
<hris-field max-length="45" id="custom-string4" visibility="none">
<label>Custom String4</label>
</hris-field>
<hris-field max-length="45" id="custom-string5" visibility="none">
<label>Custom String5</label>
</hris-field>
<search-criteria>
<search-field id="externalCode" />
<search-field id="name" />
</search-criteria>
</hris-element>
<hris-element id="wfConfigStep">
</hris-element>
<hris-element id="wfStepApprover">
<hris-field max-length="32" id="approverType" visibility="both"
required="true">
<label>Approver Type</label>
</hris-field>
<hris-field id="approverRole" visibility="both" required="true">
<label>Approver Role</label>
</hris-field>
<hris-field id="approver" visibility="both" required="true">
<label>Dynamic Role's External Code</label>
</hris-field>
<hris-field id="actionType" visibility="both">
<label>Edit Transaction</label>
</hris-field>
<hris-field max-length="32" id="context" visibility="both">
<label>Context</label>
</hris-field>
<hris-field id="autoApproveInDays" visibility="both">
<label>Auto Approve in Days</label>
</hris-field>
</hris-element>
<hris-element id="wfConfigContributor">
<label>Workflow Contributer</label>
<hris-field max-length="32" id="actorType" visibility="both"
required="true">
<label>Contributor Type</label>
</hris-field>
<hris-field id="actorRole" visibility="both" required="true">
<label>Contributor</label>
</hris-field>
</hris-element>
<hris-element id="wfConfigCC">
<label>CC Role</label>
<hris-field max-length="32" id="actorType" visibility="both"
required="true">
<label>CC Role Type</label>
</hris-field>
<hris-field id="actorRole" visibility="both" required="true">
<label>CC Role</label>
</hris-field>
</hris-element>
...

Implementing and Managing Workflows

12 PUBLIC Getting Started
• Grant these permissions to users who need to set up workflow configurations: Manage Foundation Objects
Manage Organization, Pay and Job Structures ; and Manage Foundation Objects Types Workflow
• Select the option Enable Generic Objects — requires "Enable the Attachment Manager" in Provisioning.
• Select the option Effective Dated Data Platform – required "Enable Generic Objects" and "Enable the
Attachment Manager" in Provisioning.

Reminder: In a non-Employee Central environment (that is, customers haven't acquired a separate license for
Employee Central), when user A uses the proxy feature to access user B's MDF or other non-Employee Central-
based workflows, user A can view and respond to the workflows on the home page or through the To-do panel, but
cannot open the Workflow Details page.

General Prerequisites

The general prerequisites are additional requirements customers have to meet in order to receive notifications,
maintain Country MDF objects, and use other features of Workflows.

Check Item Task

Email Settings Workflow and alert notifications are sent to employees through
emails. So, maintain valid email information for the employees
by doing either of the following:

• Include email information during user import through

Admin Center Import Employee Data .

• Add email information for individual users on People Pro-
file.

Single Sender Settings If you’ve maintained a single sender through Provisioning for all
system email notifications, make sure that customers perform
necessary security adjustments on their receiving email server
end, so that these emails are received and delivered to end
users.

You can access the single sender settings in Provision-

ing through Company Settings Mail Preference Single

Sender . If you’ve enabled a single sender, all system email

notifications are sent from that email account instead of the
default accounts ([email protected] or system@suc-
cessfactors.com).

Country MDF Object Make sure that you have maintained Country MDF objects
with the ISO country codes. For example, the two-character
code and numeric code for the United States is US and 840 re-
spectively. To maintain the Country objects in one go, you can

import the country objects through Admin Center Import

and Export User Data .

Implementing and Managing Workflows

Getting Started PUBLIC 13
Check Item Task

MDF Generic Object Definition To make sure that the system can readily process alert mes-
sages, auto delegation, escalation, and email notifications,
change the Secure attribute to No in definitions of the following
MDF generic objects:

• Alert Message
• Auto Delegate Config
• Auto Delegate Detail
• Escalation
• Workflow Email Configuration

You can access the object definitions through Admin Center

Configure Object Definitions .

2.2 Role-Based Permissions for Workflows

By assigning them right role-based permissions (RBP) respectively, you can allow admins to set up and configure
workflows and users to approve workflow requests.

RBP gives you flexibility to manage permissions based on roles. Users who change roles or positions within the
organization automatically lose or inherit permissions. For example, you can grant some permissions (such as
setting up and configuring workflows) to HR admins only, but other permissions (like managing and approving
workflows) to both HR admins and managers.

The most basic RBP is Workflow, but you need other RBPs to take advantage of more sophisticated features
and tools available for workflows. Filter this role-based permission list to learn more about workflows-related
permissions: List of Role-Based Permissions.

Implementing and Managing Workflows

14 PUBLIC Getting Started
3 Setting Up Workflows

Workflows are managed as foundation objects. In each workflow foundation object, you define approval steps,
approvers, and which people are notified when updates happen along the approval process and when the entire
workflow is completed.

You can either create individual workflow foundation objects or import multiple workflows into the system from a
CSV file.

Related Information

Workflow Participation [page 15]

Creating an Individual Workflow [page 23]
Importing Multiple Workflow Objects with a CSV File [page 34]

3.1 Workflow Participation

People can participate in a workflow as different roles and engage in activities allowed for their respective roles,
including providing comments, approving workflows, and getting notified when the workflow is completed.

A workflow can have up to three participating roles:

• Approvers
Who approve, send back, post comments on, and reject (for some MDF workflows) workflows. If admins have
enabled relevant features, they can also assign workflow requests to themselves or delegate workflows.
• Contributors
Who can provide comments that may help the approvers make a decision. Contributors are also notified in
email of any progress or changes during the entire workflow.
• CC Roles
Who are notified when the workflow is completed. A CC role can be assigned to any individual other than
approvers and contributors, for example, someone who can follow up with a data change.
Stakeholders designated as CC roles are informed of important data changes that have been saved without
triggering an approval workflow. For example, when there is no resolved user for a step approver, a data change
can take effect though no workflow will be triggered, and the CC roles specified in the workflow object are still
notified of such data change.

You can use a variety of supported participating types to define approvers, contributors, or CC roles. And you
can define them by position, by reporting line, or dynamically based on attributes of the changed data object. For

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 15
details about how approvers, contributors, and CC roles are determined according to participating types, see the
following table:

Participating Types
How Individual Participants are Deter-
Participating Type Applicable Participating Roles mined

Role All The system determines the participants

by the reporting line. They can be em-
ployees themselves or their managers,
matrix managers, HR representatives,
and so on.

Use the Relationship to Approver field

to specify whether the role is resolved
based on the workflow subject user
(Employee) or the workflow initiator
(Initiator).

For example, a step approver can be the

manager of the workflow subject user or
the manager of the workflow initiator.

 Note
The following approver roles are
available only when you choose
Employee as the Relationship to Ap-
prover value:

• Employee HR
• Matrix Manager
• Custom Manager
• Second Manager
• Additional Manager

Dynamic Group All The participants are a group of users

that you define based on their job or per-
sonal information. When a workflow is
addressed to a dynamic group, all individ-
uals within this group receive approval re-
quests, comment requests, or workflow
completion notifications.

Implementing and Managing Workflows

16 PUBLIC Setting Up Workflows
 How Individual Participants are Deter-
Participating Type Applicable Participating Roles mined

Dynamic Role All The participants are dynamically deter-

mined according to the event reason for a
data change or certain foundation data of
the subject user.

Dynamic roles, which can be employees,

positions, or dynamic groups, are created
and assigned according to certain foun-
dation objects, such as job classification,
department, pay grade, and event rea-
son. For example, if several employees
are under a specific job classification and
there are data changes, the workflow re-
quests or notifications are sent to all in-
dividuals or positions included in that dy-
namic role.

Position All The workflow request goes to all the indi-

viduals holding a selected position.

 Note
This option is available only when
you use position management of
Employee Central.

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 17
 How Individual Participants are Deter-
Participating Type Applicable Participating Roles mined

Position Relationship All The workflow request goes out to partic-

ipants under a selected position hierar-
chy. May include:

• The position itself

• The next position-level, reporting, or
management relationship to the se-
lected position.

The position can be that of the work-

flow subject user or the workflow ini-
tiator, which you can select from the
Relationship to Approver dropdown list:

• Employee Position
The subject user's position
• Initiator Position
The workflow initiator's position
• Position
The position MDF object, relevant
only when the workflow is assigned
to the position object. When creat-
ing a new position, select Position,
instead of Employee Position, as Re-
lationship to Approver.

For example, the step approver or con-

tributor can be either the subject user's
manager or the workflow initiator's man-
ager.

 Note
This option is available only when
you use position management of
Employee Central.

Person Contributors and CC Roles only A specific individual.

External e-mail CC Roles only The external e-mail address of the indi-
vidual to be informed when the workflow
is completed.

Creating a Dynamic Group [page 19]

You can create a group of users based on certain personal and job information. Employees, dynamically
included into the group, can assume various participating roles such as workflow approvers, contributors,
and CC roles.

Creating a Dynamic Role [page 20]

Implementing and Managing Workflows

18 PUBLIC Setting Up Workflows
 With dynamic roles, you can flexibly assign different users, positions, or dynamic groups as workflow
approvers, contributors, and CC roles according to certain foundation data of the subject user or MDF
position object. So, for employees or positions of a particular job classification, or for a data change to a
particular event reason, the workflow approval requests or notifications are sent to the users or positions
defined in the dynamic role.

3.1.1 Creating a Dynamic Group

You can create a group of users based on certain personal and job information. Employees, dynamically included
into the group, can assume various participating roles such as workflow approvers, contributors, and CC roles.

Context

When a dynamic group is used on a workflow, approval or commenting requests are sent to all members of the
group. However, only one of the members is expected to take action, which helps ensure efficiency of workflow
processing. As soon as a member approves the workflow or provides comments for the workflow at one of the
steps, the workflow will proceed to the next step and the pending requests for other members are automatically
removed.

Dynamic groups can also be assigned to foundation objects to create dynamic roles.

Procedure

1. Go to Admin Center Manage Workflow Groups Create New Group .

2. Enter a name for the group.
3. Define pools to include people into the group.

A people pool contains one or more persons that you can include in (or exclude from) a dynamic group. You can
have multiple pools in one dynamic group.
a. Choose a category from the dropdown list, for example, "City".
b. Define a criterion for the selected category, for example, "City = New York".
c. Optional:Add more categories and define criteria if necessary.

 Tip

If you defined criteria for multiple categories within one pool, only the people who meet all these
criteria will be considered as valid candidates of the pool who can act on a workflow.

 Tip

If a resolved dynamic group has more than 1,000 individuals, you won't be able to see it in the Approver
Role, Contributor, or CC Role dropdown list when editing a workflow step's configuration. Consider
removing members from it.

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 19
4. Optional: Define pools to exclude people from the group.

Likewise, you can create exclusion criteria to narrow down members in the group you just created.
5. Save your changes.

Results

The group has been created and you can use it in workflow configuration as approvers, contributors, or CC roles.
The group is also available for dynamic role definition. If a workflow step has a dynamic group as its approver
and there are fewer than five people in the group, then all the group members will have their names shown in the
workflow confirmation dialog; if there are five or more, only the dynamic group's name is shown. The following
screenshot shows that the approver for Step 2 is a dynamic group that has three members.

Dynamic Group with Three Members

Task overview: Workflow Participation [page 15]

Related Information

Creating a Dynamic Role [page 20]

3.1.2 Creating a Dynamic Role

With dynamic roles, you can flexibly assign different users, positions, or dynamic groups as workflow approvers,
contributors, and CC roles according to certain foundation data of the subject user or MDF position object. So,

Implementing and Managing Workflows

20 PUBLIC Setting Up Workflows
for employees or positions of a particular job classification, or for a data change to a particular event reason, the
workflow approval requests or notifications are sent to the users or positions defined in the dynamic role.

Prerequisites

By default, the system uses the job information of the subject user to determine the assignment of a dynamic role.
To enable the MDF position as the other base object, go to the Corporate Data Model and change the Base Object
field settings so that it’s visible on the dynamic role creation page. For details, see the following setting:

<hris-element id="dynamicRole">
...
<hris-field max-length="128" id="baseObjectType" visibility="both">
<label>Base Object</label>
...
</hris-element>

The corporate data model can be maintained using the Import/Export Corporate Data Model tool.

Context

The dynamic role is created and assigned according to certain foundation objects, such as job classification,
department, pay grade, and event reason. By selecting a base object for the role, you specify how the system
determines the approver assignment, either by the job information or the position information of the subject users.

 Recommendation

Use position-based dynamic roles only in workflows for the MDF Position objects.

Dynamic roles can be defined with positions. Make sure to update the dynamic role assignment when there are
significant changes to the positions used in the role. For example, you have moved a position from US to Canada. If
this position is still used in a dynamic role for US workflows, the relevant approval requests regarding employees in
US are still sent to the incumbent of this position who is based in Canada.

Procedure

1. Go to Admin Center Manage Organization, Pay and Job Structures Create New and select Dynamic
Role.
2. Specify a dynamic role ID, name, and description.
3. (Optional) Select the base object for the dynamic role:
• Job Info
The system determines the approver assignment based on the job information of the subject user. Use it
in workflows for user-based MDF generic objects (such as Time Off or Time Sheet workflows) or workflows
for Employee Central objects. In workflows for other objects, such as migrated foundation object workflow,
because there is no subject user involved, the system uses the job information of the workflow initiator to
determine the dynamic role assignment.

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 21
 • Position
The system determines the approver assignment based on the position information of the subject user.
Only use it in workflows for MDF position objects, and the system uses the changed position information to
determine the dynamic role assignment.

If you haven’t enabled the Base Object field, the system by default uses the job information as the base object
for the dynamic role.
4. In the Dynamic Role Assignment section, define how you want to assign approvers, contributors, or recipients
of completion notifications and whom (users, positions, or dynamic groups) to include in the dynamic role:
1. Specify a foundation object as the assignment criterion. You can also specify multiple ones to be more
accurate with the assignment. For example, use both the legal entity and pay grade objects to define the
assignment for subject employees who belong to legal entity A and whose pay grade is 7.
2. Select an approver type (person, position, or dynamic group) and specify a corresponding value for this
approver type.

 Note

Although it says approvers, dynamic roles can also be used as workflow contributors and recipients of
completion notifications.

3. Create more assignments if necessary.

You can assign a different approver for each of your legal entities, so that approvers can be determined based
on the legal entity of the workflow subject user.
5. Save the dynamic role.

Results

The dynamic role has been created, and it is available for workflow setup.

Task overview: Workflow Participation [page 15]

Related Information

Creating a Dynamic Group [page 19]

Implementing and Managing Workflows

22 PUBLIC Setting Up Workflows
3.2 Creating Workflows

3.2.1 Creating an Individual Workflow

Workflows are managed as foundation objects (FOs). For each workflow, you can specify step approvers, process,
whether delegation and escalation are supported, and more.

Prerequisites

You have role-based permission to Manage Foundation Object Types. For more information, see List of Role-Based
Permissions.

Procedure

1. Go to Admin Center Manage Organization, Pay and Job Structures and choose to create a new workflow.

To change an existing workflow, use Search to find the workflow and then under Take Action choose Make
Correction.
2. Enter a workflow ID and name.

Also, you might want to add a description that explains why this workflow is created.
3. Specify the following general attributes for this workflow:

 Note

If you modify attributes (such as Respect Permission) about a workflow FO, its steps, or its participants
after it was created, the workflow instances already triggered before your modification are not affected.
The modification will only apply to new workflow instances.

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 23
 Attribute Description

Remind in Days Specifies how many days elapse before approvers are re-
minded to act on a workflow step that has reached them.
For example, you can enter "2" and, if approvers haven't re-
sponded to the workflow request after two days, they're sent
a reminder. If approvers do nothing or respond by only leav-
ing a comment instead of approving or rejecting the step, a
second reminder will be sent out two days later.

 Remember
You need to create a recurring job that regularly polls
all workflows and, when the Remind in Days condition is
satisfied, sends out reminders. In creating this job, you
can define another Remind in Days parameter. See Cre-
ating a Recurring Job to Send Batch Reminders About
Stalled Workflows [page 63].

If you leave the Remind in Days field empty on the workflow

configuration page, Employee Central will validate what's
been entered for the recurring job to determine when to
remind the approvers. If it's defined in both places, the value
entered for the job prevails; if it's not defined in either place,
then no reminders will be sent for the workflows involved.

Is Delegate Supported Specifies whether approvers can delegate the workflow to

someone else.

Implementing and Managing Workflows

24 PUBLIC Setting Up Workflows
 Attribute Description

Alternate Workflow  Note

The Alternate Workflow setting only works with effec-
tive-dated entities and is not supported in new hire and
rehire workflows.

If you're new to creating alternate workflows, we recom-

mend using business rules instead.

You can designate an alternate workflow that will be trig-

gered when an entity has a future record.

For example, an employee has two job information records,

one for September 1, 2016 to August 31, 2018 and the other
for September 1, 2018 to now.

If there’s an alternate workflow, when the employee’s job

information is changed (through editing on UI or import)
and a new record with an effective start date earlier than
September 1, 2018 gets created, the alternate workflow will
be triggered. This is because a "future" record exists from
the perspective of this data change. However, if the data
change has an effective start date later than September 1 of
2018, the original workflow will be triggered, because there's
no future record at the time when this data change takes
effect.

You can use an alternate workflow to include more approvers

in a workflow process and take care of potential conflicts
caused by future dated records. For example, you create an
alternate workflow to ensure both the current and future
manager of an employee approve a critical job information
change.

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 25
 Attribute Description

Application Scenario Indicates a business scenario where the workflow will be

used. The field corresponds to the following code snippet in
the corporate data model template:

 Sample Code

<hris-element id="wfConfig">
<label>Workflow Configuration</
label>
...
<hris-field
id="applicationScenario"
visibility="none">
<label>Application
Scenario</label>
</hris-field>
...
</hris-element>

This snippet has already been added for new customers,

but they have to edit the template and set visibility to
both to use the field; for existing customers, they have to
add the snippet first and set visibility accordingly.

By default, the field has "No Selection" as its value. The

only other value available now is "Cross-System Workflow",
used to label a workflow configuration that is relevant for
the cross-system workflow feature for SAP SuccessFactors
solutions.

Escalation Assigns to the workflow an escalation path you've created.

 Tip
Escalation won't happen if you've enabled the auto-ap-
proval feature.

Implementing and Managing Workflows

26 PUBLIC Setting Up Workflows
 Attribute Description

Redirect CC Users to Workflow Approval Page Specifies whether the CC roles are redirected to the work-
flow details page (also known as "workflow approval page")
or FO/People Profile page when clicking links in a notification
they receive:
• Yes
Redirect to the workflow details page. Note that for
workflows having only CC roles and no approvers, set-
ting this attribute to Yes is no different from setting it to
No.
• No
• For foundation object (FO) workflows, the CC roles
are redirected to the foundation object page.
• For non-user generic object workflows, they're re-
directed to either of the following two pages:
• The Manage Data page (for Department-re-
lated and similar workflows), where they
can quickly review the corresponding data
changes.
• The Manage Positions page (for Position-re-
lated workflows), where they can efficiently
perform next steps.
• For any other workflows, they're redirected to the
People Profile page of the subject user.

4. You can define the specific steps, or the "process", the workflow must have. For each step, specify the following
parameters:

Setting Description

Approver Type Determine the exact approvers of this current step. For more information about workflow participant
and Approver types including approvers, see Workflow Participation [page 15].
Role
 Note
When you've selected "Role" as the approver type, you can select one role from the predefined
Approver Role list. Adding a new role to the list by creating a customized job relation type isn't
supported.

Context Determines the approver, based on attributes of the subject employee or on data before or after the
change.

For example, when an employee's position changes, the workflow may require approval from the man-
ager of the employee. By specifying Context, you can determine which manager has to approve the
request:

• Source
The manager before the change
• Target
The new manager after the change

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 27
 Setting Description

Alternatively, you can create two steps to include approvals from both of them: one step with the current
manager as the approver, and the other with the new manager as the approver.

 Note
If a data change doesn't involve a manager change, despite that you have defined different approvers
in two separate steps, by selecting Source and Target respectively, the approval requests will be sent
to the same person. In the Workflow Participants dialog box, the two steps are combined, showing
only one approver.

 Note
Under any of the following conditions, the manager field won't be validated and no target manager
will be identified. The workflow will be routed to the current manager (the source manager) for the
employee, regardless of what's been selected in the Context field for your workflow object.
• The data change doesn't involve a change of managers.
• The change occurs on a future effective date. For example, if a change of managers is effective
on a future date and a workflow not involving a manager change is triggered today, then the
current manager will be requested for approval.
• There are two different transactions with the same effective date, but only one involves a
manager change as a separate transaction.

Source and Target can mean opposite things in different Global Assignment related workflows:

• For workflows where a global assignment is being added or edited, Source is the home manager and
Target is the host manager.
• For workflows where a global assignment is being ended: Source is the host manager and Target is
the home manager.

 Note
For hiring and rehiring events, always use Target; otherwise, the workflow won't be triggered.

Edit Transaction Specifies how approvers are allowed to change the content of a workflow transaction:
• No Edit
Approvers don't have in-flight editing capability.
• Edit with Route Change
Approvers can edit a workflow and the workflow route will be recalculated when they submit the
request.
• Edit without Route Change
Approvers can edit a workflow, but the workflow route won't be recalculated when they submit the
request.
• Edit Attachments Only
Approver can only edit the attachments of the workflow.

For such changes to work with MDF objects, you must set the Pending Data field of the object to Yes. To

do this, go to Admin Center Configure Object Definitions .

No Approver Specifies whether the current step is skipped or the entire workflow is stopped if the step has no resolved
Behavior approver. Note that for the approver type of dynamic role, there's an exception: the current step will be
directly deleted if it has no resolved approver, regardless of what behavior you specify here.

Implementing and Managing Workflows

28 PUBLIC Setting Up Workflows
 Setting Description

Relationship to Specifies whether the approver is determined based on the workflow subject user (employee) or the
Approver workflow initiator. This is relevant only for approver types Role and Position Relationship. For more
information about how it works with these two approver types, see Workflow Participation [page 15].

Respect Specifies the permission of participants to view the workflow's fields:

Permission
• Yes: Workflow participants can view only the fields for which they have permission.
• No: Workflow participants can view all fields regardless of their assigned role-based permission.

 Tip
When you add an additional approver to a workflow on the Manage Workflow Requests page and a
new approval step gets created, that approver can always access the HR data on Workflow Details
even though they don’t have permission to it. This is regardless of how the other steps’ “Respect
Permission” is configured.

Respect Permission setting doesn't apply to workflows that are triggered by a change to the following
entities. So, even if you've selected Yes, participants can still view all fields in the workflow.

• New hire and rehire

• Global Assignment and Concurrent Employment
• Pension payout
• Dependents
• Work permit
• Change to foundation objects

Workflow Email Specifies a predefined workflow e-mail configuration.

Configuration
After a step approver approves a workflow request, it proceeds to the next step and the system uses
the workflow email configuration selected for that step to decide who receives notifications. If Current
Approver in that configuration (defined in Manage Workflow Email Configuration) has notification enabled
for the Workflow Approved action, the second step's approver will be notified accordingly; if not enabled,
this approver won't be notified.

Days until Auto Specifies the number of days that elapse before the system auto-approves a non-responsive step. Enter
Approval an integer greater than 0 to enable the feature; leave it empty to disable the feature. If you choose to
use this feature, make sure you also create a background job that regularly polls all stalled workflows and
approves qualified non-responsive steps.

5. (Optional) Define workflow contributors.

For the contributors, select a contributor type and contributor role. You can also include multiple contributors
or contributor types by creating multiple rows.

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 29
 For each of the contributor rows, specify the following additional settings:

Setting Description

Relationship to Approver Only relevant for contributor type Role or Position Relation-
ship. For more information about how it works with these
 Note two contributor types, see Workflow Participation [page 15].

Although it says "approver", it actually designates the

relationship to the contributor.

Context When a data change can decide who the contributor should
be, Context specifies whether the contributor before or that
after the change should be used eventually. You can define
Context the same way as for approver steps.

Respect Permission Same as how you define it for approver steps.

6. (Optional) Define the workflow CC roles. You can specify the CC roles by type and you can include multiple CC
roles.

For each of the CC roles, specify Relationship to Approver, Context, and Respect Permission, and specify these
settings the same as for approvers.

In addition, you can select Workflow Email Configuration for workflow completion notices.
7. Save the workflow.

Results

The workflow is created. It's available to be assigned to business rules or objects.

3.2.1.1 Step Removal, Approver Skipping, and Approver or

Contributor Replacement

Some steps on an approval chain can be automatically removed and particular approvers can be skipped or
replaced. This improves processing efficiency without compromising data quality and legal compliance.

Step Removal

Steps are removed under the following conditions:

Implementing and Managing Workflows

30 PUBLIC Setting Up Workflows
Approver Type When to Remove When Not to Remove

Role (Self, Manager, Manager Manager, • If the resolved approver of the first When the workflow starts over again due
Employee HR) to an edit that causes a route change,
step or steps is also the workflow ini-
even if the initiator is the first step ap-
tiator, the step or steps are removed.
prover, that step is not removed. The in-
• If two or more consecutive steps itiator needs to approve what has been
(not necessarily the first ones) have changed.
the same resolved approver, all but
the first step are removed. However,
this rule is overridden if you’ve ena-
bled the option Skip workflow steps
with duplicate approver.

Role (Matrix Manager, Custom Manager, Not applicable. The involved step or steps are not re-
Second Manager, Additional Manager) moved.

Dynamic Group, Position, Position Rela- Not applicable. The first step (or any other step) isn’t
tionship removed if the workflow initiator is one
member of the group or is assigned to
the position. This step is not removed,
because there might be other group
members or employees of the same po-
sition who can approve the workflow.

 Note
Even the workflow initiator turns out
to be the only member of the dy-
namic group or the only user of this
position, this step is not removed.

Dynamic Role If the resolved dynamic role is a person, If the resolved dynamic role is a position
it's treated like a Role (Self, Manager, or dynamic group, the involved step or
Manager Manager, Employee HR). steps are not removed.

For the approver types other than Role (Self, Manager, Manager Manager, Employee HR), you can enable the
Four-Eye Principle feature to ensure data compliance by preventing the initiator from approving requests they
created. With that enabled, the initiator is removed from the approvers and the approval request is sent only to
other possible approvers of the step.

Approver Skipping

If you've enabled the option Skip workflow steps with duplicate approver in the Company System and Logo Settings,
all the consecutive steps with the same single approver, except the last one, will be skipped automatically when the
workflow is initiated. Unlike removed steps, which are not shown on the Workflow Details page, all skipped steps
are indicated so in the Activity area of the page. By taking these steps out of an otherwise long approval chain, this
feature improves the efficiency of processing workflows without affecting data quality.

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 31
With the option enabled, workflow steps must meet these criteria to be skipped automatically:

• The steps must be consecutive, that is, immediately adjacent to each other. However, the last one of a series of
such consecutive steps is not skipped, this is because the approver should have at least one chance to process
the workflow.
• They have the same single approver.

 Note

This is regardless of the approver type, which can be Role, Dynamic Group, Dynamic Role, or Position. The
criterion is met as long as the final resolved approver is the same single approver.

An Example Workflow Demonstrating the Skip Logic

Steps: Original Approvers Skipped? Explanation

Step 1: user1 Yes Has the same single approver as Step 2.

Step 2: user1 Yes Has the same single approver as Step 3.

Step 3: user1 No Is the last step of this series of consec-

utive steps. Step 4 has a different ap-
prover.

Step 4: user2 Yes Has the same single approver as Step 5.

Step 5: user2 No Step 6 has multiple approvers, even

though one of them is the same approver
as Step 5 (user2). Step 8 has the same
single approver as Step 5, but they are
not consecutive.

Step 6: user1, user2 No Though it has exactly the same approv-

ers as Step 7, it's not skipped because we
only skip steps with a single approver.

Step 7: user1, user2 No Has multiple approvers.

Step 8: user2 Yes Has the same single approver as Step 9.

Step 9: user2 No This is the last step. The final step is

never skipped.

Implementing and Managing Workflows

32 PUBLIC Setting Up Workflows
Approver Replacement

In general, if an employee who is the subject of a workflow is resolved as a step approver, the employee is
automatically replaced by their manager as the step approver. The detailed replacement scenarios and exceptions
are explained as follows:

Approver Type When to Replace When Not to Replace

Role (Self, Manager, Manager Manager, Not applicable. If the resolved approver is any of the four
Employee HR) roles and happens to be the subject user,
the approver isn't replaced.

Role (Matrix Manager, Custom Manager, If the resolved approver is any of the four Not applicable.
Second Manager, Additional Manager) roles and happens to be the subject user,
the approver is replaced.

Dynamic Group, Position, Position Rela- The approver is replaced in the following For a workflow for the MDF Position ob-
tionship cases: ject, the approver isn’t replaced: In a
position workflow, if a user initiates a
• The subject employee is part of the
change for his or her own position object,
dynamic group. and the user happens to be the first-step
• The subject employee is assigned to approver, the user can approve the work-
the position or position relationship. flow (as the approver) and can withdraw
the workflow (as the initiator).

Dynamic Role If the resolved approver happens to Not applicable.

be the subject user, the approver is re-
placed.

Contributor Replacement

With Dynamic Role as the contributor type, if the resolved dynamic role is a person and happens to be the
workflow's initiator, this contributor will be replaced by the person's manager.

Related Information

Enabling Four-Eye Principle for Workflow Approvals [page 76]

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 33
3.2.2 Importing Multiple Workflow Objects with a CSV File

Importing multiple workflow objects in one go is useful when you’re migrating workflow configurations from the
testing environment to the production environment or if you have a set of generic workflows as a starting point for
your implementation.

Prerequisites

You have permission to Import Foundation Data. For more information, see List of Role-Based Permissions.

Procedure

1. (Optional) If you’re migrating from the testing environment, you can export current workflows from the testing
environment as follows:

a. Go to Admin Center Reporting , and choose New to start creating a report-table of Foundation
Objects.
b. Select the columns related to workflow, approver, contributor, and CC role as required by the workflow
import template and arrange them in the sequence as listed in the template. For details about the required
columns and sequence, see Step 3.
c. Save the report as a CSV file.

2. Go to Admin Center Import Foundation Data .

3. (Optional) If you don’t have a CSV file with ready workflow data, download the workflow template and enter
workflow details into it. One row in the CSV file corresponds to one workflow.

 Remember

Please do NOT use Microsoft Excel to edit the .csv file, as special characters in the text might be corrupted.
Edit it with Notepad, Open Office, or a UTF-8 editor.

4. Select Workflow as the foundation data type.

5. Select the upload type:

• Full Purge
After you upload the CSV file, all existing workflows in the system are overwritten by the entries in the CSV
file.
• Incremental Load
With an incremental upload, new workflows are added to the system and workflows already existing are
updated.
6. Select the CSV file that you’ve saved with the workflow data.
7. For the file encoding, select Unicode (UTF-8), which supports characters of all languages.
8. Import the file.

You can also validate the file before importing.

Implementing and Managing Workflows

34 PUBLIC Setting Up Workflows
Results

You can find the imported workflows in the Manage Organization, Pay and Job Structures admin tool.

3.2.3 Example: Configuring Workflows for Legacy Foundation

Objects

In this example, we configure a workflow for the Location foundation object. The workflow will be triggered when a
new Location is created or an existing Location is edited.

1. Create a workflow for Location.

For more information on how to configure workflows, see the Employee Central Workflows: Implementation
and Administration guide on the SAP Help Portal.
2. Create a business rule that can trigger the workflow.
The base object must be the foundation object for which the workflow should be triggered. The parameter
code FOWorkflow and the object FO Workflow must also be included.

Implementing and Managing Workflows

Setting Up Workflows PUBLIC 35
 For more information on how to configure rules, see the Implementing Business Rules in SAP SuccessFactors
guide on the SAP Help Portal.
3. Add the rule as an onSave event to the foundation object in the Corporate Data Model.

Implementing and Managing Workflows

36 PUBLIC Setting Up Workflows
4 Triggering Workflows

After you've defined the workflows that can support your approval processes, you can now decide when and how
workflows are triggered.

Triggering Workflows with Business Rules

Business rules, based on Metadata Framework (MDF), provide you the flexibility to define specific conditions that
trigger a workflow. For example, when employees' salary is increased (the payment information is changed with the
event reason of pay raise), a particular workflow is initiated for the salary increase approval.

Using business rules to trigger workflows doesn’t require access to Provisioning. It is also recommended for new
customers without much experience with the system.

Creating Rules That Trigger Workflows for Foundation Objects

When you create business rules for any objects other than foundation objects, workflow parameters are set by
default. However, when you create business rules for foundation objects, you should add workflow parameters to
the rule.

Assigning Workflows Directly to Generic Objects

You can have simpler workflow mechanisms for some data types. For example, creation of or change to data
records of an MDF generic object should trigger the same workflow. For these scenarios, you can assign a workflow
to the object directly.

Triggering Workflows with XML File-Based Derivation (YouCalc Rules)

Triggering workflows this way is not recommended for new customers and requires access to Provisioning.

 Note

In Provisioning, you can either enable YouCalc rules or business rules; they cannot be enabled at the same time.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Implementing and Managing Workflows

Triggering Workflows PUBLIC 37
Related Information

Triggering Workflows with Business Rules [page 38]

Triggering Workflows with XML File-Based Derivation (YouCalc Rules) [page 53]
Assigning a Workflow Directly to Generic Objects [page 53]

4.1 Triggering Workflows with Business Rules

Workflows are triggered for specified events or data changes. You can create business rules to define conditions
that should be met before a specified workflow is triggered for an object.

Overall Procedure

1. Create a business rule using the scenario Trigger Workflows.

 Tip

We recommend that you use the Trigger Workflows scenario while creating new rules instead of the Basic
scenario. This special-purpose business rule scenario Trigger Workflows, helps to create rules more easily
because it provides useful guidance at various steps.

2. Specify the workflow to be triggered in the wfConfig field of the business rule.
3. Assign the business rule to the target data object, either an Employee Central object or an MDF object.

 Note

To make workflows work for an MDF data object, change its Pending Data attribute to Yes. Otherwise, any
change to the object takes effect immediately, without triggering any workflow assigned to the object.

4. Initiate a data change. For example, edit fields of the object on the UI or import data for the object.

Recommendations for Workflow Rules

• It's recommended to have one rule with several IF statements rather than create several single rules.
• When the entity is processed on UI, its corresponding onSave rule is evaluated and the workflow assigned is
triggered if the rule condition is met. If a workflow is not assigned using the onSave rule, the system saves the
data directly, without triggering an approval workflow.
• All the onSave rules configured for an entity/element are evaluated. The value of the workflow configuration set
by the last matching rule is considered by system.

Implementing and Managing Workflows

38 PUBLIC Triggering Workflows
Using Different Workflows for Different User Permission Groups

Normally, if a data change triggers a workflow, it will trigger the same workflow, irrespective of who has made the
change. For example, various administrators may make a data change, and this will not trigger any workflow or it
will trigger the same workflow.

However, using well-designed business rules, you can have a data change trigger different workflows depending
on who has made the change. For example, you can use the function “Is User in Permission Group()” to check if
the current user is part of a specific permission group (not the workflow group!) and then decide which workflows
should be triggered accordingly.

Check Tool for Trigger Workflows Rule Scenario

To find workflow business rules that have been created using the Basic scenario, you can run the check All rules
for workflows are assigned to an application-specific rule scenario (WorkflowsNoBasicRules) in the Check Tool. The
check is available in Migration Tab Employee Central Core: Rules . Based on the results, you can then choose
the next step to automatically migrate eligible rules to the Trigger Workflows rule scenario. There's no impact on the
working of the rules post migration.

Related Information

Creating a Business Rule

Base Objects in a Business Rule
Assigning a Business Rule to an Employee Central Object
Assigning a Business Rule to an MDF Object

4.1.1 Example Workflow Rules for New Hire UI

In the case of a new hire scenario, workflow configuration derivation rules must be defined with the base object
Employee Information/Employee Information Model. The field wfConfig is available on the Employee Information/
Employee Information Model entity.

New hire rules for workflow configuration derivation can be defined under the jobInfo entity. It’s recommended
to configure the new hire rules in the beginning so that other rules further down can check for null values before
setting it.

A sample workflow configuration derivation rule for new hire is shown below.

Implementing and Managing Workflows

Triggering Workflows PUBLIC 39
In this example, the base object is "Employee Information" and there are two conditions. The behavior of the rule is
explained as follows:

Condition 1: Checks if the hire record's jobInfo event reason is set to New Hire, the jobInfo company is Ace USA,
and the hire record's compInfo Annualized Salary is greater than 200,000.

If this condition is satisfied, the workflow configuration Hire (New or Rehire) is triggered.

Condition 2: Checks if the hire record's jobInfo event reason is set to New Hire and the jobInfo company is Ace USA.
This condition handles the case where the annualized salary is less.

If this condition is satisfied, the workflow configuration New Hire General is triggered.

4.1.2 Example Workflow Rules for ESS

Workflow configuration derivation rules can be configured with an appropriate base object, such as personalInfo.
The field wfConfig must be assigned an appropriate value and when the conditions are met, the workflow is
triggered.

Example: Personal Info

An example of defining the workflow configuration derivation rule for an ESS case is illustrated below.

Implementing and Managing Workflows

40 PUBLIC Triggering Workflows
In this example, the base object is “Personal Information Model” and there are three conditions. The behavior of the
rule is explained as follows:

Condition 1: Checks if the personalInformation last name is changed (not equal to its previous value).

If this condition is satisfied, the workflow configuration Last Name Change is triggered.

Condition 2: Checks if the personalInformation marital status is changed (not equal to its previous value).

If this condition is satisfied, the workflow configuration Marital Status change is triggered.

Condition 3: An else condition that handles any other change to the employee’s personal information and sets the
workflow configuration to Data Change. This workflow is triggered if neither condition 1 nor condition 2 is satisfied.

Example: Work Permit

In the rule, select Personal Document Information Model as the base object.

Implementing and Managing Workflows

Triggering Workflows PUBLIC 41
After you have created the rule, you need to assign it to the work permit object as onSave rule.

 Source Code

<hris-element id="workPermitInfo">
<trigger-rule event="onSave" rule="Workpermit"/>
</ hris-element>

Here is a sample YouCalc workflow rules to trigger the a work permit workflow:

 Sample Code

<and>
<equal id="jobInfo.company.countryOfRegistration"
value="USA"/>
<or>
<equal id="workPermitInfo.document-type" inverse="true"/>
<equal
id="workPermitInfo.document-type" />
</or>
</and>

Example: Home Address

You can have a workflow triggered when an employee makes a change to their home address. Additionally, you can
configure it so that the workflow is not triggered when an HR admin makes the change on behalf of the employee.

In this rule, the system checks who the login user is using the rule function Login User and for whom
(Context.Current.User) data is being changed. If the two are the same person, then the workflow is triggered;
otherwise, the workflow is not triggered.

This is an onSave rule for the home address.

Implementing and Managing Workflows

42 PUBLIC Triggering Workflows
4.1.3 Example Workflow Rules for MSS

Workflow configuration derivation rules can be configured with an appropriate base object such as jobInfo,
compInfo or jobRelationshipInfo.

Set the field wfConfig to an appropriate workflow configuration and the corresponding workflow will be triggered
when the condition is met.

Example: Global Assignments

For global assignment workflows, you have to configure the corresponding event or event reason in the workflow
rules XML, for example:

jobInfo.event="GA"

or:

jobInfo.event-reason="AddGA"

The workflow for editing a global assignment does not require an event or event reason specific to global
assignments.

You can assign configurable business rules (trigger-rules) to the Global Assignments portlet (in Job Info) for
the following rule events:

• onView

Implementing and Managing Workflows

Triggering Workflows PUBLIC 43
• onChange
• onSave

 Note

For rules that use Employment Type, you need to choose a proper value (either Home Employment or Host
Employment) for it.

Example: Job Info

In this example, a rule called SET_JOBINFO_WF is defined for the base object jobInfo and SET_COMPINFO_WF is
defined for compInfo. Both rules are configured as onSave rules.

Implementing and Managing Workflows

44 PUBLIC Triggering Workflows
Implementing and Managing Workflows
Triggering Workflows PUBLIC 45
From the MSS Take Actions page, when both the jobInfo and compInfo entities are changed, the onSave rules
behave as follows:

1. If the condition set by rule SET_JOBINFO_WF is met as well as the condition set by rule SET_COMPINFO_WF is
met, it is either Promotion or Demotion, which is set on the jobInfo entity, that will be triggered.
2. If only the jobInfo is changed and the condition mentioned by SET_JOBINFO_WF is met, it is either Promotion
or Demotion that will be triggered.
3. If only the compInfo is changed and the condition mentioned by SET_COMPINFO_WF is met, either Pay Rate
Change or Range Penetration Change will be triggered.
4. When multiple entities are processed from the MSS UI, the preference is given to the workflow configuration
set on the jobInfo entity. If none is set on the jobInfo entity, then the system checks whether a workflow
configuration is set on the compInfo entity. If none is set on the compInfo entity either, then the system
proceeds to check whether a workflow configuration is assigned to any other entity. If none is assigned, then
the system saves the data directly.

The table given below illustrates the case when multiple entities are being processed from the MSS UI.

 Note

If the MSS workflow has multiple entities, such as jobinfo, comp info and/or job relationship workflow, the
wfConfig is derived from the onSave result in this order:

1. Pick from jobinfo entity's wf config result

2. Else: pick from compinfo entity's wf config result
3. Else: pick from jobRelationship entity's wf config result

Implementing and Managing Workflows

46 PUBLIC Triggering Workflows
 With Centralized services enabled, the wfConfig is derived from the onSave result in this order:

1. Pick from jobinfo entity's wf config result

2. Else: pick from jobRelationship entity's wf config result
3. Else: pick from compinfo entity's wf config result
4. Else: pick from paycomponentrecurring wf config result

Workflow Con-
Entities Proc- figuration Trig-
Scenario essed Rule ID Rule Evaluated Rule Result gered Comments

Change Job and jobinfo SET_JO- Yes Success, Condi- Promotion with Though com-
Compensation BINFO_WF tion Matched Pay Change pinfo.wfConfig is
Information (PROMO_PAY) set with Pay
compinfo SET_COM- Yes Success, Condi- Rate Change,
PINFO_WF tion Matched wfConfig set on
jobinfo is prefer-
red.

Change Job In- jobinfo SET_JO- Yes Success, Condi- Promotion The ELSE IF
formation BINFO_WF tion Matched (PROMO) branch of the
rule succeeds
and sets the
wfConfig with
the value Pro-
motion
(PROMO).

Change Com- compinfo SET_COM- Yes Success, Condi- Range Penetra- The ELSE IF
pensation Infor- PINFO_WF tion Matched tion Change branch of the
mation (RANGE_CHG) rule succeeds
and sets the
wfConfig with
the value Range
Penetration
Change
(RANGE_CHG).

Change Job In- jobinfo SET_JO- Yes Failed, Condition No workflow jobinfo.wfConfig
formation, Job BINFO_WF Not Matched triggered, data is not set and
Relationship, saved directly neither is com-
and Compensa- compinfo SET_COM- Yes Failed, Condition pinfo.wfConfig.
tion Information PINFO_WF Not Matched There is no rule
configured for
the job relation-
ship and there-
fore wfConfig is
not set. The
data is saved di-

Implementing and Managing Workflows

Triggering Workflows PUBLIC 47
 Workflow Con-
Entities Proc- figuration Trig-
Scenario essed Rule ID Rule Evaluated Rule Result gered Comments

jobRelationship No rule N/A N/A rectly to the sys-

tem.

 Note

For... Assign rule at ...

• Internal Hire workflow Job Info

• Global Assignment workflow
• Concurrent Employment workflow
• Termination workflow

• New Hire workflow The rule can be assigned to Job Info, Comp Info or any el-
ement but the base object must be Employee Information
Model.

Example: Work Orders

Workflows are supported for the creation, change, or deletion of work orders.

The base object of the rule must be WorkOrder.

For creation and change workflows, this is an onSave rule. It must be added to the Work Order on the Configure
Object Definition page. Set Pending Data to Yes.

Implementing and Managing Workflows

48 PUBLIC Triggering Workflows
Before the workflow is approved, a new work order record will be added to the work order history. However, this
record cannot be edited and deleted. After the workflow is approved, the work order history will be updated with
latest information and the interim record disappears. Workflows will not be triggered for inactive work orders.

For deletion workflows, the rule is an onDelete rule. It must be added to the Work Order on the Configure Object
Definition page. If the work order is deleted by an import, the workflow is not automatically triggered. Before the
workflow is approved, there will be no change in the work order history. After the workflow is approved, the related
work order is deleted. Workflows will not be triggered for inactive work orders.

4.1.4 Handling onSave Rules for Workflows

Here is further information about using onSave rules for workflows and event-reason derivation.

• Processing grid/row type entities

Defining rules that involve grid-type entities can result in an unpredictable outcome since the ordering in which
individual rows are processed cannot be guaranteed.

 Note

Example: Consider a rule defined on the National ID entity as follows:

IF NationalID.Country = USA THEN

-> SET wfConfig = USA National ID Change

ELSE

-> SET wfConfig = Data Change.

Let's assume that on the UI the following records are added for National ID:

Country/Region National ID Card Type National ID Is Primary?

USA Social Security Number 778-22-7337 Yes

India Permanent Account Number ABCDF8987E No

Australia Tax File Number 887 766 399 No

The system doesn't guarantee the ordering in which the records of a grid entity are processed. So, depending
on which record gets processed first, the wfConfig will be set to either "USA National ID Change" or "Data
Change".

• External code of picklist cannot be configured in a rule.

Example:
Consider the following youCalc rules XML definition:

<!-- YouCalcUse-case for JobRelationships -->

<rule id="RULE_JOBREINFO">
<trueoutput>JOBREL_WORKFLOW</trueoutput>
<conditions>
<or>
<equalid="jobRelationsInfo.relationship-type.custommanager"
inverse="true"/>

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Triggering Workflows PUBLIC 49
 </or>
</rule>

It is not possible to create the same rule using the business rules framework since all picklist options with
external_code = custommanager will match the rule.
• It is not possible to access multiple entities in one rule for non-hire cases. For example, the Global
Assignment entity cannot be used in conjunction with the jobInfo entity in a single rule for an "Add Global
Assignment" case.
The exception to this is that you can have a cross-entity rule between jobInfo and compInfo using the
Employment Information. During the rule configuration, choose jobInfo or jobInformationModel as the base
object.
• It is not possible to have derivation rules for country/region-specific fields/objects.
Assigning a workflow derivation rule at a country/region-specific field/object or in the CSF SDM is possible, but
the system does not read the rule and as a result, no workflow is created.

4.2 Creating Rules That Trigger Workflows for Foundation

Objects

You can create a rule that triggers workflows for any change to a foundation object (FO), so approvers will be
prompted to approve, reject, or provide input for the data change.

Procedure

1. Go to Admin Center Configure Business Rules .

2. Choose  (Create New Rule) on the Business Rules Admin page.
3. On the Configure Business Rules page, select either of the following scenarios for your FO workflow:

• Trigger Workflows under Employee Central Core: This application-specific scenario provides guidance for
you when choosing supported objects, parameters, or actions to minimize errors.
• Basic under Basic: This scenario is recommended for experienced users, because it isn't application-
specific.

 Tip

We recommend that you use the Trigger Workflows scenario while creating new rules instead of the Basic
scenario.

4. Fill out required fields such as Rule Name, Rule ID, Start Date, and Base Object as the foundation object (such
as "location").

 Tip

If you've chosen the Trigger Workflows scenario in Step 3, only entities that are allowed to have a workflow
will be shown in the Base Object dropdown list; if you've choose Basic, note that not all entities shown are
supported.

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50 PUBLIC Triggering Workflows
5. Conditional: If you've chosen the Basic scenario and you want to create a workflow-triggering rule, leave the
Rule Type field empty.

 Note

If you've chosen the Trigger Workflows scenario, this field is automatically hidden.

6. Choose Continue.
7. Conditional: If you've chosen the Basic scenario, add the following parameter in the Parameters section:

Name Code Object

Enter a meaningful name for the pa- FOWorkflow FO Workflow

rameter, for example, FO Workflow.
 Note
This name will appear in the dropdown
Use this exact spelling and capitali-
list for the IF and THEN statements of
zation.
the rule.

You'll use this parameter to select the workflow to be triggered in the THEN statement.

 Tip

If you've chosen the Trigger Workflows scenario, you don't need to do anything in this step.

8. Define IF conditions to determine when to trigger the workflow.

 Tip

Select Always True if the rule is to be triggered when any change occurs to the object.

9. Define the THEN statement that triggers a workflow:

a. Choose the pen icon and select "Set" as the output type.
b. In the Left Expression field, select FO Workflow Workflow Information .
c. Define the right expression by choosing "to be equal to" and the workflow that you want the rule to trigger.

 Tip

If you've chosen the Trigger Workflows scenario, you'll only be able to select the action and the left
expression described above (others not supported are hidden); if you've choose Basic, be sure to select the
correct action and left expression.

10. Optional: Add ELSE IF or ELSE statements if you want to combine several conditions.
11. Save the rule.

Results

The rule is created. After you assign it to the relevant foundation object, the selected workflow is triggered when
the defined changes or criteria happen to the foundation object.

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Triggering Workflows PUBLIC 51
Next Steps

Assign the rule to the foundation object.

Related Information

Creating a Business Rule

Assigning a Business Rule to an Employee Central Object

4.2.1 Foundation Objects

Foundation objects, such as job codes, or cost centers, are one type of Employee Central objects, which are used to
set up data across an entire organization. They are defined and configured in the Corporate Data Model.

Here are a few tips on using workflows for foundation objects.

• You can only create workflows for effective-dated foundation objects.

• Workflows are triggered for foundation objects when they're created, changed, and deleted. You cannot define
a rule that triggers a workflow only when a foundation object is changed, and not when it's created or deleted.
• The workflow used for the foundation object supports only the following approver, contributor, or CC role
types:
• For approvers: Dynamic Group, Position
• For contributors: Dynamic Group, Position
• For CC Role users: Person, External Email, Dynamic Group, Position

 Note

Other types are ignored when the workflow is triggered. If the workflow has no valid step approver as a
result, the workflow is skipped completely and the changes to the foundation object are saved without
triggering the workflow.

• You cannot edit or update workflows for foundation objects on the workflow approval page.
• If you have multiple workflows for creating foundation objects having the same name, and the foundation
objects you intend to create have the same effective date, you won't be able to approve the second workflow
when the first workflow has already been completed. See the following example.
Example:
You create a foundation object Location A with an effective date of 01/01/2014, and trigger workflow 1.
Before workflow 1 is completed, you create a second foundation object, with the same name "Location A" and
the same effective date of 01/01/2014, and trigger workflow 2.
After workflow 1 has been approved and completed, the foundation object Location A (effective on
01/01/2014) is successfully created as a result. Now if you try to approve workflow 2, the request will be
rejected because the foundation object with the same data already exists.

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52 PUBLIC Triggering Workflows
4.3 Assigning a Workflow Directly to Generic Objects

If you only have a simpler workflow mechanism for an MDF generic object, you can assign a workflow directly to the
object. That workflow will be triggered when data record of this object is created or changed.

Context

For example, if you only need one workflow for all Time Off processes, you can assign this workflow directly at
the Employee Time object definition. The assigned workflow is triggered when an employee requests time off or
changes the time-off request.

 Note

If that object has been assigned a business rule that also triggers a workflow, the workflow defined in the
business rule takes priority over the workflow assigned directly to the object. Workflow triggering of this object
is governed by the business rule.

Procedure

1. Go to Admin Center Configure Object Definitions .

2. Edit the MDF generic object.
3. Assign the workflow in the Workflow Routing field.
4. Save the object.

Results

When a data record of this object is created, changed, or deleted, the assigned workflow will be triggered.

4.4 Triggering Workflows with XML File-Based Derivation

(YouCalc Rules)

Using XML files (YouCalc rules) to trigger workflows is a legacy way and not recommended for new customers.

With the YouCalc rules framework, the value of the workflow configuration set by the first matching rule is
considered by the system. Therefore, ensure that the rules are defined in an appropriate sequence. It's sometimes
impossible to achieve one-to-one mapping between a YouCalc rule definition and a business rule definition. To see
how mapping is done, refer to Mapping Existing YouCalc Rules to Rules in the Business Rules Framework.

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Triggering Workflows PUBLIC 53
As support for YouCalc rules will soon be unavailable, it's recommended that new customers use business rules to
trigger workflows. The advantage for this is that they can make any changes in Admin Center only, without the need
to access Provisioning.

You can define whether a workflow is triggered based on a change on the UI, or if you want to use events you have
set up before. In the next topic, you'll see some examples of how you can set up the workflow in the XML file.

 Note

XML workflow rules don't support recurring pay component value comparison.

For example, this setup doesn't work:

 Sample Code

<equal id="payComponentRecurring.pay-component" value="Base Salary"

compareToNew="true"/>
<equal id="payComponentRecurring.pay-component" value="MONCAR"
compareToNew="true"/>

4.4.1 Example Workflows with XML File-Based Derivation

(YouCalc Rules)

Select Workflow Based on Employee or Job Data

In this example, whenever the user changes the department, workflow DEPT_CHANGE is used. DEPT_CHANGE is
the external code of the workflow foundation object. You reference the department field as follows:

• The HRIS-element ID you defined before in the Succession Data Model is jobInfo.
• The HRIS-field ID is department.

 Sample Code

<rule id=”rule-1”>
<trueoutput>DEPT_CHANGE</trueoutput>
<conditions>
<and>
<equal id=”jobInfo.department” inverse=”true” />
</and>
</conditions>
</rule>

Select Workflow Based on Event

To base a workflow on an event, enter the ID in the following format: hris-element-id.event

Implementing and Managing Workflows

54 PUBLIC Triggering Workflows
The event field is a picklist. Value “5” is the external code of the event. Because you compare this value with what
the user enters on the UI, or with the value derived by the system if you use event-reason derivation rules, you use
the compareToNew attribute.

 Tip

If you have uploaded the standard picklist from SAP SuccessFactors without changing the labels, you can find
the external codes and their labels in that file. In this example, the external code 5 refers to the event Data
Change.

If the picklist labels have been adjusted by the company, you need to check the picklists that were uploaded in
the system: Go to Admin Center Manage Picklists . This is where you can download and open the picklist
used in the system. In the column for the external code, look for the value. In the same row, you find the label for
your language (for example, in column en_US).

<rule id=”rule-1”>
<trueoutput>OnLeave</trueoutput>
<conditions>
<and>
<equal id=”jobInfo.event” value=”5” compareToNew=”true” />
</and>
</conditions>
</rule>

Select Workflow Based on Event Reason of the Change

You can use any foundation object to create a workflow, including event reason. If you use event-reason derivation
rules, create the rules required for your workflows in the corresponding XML file.

So, in the example of a new hire, you can define a rule based on the event reason foundation object in the workflow
XML file. The value is the external code of the event reason foundation object. The ID follows the following format:
hris-element-id.event-reason

See the following example:

<rule id=”rule-2”>
<trueoutput>NewHire</trueoutput>
<conditions>
<and>
<equal id=”jobInfo.event-reason” value=”HIRNEW” compareToNew=”true” />
</and>
</conditions>
</rule>

Select Workflow Based on Country

You can have different workflows for each country. The 3-letter ISO code is used for each country.

In the following example, two workflows are configured for the same change, but for users of different countries.
The ID follows the format: hris-element-id.hris-field-id.country

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Triggering Workflows PUBLIC 55
You also need to include the country as a value: value=”USA”

<rule id=”rule-3”>
<trueoutput>CountryUSA</trueoutput>
<conditions>
<and>
<equal id=”jobInfo.company.country” value=”USA” compareToNew=”false” />
<equal id=”jobInfo.department” inverse=”true” />
</and>
</conditions>
</rule>
<rule id=”rule-4”>
<trueoutput>CountryIndia</trueoutput>
<conditions>
<and>
<equal id=”jobInfo.company.country” value=”IND” compareToNew=”false” />
<equal id=”jobInfo.department” inverse=”true” />
</and>
</conditions>
</rule>

Logical Operands for Rules Configuration

You can use the following logical operands when defining rules:

• AND: Both conditions have to be true

• OR: At least one of the conditions has to be true
• XOR: a XOR b is true only when either a or b is true, but NOT both are true (so-called “exclusive OR”).

 Note

You cannot combine AND with OR, but you have to create 2 different rules. For example, if you want a rule for a
data change to manager and cost center or department, you have to set up a rule for a data change to manager
and cost center, and then a second rule for manager and department.

Comparative Operands for Rules Configuration

And you can use the following comparative operands:

• Greater: The new value is greater than the old value.

• Lesser: The new value is less than the old value.
• Equal: The new value is the same as the old value.
If you want to set something to unequal, meaning data has changed, add inverse=”true” to it:

<equal id=”jobInfo.location” inverse=”true” />

Example for “greater”

In this example, the rule is met when the value for the pay grade is increased:

You can use the following logical operands when defining rule
<rule id=”rule-2”>

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56 PUBLIC Triggering Workflows
 <trueoutput>PAYGRADEINC</trueoutput>
<conditions>
<and>
<greater id=”jobInfo.pay-grade” />
</and>
</conditions>
</rule>

Example for “lesser”

In this example, the rule is met when the value for the pay grade is lower than before:

<rule id=”rule-3”>
<trueoutput>PAYGRADEDEC</trueoutput>
<conditions>
<and>
<lesser id=”jobInfo.pay-grade” />
</and>
</conditions>
</rule>

Example for “equal”

“Equal” is mostly used in its reverse sense, meaning, that something has changed and thus is not equal to what it
was anymore. This is achieved by adding theinverse=”true” attribute. In the following example, the rule is met
when the location in the job information block is changed:

<rule id=”rule-3”>
<trueoutput>PAYGRADEDEC</trueoutput>
<conditions>
<and>
<equal id=”jobInfo.location” inverse=”true” />
</and>
</conditions>
</rule>

Field Change to a Certain Value Triggers Rule

In this example, if an employee's department is changed to “ENG”, the workflow ENG_DEPT_CHANGE is used. The
compareToNew attribute determines whether to use the new value for comparison or the old value; that is, if the
compareToNew attribute value is true, then it uses the new department value that is changed in Employee Central.
If the compareToNew attribute value is false, then it uses the user's current department. So in this example, if the
user’s department is changed to something other than ENG, this rule will not be used:

<rule id=”rule-1”>
<trueoutput>ENG_DEPT_CHANGE</trueoutput>
<conditions>
<and>
<equal id=”jobInfo.department” value=”ENG” compareToNew=”true” />
</and>
</conditions>
</rule>

You can also set the compareToNew attribute to “false” if you want to evaluate the initial value of an attribute as in
the following example:

<equal id=”jobInfo.custom-string12” value=”N” compareToNew=”false” />

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Triggering Workflows PUBLIC 57
Change to Specific Data Object Triggers Rule

Instead of defining the HRIS-field ID as you did in the previous two examples, you can also define the ID of a specific
foundation, person or employment object. In the following example, the pay component group A1 has been defined
in the system. A1 is the external code of the pay component group (standard label on the UI is Pay Component
Group ID). In the XML file, you follow this syntax: hris-element-id.externalCode

The following rule is met when a change, such as a salary change, to A1 takes place:

<rule id=”rule-3”>
<trueoutput>SC01</trueoutput>
<conditions>
<and>
<equal id=”payComponentGroup.A1” inverse=”true” />
</and>
</conditions>
</rule>

Rules for Dependents

Here is an example of a rule for dependents. The country restriction can be applied to the active employment of
employee rather than the country that refers to the employment.

Without country restriction:

 Sample Code

<rule id="rule-100">
<trueoutput>DependentChange</trueoutput>
<conditions>
<or> <!-- below configuration means type change or no change -->
<!–START : Dependents Workflow Rules -->
<equal id="personRelationshipInfo.relationship-type"
inverse="true" />
<equal id="personRelationshipInfo.relationship-type" />
<!--END: Dependents Workflow Rules -->
</or>
</conditions>
</rule>

With country restriction:

 Sample Code

<rule id="rule-100">
<trueoutput>DependentChange</trueoutput>
<conditions>
<and>
<equal id="jobInfo.company.countryOfRegistration"
value="USA"/> Notes: <equal id="jobInfo.country-of-company" value="USA"/>
will not work
<or> <!-- means type change or no change -->
<equal id="personRelationshipInfo.relationship-type"
inverse="true" />
<equal id="personRelationshipInfo.relationship-type" />
</or>

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58 PUBLIC Triggering Workflows
 </and>
</conditions>
</rule>

Workflow Rule XML/ Event Reason Rule XML Doesn't Support Recurring Pay
Component Value Comparison

Since the XML rule doesn't support a value comparison, you can try this workaround:

1. In Manage Business Configuration, define a custom field in compensation information in the data model, and
make sure to set the visibility to visible = both
2. If you want this field to be displayed in the UI, give permissions for this field. If no, then no permissions are
needed.
3. In Configure Business Rules, define a business rule. Use compensation info as the base object. If
"compensation information.compensation.pay component" = xx, then set custom field = Yes

4. In Manage Business Configuration, in compInfo, set this rule as an onSave rule.

5. In the workflow rule.xml, make this setting: <equal id="compInfo.custom-string13" value="Yes"
compareToNew="true"/>
6. Trigger the expected workflow.

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4.4.2 Mapping Existing YouCalc Rules to Rules in the Business
Rules Framework

You can define business rules to match existing YouCalc rules (in XML file).

Consider the extract of a sample YouCalc workflow XML below.

<rule id="rule-1">
<trueoutput>COMMONWF</trueoutput>
<conditions>
<or>
<equalid="compInfo.pay-type"
inverse="true"/>
<equalid="compInfo.benefitsRate"
inverse="true"/>
<equalid="personalInfo.suffix" inverse="true"/>
<equalid="jobInfo.job-code" inverse="true"/>
<equalid="jobInfo.FTE"
inverse="true"/>
<equalid="globalAssignmentInfo.assignment-type"
compareToNew="true"/>
</or>
</conditions>
</rule>
<rule id="rule-2">
<trueoutput>NEWHIREWF</trueoutput>
<conditions> <or>
<equal id ="jobInfo.event" value = "H"
compareToNew="true"/>
</or>
</conditions>
</rule>

There are two rules defined here, one intended to handle common data changes and the other to handle the new
hire case. This can also be realized using the business rules framework by creating multiple rules as shown below:

1. RULE_ID : RULE_JOBINFO_WF
Base Object: Job Information Model
Rule Definition:
IF jobInfo.jobCode.Value NOT EQUAL TO jobInfo.jobCode.PreviousValue OR jobInfo.FTE.Value NOT EQUAL TO
jobInfo.jobCode.PreviousValue THEN SET jobInfo.wfConfig.Value = COMMONWF.
2. RULE_ID : RULE_COMPINFO_WF
Base Object: Compensation Info Model
Rule Definition:
IF compInfo.pay-type.Value NOT EQUAL TO compInfoM.pay-type.PreviousValue OR compInfo.benefitsRate.Value
NOT EQUAL TO compInfo.benefitsRate.PreviousValue THEN SET compInfo.wfConfig.Value = COMMONWF.
3. RULE_ID: RULE_GLOBALASSIGNMENT_WF
Base Object: Global Assignment InfoModel.
Rule Definition:
IF globalAssignmentInfo.assignment-type.Value NOT EQUAL TO globalAssignmentInfo.assignment-
type.PreviousValue THEN SET globalAssignmentInfo.wfConfig.Value = COMMONWF.
4. RULE_ID: RULE_PERSONALINFO_WF
Base Object: Personal Info Model
Rule Definition:
IF personalInfo.suffix.Value NOT EQUAL TO personalInfo.suffix.PreviousValue THEN SET
personalInfo.wfConfig.Value = COMMONWF.

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60 PUBLIC Triggering Workflows
5. RULE_ID: RULE_NEWHIRE_WF
Base Object: Employee Information
Rule Definition:
IF employeeInformation.jobInfo.eventReason = New Hire (H) THEN SET employeeInformation.wfConfig.Value =
NEWHIREWF

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5 Configuring Workflow Features

You can configure workflow features, for example, setting up reminders, escalation, or automatic approval for
stalled workflows, and so on.

Reminders About Stalled Workflows [page 63]

To make sure that workflows are approved promptly, you can set up reminders for workflow requests that
have been stalled at a step for too long.

Automatic Workflow Escalation [page 65]

You can set up escalation mechanism so that stalled workflow requests are forwarded to someone at a
higher level for approval.

Automatic Approval for Stalled Workflows [page 70]

A workflow is prevented from proceeding to the next step if the current step’s approver doesn’t give a
response and no automatic escalation is effective. As a result, all subsequent approvers need to wait until
the workflow reaches their assigned step. This results in delayed treatment of those workflow requests. You
can use a recurring job to make the system automatically check and approve workflow steps that have not
been processed within a specified timeframe.

Enabling the Professional Edition of Manage Workflow Requests [page 74]

With the professional edition of Manage Workflow Requests, you can filter workflows with additional
attributes.

Customizing Key Details of Workflow Requests for Quick View [page 75]
Key details about workflows shown in the My Workflow Requests page help you make quick decisions about
them. To ensure that you see relevant and informative key details, you can customize key details for various
types of workflow request.

Enabling Four-Eye Principle for Workflow Approvals [page 76]

To ensure data quality, you can apply the Four-Eye Principle during workflow approval. With the feature
enabled, if someone who initiated a workflow is among the resolved approvers for a step of that workflow,
they'll be excluded from that step.

Preventing Quick Approval for Multiple Workflows [page 78]

Approvers can approve multiple workflow requests in one go. To make sure that they review details of every
workflow request before approving it, you can enable the Prevent Quick Approval for Workflow permission.

Data Blocking for Workflow Data [page 78]

Companies store and maintain various types of personal data about their employees, ranging from basic
details like name and date of birth, to sensitive information such as religion or medical history. Use the data
blocking feature to ensure data privacy and protect personal or sensitive data used in workflows.

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62 PUBLIC Configuring Workflow Features
5.1 Reminders About Stalled Workflows

To make sure that workflows are approved promptly, you can set up reminders for workflow requests that have
been stalled at a step for too long.

You can define a period (in days) and when there is no action from approvers for the defined period, a reminder
is sent. The period can be defined in either the workflow object itself or the recurring reminder job that triggers
reminders.

Defining it in the workflow objects allows you to be flexible with different workflows. For example, you might want
to have more frequent reminders for promotion-related workflows than for job relationship-related workflows. For
simple data changes, you might even decide not to have any reminders at all.

Defining it centrally in the recurring job offers a simplified way of setting up reminder intervals, because the number
of days defined there applies to all workflows in the systems.

However, if you have defined Remind in Days at both places, the value entered for the job prevails.

Recurring Reminders

Reminders are recurring, that is, if there is no action from the approvers after the first reminder, they will be
reminded again.

For example, you have set Remind in Days to 2. If no action has taken place for that workflow within the first 2 days
at a step, additional reminders are sent on day 4, then on day 6, and so on, until current approvers act on that
workflow. The action could be adding a comment or changing approvers in the workflow.

Let's say the current approver gets a reminder on day 2. The approver then makes a minor change on the third day,
like adding a comment, and then again leaves the workflow pending for another two days. The next reminder is sent
on day 5. This behavior is repeated until the approver finally approves or rejects the workflow.

5.1.1 Creating a Recurring Job to Send Batch Reminders About

Stalled Workflows

Create a recurring job to send batch reminders for all stalled workflows in the system.

Context

In the recurring job, you can define a specific number of days as the reminder interval for all workflows in the
system. For detailed instructions on creating and submitting a general job request, see Scheduling Jobs in Related
Information.

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Configuring Workflow Features PUBLIC 63
  Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Provisioning, go to Managing Job Scheduler Manage Scheduled Jobs .

 Tip

You can now create, schedule, and monitor the job also in Admin Center Scheduled Job Manager .
The daily execution limits for the Workflow Action Reminder job are: 1 time for a one-time job and 1 time for
a recurring job.

2. On the Manage Scheduled Jobs page, choose Create New Job.

3. Specify a job name and a job owner.

Job owners have the authorization to submit or start a job. They will also be the default user to receive email
notifications about the job status.
4. Select Workflow Action Reminder as the job type. Afterwards, the Remind in Days setting is displayed as a job
parameter.
5. Specify the number of days, after which the job will remind approvers if they haven't acted upon workflow
requests.

Leave the field empty and the job will use the number of days you define in an individual workflow to determine
when a reminder is to be sent to the approvers.
6. Optional: Indicate whether you want to include workflow initiators in the reminders as well.
7. In the Job Occurrence & Notification section, specify how often and when the job is run, add additional
recipients as necessary (for example, HR admin), and specify whether a notification is sent when the job starts.

 Tip

To make sure that approvers of the stalled workflows are reminded promptly, we recommend that you set it
as a daily job.

 Note

If you also have a recurring job for escalations, make sure that two jobs are not running at the same time. To
avoid that, you can make one job as the dependent job of the other one.

In this section, you can also define an active period for the recurring job. If you do not have a specific end date,
enter 99991231 as an infinite future date.
8. Click Create Job to save it.
9. If you are the owner of the job, back in the job list, submit it so that it starts running.

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64 PUBLIC Configuring Workflow Features
Results

The job will start running during the active period. The approvers of stalled workflows will receive a reminder email.
The same template of workflow request notification is used, with “Reminder” added to the subject.

Related Information

Defining Workflow Email Notifications [page 82]

Creating an Individual Workflow [page 23]
Managing Scheduled Jobs in Provisioning
Managing Scheduled Jobs in Admin Center

5.2 Automatic Workflow Escalation

You can set up escalation mechanism so that stalled workflow requests are forwarded to someone at a higher level
for approval.

How Escalation Works

With a defined escalation path and criteria, when a workflow is stalled for the specified number of days, the
workflow is automatically escalated to a specified user, or an "escalation receiver". The workflow now sits in the
to-do list of the new approver and can no longer be approved by the original approver.

The new approver can directly approve the request or, after talking to the original approver offline, decline or send
back the escalation. When the escalation is declined or sent back, the workflow goes back to the original approver.

When the workflow is escalated, the original workflow approver can also revoke the escalation to process the
workflow themselves later.

Recurring Escalation

If there are multiple escalation steps and the first escalation approver doesn’t act upon it for a certain number of
days, the workflow is then escalated to the next step. To make sure that a workflow will be acted upon in time, you
can define the last of the escalation steps as recurring. The workflow will be escalated up the organization until it is
approved.

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Configuring Workflow Features PUBLIC 65
System Behaviors

• For workflows already escalated, delegation (either manual or automatic) won't happen to them; but if
workflows are first delegated, they can still be escalated.
• When automatic approval is enabled for a step, that step won't have escalation.
• If there is no valid approver (based on the selection Stop the Workflow in the field No Approver Behavior), then
the workflow will not be escalated automatically.
• Dynamic Group, Dynamic Role, Position or Position Relationship is not supported in the escalation targetValue
field. If there is an escalation from A to B, then user B cannot be multi-user (B can only be one of the following
single-user types: Manager, Manager Manager, and HR manager) but A can be multi-user (such as Dynamic
Group, Dynamic Role, Position and Position Relationship).
• The escalator will not have a to-do item.
For example, after escalation from A to B, the to-do from A will be deleted and A will not have a to-do item
for that workflow anymore. If the escalation goes further, meaning A->B->C, then both A and B will no longer
have to-dos. However, A and B can access the workflow from the Pending Requests Requests waiting for
my approval page.
In an escalation scenario with more than 2 levels of escalation, meaning A->B->C->D, only the original approver
(A) and last escalator (C) and escalatee (D) can see the request from the Pending Requests page. The middle
user (B) cannot see the pending request.

1. Setting Up an Escalation Path [page 66]

Specify when a workflow is escalated and to whom. You can define multiple steps in the escalation path,
and when the workflow request continues to be stalled, the escalation will be sent to different people along
the sequence of steps.
2. Creating a Recurring Job for Workflow Escalation [page 69]
The recurring job is run regularly to check for stalled workflows that have not been acted upon by approvers
for a certain number of days and to trigger escalation.

5.2.1 Setting Up an Escalation Path

Specify when a workflow is escalated and to whom. You can define multiple steps in the escalation path, and when
the workflow request continues to be stalled, the escalation will be sent to different people along the sequence of
steps.

Prerequisites

You have the Manage Data permission.

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66 PUBLIC Configuring Workflow Features
Procedure

1. Go to Admin Center Manage Data Create New , and select Escalation.

2. Enter a name and a code for the escalation.
3. Define escalation steps. For each step, specify the following:

Setting Description

Escalation Select the starting point of the escalation. It can be one of the following:
Route
From • Current Approver
The approver of the workflow before the current escalation step. If used in the first step of the escalation,
it represents the original approver of the workflow. If used in any other steps, it represents the escalation
approver of the previous step.
• Original Approver
The original approver of the workflow.
• Subject Employee
The subject employee of the workflow.
• Initiator
The workflow initiator.

Target Specify the receiver of the escalation, that is, the person to whom the workflow is escalated. It can be
Value manager, manager’s manager, or HR.

If Manager is set as the target value and the escalation starts from Original Approver that is a
dynamic group, the workflow will be escalated to managers of every member of that group. When one
manager approves it, all other managers won’t see the to-do item anymore.

Escalation Specify the number of calendar days, after which, if there is still no action from the person defined in the
After Days Escalation Route From field, the escalation is triggered.

Results

The escalation path has been defined and it is available for selection when you set up a workflow.

Next Steps

Assign the escalation path to workflows in the Manage Organization, Pay and Job Structures admin tool.

Create a recurring job that checks for stalled workflows and triggers escalation on a regular basis.

Example: A Three-Step Escalation Path [page 68]

In this example, you define a three-step escalation path to make sure that a job change workflow is acted
upon timely.

Example: A Recurring Escalation Step [page 68]

You want to define a recurring escalation step: if the workflow stalled at the escalation approver, it will be
escalated up the organization until it is approved.

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Task overview: Automatic Workflow Escalation [page 65]

Next task: Creating a Recurring Job for Workflow Escalation [page 69]

Related Information

List of Role-Based Permissions

Creating an Individual Workflow [page 23]

5.2.1.1 Example: A Three-Step Escalation Path

In this example, you define a three-step escalation path to make sure that a job change workflow is acted upon
timely.

After two days being stalled at the approver, the workflow is escalated from the current approver to the current
approver's manager. In case that the current approvers manager hasn't reacted in three days, the workflow is then
escalated to the original approver's Manager Manager. If the individual in the Manager Manager role hasn't reacted
within five days, the HR manager of the subject user receives the workflow for approval. Note that the number you
enter in the Escalation After Days field specifies how many days elapse after the workflow was initiated.

For this scenario, let's assume the workflow is initiated on Monday, June 1 and the escalation path will look like as
follows:

Step ID Escalation Route From Target Value Escalation After Days Occurs On

1 Current Approver Manager 2 Wed., June 3

2 Original Approver Manager Manager 3 Thu., June 4

3 Subject Employee HR 5 Sat., June 6

5.2.1.2 Example: A Recurring Escalation Step

You want to define a recurring escalation step: if the workflow stalled at the escalation approver, it will be escalated
up the organization until it is approved.

You can define the escalation step as follows:

Step ID Escalation Route From Target Value Escalation After Days

1 Current Approver Manager 4

In the above sample step, the workflow is set up to be escalated after four days to the current approver’s manager.
If after another four days the approver manager hasn't acted upon the request yet, the workflow will be escalated to

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the manager’s manager. If there is no response, the workflow will be escalated every four days up the organization
until it is approved.

 Tip

Use such a recurring step as the last step of a multi-step escalation path or as the only step in a escalation path.

5.2.2 Creating a Recurring Job for Workflow Escalation

The recurring job is run regularly to check for stalled workflows that have not been acted upon by approvers for a
certain number of days and to trigger escalation.

Prerequisites

You have defined email templates for escalation. You can customize standard templates by adding tags. The
following templates are available:

• Workflow Action Escalate Notification

• Workflow Action Escalate Revoke Notification
• Workflow Action Escalate Decline Notification

Context

For detailed instructions on creating and submitting a general job request, see Scheduling Jobs in Related
Information.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Provisioning, go to Managing Job Scheduler Manage Scheduled Jobs and create a new job.

 Tip

You can now create, schedule, and monitor the job also in Admin Center Scheduled Job Manager .
The daily execution limits for the Workflow Auto Escalation job are: 1 time for a one-time job and 1 time for a
recurring job.

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2. On the Manage Scheduled Jobs page, choose Create New Job.
3. Specify a job name and a job owner.

Job owners have the authorization to submit or start a job. They will also be the default user to receive email
notifications about the job status.
4. Select the Workflow Auto Escalation as the job type.
5. In the Job Occurrence & Notification section, specify how often and when the job is run, add additional
recipients as necessary (for example, HR admin), and specify whether a notification is sent when the job starts.

 Tip

To make sure that stalled workflows are acted upon promptly, we recommend that you set it as a daily job.

 Note

If you also have a recurring job for reminders, make sure that the two jobs are not running at the same time.
To avoid it from happening, you can make one job as the dependent job of the other one.

In this section, you can also define an active period for the recurring job. If you do not have any specific end
date, enter 99991231 as an infinite future date.
6. Click Create Job to save it.
7. If you are the owner of the job, back in the job list, submit it so that it starts running.

Results

The job will start running during the active period. The stalled workflows are escalated according to the escalation
path and escalation days.

Task overview: Automatic Workflow Escalation [page 65]

Previous task: Setting Up an Escalation Path [page 66]

Related Information

Managing Scheduled Jobs in Provisioning

Managing Scheduled Jobs in Admin Center

5.3 Automatic Approval for Stalled Workflows

A workflow is prevented from proceeding to the next step if the current step’s approver doesn’t give a response and
no automatic escalation is effective. As a result, all subsequent approvers need to wait until the workflow reaches

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their assigned step. This results in delayed treatment of those workflow requests. You can use a recurring job to
make the system automatically check and approve workflow steps that have not been processed within a specified
timeframe.

5.3.1 Enabling the Days Until Auto Approval Field

Before creating a recurring job for automatic approval, you must configure a new data field and make it available
on the workflow configuration UI. Users can then enter a value for it to specify how many days elapse before a
workflow step is automatically approved.

Procedure

1. Go to Admin Center Import/Export Corporate Data Model .

2. Export the data model template, open it with a text editor, and paste the following code into it.

 Sample Code

<hris-element id="wfStepApprover">
...
<hris-field id="autoApproveInDays" visibility="both">
<label>Days until Auto Approval</label>
</hris-field>
...
</hris-element>

 Tip

To ensure the label displays in a proper locale, consider adding variations in all other required languages.

 Note

After you've enabled the Days until Auto Approval field and assigned a value to it, you cannot turn off the
feature by removing the code snippet from the data model template. That only hides the field from UI. To
turn off the feature, leave the field empty.

3. Save the file and import it back into the system.

This is how the field looks on the UI after you enable it.

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Results

The field, with the name specified in the code snippet (“Days until Auto Approval” in this case), appears on the UI
and you can specify a value for it when defining a workflow configuration.

In this context, one day means a continuum of 24 hours; in other words, passing the midnight does not necessarily
mean one day has elapsed. From the moment the workflow is triggered, the system will count the hours, convert
the hours into days, and automatically approve workflow steps that have reached the defined threshold.

 Example

If you trigger a workflow at 12:00 p.m. (noon) today, the Days until Auto Approval field is set to 1 day, and the
job for auto approval runs daily at 02:00 a.m., then the auto approval will not happen at 02:00 a.m. tomorrow
(because only 14 hours have elapsed); instead, it will be picked up by the job on the day after tomorrow and
happen some 38 (14+24) hours after the workflow was triggered.

5.3.2 Creating a Recurring Job for Automatic Approval

After you've enabled the Days until Auto Approval field, you can create a recurring job that automatically checks
and approves steps of stalled workflows.

Prerequisites

You have enabled autoApproveInDay in the corporate data model so that the Days until Auto Approval field
shows on the workflow configuration page. For more information, see Enabling the Days until Auto Approval Field in
Related Information.

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72 PUBLIC Configuring Workflow Features
Context

For detailed instructions on creating and submitting a general job request, see Scheduling Jobs in Related
Information.

Procedure

1. In Provisioning, go to Managing Job Scheduler Manage Scheduled Jobs .

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

2. On the Manage Scheduled Jobs page, choose Create New Job.

3. Specify the job name and the job owner.

Job owners have the authorization to submit or start a job. They will also be the default users to receive email
notifications about the job status.

 Note

The owner of the recurring job, instead of the original approver of the stalled step, will be shown as the
approver on the Workflow Details page or other similar pages.

4. For the job type, select Workflow Auto Approval.

5. In the Job Occurrence & Notification section, specify how often and when the job is run, add additional
recipients as necessary (for example, HR admin), and specify whether a notification is sent when the job starts.

 Tip

To ensure stalled workflows are acted upon sooner, we recommend that you set it as a daily job. You can
also define an active period for the recurring job. If you do not have a specific end date, enter 99991231 as
an infinite future date.

 Note

In case you also have a recurring job for reminders, make sure that the two jobs don't run at the same time.
For example, you can make one job as a dependent job of the other.

6. Choose Create Job to save your job.

7. If you are the owner of the job, submit it and have it started; otherwise, ask the owner to start it.

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Results

The job runs during the specified active period. When a step hasn't been responded to within the predefined
timeframe, the system automatically approves it and allows the workflow to proceed to the next step.

Next Steps

Browse for an existing workflow that you think might benefit from this auto-approval feature. Enable the feature by
entering a number in the Days until Auto Approval field. This number specifies how many days elapse before this
recurring job prompts the system to auto-approve a non-responsive step. Please note that 1 day in this context
means 24 hours. See the example in Enabling the Days Until Auto Approval Field.

Related Information

Enabling the Days Until Auto Approval Field [page 71]

Managing Scheduled Jobs in Provisioning

5.4 Enabling the Professional Edition of Manage Workflow

Requests

With the professional edition of Manage Workflow Requests, you can filter workflows with additional attributes.

Prerequisites

You have access to the Manage Permission Roles admin tool.

Context

If the professional edition of Manage Workflow Requests isn't enabled, choosing the Approve Requests tile opens
a popup window where you can choose the Go to Workflow Requests button to land on the normal edition of My
Workflow Requests page. After the professional edition is enabled, you'll be directly taken to a more advanced
edition of My Workflow Requests, where you can find additional filters such as Company, Location, Cost Center,
Business Unit, Division, Department, and Assignment.

 Note

These filters aren’t relevant for hire and rehire workflows.

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74 PUBLIC Configuring Workflow Features
 Business Unit, Division, and Department aren’t relevant for changes to generic objects. The three filters are
disabled when the approvers are filtering for workflow requests of the Change Generic Object Actions type.

Procedure

1. In Admin Center, go to Manage Permission Roles and open the permission setting list of the relevant role.

2. In permission settings, go to Administrator Permissions Manage Workflows and enable Professional

Edition Manage Workflow Requests.
3. Save the updated permission settings.

Results

In the professional edition of Manage Workflow Requests, you can scroll down to load more workflow requests, view
customizable key details of them, apply filters, and perform batch approvals.

5.5 Customizing Key Details of Workflow Requests for Quick

View

Key details about workflows shown in the My Workflow Requests page help you make quick decisions about them.
To ensure that you see relevant and informative key details, you can customize key details for various types of
workflow request.

Context

Key details summarize what's important about a workflow. For example, you can define two fields, Position Title
and Cost Center, for Position (as an MDF object) to be shown as key details. In the My Workflow Requests page,
for each workflow involving Position, its position title and cost center information will be shown in the Key Details
column. By taking a quick glance, you know what those workflow requests are about and what you need to do.

Only workflows related to the MDF object Position are supported now.

Procedure

1. Go to Admin Center Manage Data , and start to create an instance of the Advanced To-do Key Details
object.

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Configuring Workflow Features PUBLIC 75
2. Name the instance and assign a code to it.

 Note

Each company can have only one instance of the Advanced To-do Key Details object. You can edit an
existing instance, or delete it and create a new one.

3. Select an MDF object (Position) and choose Details.

 Note

Each MDF object can have only one Key Details setting. You can edit the existent setting, or delete it and
create a new one.

4. In the window that appears, select fields and specify whether these fields should show external codes.

 Note

For each Key Details setting, you can select up to four fields and they should be different from each other.

5. When you finish selecting the fields, choose Done.

6. Back to the instance creation page, choose Save.

Results

You have customized key details for workflow requests with a particular MDF object (Position). When such
workflow requests show on the My Workflow Requests page, you'll see the key details you've selected; and if there’s
any change to the fields involved, such a change is highlighted for attention.

5.6 Enabling Four-Eye Principle for Workflow Approvals

To ensure data quality, you can apply the Four-Eye Principle during workflow approval. With the feature enabled, if
someone who initiated a workflow is among the resolved approvers for a step of that workflow, they'll be excluded
from that step.

Prerequisites

You have the Platform Feature Settings permission.

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76 PUBLIC Configuring Workflow Features
Context

The Four-Eye Principle is widely used as an internal control mechanism that requires that a decision, a transaction,
and so on be controlled (reviewed, double checked) by a second individual that is independent and competent. It's
used in Employee Central Workflows in a slightly different way.

The employee who initiates the workflow might turn out to be a resolved approver of these approver types:
Dynamic Role, Dynamic Group, Position, or Position Relationship. With the Four-Eye Principle enabled, the system
normally excludes the initiator from an approval step and no approval request is sent to the initiator, but there are a
few exceptions:

• When one approver of the workflow has designated the initiator as delegatee, either manually or through
auto-delegation, then the initiator will receive approval requests and can act on behalf of the delegator to
process the workflow.
• The Four-Eye Principle doesn't apply to these single-user roles: Self, Manager, Manager Manager, and
Employee HR. It's applicable for all other single-user roles and multi-user roles.
• The Four-Eye Principle works in an employment-based (user account-based) way; it's not person based. So,
one user account of an employee with multiple employments (for example, employee on Global Assignment
or Concurrent Employment) could be the approver of a request initiated by another user account of the same
employee. We advise that customers modify the routing of the workflow to avoid this.

 Note

In a workflow object for to-do alerts, the Four-Eye Principle applies to the owner of the EC Alerts and
Notifications job. If the job owner is also the resolved alert recipient, they will not receive the alert.

If the initiator is the only approver of a step, how the workflow behaves depends on the specified no-approver
behavior:

• Skip This Step

The step is skipped. The workflow is either routed to the next step if it has one or ended if it has no more step.
• Stop The Workflow
The workflow is stalled at the approval step. The admin can later process it in Manage Workflow Requests
admin tool.

Procedure

1. Go to Admin Center Platform Feature Settings .

2. Enable Enforce Four-Eyes Principle on Workflow Step Approval.
3. Save the settings.

Results

The Four-Eye Principle feature has been enabled. If the workflow initiator is also the approver, they'll be excluded
from the approval step.

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5.7 Preventing Quick Approval for Multiple Workflows

Approvers can approve multiple workflow requests in one go. To make sure that they review details of every
workflow request before approving it, you can enable the Prevent Quick Approval for Workflow permission.

Prerequisites

You have the access to the Manage Permission Roles admin tool.

Context

When the Prevent Quick Approval for Workflow permission has been enabled for approvers, they cannot approve
multiple workflow requests in the Approve Requests dialog or on the My Workflow Requests page. They must open
each workflow request, review the details, and approve it individually.

Procedure

1. Go to Admin Center Manage Permission Roles and open the permission setting list for the relevant role.

2. Go to Administrator Permissions Manage Workflows and select Prevent Quick Approval for Workflow.
3. Save the updated permission settings.

Results

Employees having this role now cannot approve multiple workflows at once.

5.8 Data Blocking for Workflow Data

Companies store and maintain various types of personal data about their employees, ranging from basic details like
name and date of birth, to sensitive information such as religion or medical history. Use the data blocking feature to
ensure data privacy and protect personal or sensitive data used in workflows.

Data blocking allows you to restrict access to completed workflows (those in the approved, rejected, or canceled
status) to a controlled number of users. You can further configure the feature by defining a timeframe, limiting what
they can view to workflows that were completed within this timeframe.

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78 PUBLIC Configuring Workflow Features
1. Enabling Data Blocking for Completed Workflows [page 79]
Access to completed workflows can be restricted to users with special role-based permissions (RBP). Add
the permission first and grant it to relevant users.
2. Granting Permission for Viewing Completed Workflows [page 80]
Only users who have proper permissions can access workflows that are completed. In addition,
administrators can apply a timeframe to the permission so the permitted users are only allowed to view
workflows that are completed within this timeframe.

Related Information

Data Blocking

5.8.1 Enabling Data Blocking for Completed Workflows

Access to completed workflows can be restricted to users with special role-based permissions (RBP). Add the
permission first and grant it to relevant users.

Prerequisites

You have the Platform Feature Settings permission.

Procedure

1. Go to Admin Center Platform Feature Settings .

2. Select Add Permission: View Completed Workflows.
3. Save your changes.

Results

A new permission, View Completed Workflows, is available among the RBPs for Manage Workflows.

Next Steps

Grant this permission to users who need access to completed workflows.

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Task overview: Data Blocking for Workflow Data [page 78]

Next task: Granting Permission for Viewing Completed Workflows [page 80]

Related Information

List of Role-Based Permissions

5.8.2 Granting Permission for Viewing Completed Workflows

Only users who have proper permissions can access workflows that are completed. In addition, administrators can
apply a timeframe to the permission so the permitted users are only allowed to view workflows that are completed
within this timeframe.

Context

When CC roles receive workflow notifications, the workflows are already completed. So, this permission also affects
whether and how they receive some notifications. Email notifications are sent to CC roles anyway, but without the
permission, CC roles do not receive system notifications in My Pending Requests.

If CC roles are granted this permission with a timeframe restriction, completion notifications of the workflows
that they aren’t allowed to view anymore are automatically removed from the notification list of their My Pending
Requests.

Procedure

1. Go to Admin Center Manage Permission Roles .

2. Assign the View Completed Workflows permission to relevant user roles.

You can find this permission under Manage Workflows.

3. Optional: Apply a timeframe to the access.

In Permission Role Detail, go to Grant this role to… Edit Granting Data Access Period Settings
Completed Workflows . Select Restricted and enter a number from 0 to 999 to specify a period in months.
Permitted users can view workflows that are completed within this period.

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80 PUBLIC Configuring Workflow Features
 Number Means...

0 Permitted users can only view workflow requests that were

completed today.

Any number between 1 and 999 Indicates a past period in months. For example, if you set it
to 5, they can only view workflow requests completed within
the past 5 months.

 Note

If a user has multiple role-based permissions with different Completed Workflows access periods, the
longest period applies.

4. Save your changes.

Results

Only permitted users can view completed workflows. If you have also applied a timeframe, they can only view
workflows that were completed within the specified period.

Task overview: Data Blocking for Workflow Data [page 78]

Previous task: Enabling Data Blocking for Completed Workflows [page 79]

Related Information

Permission Role Assignments

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6 Defining Workflow Email Notifications

Upon a workflow action, such as initiation, approval, and rejection, workflow participants receive to-do alerts as well
as email notifications.

To define these notifications, you can use standard templates or create custom ones with Document Generation.
Document Generation allows you to tailor-make templates for different roles and various workflow actions.

 Note

Emails are sent when there's an update to a workflow auto-delegation request, for example when it's sent,
accepted, rejected, or withdrawn. Such emails are hardcoded and users cannot customize the text, language,
or layout.

Based on your template configurations, the following diagram shows how the system determines which template
to use when creating email notifications:

Editing Standard Templates [page 83]

Standard email templates are available for each workflow action, for example, when a workflow is approved
or rejected. You can also modify these templates using a variety of supported text tags, which represent
variable user or event information.

Creating Custom Templates with Document Generation [page 91]

Document Generation enables you to create and manage custom documents, including workflow email
templates that use both text and images. Being able to create and assign templates more flexibly, you can
have custom notification text for different participant types.

Creating a Workflow Email Configuration [page 93]

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82 PUBLIC Defining Workflow Email Notifications
 A workflow email configuration is a set of email notification templates to be used at various workflow steps.
You can build a workflow email configuration with all custom templates created with Document Generation
or with a combination of both standard and custom templates.

Setting Up Custom Workflow Notifications [page 94]

Administrators can create custom email notification templates for each of the major workflow actions and
for specific email recipients. Within these templates, administrators can go beyond existing workflow tags
to define variables that provide more useful information to the workflow participants. Administrators also
have the flexibility to turn off the notifications when necessary.

6.1 Editing Standard Templates

Standard email templates are available for each workflow action, for example, when a workflow is approved or
rejected. You can also modify these templates using a variety of supported text tags, which represent variable user
or event information.

Prerequisites

You have the E-mail Notification Templates Settings permission. You can find it under Administrator Permissions
Manage System Properties in Manage Permission Roles.

Procedure

1. Go to Admin Center E-Mail Notification Templates and select the workflow email template that you want
to customize.
2. Scroll down to the section where you can edit the email template.
3. The system shows the email subject and body in the current signed-in locale. If the template has never been
modified, you see this message: You do not have a template created for the selected language, this is the
recommended <locale name> locale template.
4. Modify the text of the email subject or body as needed, and use the tags to represent user or event information,
for example, [[CREATED_USER]] for workflow initiator and [[EVENT_REASON]] for the event reason of the
data change.

 Note

You should use EVENT_REASON, instead of HRIS_ACTION. Besides, we suggest that you review all your
existing email notifications and look for HRIS_ACTION, which should be replaced by EVENT_REASON.

5. Optional: To define the template text for other locales, select the language name in the locale list and then
work on the text as needed.
6. Save the changes you’ve made to the standard template.

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Defining Workflow Email Notifications PUBLIC 83
Results

The template is updated, and the system uses the updated template to generate relevant workflow notification
emails.

Task overview: Defining Workflow Email Notifications [page 82]

Related Information

Creating Custom Templates with Document Generation [page 91]

Creating a Workflow Email Configuration [page 93]
Setting Up Custom Workflow Notifications [page 94]

6.1.1 Available E-mail Templates for Employee Central

Workflows

You have standard e-mail templates for different workflow-related scenarios. The table below lists all e-mail
templates and their target users (such as approver types).

Available E-mail Templates for Workflows

E-mail Template Name Description Target User

Workflow Action Approval Notification Sends e-mail notifications on completion Initiator

of a workflow.
Contributor

Workflow Action Rejected Notification Sends e-mail notifications on rejection of Initiator, current approvers, approvers
a workflow. before the current step who have already
approved this request (in a step if there
are more than one person who can ap-
prove the request, this notification is only
sent to the person who actually approved
it), contributors

Workflow Action Pending Notification Sends e-mail notifications to current ap- Current approvers
provers at every approval step (except
the final one) and initiation of a workflow.

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84 PUBLIC Defining Workflow Email Notifications
E-mail Template Name Description Target User

Workflow Action Canceled Notification Sends e-mail notifications on cancella- Initiator, current approvers, approvers
tion of the workflow. before the current step who have already
approved this request (in a step if there
are more than one person who can ap-
prove the request, this notification is only
sent to the person who actually approved
it), contributors

Workflow Action Skipped Notification Sends e-mail notifications when the ad- Skipped user
min skips a user on a workflow.

Workflow Comment Posted Notification Sends e-mail notifications when a com- Initiator
ment is posted on a workflow.
Contributor

Previous step approver

Current approvers

Workflow Action Lockdown Notification Sends e-mail notifications when the ad- Initiator
min locks down a workflow.
Contributor

Previous step approver

Current approvers

Workflow Action Unlock Notification Sends e-mail notifications when the ad- Initiator
min unlocks a workflow.
Contributor

Previous step approver

Current approvers

Workflow Action Contributor Notification Sends e-mail notifications when a work- Contributors
flow is initiated.

Workflow Action CC Role Notification Sends e-mail notifications on the com- CC Users
pletion of a workflow.

Workflow Step Approved Notification Sends e-mail notifications to the initiator Initiator
and contributors on approval of every
Contributors
step in a workflow.

Workflow Sent Back Notification Sends e-mail notifications to the initia- Initiator
tor, previous approver, and contributors
Contributor
when the approver sends back a work-
flow to the initiator. Previous step approver

Current step approvers

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E-mail Template Name Description Target User

Workflow Action Delegate Notification Sends e-mail notifications when a work- Delegatee receiving pending email
flow request is delegated.
Initiator receiving delegation notification
email

Workflow Action Delegate Revoke Notifi- Sends e-mail notifications when the dele- Delegatee
cation gator revokes a delegation request.
Initiator

Workflow Action Delegate Decline Notifi- Sends e-mail notifications when the del- Delegator receiving pending email
cation egatee declines a delegation request.
Initiator receiving delegate decline email

Workflow Action Escalate Notification Sends e-mail notifications when a work- Initiator
flow request has been escalated.
Escalatee

Escalator

Workflow Action Escalate Revoke Notifi- Sends e-mail notifications when the pre- Initiator
cation vious approver revokes a workflow esca-
Escalatee
lation request.

Workflow Action Escalate Decline Notifi- Sends e-mail notifications when the new Initiator
cation approver declines a workflow escalation
Escalator
request.

6.1.2 Available Workflow Tags for E-mail Notifications

The table below lists all workflow-specific and generic tags you can use for e-mail notifications. You can use tags
that are specific for workflows, which must have the mapping type Reference.

 Tip

You can use the Data Type filter to specify whether you want to view workflow-specific or generic tags. For all
other columns, you can search for specific text.

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This Table Contains All Tag Types That Include the Tag Name and Descriptions

Tag Type Tag Name Description

Workflow [[ACTION_TYPE]] The action that the subject-user has performed,

which identifies when object has been created,
updated, or deleted.

 Note
Relevant for Foundation Object (FO) work-
flows.

Workflow [[APPROVAL_CHAIN]] The approval chain up to the current user who

gets an e-mail notification.

Usually, a step approver that is added to an ap-

proval chain only when that user approves the
workflow. If the first step approver declines the
workflow, the approval chain tag would hold the
initiator value.

Workflow [[CREATED_USER]] The individual who created the workflow.

Workflow [[CREATED_TIME]] Date/time at which the workflow was created.

The company's default date format is adopted.

Workflow [[CREATED_PERSON_ID_EXTERNAL]] Represents Person ID external of the indi-

vidual who created the workflow

Workflow [[CREATED_USER_EMAIL]] E-mail address of the user who initiated the

change. This tag is used as a unique identifier for
that individual.

Workflow [[CURRENT_OWNER]] Can be any of the following:

• Current owner of a workflow who is also

working on the workflow.
• Individual who rejects the workflow when
they are also an approver.

Workflow [[DELEGATOR]] Individual who delegated the workflow to a deleg-

atee.

 Note
Supports workflow delegation

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Tag Type Tag Name Description

Workflow [[DELEGATEE]] The individual who was designated to handle a

workflow on behalf of others.

 Note
Supports workflow delegation

Workflow [[EFFECTIVE_DATE]] The effective start date of the suggested change

Workflow [[END_DATE]] Time off (employee time) end date.

Workflow [[ESCALATION_PREV_APPROVER]] The previous approver from whom the workflow

was escalated.

Workflow [[ESCALATION_NEW_APPROVER]] The new approver to whom the workflow is esca-

lated.

Workflow [[EVENT]] The event associated with the workflow.

Workflow [[EVENT_REASON]] Event reason associated with the workflow.

 Note
You should use EVENT_REASON, instead of
HRIS_ACTION. Besides, we suggest that you
review all your existing email notifications and
look for HRIS_ACTION, which should be re-
placed by EVENT_REASON.

 Note
If a block is used that does not use event
reasons, the system derives the event reason
from a combination of the label and adds a
concatenated respective model name, for ex-
ample, for changes such as: personal info, na-
tional ID, home address, global assignment,
pension payout, dependents, or work permit
changes.

Workflow [[INITIATOR_COMMENT]] The first comment made by the initiator while

triggering the workflow.

Workflow [[PERSON_ID_EXTERNAL]] Person ID external of the subject user.

Workflow [[RECENT_APPROVAL_DATE]] Shows the latest approved step along with the last
modified date.

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Tag Type Tag Name Description

Workflow [[RECENT_COMMENT_POSTED]] Recently posted comment on workflow by the ap-

prover or contributor.

Workflow [[RECENT_COMMENT_POSTED_BY]] Full name of the user who recently posted the
comment.

Workflow [[RECENT_COMMENT_POSTED_DATE]] Date/time when the latest comment was posted

Workflow [[RECENTLY_APPROVED_BY]] The name of the user who recently approved the
workflow request.

Workflow [[RECENTLY_APPROVED_BY_COMMENT] Comments entered by the user who recently ap-

] proved the workflow request.

Workflow [[RECIPIENT_NAME]] Full name of the e-mail recipient

Workflow [[RECIPIENT_USERNAME]] The user name of the recipient

Workflow [[REJECTED_BY]] The user who rejected/declined the workflow.

Workflow [[REJECTED_DATE]] When status is rejected, the last modified date of

the step appears.

Workflow [[RECIPIENT_USERNAME]] The user name of the recipient

Workflow [[REJECTED_BY]] The user who rejected/declined the workflow.

Workflow [[REJECTED_BY_COMMENT]] Comments entered by the user who rejects the

workflow request.

Workflow [[REJECTED_DATE]] If the status is rejected, the last modified date

appears for the last step.

Workflow [[SUBJECT_USER_ID]] [[SUBJECT_USER_IDThe user ID of the user for

whom the change is suggested. However, for FO
workflows, it would be empty.

Workflow [[SUBJECT_USER_USERNAME]] The user name of the user for whom the change is
suggested. However, for FO workflows, it would be
empty.

Workflow [[SUBJECT_USER_COSTCENTER]] Current cost center of the subject user. This tag
is used to locate an employee in the organization
structure.

Workflow [[SUBJECT_USER_DEPARTMENT]] Current department of the subject user to locate

an employee in that organization.

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Tag Type Tag Name Description

Workflow [[SUBJECT_USER_JOBCODE]] Current job code of the subject user for that em-
ployee.

Workflow [[SUBJECT_USER_JOBTITLE]] Current job title of the subject user for that em-
ployee.

Workflow [[SUBJECT_USER_LOCALJOBTITLE]] The current local job title of the subject user.

Workflow [[SUBJECT_USER_LEGAL_ENTITY]] Current legal entity of the subject user. This tag is
used to locate an employee in their organization.

Workflow [[SUBJECT_USER_PREFERRED_NAME]] The preferred name of the subject user.

Workflow [[SUBJECT_USER_BUSINESS_UNIT]] The business unit of the subject user.

Workflow [[SUBJECT_USER_LOCATION]] The location of the subject user.

Workflow [[TIME_OFF_TYPE]] Time off (employee time) type.

Workflow Status of time off workflows.

[[TIME_OFF_STATUS]]

Workflow [[VIEW_LINK]] Link to the approval page. Please note the follow-
ing:

• CC Role: The notifications they receive don't

contain an approval page link.
• User-based workflows: directs you to the
People Profile page of the subject user.
• Non-user MDF workflows: directs you to
either the Manage Data page (for Depart-
ment-related and similar workflows) or the
Manage Positions page (for Position-related
workflows).
• Foundation object (FO) workflows: directs
you to the foundation object page.

The tag has a hardcoded value "Here". The value

can be translated in code but isn't user configura-
ble. So, when an email notification doesn't have a
translated version and the default English version
gets used instead, it may show a translated text of
"Here" as the link text.

Generic [[COMPANY_NAME]] The company name as listed in Provisioning.

Generic [[EMP_USER_ID]] User ID of e-mail recipient.

Generic [[SENDER]] The person who is performing an action, the

change initiator, approver, and so on.

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Tag Type Tag Name Description

Generic [[SIGNATURE]] E-mail signature as entered within E-Mail Notifica-

tion Templates

 Note
For the e-mail signature to be shown, it must

be enabled in the system. Go to Admin

Center Email Notification Templates ,

then select the Email Signature option and
add the desired text.

 Restriction

Documentation generation's handling of e-mail does not allow direct-access tags for the following:

• HRIS Alert: New Hire

• MDF Object or General Object (GO) workflows

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

6.2 Creating Custom Templates with Document Generation

Document Generation enables you to create and manage custom documents, including workflow email templates
that use both text and images. Being able to create and assign templates more flexibly, you can have custom
notification text for different participant types.

Prerequisites

You have enabled the Document Generation feature.

You have the following permissions:

• The Configure Business Rules permission

• The relevant Manage Document Generation permissions

 Note

Only an overall procedure of managing your custom templates using Document Generation is described here.
For detailed steps and options, please see the Employee Central Document Generation guide.

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Procedure

1. Create a Document Generation Group for a particular workflow notification purpose, for example, approval
notifications for maternity leave.
2. Create a Document Generation Template and associate it with the group you have created.

You can associate one or more templates to a group. For example, if you want a template available in multiple
languages, you can associate multiple templates to the same template group. You'll later assign the group
to a workflow email configuration and the system uses a template in the group to generate relevant email
notifications.
3. Conditional: If you plan to distinguish notification email content sent to different workflow participants or sent
for different workflow actions, create more templates and groups as needed.

For example, you can create one template for the workflow initiator and another for workflow approvers when
an approval step is completed. Moreover, for the same role, the workflow initiator, you can have templates for
different workflow actions, for example, one for step approval and another for the final approval.

Results

The Document Generation Group has been associated with the Document Generation Template. When you create a
workflow email configuration, the Document Generation Group is available for selection as custom template.

Next Steps

Assign the Document Generation Groups in a workflow email configuration.

Task overview: Defining Workflow Email Notifications [page 82]

Related Information

Editing Standard Templates [page 83]

Creating a Workflow Email Configuration [page 93]
Setting Up Custom Workflow Notifications [page 94]

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6.3 Creating a Workflow Email Configuration

A workflow email configuration is a set of email notification templates to be used at various workflow steps. You
can build a workflow email configuration with all custom templates created with Document Generation or with a
combination of both standard and custom templates.

Prerequisites

You have created Document Generation Templates and have assigned them to relevant Document Generation
Groups.

Context

If you only want standard email notifications, you don't need to create a workflow email configuration. The
workflow email configuration allows you to specify, at each workflow action level, whether email notifications are to
be sent and if so, which template is used in creating notifications.

Procedure

1. Go to Admin Center Manage Workflow Email Configuration and create a new configuration.

If you only want to modify an existing configuration, select it from the configuration dropdown list.
2. Turn email notifications on or off for the relevant recipients at each workflow action.

For example, when a workflow step is approved, you want the initiator and contributor to be notified, but
you don’t think it’s necessary to notify the current approver of this step. You can define the configuration for
Workflow approved Action as follows:

Workflow Action Email Recipient Email Notification

Workflow approved Initiator ON

Current Approver OFF

Contributor ON

3. Select the template you want to use for each workflow action and its recipients:
• Standard
The standard template in the E-Mail Notification Templates admin tool that is defined for this workflow
action and recipient.
• <Document Generation Group>

Custom templates that you’ve created with Document Generation. The system uses the custom template
assigned to the group to create email notifications.

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4. Save the email configuration.

Results

The workflow email configuration has been created.

Next Steps

Assign the workflow email configuration to a workflow foundation object.

Task overview: Defining Workflow Email Notifications [page 82]

Related Information

Editing Standard Templates [page 83]

Creating Custom Templates with Document Generation [page 91]
Setting Up Custom Workflow Notifications [page 94]

6.4 Setting Up Custom Workflow Notifications

Administrators can create custom email notification templates for each of the major workflow actions and for
specific email recipients. Within these templates, administrators can go beyond existing workflow tags to define
variables that provide more useful information to the workflow participants. Administrators also have the flexibility
to turn off the notifications when necessary.

Context

 Restriction

Custom emails for delegation and escalation as well as when an HR admin locks, unlocks, reroutes, or skips
workflows are not supported.

How it works
If you want to have custom emails or even no emails sent out for specific workflows, workflow actions, or
participants, then you can now overrule the standard behavior. If no customization is found, the standard template
is used.

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The system checks whether a custom workflow notification is assigned at the respective workflow step
configuration and checks the setting in this object for the relevant workflow action and participant:

• If nothing is customized, then the standard template is sent out.

• If email notifications are turned off, then no email is sent out.
• If a template group is assigned and the system finds a template in the language of the email recipient, an email
is sent out using this template.
• If no custom template is found in the language of the email recipient, the standard template is used.

Templates and Variables

We use the document management functionality for defining email templates, mapping variables, and creating
email texts. For more information about document generation, check the topic listed in Related Information.

Workflow Tags

The system supports all existing known workflow tags and reuses them. For a list of supported workflow tags
and their descriptions, see Available Workflow Tags for E-mail Notifications [page 86]. Within the mapping
configuration, these fields must have the mapping type Reference. You can further select a tag from the Reference
list.

Generic Tags

In addition we support generic tags such as signature. Make sure that these are correctly added (same spelling) in
the template. They must have the mapping type Reference as well as the reference item Non-workflow.

For a list of supported generic tags and their descriptions, see Available Workflow Tags for E-mail Notifications
[page 86].

Master Data of the Subject User

For user-based workflows (HRIS and MDF), you can flexibly use all the master data of the subject user and map
this into the email. Data from job information, employment information, compensation, personal information, work
permit, and so on can be used. Therefore select the reference type Direct, and select the object and the respective
field.

We suggest that you only use the mapping type Direct Mapping. Other types may not be well supported.

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  Caution

Since the system doesn't check permissions when resolving the variables, be careful when deciding which
fields to include. This is a very powerful and flexible tool for which you have full control and responsibility.

System Behaviors
• Data that needs to be approved cannot be mapped into an email.
• Since there is not a subject user for foundation object workflows, only the workflow and generic tags are
supported.
• For foundation objects, the system cannot derive the localized name.
• For new hires, since there is no saved master data, only workflow and generic tags can be used. For rehires,
since there is saved master data, the mapping is possible.
• Since there is no subject user for object-based MDF workflows such as position workflows, only workflow and
generic tags are supported.

Prerequisites
• Document generation must be enabled in your system

Permissions
• The admin must have permission to create workflow configurations.
• The admin must have permissions for document generation:
• Manage Document Template
• Manage Document Template Mapping

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Procedure Overview
This list gives you an overview of how to set up the custom workflow notifications. All the steps with more details
are given in the Procedure section.

 Note

You can customize the workflow notifications at workflow step level.

1. Create a document generation group, which groups all templates you have in the various languages together.
Even if you only need one language, you must create a document generation group.
2. Define an email template and assign the document generation group.
3. Define the mapping of the variables for the template.
4. (Optional) Copy the template if you need templates in several languages.
5. Create a workflow notification configuration in which you assign the document generation group for
customized emails and/or switch off notifications.

 Note

If you only want to switch off notifications, you can start with step 5.

6. Assign the workflow notification configuration at the workflow configuration.

 Note

For CC notifications, you directly assign the document generation group – so you do not need to do step 6.

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Procedure

1. Create a document generation group. This object groups together all templates for one workflow action in
various languages.
a. In Admin Center, in the Tools search field, enter Manage Document Template.
b. In the Manage Document Template screen, choose Create New Document Generation Group .
c. Enter the required information:
• Group ID
• Group Name
• Category: Workflow
You must select Workflow from the Category list.

a. Save your changes.

2. Create a document generation template.
a. In the Admin Center, in the Tools search field, enter Manage Document Template.
b. In the Manage Document Template screen, choose Create New Document Generation Template .
c. Enter the required information:
• Template Name: Enter a name
• Category: Workflow

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 You must select Workflow from the Category list.
• Language: Select the language needed
• Group: Assign the group that created in the previous step.
• Status: Active
• Email Subject: Enter a subject line for the email. Note that you can use tags in double square brackets
[[ ]] if required.
• Template Content: Add the content for the email. Note that tags should be added with the [p] function.

 Caution

Tables used in a document generation template are not rendered very well in email notifications
sent out. Specifically, texts in some cells may not look vertically centered as they’re meant to be.
We suggest you avoid using tables to format your information when possible.

d. Save your changes.

3. Define the mapping for your tags.
a. In the Admin Center, in the Tools search field, enter Manage Document Template Mapping.
b. In the Manage Document Template Mapping screen, search for the template you created in a previous step.
c. Set up the mapping.

All the tags are listed there and you can define how their values are derived. For templates that have the
category Workflow, there is the additional mapping type Reference.

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 • For workflow tags, select Reference as the mapping type and then select the entry from the Reference
list.
For a list of supported tags and their descriptions, see Available Workflow Tags for E-mail Notifications
[page 86].
• For generic tags, select Reference as the mapping type and then select Non-workflow from the
Reference list.
• For master-data variables, select any other mapping type and then the respective base object and
field.

All the tags there are expected to be mapped properly. However, if you have left any tag unmapped, the
system still sends notification emails based on the document generation template, but an unmapped
tag will be shown as unresolved, for example, [[Current Approver]], instead of any specific approver.
Previously, that would cause a fallback on a standard email template and generate an email based on it that
contains an error message.

 Note

Direct mapping placeholders cannot be resolved for new hire workflows, because new hires haven't
been assigned subject user IDs yet.

d. Save your changes.

4. (Optional) Copy the template including the mapping.

You have now created one template and the corresponding mapping for one language. If you need additional
languages, you need to create individual templates for those languages. Ensure that these templates are
assigned to your Document Generation Group.

If the content and tags are the same for the different languages, you might want to reduce maintenance effort
by copying the first template including the mapping.
a. In the Admin Center, in the Tools search field, enter Manage Document Template.
b. In the Manage Document Template screen, search for your template.
c. At the bottom of the screen, open the Create Template Copy section.
d. Enter the name and the language for the copy.
e. Save your changes. The system also copies the mapping for the template for this language.

Then you have to edit the newly created template by manually replacing the texts for the new language and
adding or removing tags. If you add tags to the template, make sure that you also update the mapping of
this template to reflect those changes.

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  Note

If you have already copied templates and later add a tag to the original, this is not automatically passed
to the copies.

Make sure that you have created a template and the mapping for all the required languages and have assigned
them to the document generation group. If the system cannot find a template in the language (locale) of the
recipient, the system will use the standard template. Please make sure that you have only one template for
each language in a workflow document generation group.

For external email recipients (CC roles having External Email as role type), where we have no language
information, we use the language of the last approver to define a template, but if the workflow has no approvers
but only CC roles, then the default locale of the initiator will be used instead.
5. Create a workflow email configuration.
a. In the Admin Center, in the Tools search field, enter Manage Workflow Email Configuration.

 Note

Do not create this configuration using Manage Data. The system does not support adding or deleting
workflow participants.

b. In the Manage Workflow Email Configuration page, the system shows the maximum list of who gets
informed for which workflow action. For each action, the standard workflow participants are shown. For the
workflow actions and participants where you want to deviate from the standard procedure, you can assign
a custom document template group or switch off the sending out of emails. At the end of each row, you can
hover over the icon for more information, which includes the name of the standard template.

If you have not defined a contributor role at the respective workflow, simply ignore it.

The key actions for workflows that support custom workflow notifications are listed:

 Tip

Custom Document Generation templates are used only for actions listed on this page. Email
notifications sent for other actions always adopt standard templates.

• Workflow initiated: A data change has been made, a workflow is triggered and workflow participants of
the first step are informed.
• Workflow approved: A step approver has approved a workflow step.
• Workflow finally approved: Workflow finally approved.
• Workflow declined: Workflow declined by current approver or by HR admin.
• Workflow sent back: Workflow sent back to be updated or withdrawn by the workflow initiator.
• Workflow cancelled: Workflow cancelled by the workflow initiator.
• Comment posted: Comment posted by any workflow participant.

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  Note

Make sure to enter a meaningful code for the configuration. It cannot be changed once the workflow
email configuration is created in the system.

The name of a configuration can be defined in various languages.

c. Save your changes.

6. Assign the workflow email configuration at the workflow configuration step level.
a. In the Admin Center, in the Tools search field, enter Manage Organization, Pay and Job Structures.
b. Search for the required workflow configuration.
c. For each step where it's required, assign the Workflow Email Configuration.

 Note

For CC notifications, do not create Workflow Email Configurations. Instead, directly assign an Email
Template Group.

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 d. Save your changes.

Reminders

For reminder emails, the system uses the original custom mail with a prefix Reminder. In order to remind
somebody to decide on a workflow, the system uses the template from Workflow Initiated > Current Approver.
So you need to edit this field also for other approval steps (not only the first).

For workflows that are sent back and the workflow initiator needs to do something, we use the template from
Workflow Sent Back.

If you want to send reminders, make sure that you do not switch these settings off.

Automatic Skip Approval Step

In cases where the skip approval step is enabled and no approver can be found for the final workflow step, the
system uses the final approval setting from the previous step. This means that you have to maintain this setting
(Final Approval) also on the non-final steps.

HR Admin Actions

In cases where an HR admin locks, unlocks, or re-routes workflows, the system can only send out emails based
on the standard template rather than the customized template. The new workflow template notification is not
supported for the actions done on the Manage Workflow Requests page with an exception where a workflow is
declined.

For example, when an HR admin routes a workflow from step 2 to Step 3, Step 3 (current approver) will receive
the standard template (workflow pending notification) although there is a customized template assigned. If the
current approver approves the workflow, the custom workflow notification is used (if configured).

Troubleshooting

If you receive a custom notification, but with a blank, that means that the system has not found a value for the
defined field.

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 If you receive a standard email, instead of a custom email, that means that you should check your mapping
configuration for the template in the respective recipient locale. The system adds a message with the template
name at the beginning of the standard text to indicate that there is a customization problem with the mapping.

Task overview: Defining Workflow Email Notifications [page 82]

Related Information

Editing Standard Templates [page 83]

Creating Custom Templates with Document Generation [page 91]
Creating a Workflow Email Configuration [page 93]
What Is Document Generation?

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7 To-Do Alert Overview

With a well-defined alert mechanism, the system automatically sends alerts to employees reminding them of a
coming system event that may require their attention.

For example, an alert can be sent to managers when their direct reports are soon to begin a long vacation. Or, an
alert can be sent to HR admins when an employee's work permit is about to expire.

Depending on your configuration, employees can access the alerts from the Take Action to-do tile or receive the
alert through an email notification.

There are three key elements in the alert mechanism you build:

• Alert messages
Default messages are available, but you can also create your own message templates.
• Alert recipients
Individuals that receive the alerts. You use workflow foundation objects to define alert recipients and how they
are alerted.
• Alert triggering rules
Alert rules, created as business rules, determine in which scenario an alert is to be triggered. Alert messages
and recipient workflows are both assigned to the rules.

Data Changes That Trigger Alerts

You can configure alerts for both Employee Central data and Metadata Framework (MDF) data.

Data Types Relevant Employee Records

Employee Central Data • Compensation

• Employment Information
• Global Assignment
• Job Information
• Non-Recurring Pay Components
• Recurring Pay Components
• Work Permit

They correspond to the supported HRIS elements.

MDF Data Person-Based

For example, payment information as related to an employee in

the system.

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Data Types Relevant Employee Records

Object-Based

For example, the work order object, which isn't associated with
an employee or person in the system.

Related Information

Alert Recipients [page 111]

Defining Alert Triggering Rules [page 111]
Creating Custom Alert Messages [page 107]
Scheduling Recurring Job for Regular Alert Triggering [page 132]

7.1 Defining Alert Messages

7.1.1 Extending Maximum Length of Alert Messages

The default maximum length of alert messages is 255 characters. You can extend the length to 4000 to allow
longer text as alert messages.

Prerequisites

You have the Configure Object Definitions permission. You can find in under Administrator Permissions
Metadata Framework in the Manage Permission Roles admin tool.

Procedure

1. Go to Admin Center Configure Object Definitions .

2. Search for the Alert Message object and begin to edit it.
3. Change the maximum length to 4000 for the following fields:
• alertDescription
Message description field for the current sign-in locale
• alertDescriptionLocalized
Message description field for other locales

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4. Save your changes.

Results

The maximum length for alert messages has been extended. You can now define a message up to 4000 characters.

Related Information

List of Role-Based Permissions

7.1.2 Creating Custom Alert Messages

You can use various text variable tags to create custom message templates.

Prerequisites

The maximum length of message descriptions has been increased to 4000 characters.

You have the Manage Data permission. You can find it under Administrator Permissions Metadata Framework
in the Manage Permission Roles admin tool.

Context

By assigning an alert message template to corresponding alert rules, you specify which template to use when alerts
are created. Alerts in the Take Action to-do tile and alert email notifications are based on the same alert message
template.

Procedure

1. Go to Admin Center Manage Data , and create a new alert message.

To customize an existing alert message, you can search for the message and then choose Make Correction
under Take Action.
2. Specify a name, external code, and effective status for the message.

The external code is the ID of the message. You'll need it when assigning the message to alert rules.

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 To make sure that the message takes effect immediately, save it as Active.
3. Define the alert header and description for the current sign-in locale.

For Example:

Alert Header: Benefit Enrollment Notification

Alert Description: Dear [[SUBJECT_USER]] welcome onboard, please proceed to enroll your
benefits within 1 week.

In this example, [[SUBJECT_USER]] is a message text tag. It's a variable that represents the subject user of
the alert. Other tags that you can use include the following:

Subject Data Type Available Tags

Employee Central Data Subject user: [[SUBJECT_USER]]

Event reason: [[EVENT_REASON]]

Effective date: [[EFFECTIVE_DATE]]

The effective date is the date when the data changes come
into effect.

MDF Person-Based Data Subject user: [[SUBJECT_USER]]

Object type (such as benefits claim, timesheet):

[[OBJECT_TYPE]]

Effective date: [[EFFECTIVE_DATE]]

The effective date is the date when the data changes come
into effect.

MDF Object-Based Data Object type (such as position):[[OBJECT_TYPE]]

Object name: [[OBJECT_NAME]]

Effective date: [[EFFECTIVE_DATE]]

The effective date is the date when the data changes come
into effect.

Time off Alerts Subject user: [[SUBJECT_USER]]

Time off start date: [[START_DATE]]

Time off end date: [[END_DATE]]

Time off type (PTO or maternity leave):

[[TIME_OFF_TYPE]]

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 Subject Data Type Available Tags

Time off status (pending, pending approval, or canceled):

[[TIME_OFF_STATUS]]

 Note

Always use double brackets [[ ]] for tags.

4. Enter the localized text for the alert header and description.

When users are signed in to a locale for which you’ve defined a localized message, the alert will be created for
them using that localized message.
5. Save the alert message.

Results

The custom message is created.

Next Steps

Assign the alert message to an alert triggering rule.

Related Information

Creating Custom Alert Messages

7.1.3 Creating Deep Link to People Profile Block in Alert

Message

When configuring your alert message, you can use a special tag to generate a deep link that directs users to a
specific block page of People Profile.

Context

The tag will be rendered as a deep link in email notifications sent out. Choosing the deep link opens a People Profile
page that displays a relevant block of the respective subject user. Deep links are also available in alert messages

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that users see in the Take Action dialog (accessible from the To-Do menu of the home page). Alerts are supported
only for the following seven Employee Central entities:

Entity Type Block Type

Compensation Information COMP_INFO_BLOCK

Employment Information EMPLOYMENT_INFO_BLOCK

Global Assignment ASSIGNMENT_INFO_BLOCK

Job Information JOB_INFO_BLOCK

Non-Recurring Pay Components NON_RECURRING_BLOCK

Recurring Pay Components COMP_INFO_BLOCK

Work Permit WORK_ELIGIBILITY_BLOCK

Procedure

1. Go to Admin Center Manage Data .

2. Create a new alert message or search for an existing one to modify.
3. In the Localized Description field, add the tag [[VIEW_BLOCK_ON_PROFILE]].

In alert email notifications that users receive, the link text is shown as "here".

 Tip

Note that using the tag in the header isn't supported.

Inserting the Tag for Deep Link

4. Optional: Add the tag in any translation fields for the description if necessary.
5. Specify other fields and save your changes.

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Results

The custom alert message is created. Next, you need to assign the alert message and a workflow to a business rule
to trigger the alert.

7.2 Alert Recipients

Alert recipients are defined through workflow foundation objects. Workflow approvers are those who receives the
alert in the Take Action to-do tile and CC roles only receive the alert through email notifications.

Only use workflow approvers and CC roles for the purposes of defining alert recipients. Workflow contributors do
not receive any alerts.

Common Scenario How Alert is Sent

Only CC roles assigned to workflow Email notifications only

Only workflow step approvers assigned to workflow To-do items are created as alerts.

Both CC roles and workflow step approvers assigned to work- E-mail notifications are sent out to CC roles and To-Do items
flow are created as alerts for workflow step approvers

Related Information

Creating an Individual Workflow [page 23]

7.3 Defining Alert Triggering Rules

Use MDF business rules to define when an alert is triggered, which alert message template is used, and whom the
alerts are sent to.

Overall Process

1. Create a business rule.

2. Specify an alert message and recipient workflow object in the THEN statement.
3. Assign the rule to a relevant data object (Employee Central or MDF objects) as SaveAlert or postSaveRule.

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When you want to modify an existent alert rule, we recommend that you use Insert New Record, instead of Take
Action Make Correction . This provides better traceability of rule change history and therefore makes it easier
for our support staff to investigate alert related issues.

For the general information about how to create business rules and assign business rules to objects, see the
following:

• Creating a Business Rule

• Base Objects in a Business Rule
• Assigning a Business Rule to an Employee Central Object
• Assigning a Business Rule to an MDF Object

 Note

We recommend testing your alert rules extensively in a test system with a limited number of employees before
using them in your production instance. Ensure that you test the rules for all business transactions: create,
change, and delete. When you test for all business conditions, make sure that you adjust the rules to eliminate
unwanted alerts. When email alerts are sent, they cannot be centrally deleted.

For specific settings required in alert triggering rules, see the following:

Base Objects Used in Alert Triggering Rules for Employee Central Data Objects [page 113]
Learn how to define base objects in the alert triggering rule for the common Employee Central data objects.

Creating an Alert Triggering Rule for Employee Central Objects [page 114]
By creating an alert triggering rule, administrators can stay informed about changes to an Employee
Central object.

Creating Alert Rules for MDF Data Objects [page 116]

You need to apply a few specific settings specific to alert rules for MDF objects.

Creating Alert Rules for Time Off [page 118]

Learn the specific settings that are to be used in alert rules for Time Off objects.

Examples of IF Conditions for Alert Rules [page 120]

This topic offers examples of different IF conditions for your alert rules that may specify location, data
changes for specific fields, the last modified date, or by combining everything as one IF condition.

Avoiding Alert Created for Historical Records for an Employee [page 122]
You can define the IF conditions to prevent alerts from being created for all historical records for an
employee.

Avoiding Alert Created for Inactive Employees [page 123]

You can define the IF conditions to prevent alerts from being created for inactive employees, for example,
employees on a global assignment.

Alert Message Assignment to Alert Rules [page 124]

Learn the expected system behaviors when the same message is assigned to multiple rules.

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7.3.1 Base Objects Used in Alert Triggering Rules for Employee
Central Data Objects

Learn how to define base objects in the alert triggering rule for the common Employee Central data objects.

Base Object More Information

Employee Information or Employment Details Base objects that have access to job information, job relation-
ship, compensation, and other entities.

Job Information Base object that has access to all fields in job information, plus
the fields under Employment Detail.

Employee Information Model The difference between Employee Information and Employee
Information Model is that Employee Information Model allows
you to do the following:

• Use current and previous value for comparison

• Use isVisible and isRequired properties

We recommend using the same base object that matches the HRIS element you want to set the alert rule for. See
the following table for more information about how HRIS elements match base objects you want to use for your
alerts:

Base Object HRIS Element

Compensation Information compInfo

Employee Information employmentInfo

Global Assignment Details jobInfo or employmentInfo

Job Information jobInfo

Non-Recurring Payment payComponentNonRecurring

Recurring Payment payComponentRecurring

Work Permit Info workPermitInfo

 Note

When you use Employee Information as a base object, you can access all entities through Employee
Information. You can define a saveAlert under jobInfo in the Manage Business Configuration tool and continue
to use Employee Information as your base object. When you create the rule, specify fields from Job Information
fields for your conditions.

Parent topic: Defining Alert Triggering Rules [page 111]

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Related Information

Creating an Alert Triggering Rule for Employee Central Objects [page 114]
Creating Alert Rules for MDF Data Objects [page 116]
Creating Alert Rules for Time Off [page 118]
Examples of IF Conditions for Alert Rules [page 120]
Avoiding Alert Created for Historical Records for an Employee [page 122]
Avoiding Alert Created for Inactive Employees [page 123]
Alert Message Assignment to Alert Rules [page 124]

7.3.2 Creating an Alert Triggering Rule for Employee Central

Objects

By creating an alert triggering rule, administrators can stay informed about changes to an Employee Central object.

Procedure

1. In Admin Center, go to Configure Business Rules Employee Central Core Generate Alerts to start
creating a rule.
2. Provide required information about the rule, particularly a proper base object. Also, you might want to add a
description that explains why this rule is created.
3. Define the IF conditions as the triggering conditions.
4. Define the THEN statement with the following information:

Then Conditions Information about Conditions

Alert.Workflow Assign the specific alert recipient workflow to your alert rule.
Information

Alert.Effective Date Define when the created alerts are sent.

Alert.Alert Message Assign the custom alert and notification message to this alert rule.

This is an optional entry for the alert rule. When there is no defined alert, the system
uses the default template.

For Example

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5. Save the rule.

Next Steps

The rule has been created. You can now assign the rule to an object. See Assigning a Business Rule to an Employee
Central Object.

 Caution

When assigning an alert triggering rule to an Employee Central object, be sure to select saveAlert as the
event type; other event types may cause unexpected exceptions at this moment.

Task overview: Defining Alert Triggering Rules [page 111]

Related Information

Base Objects Used in Alert Triggering Rules for Employee Central Data Objects [page 113]
Creating Alert Rules for MDF Data Objects [page 116]
Creating Alert Rules for Time Off [page 118]
Examples of IF Conditions for Alert Rules [page 120]
Avoiding Alert Created for Historical Records for an Employee [page 122]
Avoiding Alert Created for Inactive Employees [page 123]
Alert Message Assignment to Alert Rules [page 124]

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7.3.3 Creating Alert Rules for MDF Data Objects

You need to apply a few specific settings specific to alert rules for MDF objects.

Prerequisites

To make sure that the to-do alerts for an MDF object appear in a particular to-do alert section, select a to-do
category for this object in the Define Object Definition admin tool. For example, for the Employee Time object,
select the Time Off Requests category.

Procedure

1. Create a rule.

When you select the rule type, choose Rules for MDF Based Objects under Metadata Framework. Also select the
relevant MDF base object.
2. Instead of adding a parameter, use the default parameter that corresponds to the base object that you've
selected.
3. Define the IF conditions that determine when the alert is triggered.

 Note

To prevent alerts from being created for every record change in the database, do not use the Always True
feature and avoid creating alert rules without any IF condition.

4. For the THEN statement, select Execute and Trigger MDF Alert Event(), and then define the following
information:

Field Description

Workflow Information Select Workflow Context to assign your workflow configura-

tion for alert recipients.

 Note
If the Workflow Context field isn’t shown, that means the
Rules for MDF Based Objects option was not selected,
and that you are instead creating a basic rule.

Alert Due Date Also known as the effective date. It is the date when the
alerts are actually sent.

Alert Message Select the alert message template for this alert rule.

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 Field Description

Generic Object Select the base object, the subject MDF generic object.

MDF Alert Type Select the alert type for your MDF object. Make sure that
each alert rule of MDF objects has a unique alert type.

For Example:

5. Save the rule.

Task overview: Defining Alert Triggering Rules [page 111]

Related Information

Base Objects Used in Alert Triggering Rules for Employee Central Data Objects [page 113]
Creating an Alert Triggering Rule for Employee Central Objects [page 114]
Creating Alert Rules for Time Off [page 118]
Examples of IF Conditions for Alert Rules [page 120]
Avoiding Alert Created for Historical Records for an Employee [page 122]
Avoiding Alert Created for Inactive Employees [page 123]
Alert Message Assignment to Alert Rules [page 124]

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7.3.4 Creating Alert Rules for Time Off

Learn the specific settings that are to be used in alert rules for Time Off objects.

Procedure

1. Create a basic rule and select the Employee Time as the base object.
2. You do not need to add any parameters. You can use the default parameter.
3. Define the IF conditions for the triggering conditions.

 Note

• To prevent alerts from being created for every record change in the database, do not use the Always
True feature and avoid creating alert rules without any IF condition.
• If you do not want to send future-dated alerts for cancelled absences, add an IF condition with Approval
Status other than "Cancelled", as in this example:

4. For the THEN statement, select Execute and Trigger Employee Time Alert Event(). Then, define the following
information:

Field Description

Workflow Information Assign the workflow for alert recipients.

Effective Date Define when the created alerts are sent.

Alert Message Assign an alert message template. If you no template is as-

signed, the system uses the default message to create the
alert.

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 Field Description

External Code Select the external code for Employee Time.

For Example: Create a rule to send an alert to a manager 10 days before an employee's unpaid leave is over.

5. Save the rule.

Task overview: Defining Alert Triggering Rules [page 111]

Related Information

Base Objects Used in Alert Triggering Rules for Employee Central Data Objects [page 113]
Creating an Alert Triggering Rule for Employee Central Objects [page 114]
Creating Alert Rules for MDF Data Objects [page 116]
Examples of IF Conditions for Alert Rules [page 120]
Avoiding Alert Created for Historical Records for an Employee [page 122]
Avoiding Alert Created for Inactive Employees [page 123]
Alert Message Assignment to Alert Rules [page 124]

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7.3.5 Examples of IF Conditions for Alert Rules

This topic offers examples of different IF conditions for your alert rules that may specify location, data changes for
specific fields, the last modified date, or by combining everything as one IF condition.

Example IF Conditions

Scenario More Information

Specific Criteria If you want the alerts set up for employees in Germany.

Data Changes For Specific Fields You can set up the system to look for data changes by com-
paring previous values. For objects, when an employee may
have multiple records with the same field value, you can avoid
triggering multiple alerts. For instance, every jobinfo records
has a <Location> field.

 Example
Check for records when the <Location> field is changed
for Amsterdam.

Last Modified Date When an employee has multiple historic records, all the job
records involved as part of the rule evaluation is absed on the
last modified date. You can use the start data (event date) and
the end date to control only the current and future records into
your alert.

 Example

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 Scenario More Information

Combination of Different IF Conditions You can combine all these scenarios into one IF condition.

 Example

Parent topic: Defining Alert Triggering Rules [page 111]

Related Information

Base Objects Used in Alert Triggering Rules for Employee Central Data Objects [page 113]
Creating an Alert Triggering Rule for Employee Central Objects [page 114]
Creating Alert Rules for MDF Data Objects [page 116]
Creating Alert Rules for Time Off [page 118]
Avoiding Alert Created for Historical Records for an Employee [page 122]
Avoiding Alert Created for Inactive Employees [page 123]
Alert Message Assignment to Alert Rules [page 124]

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7.3.6 Avoiding Alert Created for Historical Records for an
Employee

You can define the IF conditions to prevent alerts from being created for all historical records for an employee.

When the employee has multiple historical records, all the job records are included during rule evaluation based on
their last modified dates. You can use the start data (event date) and the end date to include only the current and
future records into your alert. See the following example:

Also, you can use the previous value comparison to narrow down the record. For example: "jobinfo.job
code.previous value is not equal jobinfo.job code.value".

Parent topic: Defining Alert Triggering Rules [page 111]

Related Information

Base Objects Used in Alert Triggering Rules for Employee Central Data Objects [page 113]
Creating an Alert Triggering Rule for Employee Central Objects [page 114]
Creating Alert Rules for MDF Data Objects [page 116]
Creating Alert Rules for Time Off [page 118]
Examples of IF Conditions for Alert Rules [page 120]
Avoiding Alert Created for Inactive Employees [page 123]
Alert Message Assignment to Alert Rules [page 124]

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7.3.7 Avoiding Alert Created for Inactive Employees

You can define the IF conditions to prevent alerts from being created for inactive employees, for example,
employees on a global assignment.

You can use employee Job Information to get employee status and as for the event reason to detect whether an
employee is inactive. Also, only check the "current " and "future" record.

For example, you want to send an alert 30 days before the qualifying period end date for active employees only.

 Note

For terminated employees, even if you don't exclude them with the above IF conditions, the alerts are created,
but they won't be sent to the terminated accounts.

Parent topic: Defining Alert Triggering Rules [page 111]

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Related Information

Base Objects Used in Alert Triggering Rules for Employee Central Data Objects [page 113]
Creating an Alert Triggering Rule for Employee Central Objects [page 114]
Creating Alert Rules for MDF Data Objects [page 116]
Creating Alert Rules for Time Off [page 118]
Examples of IF Conditions for Alert Rules [page 120]
Avoiding Alert Created for Historical Records for an Employee [page 122]
Alert Message Assignment to Alert Rules [page 124]

7.3.8 Alert Message Assignment to Alert Rules

Learn the expected system behaviors when the same message is assigned to multiple rules.

Same Alert Message for 2 Different Rules

When the job information record change matches multiple rules, and the rules use the same message object, only
one to-do alert or email notification is created.

Example 1: Two rules triggered on same date

Job Information Re- Rule Alert Effective Date Alert Message Alert
cord Change

Job change 1 Rule 1 January 01 Message 1 Alert XY

Job change 1 Rule 2 January 01 Message 1 Alert XY

As a result, only one to-do item is created and one email notification is sent, as the message is the same.

Same Alert Message for 2 Different Rules on 2 Different Dates

Example 2: Two rules triggered on different dates

Job Information Re- Rule Alert Effective Date Alert Message Alert
cord Change

Job change 1 Rule 1 January 01 Message 1 Alert AB

Job change 1 Rule 2 January 15 Message 1 Alert CD

As a result, when the first rule is triggered, one to-do item is created and one email notification is sent for Alert AB.
When the second rule is triggered, the first to-do item is deleted, as the message is the same. A new to-do item is
created and an email notification is sent for Alert CD.

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The system only updates the alert before the to-do item is created. Once the to-do item is created, no new to-do
item is created for the same alert message.

Parent topic: Defining Alert Triggering Rules [page 111]

Related Information

Base Objects Used in Alert Triggering Rules for Employee Central Data Objects [page 113]
Creating an Alert Triggering Rule for Employee Central Objects [page 114]
Creating Alert Rules for MDF Data Objects [page 116]
Creating Alert Rules for Time Off [page 118]
Examples of IF Conditions for Alert Rules [page 120]
Avoiding Alert Created for Historical Records for an Employee [page 122]
Avoiding Alert Created for Inactive Employees [page 123]

7.4 Alert Examples

7.4.1 Time Off Alert

You can set up alerts for different Time Off scenarios, such extended leave or unpaid leave.

How to Set Up an Alert for Employee Return after Unpaid Leave

When an employee books extended time off or unpaid leave, you can have a rule set up to notify the manager 10
days prior to the return of an employee.

You can configure your If condition so that the system checks:

• Type of time off

You can configure your Then conditions so that the system checks:

• Alert message
• Alert Effective date using Date Plus function
• Alert Workflow Information
• External Code

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 This Screenshot Includes If and Then conditions of Returning Employee After Unpaid Leave Alert Rule

Example

Susan goes on maternity leave and requests on Sep 1, 2017 the following leave:

Leave September 2, 2017 – November 15, 2017.

So Susan’s manager will receive an alert on November 5th (effective date of the alert) about her return. Technically
the alert is generated on September 1st with an effective date of November 5th.

Alternative Scenario - Leave Extension

Susan changes her leave request on November 1st to extend her leave:

Leave September 2, 2017 – November 30, 2017

The alert will be triggered on Nov 20th. The system deletes the previous alert and creates a new for the new
effective date of November 20th.

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Alternative Scenario - Leave Reduction

Susan changes her leave request on November 1st to shorten her leave:

Leave September 2, 2017 – October 30, 2017

The alert will be triggered on November 1st. The system deletes the previous alert, creates a new alert with an
effective date of October 20th, and sends it immediately.

Alternative Scenario - Leave Reduction

Susan changes her leave request on November 1st and shortens her leave:

Leave September 2, 2017 – November 5, 2017

The alert will be triggered on November 1st. The system deletes the previous alert, creates a new alert with an
effective date of October 25th, and sends it immediately.

7.4.2 Work Permit Alert

You can set up alerts to trigger before the expiration date of a work permit.

How to Set Up an Alert for Work Permit Expiration Date

You can set up a rule to have an alert that notifies the manager 1 month prior to the expiration date of a work permit
for an employee.

You can configure your If condition so that the system checks:

• Country of the document

• Expiration date of the document

You can configure your Then conditions so that the system checks:

• Alert message
• Alert Effective date using Date Plus function
• Alert Workflow Information

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 This Screenshot Includes If and Then conditions of Work Permit Expiration Alert Rule

 Note

Make sure the value for Alert.Effective Date is not null. If Alert.Effective Date field is null, then alerts will be sent
immediately.If you don’t want to send an email in case of a null value for Alert.Effective Date, then add them to
If condition of the rule.

Example

On September 1, 2012, Susan updates her work permit info in the system.

Work Permit Germany expiration date 15.2.2017

So, Susan's manager will receive an alert on January 15, 2017 (effective date of the alert). Technically, the alert is
generated on September 1, 2012 with an effective date of January 15, 2017.

Alternative Scenario - Extension

On January 2, 2017, Susan updates the expiration date of her work permit in the system.

Work Permit Germany expiration date 15.2.2020

So, the original alert created for January 15, 2017 is no longer needed. The system deletes the previous alert and
creates a new one for the new effective date of January 15, 2020.

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Alternative Scenario - Reduction

On January 2, 2017, Susan updates the expiration date of her work permit in the system.

Work Permit Germany expiry date 10.1.2017.

The alert will be triggered on January 2nd. The system deletes the previous alert, creates a new alert with an
effective date of January 2nd, and sends it immediately.

Alternative Scenario - Extension

On February 1, 2017, Susan updates the expiration date of her work permit in the system.

Work Permit Germany expiration date 10.1.2020

So, the original alert created for January 15, 2017 was triggered and sent. There is no automatic updates or deletion
however. The system generates a new alert and creates a new one for the new effective date of December 10, 2019.

 Note

Already created alert To Dos are not updated automatically when a data change occurs.

The alerts only react to changes in conditions set in the rule. For example, if there is a rule set to create an alert
30 days prior to the end of the probation end date for an employee, but the employee was terminated without
changing the probation period end date, then the system will still trigger an alert, even though the employee is
no longer at the company.

7.4.3 Employment Info Alert

You can from this example in this topic have an idea on how to set up an alert rule for Employment Information
changes.

How to Set Up an Alert for Employment Info

You can use the rule where the base object = Employment Details/Employment Details Model.

 Note

The model name in the rule selection dropdown may differ depending on your SDM setup.

HRIS element ID = employmentInfo

The default/English label = Employment Details

As you can see, Employment Details Model name in rule definition is easy to confuse with Employee Information or
with Employee Information model.

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7.4.4 End of Contract Alert

You can set up alerts to trigger specified number of days before a contract ends for a contingent worker, or
employee.

How to Set Up an Alert for Contract End

You can configure your If condition so that the system checks:

• Contract end date isn't equal with previous contract end date value and is not blank
• When contract date is set in the future
• When contract event date value is before a specified date and contract end date value are after the same
specified date.

 Tip

If an IF statement contains an expression that checks the current value of a data field against its previous value,
editing any other data field in the Information History page may trigger the alert rule defined for the first data
field and consequently, users may get redundant alerts. To avoid this, use the pen icon and edit data fields in
the window that appears.

You can configure your Then conditions so that the system checks:

• Alert message
• Alert Effective date using Date Plus function
• Alert Workflow Information

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 The If-Then Statement for the End of Contract Alert Rule

Date Plus Function

The Date Plus function allows you to specify when notification is triggered in relation to the contract end date value:

• Number of Months
• Number of Days

 Example

When you want notifications to be sent out to recipents 30 days before the contract end date, enter in -30
under the Number of Days field in the Date Plus function.

7.4.5 End of Global Assignment Alert

You can set up alerts to trigger for the end of a global assignment, for example, the day or week before the end date.
You can set up a similar rule for the start of a global assignment.

How to Set Up an Alert for Global Assignment End

You can configure your If condition so that the system checks:

• Event Reason

You can configure your Then conditions so that the system checks:

• Alert message
• Alert Workflow Information

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• Alert Effective date using Date Plus function

The rule will trigger an alert like that illustrated below:

7.5 Scheduling Recurring Job for Regular Alert Triggering

With a recurring job, the system regularly checks which records are valid for alerts and creates and sends the alert
messages accordingly.

Context

The job creates alerts according to the IF conditions in the alert rules. When the job sends the alerts is determined
by the effective date or the alert due date in the THEN statement of the rule. So, during the job, it checks IF
conditions of all alert rules and creates the relevant alerts. At the same time, the job also checks all the created
alerts and sends them when they are effective or due.

If a data change requires a workflow approval, no alert is created before the change is approved.

If you have changed the alert rules after the job is run, the existing alerts will be sent based on the rules before the
modification. Only after the next job, will the alerts be created and sent based on the new rules and old invalid alerts
be deleted.

When there are multiple saveAlert rules defined in each HRIS element and the data record number to be checked
by the job is high, the job will take a long time to complete.

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  Recommendation

When the job is run for the first time in the system, schedule a one-time job by specifying a reasonable start
date. After this job is run, you can set up a regular job that always checks data changes since the last successful
job.

For detailed instructions on creating and submitting a general job request, see "Managing Scheduled Jobs in
Provisioning" or "Managing Scheduled Jobs in Admin Center" in Related Information.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Provisioning, go to Managing Job Scheduler Manage Scheduled Jobs .

 Tip

You can now create, schedule, and monitor the job also in Admin Center Scheduled Job Manager .
The daily execution limits for the EC Alerts and Notifications job are: 10 times for a one-time job and 1 time
for a recurring job.

2. On the Manage Scheduled Jobs page, choose Create New Job.

3. Set yourself or another responsible project member as the job owner.

Job owners have the authorization to submit or start a job. They will also be the default user to receive email
notifications about the job status.
4. Select EC Alerts and Notifications as the job type.
5. Specify the following EC alert job parameters:

Parameter Description

Current date (MM/DD/yyyy) Run the alert job for changes on or after the current date.
This option is available for the first EC alert job, that is, no EC
alert job has been run for the system before.

Today's and future records only Select this option when you want the job to check the cur-
rent and future records only. This option is available for the
first EC alert job, that is, no EC alert job has been run for the
system.

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 Parameter Description

Last successful job run date Available only when an EC alert job has been run before and
recommended for a recurring job. The job checks records
that have been changed since the previous job. For the first
instance of a recurring job, the system checks when the
previous job of the same EC Alerts and Notifications type
was run and checks the records changed since then.

Specify a date When you select this option, the alert job checks all infor-
mation record changes on or after the specified date. This
option is recommended if you are defining a one-time job.

 Recommendation
For the first time the job is run, we recommend that
you define a reasonable date for the field Specify a date.
When you select the Specify a date option, the job will
scan all records updated after the specific selected date.
When there is a large number of records that created,
updated, or imported in the specified date range, the
job may take some time to complete. To ensure that the
job completes successfully, avoid executing jobs for a
excessively large number of records.

6. Set up job occurrence and notification options.

 Recommendation

To make sure that alerts are triggered regularly, we recommend that you set it as a daily job.

7. Click Create Job to save the new job.

8. If you are the owner of the job, go to the job list and submit it so that it starts running.

Results

The job starts running during the active period you have set for the job. Alerts will be created and sent by the job.

Next Steps

After every completed job, you can check the job results. In Provisioning, go to Managing Job Scheduler
Scheduled Jobs Monitor Jobs and open the details of a job, and you can see the following information:

• Total number of records checked, processed, and created by entity and Employee Central alert rule name.
• Total number of Employee Central alerts triggered, to-do alerts created, emails sent, and error messages.
• Total time takes for checking, processing, creation, and completion of alerts.

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When you want to change your alert rule, make sure that you run an EC alert job afterwards. Otherwise, pending
alerts will still be sent based on the results of the previous job.

Related Information

Managing Scheduled Jobs in Provisioning

Managing Scheduled Jobs in Admin Center

7.5.1 Job Execution Overview

Learn about what is done by the system before an EC Alerts and Notifications job runs.

Stage 1 – Determine which records to pick up

The Modified since parameter specifies a date, and all records modified since this particular date will be picked up
by the job.

• If it's the first time the job has been run, users see the following three options:
• Current date: All records modified since today (after the job is created) are picked up.
• Specify a date: All records modified since the specified date are picked up.
• Today's and future records only: This is an additional parameter that excludes records with a past effective
date from all the records picked up by the job. The first option or the second option can be selected
separately, or used together with this option. For example, if you select Specify a date and Today's and
future records only, the system only collects those records that have been modified since the specified date
and also have a future effective date.
• If it's not the first time, users see the following two options:
• Last successful job run date: All records modified since the date when the previous job was run are picked
up.
• Specify a date: All records modified since the specified date are picked up.

Stage 2 – Validate entities to create pending alerts in the alerts table

At the second stage, the job will identify all the records based on the list of supported entities, and then validate and
process them.

After having obtained the list of entities that it must process, the job checks whether individual entities match the
business rule. If yes, an alert entry is created in the alerts table; if not, no entry is created. During the process,
the job also deletes any existing alert entries for the current entity. This prevents sending of alerts that become
outdated because customers have deleted the alert rule or changed the alert rule logic after the original rule
created alerts.

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When this process is completed, the last successful job run date is updated to the current date.

Stage 3 – Process pending alerts to generate to-do alerts and send email
notifications

In the last stage, as the job has identified the date and entities that are to be processed, it will create to-do entries
and e-mail notifications. First, the job will retrieve the list of supported entities, and then pending alerts for these
entities. The Employee Central alerts that are returned are based on their due dates, which are less than or equal to
today (covering any alerts that haven’t been sent yet, up to and including today).

With the pending alerts list that is generated, the system does the following:

• Creates Employee Central Alert Processor for Employee Central Alerts, Employee Time Alerts, and MDF Alerts
• Deletes uncompleted to-do entries (this is to prevent multiple to-dos from being sent to users if the previous
to-do for the same alert is still pending)
• Creates Employee Central alert to-do entries for the step approvers of the workflow configured for that alert
• Sends e-mail notifications to the CC role users of the workflow configured for that alert
• Updates the status of the Employee Central alert to "Completed"

When all entities are processed, the job is finished.

7.5.2 Employee Central Alerts Run Concurrently

Employee Central alerts now run in a multithreaded environment that shows alert rules by entity name when you
view them in the Monitor Jobs tool in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Using Monitor Jobs for Alerts

You can access Monitor Jobs tool after you’ve selected your company name within Provisioning. Navigate to
Monitor Jobs under the Managing Job Scheduler section. Alternatively, you can access it by selecting the Monitor
Jobs link when you are in the Scheduled Jobs page. For how to monitor jobs, see Monitoring Scheduled Jobs in
Provisioning.

You can view run details by selecting the Details link associated with the job that you ran. The run details include the
following information:

• Total number of records checked, processed, or created by entity and Employee Central alert rule name.
• Total number of Employee Central alerts triggered, To-dos created, emails sent, and error messages.
• Total time spent on checking, processing, creation, and completion of alerts.

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  Note

With the enhanced Run Details feature, it's easy to view the number of records checked, processed, and
completed by alert rule name under the entity it's associated with. Besides, the multithreading environment
brings performance improvement.

Related Information

Monitoring Scheduled Jobs in Provisioning

7.6 How Old Pending Alerts Are Handled

You can choose whether to delete old pending alerts when a new alert is created following a data change in HRIS
effective-dated entities.

Explanation of the Logic

Here is a typical business scenario: When the end date of an employee's contract approaches, their manager may
extend the contract period before a scheduled alert is sent. The previous behavior is that after the manager moves
the end date forward, instead of cancelling the original alert and keeping only the new alert, the system would keep
and send both. This has confused customers because the original alert is already irrelevant and shouldn't be sent.

You can use the rule setting, "Delete Old Pending Alert Flag", in an alert rule to decide whether to delete any related
old pending alerts found. If they don't set the flag or set it to "No", the behavior won't be any different from that
of the previous logic; if they set the flag to "Yes", all related old pending alerts are deleted after the new alert is
created. Only the alert for a record with the latest effective start date will be kept as the new pending alert. See
Example 3 in Examples of Handling Old Pending Alerts in Different Scenarios.

If the rule setting is set to "Yes", we try to find all related old pending alerts after a new alert is created. To determine
which old pending alerts are related, we look at these five criteria, in the order they're listed below:

1. Same subject user: First, the old pending alerts are for the same person.
2. Same rule: Then, the old pending alerts are assigned to the same rule (same rule code).
3. Same alert message: Next, the old pending alerts have the same message ID.
4. Same workflow information: Next, the old pending alerts are attached to the same workflow (same workflow
FO ID).
5. Same entity type: Finally, the old pending alerts are for an alert rule based on the same entity type. Users can
create a rule in jobInfo and delete it and then they create a rule with the same rule code in compInfo. Because
two different entity types are involved here, old pending alerts for this rule aren't related.

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The following example illustrates how the rule setting is used in an alert rule:

Rule Setting Used in Alert Rule

Expected Behaviors

• Related old pending alerts are deleted only after a new alert has been created. There may be old pending
alerts for history records, but they won't be found and deleted unless new related alerts are created. This is a
compromise based on considerations of conserving system resources.
• Only three HRIS effective dated entities are supported: JOB_INFO, COMP_INFO,
PAY_COMPONENT_RECURRING. For other entities, current business logics already meet customers'
requirements in this regard.

Unsupported Scenarios

• No contract end date. If a contract end date is null, no date will be scheduled to send an alert and no new alert
will be created. Consequently, no old pending alerts will be found and deleted. If you do want to delete them,
enter 9999-12-31 as an end date.
• Records of entity deleted. When a record of entity (for example, a jobInfo record) is deleted, it won't trigger any
alert rule and no new alert is created. Existing alerts aren't affected in any way.
• Completed alerts. If an alert has already been sent and its to-do has been generated, then it's not a pending
alert and it won't be deleted.

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Related Information

Examples of Handling Old Pending Alerts in Different Scenarios [page 139]

7.6.1 Examples of Handling Old Pending Alerts in Different

Scenarios

If you set "Delete Old Pending Alert Flag" to "Yes" in an alert rule, alerting behavior will be different from when this
rule setting wasn't introduced or when it's set to "No". Here are a few typical examples.

Example 1: New records are inserted, and a new alert is created after each
insertion. Action: Old pending alerts are deleted when a new one is created.

Alice is hired on July 20, 2020 and her contract end date is set to August 5, 2021. With her end date set, a future
alert (alert 1) about contract end is created and scheduled to be sent one month before the end date, on July 5,
2021.

On December 4, 2020, a new record is inserted, extending her contract end date to August 20, 2022. Another alert
(alert 2) about contract end is created and scheduled to be sent on July 20, 2022.

Previous behavior: On July 5, 2021, alert 1 is sent anyway, despite that her contract end date has been extended.
And on July 20, 2022, alert 2 will also be sent.

Current behavior (when the rule setting is "Yes"): On July 5, 2021, alert 1 isn't sent (because it's already deleted),
and alert 2 will be sent on July 20, 2022.

Example 2: Existing records are updated, and this triggers creation of new
alerts. Action: Old pending alerts are deleted when a new one is created.

Alice is hired on July 20, 2020 and her contract end date is set to August 5, 2021. With her end date set, a future
alert (alert 1) about contract end is created and scheduled to be sent on July 5, 2021.

On December 4, 2020, a new record is inserted, extending her contract end date to August 20, 2022. Another alert
(alert 2) about contract end is created and scheduled to be sent on July 20, 2022.

Later, the December 4, 2020 record is edited, further extending the contract end date to August 30, 2022 and a
third alert (alert 3) about contract end is created and scheduled to be sent on July 30, 2022.

Previous behavior: Both alert 1 and alert 3 are sent, on their respective scheduled dates.

Current behavior (when the rule setting is "Yes"): The alert 1 is deleted when alert 2 is created and later alert 2 is
deleted when alert 3 is created. The only pending alert is alert 3, which will be sent on July 30, 2022.

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Example 3: A new history record is inserted that doesn't have the latest
effective start date. Action: A new alert for the new history record is first
created and then deleted.

Alice is hired on July 20, 2020 and her contract end date is set to August 5, 2021. With her end date set, a future
alert (alert 1) about contract end is created and scheduled to be sent on July 5, 2021.

On December 4, 2020, a new record is inserted, extending her contract end date to August 20, 2022. Another alert
(alert 2) about contract end is created and scheduled to be sent on July 20, 2022.

Later, a new history record, with an effective start date of December 1, 2020, extending her contract end date to
August 10, 2023, is inserted on December 5, 2020, leading to creation of alert 3.

Previous behavior: All the three alerts are sent on their respective originally scheduled date.

Current behavior (when the rule setting is "Yes"): Alert 1 is deleted when alert 2 is created. After alert 3 is
created, it's compared to alert 2 and because the related jobInfo record doesn't have the latest effective start date
(alert 2 has an effective start date of December 4, 2020), it's soon deleted. The only pending alert is alert 2, which
will be sent on July 20, 2022.

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8 Admin Tasks for Workflows and Alerts

As an admin, you can review all active workflows, monitor and process stalled workflows, and remove invalid
pending to-do alerts. To help you have a better understanding of the overall workflow processing status and
progress, the system also offers you a number of advanced reports about workflow data.

Managing Workflow Requests as Admin [page 142]

As an admin, you can review all active workflow requests in the system and act upon them centrally. For
example, if a workflow is routed to an inactive user or you want to clean up workflows whose initiators have
left the company, you can change approvers or decline the requests to cancel them.

Stalled Workflow Requests [page 144]

You can monitor and respond to stalled workflow requests from the Admin Alerts tile within Admin Center.

Advanced Reporting for Workflows [page 150]

You can run and access reports to have an overview of workflows in the system.

Troubleshooting Workflow Configuration Derivation [page 151]

You can find out the derived workflow configuration by hovering over the workflow name on the workflow
confirmation pop up.

Managing Pending Alerts [page 151]

Use the Manage Alerts and Notifications dashboard to filter and view the alerts that have been created by
the recurring job. If the alerts are no longer valid, to prevent them from being sent, you can delete those
alerts before their effective dates. In addition, the dashboard also allows you to view or delete the to-do
alerts that are sent but haven't been confirmed.

Workflows in Admin Alerts [page 153]

The Admin Alerts tile provides a convenient access to stalled workflows and workflows with invalid
approvers.

Batch-Processing Workflows in Admin Alerts [page 154]

You can use Admin Alerts to find workflows of your interest and process them all at once.

Related Information

Advanced Reporting for Workflows [page 150]

Managing Workflow Requests as Admin [page 142]
Responding to Stalled Workflows in Admin Alerts [page 147]

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Admin Tasks for Workflows and Alerts PUBLIC 141
8.1 Managing Workflow Requests as Admin

As an admin, you can review all active workflow requests in the system and act upon them centrally. For example, if
a workflow is routed to an inactive user or you want to clean up workflows whose initiators have left the company,
you can change approvers or decline the requests to cancel them.

Prerequisites

You have the Manage Workflow Requests permission.

Context

For workflows pending at inactive users, you can also go to their Employment Information page of the People Profile
to view the pending workflows.

Procedure

1. Go to Admin Center Manage Workflow Requests .

2. Search for the requests that you want to work with. The available search criteria:

Criteria Description

Requested By Select a workflow initiator user for whom you have permis-
sions.

 Tip
You can find and select inactive users in the Requested
By and Requested For fields. This allows you to find
workflows with an inactive initiator or inactive subject
user.

Requested For Select a subject user for whom you have permissions.

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142 PUBLIC Admin Tasks for Workflows and Alerts
 Criteria Description

Request Type Select a workflow type, for example, Transfer or Promo-

tion. The options include both the event reasons and prede-
fined request types. Event reasons are displayed as <Event
Reason Title>(<Event Reason ID>)>.

 Tip
To search for workflows related to a specific MDF object,
choose Change Generic Object Action as the request
type and then specify a specific object.

Request Status Status of the workflow, for example, completed or pending.

Stalled for Days This field only appears if you have selected Pending or Sent
back as the request status. Enter the number of the days –
how long the workflows are stalled.

Effective Date From/To Enter the time period in which the data contained in the
workflow becomes effective.

Requested Start/End Date Enter the time period in which the change/request has been
made.

3. Choose Search to find workflow requests meeting your criteria.

4. Do any of the following to workflow requests found.

Action Description

Lock Down You can lock a workflow, so that it is prevented from further
processing.

Unlock Unlock the locked workflow, so that it is available for further

processing.

Add Approver If needed, you can add an additional approval step as ap-
prover to a certain workflow. You can specify whether further
workflow changes are allowed.

Change Approver You can exchange an approver for another employee. You
can specify whether workflow changes are allowed.

Remove Approver You can delete an approver for the workflow.

Route Request You can skip an approval step with this action.

Decline You can decline a request, if it's not a valid request anymore.

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 Action Description

Change Initiator For workflows that are sent back, you can change the initia-
tor so that somebody else can withdraw or resubmit the
request.

Results

The workflow has been processed. Depending on your action, its status has changed, or the workflow has been
routed to the new approver.

Task overview: Admin Tasks for Workflows and Alerts [page 141]

Related Information

Stalled Workflow Requests [page 144]

Advanced Reporting for Workflows [page 150]
Troubleshooting Workflow Configuration Derivation [page 151]
Managing Pending Alerts [page 151]
Workflows in Admin Alerts [page 153]
Batch-Processing Workflows in Admin Alerts [page 154]
List of Role-Based Permissions

8.2 Stalled Workflow Requests

You can monitor and respond to stalled workflow requests from the Admin Alerts tile within Admin Center.

Stalled Workflow Requests

When an approver at a workflow step does not respond to a workflow request timely and the workflow cannot
proceed to the next step, that workflow is called "stalled". You can access such workflows within Admin Center and
do something about them. And there're other times when managers have been terminated in the system and you
need to check that there are no stalled workflows left for their attention.

Configuring the Admin Alerts Tile for Stalled Workflows [page 145]
To ensure workflows are acted upon promptly, you can set up the Admin Alerts tile in Admin Center to show
stalled workflows.

Responding to Stalled Workflows in Admin Alerts [page 147]

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144 PUBLIC Admin Tasks for Workflows and Alerts
 Using the Admin Alerts page, you can monitor the stalled workflows in the system and act on them
centrally.

Parent topic: Admin Tasks for Workflows and Alerts [page 141]

Related Information

Managing Workflow Requests as Admin [page 142]

Advanced Reporting for Workflows [page 150]
Troubleshooting Workflow Configuration Derivation [page 151]
Managing Pending Alerts [page 151]
Workflows in Admin Alerts [page 153]
Batch-Processing Workflows in Admin Alerts [page 154]

8.2.1 Configuring the Admin Alerts Tile for Stalled Workflows

To ensure workflows are acted upon promptly, you can set up the Admin Alerts tile in Admin Center to show stalled
workflows.

Prerequisites

You have the Access Admin Alerts permission.

Context

The Admin Alerts tile is only available in the NextGen Admin Center.

Procedure

1. In Admin Center, choose See More on the Admin Alerts tile.

2. On the Admin Alerts page that appears, choose a workflow-related alert type from the dropdown list, for
example, "Stalled Workflows - Employee Related".
3. Choose the Configure Alert Type button at the top of the page.
4. Specify the options for the particular alert type.

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Admin Tasks for Workflows and Alerts PUBLIC 145
 You can turn on or turn off the scheduled job that fetches stalled workflows; specify how frequently the job
runs; and include only workflows that have been stalled for a specified number of days.
5. Save your changes.

Results

The Admin Alerts tile has been configured to display stalled workflow requests.

Task overview: Stalled Workflow Requests [page 144]

Related Information

Responding to Stalled Workflows in Admin Alerts [page 147]

List of Role-Based Permissions
Responding to Stalled Workflows in Admin Alerts [page 147]

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Responding to Stalled Workflows in Admin Alerts [page 147]

8.2.2 Responding to Stalled Workflows in Admin Alerts

Using the Admin Alerts page, you can monitor the stalled workflows in the system and act on them centrally.

Prerequisites

• The Admin Alerts tile has been set up to display stalled workflows.
• You have the Access Admin Alerts permission. To see stalled workflows on the tile, you also need additional
workflow-related Admin Alert Object Permissions, such as Stalled Workflows - Employee Related.

Procedure

1. Go to Admin Center Admin Alerts .

 Tip

You can go to Admin Alerts either by searching for "Admin Alerts" in the global search box or by choosing
an item on the Workflow section of the Admin Alerts tile. If there're too many alerts on the tile, the Workflow
section may not be displayed. In this case, you need to choose See More to land on the Admin Alerts page.

2. From the Admin Alert Type list, choose a workflow-related alert type.

Workflow-Related Admin Alert Types

Admin Alert Description

Stalled Workflows - Employee Related Use this to find stalled workflows that are not the following
types: Foundation Object changes; Hire or New Hire work-
flows without an assigned manager.

Stalled Workflows - Non-Employee Related Use this to find stalled workflows that are the following
types: Foundation Object changes; Hire or New Hire work-
flows without an assigned manager.

Invalid Approvers in Employee-Related Workflows Use this to find workflows that have an invalid approver and
are not the following types: Foundation Object changes; Hire
or New Hire workflows without an assigned manager.

Invalid Approvers in Non-Employee-Related Workflows Use this to find workflows that have an invalid approver and
are the following types: Foundation Object changes; Hire or
New Hire workflows without an assigned manager.

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Admin Tasks for Workflows and Alerts PUBLIC 147
 Admin Alert Description

Workflows for Employee Position Change with Deleted Sub- Use this to find workflows that involve a position change to
ject User subject users who have already been deleted. They’re invalid
and may block changes to the position involved. Workflows
found by this type are a subset of those found by Workflows
with Deleted Subject User.

Workflows with Deleted Subject User Use this to find workflows whose subject users have already
been deleted. If any of these workflows are for generic ob-
jects, such as Position, they’ll block changes to the objects
involved.

3. Optional: On the top of the Alerts table, choose  Settings to show or hide columns and apply filters.

Note that the columns available for you to choose from vary, depending on which alert type you just selected.
The following are some of the most useful columns:

Columns and Usage

Column Name More Information

Requested By Person that initiated the workflow request.

Requested For The subject user that the request is intended for. Applica-
ble for Employee Central and person-based MDF workflows
only. When it's an object-based workflow, this column is
blank.

Effective Date For workflows where effective date is applicable, the effec-
tive date appears in this column.

Stalled Days Number of days for which the workflow request has been
stalled.

Single Approver Name If the resolved step approver is a single approver, they show

and Single Approver the current approver's name and ID. They are particularly
useful when workflows have been delegated or escalated:

• If a workflow has been delegated and now awaits re-

sponse from the delegatee, the new column shows the
delegatee's name.
• If a workflow has been escalated and now awaits re-
sponse from the escalatee, the new column shows the
escalatee's name.
• If a workflow has first been delegated and then esca-
lated and it now awaits response from the escalatee, the
new column shows the escalatee's name.

Dynamic Group Name and Dynamic Group If the resolved step approver is a dynamic group, they show
the dynamic group's name and ID.

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 Column Name More Information

Position Name and Position For the alert types Stalled Workflows - Employee Related or
Stalled Workflows - Non-Employee Related: If the resolved
step approver is a position, they show the position's name
and ID.

Position Name and Position ID For the alert type Workflows for Employee Position Change
with Deleted Subject User: They show the name and ID of the
specific position that is involved in the data change.

4. Select one or more workflows and respond to them by choosing any of the following actions.

Note that here HR admins can operate on the workflows in bulk, such as declining, without additional RBP
permissions, and that the actions available for you to choose from vary, depending on which alert type you just
selected.

Action If You Want to

Change approver Specify a new approver for the selected workflows. Next, the
workflows will be routed to the new approvers.

Decline Decline the stalled workflow request, for example, if it's no

longer valid.

Lock down Prevent other approvers from processing the selected stal-
led workflows. This will also remove the requests from those
approvers' to-do tile and alert notifications.

Route to next step Let the request go to the next-step approver.

Results

You responded to the selected workflow requests.

Task overview: Stalled Workflow Requests [page 144]

Related Information

Configuring the Admin Alerts Tile for Stalled Workflows [page 145]
List of Role-Based Permissions
Configuring the Admin Alerts Tile for Stalled Workflows [page 145]
Configuring the Admin Alerts Tile for Stalled Workflows [page 145]

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8.3 Advanced Reporting for Workflows

You can run and access reports to have an overview of workflows in the system.

The following reports are available:

• Open Workflow Requests

This report lists all still pending workflow requests that need to be approved.
• Workflow Processing Time Statistics
This report provides the processing times for the different workflow requests steps. For example, a 3-step
approval process where all steps are completed by a different processor within 2 days, would be reported
containing 3 records with 2 days each.
• Workflow Processing Statistics
This report lists the total number of workflow requests for certain events together with the status of the
workflow.
• Workflow Request Analysis
This report lists all employees who have made a workflow request either by themselves or on behalf of another
employee.

Parent topic: Admin Tasks for Workflows and Alerts [page 141]

Related Information

Managing Workflow Requests as Admin [page 142]

Stalled Workflow Requests [page 144]
Troubleshooting Workflow Configuration Derivation [page 151]
Managing Pending Alerts [page 151]
Workflows in Admin Alerts [page 153]
Batch-Processing Workflows in Admin Alerts [page 154]
Employee Central Advanced Reporting Implementation
SAP SuccessFactors Workforce Analytics

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150 PUBLIC Admin Tasks for Workflows and Alerts
8.4 Troubleshooting Workflow Configuration Derivation

You can find out the derived workflow configuration by hovering over the workflow name on the workflow
confirmation pop up.

The derived workflow configuration is easily accessible to speed up implementation and to ease problem analysis.

Parent topic: Admin Tasks for Workflows and Alerts [page 141]

Related Information

Managing Workflow Requests as Admin [page 142]

Stalled Workflow Requests [page 144]
Advanced Reporting for Workflows [page 150]
Managing Pending Alerts [page 151]
Workflows in Admin Alerts [page 153]
Batch-Processing Workflows in Admin Alerts [page 154]

8.5 Managing Pending Alerts

Use the Manage Alerts and Notifications dashboard to filter and view the alerts that have been created by the
recurring job. If the alerts are no longer valid, to prevent them from being sent, you can delete those alerts before
their effective dates. In addition, the dashboard also allows you to view or delete the to-do alerts that are sent but
haven't been confirmed.

Implementing and Managing Workflows

Admin Tasks for Workflows and Alerts PUBLIC 151
Prerequisites

You have the Manage Alerts and Notifications permission. You can find it under Administrator Permissions
Manage Workflows in the Manage Permission Roles admin tool.

Context

In the Pending Alerts tab, you can find the created alerts that are to be sent as an email notification or a to-do
alert (how they are sent depends on your workflow configurations). Whereas the Pending To-Dos tab lists the to-do
alerts that have been sent but haven't been confirmed by the recipients.

Procedure

1. Go to Admin Center Manage Alerts and Notifications .

2. On one of the tabs, search for alerts using available filters. The filters include:

Filter Description

Recipient Recipient of the alert. Note that it is only relevant for pending to-dos.

Initiated For Subject user of the alert.

Alert Type Whether it is alert for Employee Central or MDF data.

Entity Type The relevant HRIS element for MDF object.

Alert Effective Date Select a time period to filter for the alerts that are to be sent during this period.

Entity Effective Date Select a time period to filter for the alerts based on the effective date of the relevant subject data.

 Note
Only relevant for data that has an effective date.

Alert Message The message based on which the alert is created.

Alert Rule Name The rule that triggers the alert.

Alert Workflow The workflow with which you define the alert recipients.

3. Review the pending alerts or pending To-Dos. If they are no longer valid, you can delete them.

Task overview: Admin Tasks for Workflows and Alerts [page 141]

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Related Information

Managing Workflow Requests as Admin [page 142]

Stalled Workflow Requests [page 144]
Advanced Reporting for Workflows [page 150]
Troubleshooting Workflow Configuration Derivation [page 151]
Workflows in Admin Alerts [page 153]
Batch-Processing Workflows in Admin Alerts [page 154]
List of Role-Based Permissions

8.6 Workflows in Admin Alerts

The Admin Alerts tile provides a convenient access to stalled workflows and workflows with invalid approvers.

Workflows listed on the tile are grouped into two categories: employee-related (workflows with a subject user) and
non-employee-related (workflows without a subject user). Employee-related workflows concern employees within
the target population of your permission role, while non-employee-related workflows concern either foundation
objects or new hires without a manager yet.

The Admin Alerts tile also lists dynamic roles with invalid users, making it easy for you to pinpoint such roles and
remove any invalid users on the fly.

To access the tile and view all workflows, you need to configure the Admin Alerts Object Permissions for your role,
choosing View for all Visibility options. These permissions are required only if you want access to employee-related
workflows. For access to non-employee-related workflows, they are not required.

To learn more about what this tile can do, see Admin Alerts.

Parent topic: Admin Tasks for Workflows and Alerts [page 141]

Related Information

Managing Workflow Requests as Admin [page 142]

Stalled Workflow Requests [page 144]
Advanced Reporting for Workflows [page 150]
Troubleshooting Workflow Configuration Derivation [page 151]
Managing Pending Alerts [page 151]
Batch-Processing Workflows in Admin Alerts [page 154]

Implementing and Managing Workflows

Admin Tasks for Workflows and Alerts PUBLIC 153
8.7 Batch-Processing Workflows in Admin Alerts

You can use Admin Alerts to find workflows of your interest and process them all at once.

Prerequisites

To access Admin Alerts, obtain permissions under the Admin Alerts and Admin Alerts Object Permissions
categories.

Procedure

1. Go to the Admin Alerts tile in Admin Center.

2. Choose the workflow category you want to work on. For example, you can choose workflows with invalid
approvers or stalled workflows.
3. Optional: In the page that appears, choose the Settings icon ( ) to sort or filter workflows in this particular
category.
4. Select workflows that will be processed.

 Tip

You can choose workflows one by one; alternatively, if all the workflows displayed on the page have to be
selected, you can check the box at the top-left corner.

5. Choose an action you want to take for these selected workflows.

You can choose any of the following actions from the Action dropdown list:
• Recheck:
• Change approver
• Decline
• Lock down:
• Route to next step

Task overview: Admin Tasks for Workflows and Alerts [page 141]

Related Information

Managing Workflow Requests as Admin [page 142]

Stalled Workflow Requests [page 144]
Advanced Reporting for Workflows [page 150]
Troubleshooting Workflow Configuration Derivation [page 151]

Implementing and Managing Workflows

154 PUBLIC Admin Tasks for Workflows and Alerts
Managing Pending Alerts [page 151]
Workflows in Admin Alerts [page 153]

Implementing and Managing Workflows

Admin Tasks for Workflows and Alerts PUBLIC 155
9 Using Workflows and Alerts

Learn how to access and manage your workflow requests. You have a variety of options, such as assigning
workflows to yourselves, delegating workflows to someone else, and making changes to the workflow transactions.

Workflows on the Home Page [page 157]

Workflows are part of SAP SuccessFactors Employee Central and include the following features on the
home page.

Accessing Workflows [page 159]

This topic gives you a brief overview on how you can access pending workflow requests in Employee
Central.

Assigning Workflows to Yourself [page 180]

A workflow can be sent to multiple approvers, for example, when the specified approver is a dynamic group
or dynamic role. As one of the approvers, to avoid redundant approvals, you can assign it to yourself and
indicate to other approvers that you’re working on it.

Managing Workflow Assignments [page 181]

You can now reserve workflows using Manage Workflow Assignment and flag your workflows, so other won't
work on them when you're in charge.

Acting on Workflows [page 187]

This section explains what the workflow looks like on the UI and what you can do with it.

Delegating Workflows [page 192]

You can delegate someone else to act on your behalf and take care of your workflow when you're on
vacation or when you think someone else might be better suited to approve specific workflows.

Using Alerts [page 203]

If alerts are set up for your system, they will be generated according to their configuration. For example,
when a certain date is approaching, alerts are generated, either as emails or as items on the To-Do list, to
remind the user to take action.

Workflow In-Flight Changes [page 206]

As the approver of a workflow, you might still change the workflow data, depending on how the workflow
object is configured. In the workflow object, the admin can configure whether the approver is allowed to
make changes and whether the changes reroute the workflows.

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156 PUBLIC Using Workflows and Alerts
9.1 Workflows on the Home Page

Workflows are part of SAP SuccessFactors Employee Central and include the following features on the home page.

Name Description Where Shown When Shown Prerequisites On Mobile App?

Delegate My Enables you to re- Quick Actions Always shown, • You have Yes
Workflows quest a co-worker based on system
to process your configuration and Manage
workflows during user permission. Workflows
a specified period, Allow Auto
directly from the
home page. Delegation
permission.
• You have MDF
object permis-
sion.
• It's selected at

Manage

Home Page
Quick

Actions .

Approve Employee Enables you to ap- Approvals (for ini- Appears initially When the Prevent Yes
Central Workflow tial approval) Quick Approval for
prove pending Em- when you have an
For You Today (if Workflow permis-
ployee Central ob- Employee Central
sent back) sion is enabled
ject or foundation object or Founda- for approvers, they
object workflow re- tion Object work- cannot approve the
quests. Links you to flow to approve. request directly
details. Appears again if from the card; in-
stead, they have
the request is sent
Initially, requests to use the View
back by a subse-
appear in the Details link to open
quent approver in the workflow de-
Approvals section,
the workflow. tails page to ap-
where you can ap-
prove the request.
prove or decline. Disappears when
If a task is sent the workflow is ap-
back by a subse- proved, declined,
quent approver in sent back, or dele-
the workflow, it ap- gated. Or, if no
pears in the For You action is taken,
Today section, so it disappears 180
you can review and days after the due
update it as neces- date (if set) or the
sary. Last Modified date
(if there's no due
(To-Do Category
date).
14)

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 157
Name Description Where Shown When Shown Prerequisites On Mobile App?

Workflow Prompts you to For You Today Appears when The option Yes
Delegation Request Allow Delegatees
accept or reject someone requests
acceptance to Accept or
auto-delegation re- to have their work-
Reject a Workflow
quests from other flow tasks automat- Delegation Request
people. You can ically delegated to
in Admin
see the delegator’s you, so you can
Center Company
name and photo process workflows
System and Logo
and the requested on their behalf dur-
Settings is se-
auto-delegation pe- ing a specified pe-
lected.
riod. Then you can riod.
decide whether to
Disappears after
accept or reject the
you accept or re-
request.
ject the delegation
(To-Do Category request; when the
77) delegator changes
the delegatee or
turns off auto-
delegation; after
the auto-delegation
end date; or after
the due date (if set)
or the Last Modi-
fied date (if there's
no due date).

Upcoming Prompts you to ac- For You Today Appears after a If the option Yes
Delegation ac- Allow Delegatees
knowledge an up- delegation request
knowledgment to Accept or
coming or ongo- was accepted by
Reject a Workflow
ing workflow del- you (or automati- Delegation Request
egation. You can cally by the system is not selected, the
see the delegator’s for you). system automati-
name and photo cally accepts dele-
Disappears when gation requests for
and the accepted
dismissed; if the you and you also
auto-delegation pe-
delegator changes see this acknowl-
riod. edgment task.
the delegatee or
(To-Do Category turns off auto-
77) delegation; after
the auto-delegation
end date; or after
the due date (if set)
or the Last Modi-
fied date (if there's
no due date).

Implementing and Managing Workflows

158 PUBLIC Using Workflows and Alerts
9.2 Accessing Workflows

This topic gives you a brief overview on how you can access pending workflow requests in Employee Central.

Accessing Workflows

You can access workflows a number of different ways, which can be specified based on home page or role-based
permissions:

• Approval cards on the home page.

• To-Do Alerts when you select  (To-Dos) in the global header.

• Employees' QuickCards
• Pending Requests in subject users' People Profile
• Pending Requests on your mobile device.

Accessing Workflows from the Home Page [page 160]

The home page provides an easier way for users to access workflows and perform common workflow-
related tasks.

Accessing Workflows Using To-Do Alerts [page 163]

You can access your pending workflows using the to-do alerts icon in the global page header.

Accessing Pending Requests From Employee Quickcards [page 164]

You can access your pending workflow requests from the employee Quickcard by selecting the Pending
Requests link.

Accessing Pending Workflow Requests in People Profile [page 166]

When there is a pending workflow for a subject user, you can access the workflow details page when you
select the pending future link found in the subject users profile page. When you are the approver, you can
approve the pending workflows directly.

Accessing Pending Workflow Requests Using Mobile [page 167]

You can access your pending workflow requests using SAP SuccessFactors mobile application.

Accessing Workflow Requests on the Home Page [page 170]

Users can access pending and sent-back workflow requests directly from the home page.

Employee Central Workflows Notification Cards in the SAP SuccessFactors App [page 171]
Learn about Employee Central Workflows notification cards users can receive in Microsoft Teams.

Using the Pending Workflows Page [page 172]

The Pending Requests page is where users view various types of workflows that require their attention.

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 159
9.2.1 Accessing Workflows from the Home Page

The home page provides an easier way for users to access workflows and perform common workflow-related tasks.

If you have the required permissions, you can do the following on the home page. See topics in the Related
Information section for more details.

Accessing Pending Workflow Requests

You can use the View Pending Workflows tile in the Quick Actions section to access requests that require your
attention. The quick action takes you to the Pending Workflows page where all your workflows are organized into
several categories.

View Pending Workflows

Configure Workflow Auto-Delegation

You can use the Delegate My Workflows tile in the Quick Actions section to set up your auto-delegation.

Delegate My Workflows

Respond to Auto-Delegation Requests and Get Notified of Upcoming

Delegations

If your company requires you to accept or decline delegation requests, you can directly respond to such requests
on the home page. Delegatees also see reminders about currently active delegations.

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160 PUBLIC Using Workflows and Alerts
 Auto-Delegation Request and Reminder

Process Workflow Requests

You can access pending and sent-back workflow requests, directly respond to them, or open a workflow details
page to review data changes and take further actions.

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 161
 Workflow Requests

Parent topic: Accessing Workflows [page 159]

Related Information

Accessing Workflows Using To-Do Alerts [page 163]

Implementing and Managing Workflows

162 PUBLIC Using Workflows and Alerts
Accessing Pending Requests From Employee Quickcards [page 164]
Accessing Pending Workflow Requests in People Profile [page 166]
Accessing Pending Workflow Requests Using Mobile [page 167]
Accessing Workflow Requests on the Home Page [page 170]
Employee Central Workflows Notification Cards in the SAP SuccessFactors App [page 171]
Using the Pending Workflows Page [page 172]
Setting Up Automatic Workflow Delegation (for Employees) [page 197]
Accepting or Rejecting Delegation Requests from the Home Page [page 200]
Accessing Workflow Requests on the Home Page [page 170]
Workflows on the Home Page [page 157]

9.2.2 Accessing Workflows Using To-Do Alerts

You can access your pending workflows using the to-do alerts icon in the global page header.

Procedure

1. To access workflows using the to-do alerts side panel, locate the  icon in the global page header and select it
so that the side panel appears.

Screenshot of Side Panel Menu Below the Global Checkmark Icon

2. To access your workflows select Approve Requests in the side panel menu.

When you select the Approve Requests link, the Approve Requests dialog box appears.

 Remember

When you have Professional Edition Manage Workflow Requests, you go directly to the My Workflow
Requests page instead.

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 163
3. To go to the My Worklow Requests page from the Approve Request dialog box, select Go to Workflow Requests.

From the My Workflow Requests page, you can select multiple workflows requests to approve.

Task overview: Accessing Workflows [page 159]

Related Information

Accessing Workflows from the Home Page [page 160]

Accessing Pending Requests From Employee Quickcards [page 164]
Accessing Pending Workflow Requests in People Profile [page 166]
Accessing Pending Workflow Requests Using Mobile [page 167]
Accessing Workflow Requests on the Home Page [page 170]
Employee Central Workflows Notification Cards in the SAP SuccessFactors App [page 171]
Using the Pending Workflows Page [page 172]

9.2.3 Accessing Pending Requests From Employee Quickcards

You can access your pending workflow requests from the employee Quickcard by selecting the Pending Requests
link.

Prerequisites

People Profile V3 enabled.

Procedure

1. To access Pending Requests link from your own Quickcard, go to Action Search bar at the top of the page to
enter your name.
2. Select your name and your employee QuickCards appears.
3. From your employee Quickcard, select Take Action menu so that all of your options appear.
4. Select the Pending Requests link.

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164 PUBLIC Using Workflows and Alerts
 Screenshot of Employee QuickCards Where Pending Requests Link appears

When you select the Pending Requests link, you are directed to the Pending Requests page.

Task overview: Accessing Workflows [page 159]

Related Information

Accessing Workflows from the Home Page [page 160]

Accessing Workflows Using To-Do Alerts [page 163]
Accessing Pending Workflow Requests in People Profile [page 166]
Accessing Pending Workflow Requests Using Mobile [page 167]
Accessing Workflow Requests on the Home Page [page 170]
Employee Central Workflows Notification Cards in the SAP SuccessFactors App [page 171]
Using the Pending Workflows Page [page 172]

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 165
9.2.4 Accessing Pending Workflow Requests in People Profile

When there is a pending workflow for a subject user, you can access the workflow details page when you select the
pending future link found in the subject users profile page. When you are the approver, you can approve the pending
workflows directly.

Procedure

1. Go to Action Search Bar to enter in the subject user name.

2. Select the person that you want.

When you select the person you want, you are directed to their People Profile.
3. Locate the subject user's block that involves the change that triggers the pending workflow request.

 Example

For Job Information change, go to that subject users Job Information or Employment Information block.

Screenshot of Changes Pending Approval in Subject Users People Profile

4. To access your pending requests, select the changes pending approval link.
5. Select the pending request that you want.

When you select the pending request link, you are directed to the Workflow Details page for that request.

 Note

Required permissions must be enabled when you are not the approver in order to view Workflow Details for
that subject user.

Task overview: Accessing Workflows [page 159]

Related Information

Accessing Workflows from the Home Page [page 160]

Accessing Workflows Using To-Do Alerts [page 163]

Implementing and Managing Workflows

166 PUBLIC Using Workflows and Alerts
Accessing Pending Requests From Employee Quickcards [page 164]
Accessing Pending Workflow Requests Using Mobile [page 167]
Accessing Workflow Requests on the Home Page [page 170]
Employee Central Workflows Notification Cards in the SAP SuccessFactors App [page 171]
Using the Pending Workflows Page [page 172]

9.2.5 Accessing Pending Workflow Requests Using Mobile

You can access your pending workflow requests using SAP SuccessFactors mobile application.

Prerequisites

• SAP SuccessFactors is installed on your mobile device.

• And your company instance is configured for your mobile device.

Procedure

1. To access your pending requests, launch your SAP SuccessFactors mobile application.
2. Find your pending workflow requests.

• On iOS: Go to the To-Do tab at the bottom and locate the Approve Requests section.
• On Android: Go to the home page and scroll to locate the Approve Requests section.

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 167
 The Approve Requests Section Lists Your Pending Workflow Requests (iOS Version)

Implementing and Managing Workflows

168 PUBLIC Using Workflows and Alerts
Implementing and Managing Workflows
Using Workflows and Alerts PUBLIC 169
3. Tap any pending workflow request and respond to it.

Task overview: Accessing Workflows [page 159]

Related Information

Accessing Workflows from the Home Page [page 160]

Accessing Workflows Using To-Do Alerts [page 163]
Accessing Pending Requests From Employee Quickcards [page 164]
Accessing Pending Workflow Requests in People Profile [page 166]
Accessing Workflow Requests on the Home Page [page 170]
Employee Central Workflows Notification Cards in the SAP SuccessFactors App [page 171]
Using the Pending Workflows Page [page 172]

9.2.6 Accessing Workflow Requests on the Home Page

Users can access pending and sent-back workflow requests directly from the home page.

Context

Using cards in the Approvals section on the home page, users can approve pending Employee Central or MDF
workflows. They can open a workflow details page to check the full details, or delegate, send back, or decline a
workflow. If users aren’t allowed to do quick approvals, they'll have to use the View Details link to open the workflow
details page to approve the request. They can also view sent-back workflows on a different type of cards in the
For You Today section. Choosing the Review and Update link opens a workflow details page, where they can make
changes and resubmit the sent-back workflows.

Procedure

1. Go to the home page.

2. Look for pending workflow requests in the Approval section or sent-back ones in For You Today.

Results

Users can approve pending workflow requests directly from the cards if they're allowed to do quick approvals. Or,
they can open a workflow details page to learn more and take further actions.

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170 PUBLIC Using Workflows and Alerts
Task overview: Accessing Workflows [page 159]

Related Information

Accessing Workflows from the Home Page [page 160]

Accessing Workflows Using To-Do Alerts [page 163]
Accessing Pending Requests From Employee Quickcards [page 164]
Accessing Pending Workflow Requests in People Profile [page 166]
Accessing Pending Workflow Requests Using Mobile [page 167]
Employee Central Workflows Notification Cards in the SAP SuccessFactors App [page 171]
Using the Pending Workflows Page [page 172]

9.2.7 Employee Central Workflows Notification Cards in the

SAP SuccessFactors App

Learn about Employee Central Workflows notification cards users can receive in Microsoft Teams.

Prerequisites

• You've enabled the SAP SuccessFactors app for Microsoft Teams.

• You have an Employee Central license.
• Workflows is enabled.
• Users have the User Permissions General User Permission User Search permission and are included in
the target population. The defaultLocale field must be configured in the user API.
• Users must not have the Administrator Permissions Manage User Employee Export permission. If
users have this permission, they must be included in the target population.

Cards

Name Description When Received

<Employee Central Displays basic information about a workflow re- Approvers have a workflow request for a pending
workflow approval quest for a pending Employee Central object. Employee Central object to approve.
type> Allows approvers to approve or reject a request A request is sent back by an approver in the work-
inside Teams. flow.

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 171
Important Notes

Depending on your configuration, <Employee Central workflow approval type> can be any of the
Employee Central workflows listed in Supported Workflows (except for the last two rows for MDF objects and
Foundations objects).

Parent topic: Accessing Workflows [page 159]

Related Information

Accessing Workflows from the Home Page [page 160]

Accessing Workflows Using To-Do Alerts [page 163]
Accessing Pending Requests From Employee Quickcards [page 164]
Accessing Pending Workflow Requests in People Profile [page 166]
Accessing Pending Workflow Requests Using Mobile [page 167]
Accessing Workflow Requests on the Home Page [page 170]
Using the Pending Workflows Page [page 172]
Enabling the SAP SuccessFactors App for Microsoft Teams
Supported Workflows

9.2.8 Using the Pending Workflows Page

The Pending Requests page is where users view various types of workflows that require their attention.

Prerequisites

The page was formerly known as "Pending Requests". The redesigned version makes it easier for users to track and
respond to workflows organized into various categories. Additionally, the new UI no longer lists requests waiting for
the current user's approval, as these requests can be found at the home page To-Do Menu Approve Requests
My Workflow Requests .

You must have the view permission to Employee Views Pending Requests .

Procedure

1. Choose View Pending Workflows in the Quick Actions section of the home page.

By default, the home page shows the first 16 enabled quick actions. If you don’t see View Pending Workflows,
please go to Manage Home Page to enable it and move it up.

Implementing and Managing Workflows

172 PUBLIC Using Workflows and Alerts
2. On the Pending Workflows page, choose which category of workflows you want to view and process.

Choosing an individual request takes you to its details page.

The requests are organized into five categories:

• My Requests for Approval: This category includes requests that the user has submitted and are currently
awaiting approval from others. Users can see who is expected to approve each request.
• My Requests Sent Back: This category includes requests that the user has submitted but have been sent
back for further action. Users can update and resubmit these requests.

 Tip

Previously, requests from these two categories would be mixed in the My Requests Waiting for Approval
section of the old UI.

• Pending Requests That I Approved: This category includes requests that the user has already approved and
are now awaiting approval from others. Users can see who currently has the request.
• Requests for Comment: This category includes requests where the user has been added as a contributor,
with the role of providing comments to facilitate processing.
• Requests for Information: This category includes requests where the user has been added as a CC role,
allowing them to stay informed and follow up on completed workflows.

 Tip

Previously, requests from the last two categories would be mixed in the My Notifications section of the
old UI.

Here is how the page looks like:

Task overview: Accessing Workflows [page 159]

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 173
Related Information

Accessing Workflows from the Home Page [page 160]

Accessing Workflows Using To-Do Alerts [page 163]
Accessing Pending Requests From Employee Quickcards [page 164]
Accessing Pending Workflow Requests in People Profile [page 166]
Accessing Pending Workflow Requests Using Mobile [page 167]
Accessing Workflow Requests on the Home Page [page 170]
Employee Central Workflows Notification Cards in the SAP SuccessFactors App [page 171]

9.3 Using My Workflow Requests Page

9.3.1 Sorting Workflows

You can use the sort button to sort all assigned workflow requests that appear in the My Workflow Requests Page.

Using the Sort Option

The sort icon

options:
 appears at the top of the My Workflow Requests Page. You can sort by selecting any of these

• Received Date
• Intiated Date
• Effective Date

When you select your date sort preference, you can, at the same time, sort your workflow requests in ascending or
descending order by selecting the Ascending or Descending button.

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174 PUBLIC Using Workflows and Alerts
 Screenshot of Workflow Request Sorting Options

9.3.2 Filtering Workflows From My Workflow Requests Page

You can filter workflows in the My Workflow Requests page (also known as "advanced to-do page") using specific
criteria.

Workflow Filtering From My Workflow Requests Page

You can enable filtering for assigned workflows when you select the filter  icon.
Filtering assigned workflows can help you view workflows within specific criteria, such as workflows assigned to a
specific employee, by workflow request type, or who it was requested for. This can help ease the amount of time it
takes to view your workflow requests especially when you have a high number of requests.

By default, without more role-based permissions, are the filters you can use:

• Request Type
• Event Reason
• Requested For
• Effective Date Range
• Initiated By
• Initiated Date Range

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Using Workflows and Alerts PUBLIC 175
 Screenshot of Available Default Filters In My Workflow Requests page.

9.3.3 Filtering Workflows When Professional Edition Manage

Workflows is Enabled

You can filter workflows in the My Workflow Requests

Filtering Workflows When Professional Edition Manage Workflow Requests Enabled

Since you can see more data when Professional Edition Manage Workflow Requests is enabled, the same is true for
filters. Here are the additional filters:

• Company
• Location
• Cost Center
• Business Unit
• Division
• Department

 Caution

You cannot use these filters for Hire and Rehire workflows since they are not in the system yet. However you
may be able to filter for Hire and Rehire workflows using other filters, such as Event Reason.

 Caution

The additional filters are applicable towards person-based workflows only.

Screenshot of all Available Filters when Professional Edition Manage Workflow Requests Enabled

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176 PUBLIC Using Workflows and Alerts
9.3.4 Filtering Workflows When Manage Workflow Assignments
is Enabled

You can filter workflows in the My Workflow Requests page by assigned workflows when Manage Workflow
Assignments is enabled in role-based permission.

Filtering Assigned Workflows

The Assignment filter has the following options available:

• Unassigned
• Assigned to me
• Assigned to others
• Assigned to

 Note

When you select the Assigned to filter, another field with the same name appears next to it. The new field is a
search text field that allows you to enter the first two letters of the individual assignee name so that you can
select from a list.

Implementing and Managing Workflows

Using Workflows and Alerts PUBLIC 177
9.3.5 Detailed Information About Filtering

There are a number of ways you can filter assigned workflows by selecting a number of different fields. The table in
this topic gives detailed information about all available filters.

More Information About Filters By Assignment

Additional Role-based Permissions Re-

Filter Field Name quired Description

Request Type None You can select the workflow request type
you want to filter from the dropdown
menu.

 Note
Applicable towards person-based
workflows only.

Event Reason None You can select the event reason you want
to filter from the dropdown menu.

Requested For None You can filter workflow requests by en-

tering in the first two letters of the sub-
ject users name that opens up a list of
names. Select the individual you want.

Effective Date Range None You can filter workflow requests by effec-
tive date range using the date picker.

Initiated By None You can filter workflow requests by enter-

ing in the first two letters of the initiators
name that opens up a list of names. Se-
lect the individual you want.

Initiated Date Range None You can filter workflow requests by the
initiated date range using the date picker.

Company Professional Edition Manage Workflow You can search and select multiple com-
Requests panies with this filter.

Location Professional Edition Manage Workflow You can search and select multiple loca-
Requests tions with this filter.

 Note
Applicable towards person-based
workflows only.

Implementing and Managing Workflows

178 PUBLIC Using Workflows and Alerts
 Additional Role-based Permissions Re-
Filter Field Name quired Description

Cost Center Professional Edition Manage Workflow You can search and select multiple loca-
Requests tions with this filter.

 Note
Applicable towards person-based
workflows only.

Business Unit Professional Edition Manage Workflow You can search for and select multiple
Requests business units.

 Note
Applicable towards person-based
workflows only.

Division Professional Edition Manage Workflow You can search for and select multiple
Requests divisions.

 Note
Applicable towards person-based
workflows only.

Department Professional Edition Manage Workflow You can search for and select multiple
Requests departments.

 Note
Applicable towards person-based
workflows only.

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 Additional Role-based Permissions Re-
Filter Field Name quired Description

Assignment Manage Workflow Assignments You can filter workflow requests by as-
signment from a dropdown menu These
are the available choices:

• Unassigned
• Assigned to me
• Assigned to others
• Assigned to

 Note
When you select the Assigned to fil-
ter, the Assigned to field appears.
The Assigned to is a search text field
that allows you to enter the first
two letters of the individual assignee
name so that you can select from a
menu.

9.4 Assigning Workflows to Yourself

A workflow can be sent to multiple approvers, for example, when the specified approver is a dynamic group or
dynamic role. As one of the approvers, to avoid redundant approvals, you can assign it to yourself and indicate to
other approvers that you’re working on it.

Prerequisites

You have the Manage Workflow Assignments permission.

Context

The feature is available for all workflows except those whose approver types are described below:

• Approver type is Role, and the corresponding approver role is Self, Manager, Manager Manager, or
Employee HR.
• Approver type is Dynamic Role, and the resolved approver of a selected dynamic role is an individual person.

You can reserve workflows on the My Workflow Requests page or the Workflow Details page through the Web
application. Note that it is not supported through the mobile app or API calls.

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Procedure

1. From the To-Do menu of the global header, choose Approve Requests to open the My Workflow Requests page.
2. Choose Assign To Me in the Actions column to reserve a workflow to yourself.

You can also navigate to the detail page of the workflow to access the feature.

Results

The workflow is flagged as assigned to yourself and other approvers of this workflow can also see the flag. If
you want to undo the assignment, choose Remove Assignment. The assignment can also be removed by other
approvers of this workflow if they want to process the workflow themselves.

9.5 Managing Workflow Assignments

You can now reserve workflows using Manage Workflow Assignment and flag your workflows, so other won't work
on them when you're in charge.

Managing Workflow Assignments

As an approver, you can reserve workflows to avoid the potential of multiple approvers processing the same
workflow at the same time once you select the Assign To Me button. When you reserve the workflow, it is flagged to
other approvers.

The feature is available for all workflows except those whose approver types are described below:

• Approver type is Role, and the corresponding approver role is Self, Manager, Manager Manager, or
Employee HR.
• Approver type is Dynamic Role, and the resolved approver of a selected dynamic role is an individual person.

You can reserve workflows on the My Workflow Requests page or the Workflow Details page through the Web
application. Note that it is not supported through the mobile app or API calls.

 Restriction

The Assign To Me button appears on the My Workflow Requests page when Manage Workflow Assignments
role-based permission is enabled. To see this button on the Workflow Details, the permission is also necessary.

 Note

The Manage Workflow Assignment feature isn't supported for mobile or OData features.

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1. Role-based Permissions for Managing Workflow Assignments [page 182]
You can enable administrators, approvers, and managers the ability to use the Assign To Me feature to
specific permission roles.
2. Using Assign To Me in Workflows [page 182]
As an approver, you can assign workflows to yourself or to another individual so that other approvers know
that this request is being worked on by someone else.

9.5.1 Role-based Permissions for Managing Workflow

Assignments

You can enable administrators, approvers, and managers the ability to use the Assign To Me feature to specific
permission roles.

Procedure

1. To set up your target permissions, go to Admin Center Manage Permission Roles .

You are directed to the Permission Role List page.

2. Select the Permission Role you want.

When you select your permission role, you are directed to the Permission Role Detail page.

3. Go to Permission... Administrator Permissions Manage Workflows to select Manage Workflow

Assignment.
4. Select Done to save and exit to the Permission Role Detail page.
5. To save and finish, select Save Changes.

Task overview: Managing Workflow Assignments [page 181]

Next task: Using Assign To Me in Workflows [page 182]

9.5.2 Using Assign To Me in Workflows

As an approver, you can assign workflows to yourself or to another individual so that other approvers know that this
request is being worked on by someone else.

Prerequisites

You've enabled the role-based permission Manage Workflow Assignment.

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Task overview: Managing Workflow Assignments [page 181]

Previous task: Role-based Permissions for Managing Workflow Assignments [page 182]

9.5.2.1 Reserving Workflows From My Workflow Requests

Page

You can reserve your workflow by selecting the Assign To Me from the My Workflow Request screen.

Prerequisites

• Professional Edition Manage Workflow Requests role-based permission is required if managing workflow
requests from My Workflow Request screen.

Procedure

1. Choose Approve Requests from the To-Do menu of the home page to open the My Workflow Requests page.
2. To reserve, select the Assign To me button at the same line as your request that you want.

Screenshot of Assign To Me in the My Workflow Request page

When you have selected the Assign To Me button:

• This workflow request is now assigned to me message appears in a small dialog box.
• Flag appears next to the workflow link that contains tooltip that reads Assigned to me.

Screenshot of Flag that appears Next to the Workflow Link That Includes Tooltip

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9.5.2.2 Reserving Workflows From My Workflow Details Page

You can reserve workflows for yourself to process later so others don't need to.

Procedure

1. To access Workflow Details one of two ways:

• Choose Approve Requests from the To-Do menu of the home page to open the My Workflow Requests page.
• Search for "View my pending requests" and open the Pending Requests page. Select the request you want
from the Requests Waiting for My Approval section.
2. Choose the workflow request to open its details page.

You are directed to the Workflow Details page.

The Workflow Details Page

3. To reserve and finish, select the Assign To Me button.

When you select Assign To Me, a dialog box message that reads This workflow request is now assigned to me.
appears. The Assigned to me flag appears at the top of the workflow request.

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9.5.2.3 Removing Workflow Assignments for Workflows
Reserved by Me

If you've assigned a workflow to yourself, you can nevertheless unassign it so others can work on it again.

Procedure

1. Find the workflow you've assigned to yourself in either way:

• Choose Approve Requests from the To-Do menu of the home page to open the My Workflow Requests page.
• Search for "View my pending requests" and open the Pending Requests page. Select the request you want
from the Requests Waiting for My Approval section.
2. Choose the workflow request to open its details page.

You are directed to the Workflow Details page that shows an Assigned to me label at the top of the page and a
Remove Assignment button at the bottom of the page.

 Note

When you are the same individual that reserved the workflow, the Assigned to me label with a flag icon
appears at the top of the workflow.

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 The Remove Assignment Button at The Bottom of The Workflow Details Page

3. Choose Remove Assignment.

9.5.2.4 Removing Workflow Assignments for Workflows

Reserved by Someone Else

If you're one of the approvers of a particular step, you can unassign the workflow that's already been assigned to
another approver of this step. As a result, other approvers of this step can work on the workflow.

Prerequisites

Only approvers of the same step that belong in the same Dynamic Role or Dynamic Group can remove a workflow
assignment that's reserved by someone in the same dynamic group or role.

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Procedure

1. Find the workflow you've assigned to yourself in either way:

• Choose Approve Requests from the To-Do menu of the home page to open the My Workflow Requests page.
• Search for "View my pending requests" and open the Pending Requests page. Select the request you want
from the Requests Waiting for My Approval section.
2. Choose the workflow request to open its details page.

You are directed to the Workflow Details page that shows a Remove Assignment button at the bottom of the
page. The "Assigned to {user name}" label with a lock icon appears at the top of the page, indicating to whom
the workflow was assigned.

The Lock Icon and a Label Showing Assigned Individual's Name

3. Choose Remove Assignment.

9.6 Acting on Workflows

This section explains what the workflow looks like on the UI and what you can do with it.

An example of a standard workflow includes the type of request, the relevant data, a comment area, and an activity
list for the request.

 Tip

Types of information shown on the activity list are hardcoded and these include workflow actions, comments,
links (such as Show Previous Request) etc. There’s no permission that allows you to hide any of them.

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Within the header portlet you can see who has initiated a change for whom.

Within the Activity box adjacent to the workflow box, you can find previously posted comments as well as
processing information.

 Tip

If it's an MDF workflow, you can use the Manage Configuration UI tool to customize the basic layout of workflow
details.

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You can see who else is involved in the workflow by clicking on View Workflow Participants. This opens a pop-up
with a list of the people involved in the workflow:

We show the group or position name if there are more than 4 incumbents for dynamic group, position or position
relationships, as in the example for Talent Approval. If a dynamic group, position or position relationship has 4 or
fewer incumbents, then the system shows the incumbents instead of the group or position name.

The next portlet shows what has been changed or requested. Changes list both the new value and the old value,
with the previous value crossed out.

The last portlets have the actions that are possible for this workflow.

Actions

• Approve
You can accept the request by clicking Approve.

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• Send Back/Decline
If you do not accept the request and therefore either sends it back or declines it, depending on the workflow
type. Requests that are sent back can be either withdrawn or updated and resubmitted by the initiator. For
declined requests, no further processing is possible, for example, for time off requests.
• Comment
The initiator of a workflow or a contributor can add a comment for the workflow; approvers can add a comment
as well as approve, decline, or delegate the workflow; CC roles can't add any comment. The comments are
visible within the activity log of the workflow.
• Update
When you click Update, you access the source of the workflow to make a change. Depending on the company
settings, the system may react as follows:
• Edit with Route Change
This option gives the approver permission to modify the workflow transaction. After the changes are made,
the transaction will be re-evaluated and a new workflow automatically triggered. This can be the same
workflow, but based on the given changes, this can also result in a different workflow.
• Edit without Route Change
Similar to the above, the approver can make changes. However, the workflow then continues to the next
step and there is no new workflow.
• Upload Attachments
If you click Upload attachment, you can assign a document to the workflow object.
• Resubmit/Withdraw
For workflows that are sent back, the workflow initiator can react to a returned workflow request by either
changing and resubmitting or by withdrawing the request.
The initiator can withdraw requests at any time during workflow processing, regardless of whether the requests
have been sent back or not.
• Cancel
Certain workflow types, for example for time off or time sheet, can be canceled by the initiator at any time.
• Delegate
The current approver can manually delegate a workflow to somebody who is in a better position to decide on a
workflow.

 Note

This option is available within a workflow only if Delegation is enabled in the workflow definition.

Once you click Delegate, you can search for and assign the delegate.

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 The delegate can either decide on the request (Approve or Decline) or Decline the delegation. If the delegate
declines the delegation, the workflow is sent back to the previous approver and the request initiator is notified.
• Escalated Workflows and Decline Escalation
If there is an escalation path defined for a workflow and a workflow is stalled for the defined days, the workflow
is automatically escalated along that defined path. The user can directly see that the workflow was escalated in
the Activity History:

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 If you decide to select Decline Escalation, the workflow will be sent back to the previous approver and the
workflow initiator is notified by email.

9.7 Delegating Workflows

You can delegate someone else to act on your behalf and take care of your workflow when you're on vacation or
when you think someone else might be better suited to approve specific workflows.

Only workflow foundation objects whose Is Delegate Supported attribute has been set to Yes can be delegated. You
can either delegate individual workflows manually in the Workflow Details page or enable automatic delegation for
your workflows during a specified period.

Delegating Individual Workflows Manually [page 193]

Sometimes you might think someone else is in a better position to handle specific workflows than you are.
You can then choose to delegate those workflows to that person.

Automatic Delegation [page 193]

Workflow automatic delegation ("auto-delegation") offers a more flexible way to delegate workflows than
the manual approach. Employees can appoint one person to handle all their workflow requests during
a specified period, or if HR admins have configured auto-delegation groups, they can have multiple
delegatees, each taking care of one group of workflows; alternatively, their HR admins can set up automatic
delegation for them instead.

Delegatee Search for Employees on Global Assignment or Concurrent Employment [page 201]
When you search for someone to delegate your workflows to, any employee who is on Global Assignment or
Concurrent Employment will appear as one entry.

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9.7.1 Delegating Individual Workflows Manually

Sometimes you might think someone else is in a better position to handle specific workflows than you are. You can
then choose to delegate those workflows to that person.

Prerequisites

The Is Delegate Supported attribute of the workflow is to Yes on the workflow configuration page.

You have the User Search permission, which allows you to search for a delegatee among users within the target
population of your permission.

Procedure

1. Navigate to the workflow details page of a workflow request.

2. Choose Delegate.
3. Search for a person to delegate your workflows to, by entering initial letters of that person's name.

Results

The workflow request is sent to the person you chose and the initiator of the workflow is also informed of the
delegation. The request receive can decide whether to send back or approve the involved workflow, or decline the
delegation request directly.

9.7.2 Automatic Delegation

Workflow automatic delegation ("auto-delegation") offers a more flexible way to delegate workflows than the
manual approach. Employees can appoint one person to handle all their workflow requests during a specified
period, or if HR admins have configured auto-delegation groups, they can have multiple delegatees, each taking
care of one group of workflows; alternatively, their HR admins can set up automatic delegation for them instead.

Related Information

Delegating Individual Workflows Manually [page 193]

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9.7.2.1 Permissions for Automatic Delegation
Administrators must grant delegators and delegatees proper permissions for auto-delegation to work properly.

Normally, you only need to ensure that delegators have the Allow Auto Delegation permission. Delegatees don't
need any permission.

 Note

Without the Allow Auto Delegation permission, users won't see the Delegate My Workflows tile in the Quick
Actions section of the home page.

So, there's no need to configure the Auto Delegate Config object or the Auto Delegate Details object using the
Configure Object Definitions tool for the purposes of auto-delegation. But if you choose to configure them for
whatever reasons, be sure you're aware of and follow the instructions here:

• The Pending Data field in the configuration page has "No" as the default value and doesn't take other values.
Assigning any other value to it causes an error when you save the object. This is to ensure that MDF object
based workflows aren't triggered unexpectedly.
• The default value for Secured is "No". When the value is "No", make sure that delegators have been granted
the Metadata Framework Access to non-secured objects permission. If you set it to "Yes", make sure that
delegators and delegatees have the following permissions:

Permission Delegator's Action HR Admin's Action

Auto Delegate Config Edit Edit

Auto Delegate Details Edit Edit

Auto Delegate Group Read Edit

Auto Delegate Group Details Read Edit

Also ensure that delegators are in Target Population and the option Exclude granted users from having the
permission access to themselves in the Grant this role to dialog is not selected.

9.7.2.2 Auto-Delegation Groups

Auto-delegation groups (referred to as "workflow groups" on the Delegate My Workflows quick action) are created
to allow users to delegate their workflows by groups.

HR admins can create, edit, or delete auto-delegation groups in Manage Data. When employees set up their own
auto-delegation or when HR admins set up such feature on behalf of other employees, they can appoint delegatees
to these auto-delegation groups, making sure workflow requests in each group are taken care of by best suited
people.

Creating Auto-Delegation Group [page 195]

You create auto-delegation groups, so users (such as employees or HR admins) can choose the groups
when they set up auto-delegation.

Editing Auto-Delegation Group [page 196]

You can edit an existing auto-delegation group, for example, adding or removing request types in it.

Deleting Auto-Delegation Group [page 196]

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 You can delete auto-delegation groups that are no longer valid or used.

9.7.2.2.1 Creating Auto-Delegation Group

You create auto-delegation groups, so users (such as employees or HR admins) can choose the groups when they
set up auto-delegation.

Context

Instead of delegating all their workflows to one single person, employees can choose to delegate some workflows to
one person and other workflows to other persons. This is made possible by having multiple auto-delegation groups
created in advance. HR admins create a workflow group by specifying which workflow requests it should include.
Users will then be able to appoint delegatees for up to three of these groups. Workflow requests included in these
groups will then be delegated to their respective delegatees.

Procedure

1. Go to Admin Center Manage Data .

2. In the Create New field, choose Auto Delegate Group.
3. Specify the external code and the name of the group and describe what workflow types it includes.

 Tip

The external code must be unique.

4. In the first row of group details, choose a request type.

If you choose "Change Generic Object Actions" as the request type, do also select a specific object; otherwise,
leave the Object field empty. A request type cannot be included in two or more groups.
5. Optional: Include more workflow requests into this group on additional rows.

 Tip

A group includes at least 1 request type and at most, 100 request types.

6. Save the changes.

Results

After you've created the first auto-delegation group, a group named "All Others" will be automatically created in the
system. This group includes all workflow requests that do not belong to any workflow group that a user adds on the
Delegate My Workflows dialog. You can have up to 20 groups, including "All Others".

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9.7.2.2.2 Editing Auto-Delegation Group

You can edit an existing auto-delegation group, for example, adding or removing request types in it.

Procedure

1. Go to Admin Center Manage Data .

2. Choose Auto Delegate Group in the Search field, select a group, and start editing it.
3. Edit the group as needed:
• Update the external code, name, or description.

 Tip

The external code must be unique.

• Add or remove request types. Note that a request type cannot be included in two or more groups.
4. Save your changes.

9.7.2.2.3 Deleting Auto-Delegation Group

You can delete auto-delegation groups that are no longer valid or used.

Context

Deleting an existing group affects auto-delegation configurations where this group is used, and workflow requests
included in the group will no longer be delegated to its corresponding delegatee. After you delete the last user-
created group, the system default group – "All Others" – will also be deleted and as a result, the whole feature of
delegation by groups becomes unavailable. To make it available again, create an auto-delegation group.

Procedure

1. Go to Admin Center Manage Data .

2. Choose Auto Delegate Group in the Search field and select a group.
3. Choose Permanently Delete Entry from the Take Action dropdown menu and confirm your action.

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9.7.2.3 Setting Up Automatic Workflow Delegation (for
Employees)

By properly configuring automatic workflow delegation, employees can have someone else to act on their behalf
and handle all their workflows during the period when they're unavailable.

Prerequisites

• The Is Delegate Supported attribute of the concerned workflow has been set to Yes.
• You have the Allow Auto Delegation permission.
• You have the User Search permission, which allows you to search for a delegatee among users within the target
population of your permission.

Procedure

1. Choose Delegate My Workflows in the Quick Actions section of your home page.
2. Turn on automatic delegation.
3. Specify the period during which your workflows are automatically delegated.

The start time and the end time are based on the time zone of the delegator's web browser. You can leave the
start time and end time settings empty and they'll work as follows:
• Empty start time: The auto-delegation will become effective immediately after the configuration is saved (if
the delegatee isn't allowed to accept or reject), or after the delegation request is accepted (if the delegatee
is allowed to accept or reject a request).
• Empty end time: The auto-delegation will remain effective until it's manually turned off.
4. Choose how you want to delegate your workflows:

• Delegate all your workflows to one single person.

• Delegate your workflows by groups. This option appears only when admins have created at least one
auto-delegation group in Manage Data. See "Creating Auto-Delegation Group" in the Related Information.

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 Setting Up Auto-Delegation
5. Save the auto-delegation configuration.

Results

Depending on whether your HR admin has enabled the option Allow Delegatees to Accept or Reject a Workflow
Delegation Request at Admin Center Company System and Logo Settings , you can expect either of the
following scenarios:

• If not enabled: No delegation request is sent to your chosen delegatee (the request is automatically accepted
for the delegatee). Your workflows will be delegated to the selected delegatee from the start time of your
configured delegation. On the delegatee's home page, however, they'll still see an Upcoming Delegation
reminder in the For You Today section, which keeps them notified of an ongoing or upcoming delegation.
• If enabled: The delegatee will see a delegation request and can respond to it, through the Workflow Delegation
Request card in the For You Today section of the home page. If they accept the request, they'll also see the
Upcoming Delegation reminder.

And as the delegator, you can always update your delegation configuration by modifying the period, changing the
delegatee, or even turning off auto-delegation.

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Related Information

Setting Up Automatic Workflow Delegation (for HR Admin) [page 199]

Accepting or Rejecting Delegation Requests from the Home Page [page 200]
Permissions for Automatic Delegation [page 194]
Creating Auto-Delegation Group [page 195]

9.7.2.4 Setting Up Automatic Workflow Delegation (for HR

Admin)
When employees are on vacation or otherwise unavailable for setting up their own automatic workflow delegation,
their HR admin can do it on their behalf.

Procedure

1. Go to Admin Center Manage Data .

2. Enter "Auto Delegate Config" in the Create New field to start creating a new instance of the object.
3. Search for the delegator for whom you want to set up automatic workflow delegation.
4. Specify the start time and end time of the auto-delegation period.
Both the start time and the end time are defined based on the time zone of the delegator's computer system,
not that of the delegatee. You can leave the start time and end time settings empty and they'll work as follows:
• Empty start time: The auto-delegation will become effective immediately after the configuration is saved (if
the delegatee isn't allowed to accept or reject), or after the delegation request is accepted (if the delegatee
is allowed to accept or reject a request).
• Empty end time: The auto-delegation will remain effective until it's manually turned off.
5. Ensure delegationStatus is set to On.
6. Choose to delegate workflows in either of the following ways.

• Delegate all workflows to one person: Specify the delegatee's user name, choose "On" as the status, set
alwaysOn to Yes, and leave autoDelegateGroup empty.
• Delegate workflows by groups: Specify a delegatee's user name, choose "On" as the status, set alwaysOn
to Yes, and choose an auto-delegation group for autoDelegateGroup. Repeat this on additional rows if more
groups need to be assigned a delegatee.

 Remember

• Workflows are delegated either to one person or by groups. This means you cannot have multiple rows,
some of which have values for autoDelegateGroup and some don't.
• To delegate by groups, you can specify three groups at most.
• The On status indicates that the delegation request is automatically accepted by the delegatee. For
"No Selection" selected as the status, the delegation request is deemed pending if the option Allow
Delegatees to Accept or Reject a Workflow Delegation Request is selected; otherwise, it's deemed
accepted.

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7. Save the delegation configuration.

Results

Chosen delegatees are requested to approve the delegator's workflows during the period. After that period, the
auto-delegation feature will be turned off automatically.

Related Information

Setting Up Automatic Workflow Delegation (for Employees) [page 197]

9.7.2.5 Accepting or Rejecting Delegation Requests from the

Home Page

Directly from the home page, users can view and respond to delegation requests they've received.

Prerequisites

• The option Allow Delegatees to Accept or Reject a Workflow Delegation Request in Admin Center Company
System and Logo Settings is selected.

Context

If the option Allow Delegatees to Accept or Reject a Workflow Delegation Request is selected, users will see a
Workflow Delegation Request card that appears in the For You Today section of the home page when such a request
has been sent to them. They can use this card to accept or reject an auto-delegation request. If the option is
deselected, the requests are accepted automatically and users don't see such cards on the home page.

Procedure

1. Go to the home page.

2. Look for Workflow Delegation Request cards in the For You Today section.
3. Choose Accept or Reject on a card to respond to the request.

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Results

If a delegation request has been accepted, either manually or automatically, the user chosen as delegatee will
be reminded by an Upcoming Delegation card of an ongoing or upcoming delegation. Such reminders can be
dismissed for a short period or permanently.

9.7.3 Delegatee Search for Employees on Global Assignment or

Concurrent Employment

When you search for someone to delegate your workflows to, any employee who is on Global Assignment or
Concurrent Employment will appear as one entry.

Delegatee Search

For both manual and auto delegation, when you search for a delegatee, any employees that come up in your search
that are on Global Assignment or Concurrent Employment appear as single employee record instead of multiple.
You can see their multiple assignments under their name.

Delegatee on Global Assignment for Manual Delegation

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 Delegatee on Global Assignment for Auto-Delegation

Individual Employment Selection

When an employee shows up that is on Global Assignment or Concurrent Employment in your search, multiple
assignments appear under one name. You can indicate the appropriate employment you want by selecting a
specific assignment job title under the employee's name.

Related Information

More Information About People Searches for Global Assignment and Concurrent Employment:
Global People Search

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9.8 Using Alerts

If alerts are set up for your system, they will be generated according to their configuration. For example, when a
certain date is approaching, alerts are generated, either as emails or as items on the To-Do list, to remind the user
to take action.

An alert can be created to inform a manager several days before an employee's contract ends, when an employee
will be returning from a parental leave soon, or if a workflow is stalled. On the home page, alerts are represented by
Take Action cards in the For You Today section.

9.8.1 More Information on How Alerts Appear

Alerts can appear as e-mails, to-dos, or both for HRIS, MDF, and for time-off.

How Alerts Appear

How Alerts Appear Description

Alert E-mail An e-mail is sent to notify a specified person.

 Example
An email alert when the CC Role in the workflow configuration is selected
to receive notifications.

Email Notification Sent to Person Designated as CC Role

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How Alerts Appear Description

To-Do Alert Alerts appear as Take Action cards in the For You Today section. Take Action
cards of the same category are stacked. Clicking on a stack disperses the
cards.

Take Action Cards on Home Page

Choosing the Take Action section on the To-Do list opens the Take Action dialog,
which lists to-do alerts.

The Take Action Dialog Box

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How Alerts Appear Description

To-Do and Alert E-mail Alert cards appear in the For You Today section on the home page and e-mail
notifications are sent out.

 Note

We recommend that you test alerting extensively in a test system with a limited number of users, and fine-tune
your if statements in your alert rules before using the feature in a production environment. Ensure that you test
the rules for all business transactions (including create, change, and delete) to eliminate unwanted alerts. When
you receive unwanted alerts, you can adjust your if statements in your alert rule. Alerts cannot be deleted.

9.8.2 Orphaned Alerts

You can now distinguish the difference between which alerts triggered successfully from orphaned alert by viewing
from your To-dos list from the Take Action tile.

About Orphaned Alerts

There are several scenarios where an alert becomes orphaned after you have created and triggered it:

• Data that triggered the alert is removed

• Referenced data such as tokens or tags is not correct in the default message header or body in the alert
message.
• Alert Message has been removed
• Alert is removed from the database.

 Note

Alerts that are removed from the database can only be removed from the backend using a db script.

The orphaned alerts are included in the alert count when approvers view their to-dos from the Take Action dialog
(accessible from the To-Do menu of their home page). They're indicated by a generic error message stating that
source data has been deleted.

 Example

An alert was triggered for job classification change for an employee: Jack Kincaid. The alert appeared as
it would in the To-dos when viewing from the Take Action tile. Later, HR administrator removed the job
classification change for this employee. When the alert triggered again, it appears as an orphaned alert with a
generic error message.

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 Two screenshots - One with the Successful Alert and Another After Data That Triggered Alert is Removed

9.9 Workflow In-Flight Changes

As the approver of a workflow, you might still change the workflow data, depending on how the workflow object is
configured. In the workflow object, the admin can configure whether the approver is allowed to make changes and
whether the changes reroute the workflows.

Editing Options

The different options available are:

• No Edit: The option restricts the Approver from making any changes.

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• Edit with Route Change: This option gives the Approver permission to modify the workflow transaction. After
the changes are made, the transaction will be reevaluated and a new workflow automatically triggered. This can
be the same workflow, but based on the given changes, can also result in a different workflow.
• Edit without Route Change: Similar to the above, the Approver can make changes. However, the workflow then
continues to the next step and there is no new workflow.
• Edit Attachment Only: With this option, the Approver can only change attachments available in the workflow
content. Changes to the route are not permitted.

 Note

Changes for dependents and work permit workflows are NOT supported.

Editing Workflow Attachments

When permitted, approvers can upload or make changes to attachments in a workflow. The attachment is part of
the transaction and is saved with it.

This is currently supported only for these workflow types:

• New hire, rehire, or internal hire workflow

• Job Info change workflow
• Termination workflow
• Global Assignment workflow

The Workflow Attachment portlet is visible in the following scenarios:

• If the workflow is pending and the user is the current step approver (includes delegatee and excludes
delegator). In other words, when the approve, delegate, send back, decline delegation buttons are visible and
the workflow step setting is either Edit attachment only, Edit with route, or Edit without route.
• If the workflow is sent back and the user is the initiator.
The following actions will save the attachment: approve, send back, delegate, decline delegate (for delegatee),
resubmit (for initiator). A message is displayed confirming the update to the attachment.

 Remember

When you cancel or exit a workflow that has an attachment without saving, the attachment is purged.
Attachment saves only when portlet is saved and is changed to active status.

Related Information

Creating an Individual Workflow [page 23]

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10 Using the Check Tool to Solve Issues

Get an overview of potential problems and errors in your configuration that you can try to solve yourself before you
contact Product Support about an issue.

Prerequisites

• You've enabled the Metadata Framework.

• You have the following Administrator Permissions Check Tool permissions:
• Access Check Tool authorizes users to access the tool.
• Allow Configuration Export authorizes users to attach configuration information to a ticket.
• Allow Check Tool Quick Fix authorizes users to run quick fixes for the checks that have this feature. A quick
fix can be used to immediately correct any issues found by that check.
For more information about role-based permissions, refer to List of Role-Based Permissions.

 Tip

Refer to Guided Answers for the Check Tool for a guided navigation through the available check tool checks
and more information on each check.

Context

The check tool provides an overview of the issues found in the system. New checks that are being added in a new
release go through a first initial run to return a result. After the initial run, checks are run on a regular basis (at least
monthly). We recommend you open the check tool after you upgrade to a new release to see whether issues have
been found by new checks.

In addition to these runs performed by the system, you can also run individual checks after you make changes
to the system, for example, after updating data models or picklists. For more information, refer to the application-
specific documentation.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens displaying the results of the first tab System Health.
2. Depending on the check type of the check you're interested in, select the corresponding tab.

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 Tab Description

System Health Displays configuration checks that have returned errors or

warnings after the last run. We recommend you solve these
in a timely manner.

To display all checks, select all result types in the Result Type
search filter and select Go.

Migration Displays the migrations that are still pending, either because
the check tool couldn't automatically migrate all issues or
because new issues have been found after the last run. We
recommend you solve these in a timely manner.

To display all checks, turn on the Show completed migrations

also search filter and select Go.

Validation Displays a list of all validation checks.

 Note
Validation checks require one or more parameters for
execution, therefore we can't run these checks automat-
ically. You need to enter input parameters and run the
corresponding check manually to get results.

3. To solve a check that returned issues, click it.

The detail view opens to the right side of the screen with more information on the check and on how to solve
the issue.
4. Evaluate the results and resolve the issues. If the check provides a quick fix that you can use to immediately
correct issues found during a check run, select the Quick Fix button.
5. If you encounter an error you can’t resolve, contact Product Support by creating a ticket.

Next Steps

To verify that you've solved the underlying issue, select the checkbox for the corresponding checks and choose Run
Checks. You can also wait until the next automatic run to see if the issue has been solved.

 Note

If the check you selected requires one or more prechecks (checks that need to be run successfully first), the
prechecks are run first even if you haven't selected them.

Related Information

Running Checks [page 210]

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Using the Quick Fix Feature [page 214]

10.1 Benefits of the Check Tool

The SAP SuccessFactors check tool helps you identify and resolve issues when your system doesn’t work as you
expect.

If your SAP SuccessFactors applications are behaving in unexpected ways, it is likely that it has a configuration
or data conflict: you have some data that is inconsistent or a configuration error. The check tool quickly identifies
these types of problems so that you can avoid support tickets. You might still need to create a support ticket if the
problem is severe, but even in severe cases, the check tool can save you time because it can export the results of
the check and your configuration for Product Support. The support engineer, therefore, can identify the issue more
quickly.

When you open the check tool, you see:

• A list of issues in your configuration or data and the severity of each issue.
• A solution or recommendation to address the issue.

10.2 Running Checks

Trigger the execution of individual checks to find potential issues in the system, or to check if an issue has been
solved in the meantime.

Prerequisites

• You've enabled the Metadata Framework.

• You have the following Administrator Permissions Check Tool permissions:
• Access Check Tool
• Allow Configuration Export
• Allow Check Tool Quick Fix

Context

In addition to the job runs performed automatically by the system, you can also run individual checks. For example:

• You want to check whether the issue has been solved.

• You want to run a check as a prerequisite or post-step of a task. For example, you made changes to the system
(such as updating data models or picklists), and you want to verify that your changes didn't cause any new
issues. For more information, refer to the application-specific documentation.

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 • Validation checks need to be run manually as they require input parameters.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens displaying the results of the first tab System Health.
2. Depending on the check type of the check you want to perform, select the corresponding tab.

A list of checks is displayed in the results table according to the predefined selection criteria.
3. Optional: If the check you're searching for is not listed in the results table, adjust the selection criteria and
choose Go.

You get a list of checks that fulfill the selection criteria you've entered.
4. Select the corresponding checks, and choose Run Checks from the top right of the results table.

 Note

Please note that, for checks on the Validation tab, you can only select one row at a time. Execution of
multiple checks at once is not possible.

Also, for validation checks you need to enter the required input parameters when running a check.

 Note

If the check you selected requires one or more prechecks (checks that need to be run successfully first),
the prechecks are run first even if you haven't selected them.

The Results column displays any issues found.

Next Steps

Investigate and solve the underlying issue.

10.3 Check Types

Overview of the different check types and their purpose.

The check type groups those checks that have a common purpose. On the Check Tool page, each tab represents a
check type.

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Overview of Check Types
Check Type Description Automatic Job Runs

System Health Checks that run without parameters and • Automatic initial run at the begin-
check configuration and data issues that
ning of a new release
need to be fixed.
• Periodic runs (usually monthly)
The predefined selection criteria displays
only those that have returned errors or
warnings after the last run. We recom-
mend you solve these in a timely manner.

To display all checks, select all result

types in the Result Type search filter and
select Go.

Migration Checks that perform an automatic mi- • Automatic initial run at the begin-
gration of features. ning of a new release

When you open the page, only pending

• Periodic runs (usually monthly)

migrations are displayed. To display also

the competed migrations, turn on the
Show completed migrations also search
filter and select Go.

Validation Checks which need one or more parame- Only triggered through user
ters for execution, for example:

• A specific template
• A specific user
• A specific time frame

Validation checks can be triggered by sin-

gle selection and choosing the Run but-
ton. A popup appears with input fields
for the parameters. Execution of multiple
checks at once is not possible.

10.4 Check Results

After you run checks in the check tool, it returns the results of the checks so that you can resolve the issues found.

The results of a check are displayed in the Result column. If you run the checks multiple times to see how you’re
resolving issues, you can select a previous result from the History dropdown list.

 Note

To display the History dropdown list, click a check. On the details screen that opens on the right side of the
page, expand the header. The History dropdown list is directly below the check title.

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Possible Results of Check Tool

Result Action

No issues found If the tool can’t find issues, you see a green check mark in the Result column.

Issues found If the tool finds issues, it reports the number of issues and a yellow warning icon or a red alarm
icon.

• The yellow icon indicates a low severity issue. The system proposes a solution.
• The red icon indicates a high severity issue. You must take action, which could include
creating a support ticket.

Pending migrations If the tool finds pending migrations that need to be completed by the user, you can see a yellow
warning icon or a red alarm icon in the Status column on the Migration tab.

Completed If the tool finds no issues with migration, or the migration has already been completed, you see a
green check mark in the Status column on the Migration tab.

 Note

• Select the Export Results button to download the check results. Ensure you run the check before exporting
the check results. If not you can view only the first 100 check results.
• The downloaded check result table can display a maximum number of 10,000 rows.

Related Information

Creating Product Support Tickets from the Check Tool [page 213]

10.5 Creating Product Support Tickets from the Check Tool

When the check tool reports a serious issue that you can't solve, you might need to contact Product Support. You
can create a support ticket from within the check tool.

Prerequisites

You've run the check tool. You can find the check tool by going to Admin Center Check Tool . You create the
ticket from the details page of the tool.

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Procedure

1. Click the check you can't solve.

The detail view opens to the right side of the screen with more information on the check and on how to solve
the issue.
2. On the Result tab, scroll down to the results table to look for the errors you want to report on.

You usually contact Product Support for high severity issues not low severity issues.
3. On the Check Information tab, under Need Assistance?, copy the component ID.

For example, LOD-SF-EC is the component ID for Employee Central.

4. Create a customer case in the relevant category.
5. When you create the ticket, paste the component ID into the ticket.

10.6 Using the Quick Fix Feature

The check tool includes a quick fix feature that you can use to immediately correct issues found during a check run.

Prerequisites

The checks you want to solve with a quick fix have run and provide a check result with error or warning.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens.

2. Click the check you want to fix.

The details screen opens on the right side of the page with more information about the check. If the check
includes a quick fix, the Quick Fix button is displayed on the Result tab, under Proposed Solution.
3. Choose Quick Fix to start fixing the issue.

A third screen opens to the right side, with step 1, called Select Correction, that shows one or more corrections
for the issue.
4. Select the correction you want to carry out and choose Step 2 to proceed to Final Approval.

In the Final Approval step, you can opt to change your mind and not carry out the fix.
5. If you want to proceed, choose Step 3.

The system confirms that the fix is now running.

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214 PUBLIC Using the Check Tool to Solve Issues
6. Choose Close to complete the procedure.

After a short time, the system runs the check again to verify that the fix has run correctly.

10.7 Exports

10.7.1 Exporting Configuration Information

Export the configuration information from your system and attach it to the Support ticket created from the check
tool. This information can help Support identify the issue of a check you can't solve yourself.

Prerequisites

You have the Administrator Permissions Check Tool Allow Configuration Export permission.

Context

 Restriction

Export of configuration information is supported only in the following applications:

• Payroll Information
• Position Management
• Time Off
• Time Sheet

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens with a list of all applications for which you can use the check tool..
2. Select the corresponding application.

If the application has the export configuration feature enabled, you can see an information message at the
bottom of the page with a link.
3. Choose the Export Configuration link in the information message.

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Results

The system downloads a file with the configuration information for the application you’ve selected.

Next Steps

Attach the downloaded file to the Support ticket you created from the check tool.

10.7.2 Exporting Check Results

After you run checks in the check tool, you can export the results.

Context

• Ensure you run the check before exporting the check results. If you don't do this, you can view only the first 100
check results.
• The downloaded check result table can display a maximum number of 10,000 rows.

Procedure

On the Result tab, select the Export Results button to download the check results.

10.7.3 Exporting a List of All Checks

Get an overview of all checks available in the system by exporting a CSV file.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens.

2. In the top-right corner, select Export all checks.

A CSV file with all checks available in the system is downloaded, including check descriptions and application
area.

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216 PUBLIC Using the Check Tool to Solve Issues
  Note

The list includes also checks that you can’t access from the user interface if you don’t have the
corresponding applications set up, or if you lack the required permissions.

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11 Change History

Learn about changes to the Implementing and Managing Workflows guide in recent releases.

1H 2024

Type of Change Description More Info

New We added information about how to use Using the Pending Workflows Page [page
the redesigned Pending Workflows page.
172]

Changed We updated the information to reflect that Accessing Workflows from the Home
a new quick action is available to access Page [page 160]
pending workflows from the home page.

Changed We improved the information to state that Enabling Four-Eye Principle for Workflow
the Four-Eye Principle works in an employ- Approvals [page 76]
ment-based (user account-based) way.

2H 2023

Type of Change Description More Info

New We added several pieces of information to • Auto-Delegation Groups [page 194]

help users working with auto-delegation
groups.
• Creating Auto-Delegation Group
[page 195]
• Editing Auto-Delegation Group
[page 196]
• Deleting Auto-Delegation Group
[page 196]

Changed We updated delegation-related permis- • Setting Up Automatic Workflow Del-

sions and procedures to reflect support
egation (for Employees) [page 197]
for auto-delegation groups.
• Setting Up Automatic Workflow Del-
egation (for HR Admin) [page 199]
• Permissions for Automatic Delega-
tion [page 194]

Changed We added information for a new field, Creating an Individual Workflow [page
Application Scenario. 23]

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218 PUBLIC Change History
Type of Change Description More Info

Changed We modified several pieces of information Changes were made throughout the
to remove terms such as "latest home guide.
page" and "legacy home page".

Implementing and Managing Workflows

Change History PUBLIC 219
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Important Disclaimers and Legal Information PUBLIC 221
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