FLEXIBLE FIORI WORKFLOW

Purpose : Release of External doCuments to have more control over the process.

 There are 2 ways to setup the documents for release in SAP S/4 HANA.
1. Classic Release strategy
2. Flexible fiori workflow
 We can use either of the process in SAP,but for the Greenfield implememtation projects
Flexible workflow is preffered.

The Major Drawbacks of the classic release strategy are :

1. Configuration is Complex we need to configure many steps to make it work perfectly

2. We can use only one class in the entire client
3. Only 8 levels of approvals possible
4. All of the changes need to pass through Transport Requests
5. Error Handling is not upto the mark.

Advantages of using Flexible Workflow.

1. Configuration is very simple

2. We can have “N” number of approvers
3. Error handling is straight forward

Note : In order to set up the Flexible Workflow we need do some integration

configurations between HR-MM.

HR-MM Integration Steps:

 Define Personal areas and sub areas

 Assignment of Personal area to company code.

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 SPRO – Reference IMG – Personal Management – Synchronize Business Partner for

SAP HCM Employee Roles

Which shows all the steps to be configured

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 Goto Transaction : PPOCE and create organisational unit

 Goto PA30 and create HR Master Data

 Select actions and click on create
 Enter the details as per the requirement
 Select infotype : 105
 Sty: 0001 and assig the USERID.
 Goto SU01 and check the USER ID and SAP Businees Partner Linkage

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Activation of Flexible workflow:it is done at the document level.

Purchase orders which are created with that document type will be triggered for flexible
workflow.

Flexible Workflow Configurations:

 For the required document type we need to activate the flexible workflow

SPRO- SAP IMG -Materials Management – Purchasing - Purchase order - Flexible

Workflow for Purchase orders.

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Here activated for the document type: RMGC

Configurations in Fiori App:

Log into Fiori apps and search for the App “Manage workflow for Purchase order.”

 There are many processes for which the Workflow can be set, This Document
explains the setting of workflow for Purchase orders.

1. First Create Workflow:

 Click on create

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Enter the Workflow Name, Description for the workflow and the validity period.

How approval happens and how many steps would be there can be configured under the
workflow.

Example: Different P.org with different approvers

2. Define the conditions within workflow.

 Systems always checks all the steps if it successful in any step, If it failed it goes to error
handling.

(What it needs to do, whether to go back to any previous steps, or come out of the loop
…etc)

Note: We can add our own required condition with the Help of ABAP Consultants.

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 Here, the condition Purchase organization of purchase order is selected.

o If we click on the + icon in the Preconditions it acts as a AND operation i.e, both the
conditions should meet.

o If we click on the Create alternate Preconditions it acts a OR condition, either of the

conditions should meet.

Condition 1 or precondition 1 should be satisfied

 In the below snapshot, the condition is acting as a OR logical type.

 Either the Purchase orders, Pur.org should be RMGP or the Company code should be
RMGC

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3. Next add the steps within the Conditions:

 Click on create

Step 1:

 Enter the Step Name

 Select the Step type: we have 2 options here
a) Automatic Release of Purchase order: System automatically release the Po if the steps
of the condition met
b) Release Purchase order: User has to release Manually.
 In the below example if the Purchase order value is less than 100 USD system
automatically release the PO.

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 Create Step Conditions

Here Maintain the Preconditions, (when this particular step should trigger.)

 Workflow step 1 is created for auto approval

 Create Another step and Select step type as: Release of Purchase order.

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 New tab called recipient will be activated as per the below snapshot.

 If we select assignment by role than we have options as per below snapshot.

 For the selection of roles, Strong HR-MM Integration is required.

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 By selecting User, its more flexible: we need to enter the user id (HR-MM Integration is
Must)

Select the User and enter the USER ID.

 Here if approval required by one person: then select one of the recipients
 If by multiple people in single step then we need to select option 2 i.e., All of the recipients
 For single step if approval by Multiple users are required than, Define the same steps
condition Multiple times with different users in sequence.

 Next maintain the step conditions:

AND operations

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 Maintain the deadlines:

So, here after 6 hrs this step will become overdue.

Exception handling:

If purchase order is rejected, then what action should be taken with the workflow can be
achieved by maintain exception handling.

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Now we have created 2 steps:

 Let’s create one more step:

Activation of workflow:

 Now activate the workflow- Click on Activate.

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 Now there are 5 workflows and one for auto approval in the system.
 Wherever the condition is met then it enters into that workflow, once it enters in to
workflow it will not check the next workflows which are inline.

 Here you can rearrange the order in which workflows need to searched.
 Click on define order and drag the Workflow.
 Re-order is been done

 Once its activated Edit is not possible.

 We can add our own conditions and decisions through ABAP workflow.(through ABAP
consultants)

Testing of Workflow:

 Now create purchase order: Manage Purchase order App.

With the document type: RMGC for which we have activated the Flexible workflow.

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Po is created: we can see the status as: “In Approval”

 Here the step 3 is triggered as the Po price >5000, It skipped the first 2 steps.

Manual Approval:

For approval Go to My inbox App.

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Here we can see Po is triggered for approval.

 Here the approver has decision options like:

 Accept/reject/claim/forward/suspend
 We can add note while approving but not mandatory.

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 Purchase order is approved

 In GUI flexible workflow tab is activated but release is not possible through GUI.
 Purchase order is released with comments.

Troubleshooting Workflow:

For Troubleshooting Workflows, we can use the Below Apps in FIORI.

1. Workflow Administration

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2. Workflows in Status error

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