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Author's profile photo Neelesh Kamath

Triggering workflows for MDF using OData API

This blog explains how you can trigger workflows attached to a MDF object using OData APIs.

I will demonstrate this with a simple custom MDF. The custom MDF has three fields externalCode as AutoNumber, User ID as USER and comments as String.

The workflow Manager_approval is attached to the above MDF. This Workflow has only one step which is basically routed to employee’s (User’s) manager.

In this example, I am making use of REST tool called POST MAN to make things simple. You can call Odata API’s from any web application.

1. Enter the Odata API URL based on your Data Center. Since my demo is in sales demo 4 the             following is the URL: https://apisalesdemo4.successfactors.com/odata/v2/

2. For this example, we can make use of Basic Authentication. Enter the technical user from your           demo instance in the following format as shown:

Make sure the technical user that you use does not have admin access to Odata API as                     shown below. Only a non admin user can trigger a workflow on OData call.

3. Construct the URL and message body for OData Upsert. For this example, we can make use             of Basic Authentication. Enter the technical user from your demo instance in the following                   format as shown:


Note: we need to pass a flag named ‘workflowConfirmed=true’ in the request URL. When                   workflow is triggered from UI, we see a popup asking for confirmation.This flag denotes this               behavior when creating data from APIs.

The User Alex Anderson which we are using has the user ID as ‘aaaa’ and manager as Joseph         tong:


4. Trigger the OData API call and check the response. If the response has the code ‘200’ then               your OData API call is successful:

5. Verify that the workflow is triggered for above OData upsert call. Login as manager Joseph                 Tong and we see the workflow as shown below:

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      18 Comments
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      Author's profile photo Former Member
      Former Member

      Hi Neelesh,

      I've implemented this solution on postman and it works fine. However, I am unable to implement this same solution on HCI. I've created an iFlow that sends data to an MDF trough the standard Successfactors connector for HCI. I've tried on many different ways to add this URL parameter "workflowConfirmed=true" into the connector's options without success. Have you ever tried to reproduce this solution on HCI? Do you have any idea on how to add this URL parameter into the SFSF connector for HCI?

      Thanks in advance.

      Author's profile photo Neelesh Kamath
      Neelesh Kamath
      Blog Post Author

      I am not sure of this. Can you please reach out to HCI team/or create a ticket for supporting this parameter in iflows

      Thanks

      Neelesh

      Author's profile photo Rodrigo Barbaceli
      Rodrigo Barbaceli

      Hi Neelesh,

      Just a quick update, SAP has implemented the feature of triggering workflows for MDF by using the SFSF adapter for HCI. There is a new Custom Query Field in the newer version of SuccessFactors adapter to handle that requirement. Kindly refer SAP documentation link for details. https://help.sap.com/viewer/368c481cd6954bdfa5d0435479fd4eaf/Cloud/en-US/6a51910140da45c38eecf4ac2c41c99e.html

      To see the new change, you will need to remove and then remodel the Successfactors adapter step once again in the latest Eclipse Tooling or Web UI.

      Please find below the test evidence:

      1. Configuration on Eclipse Tooling:

      2) Result on Successfactors > Manage Workflow Requests

      Best regards,

      Rodrigo D. Barbaceli

      Author's profile photo Neelesh Kamath
      Neelesh Kamath
      Blog Post Author

      This is great 🙂 Thanks for sharing. I guess this makes the Blog fully complete as well 🙂

      Author's profile photo Rodrigo Barbaceli
      Rodrigo Barbaceli

      You're welcome, I am glad to help.

      Cheers!

      Author's profile photo Jorge Alarcón
      Jorge Alarcón

      Hi Neelesh,

      Amazing post, it served me a lot and I was able to do it through HCI for several employees. The problem I have is for Composite MDFs, since I enter the records, but start the WF, is it possible to apply these steps to work these types of MDF?

      Thanks,

      Jorge.
      Author's profile photo Neelesh Kamath
      Neelesh Kamath
      Blog Post Author

      Hi Jorge

      Thanks for your feedback. Workflows can currently be only attached to parent MDF. Workflows at composite are not supported

      Thanks

      Neelesh

      Author's profile photo daniel de la fuente
      daniel de la fuente
      Hi Neelesh,
      
      Does it work for the employee central time sheet?
      
      Thanks,
      
      Author's profile photo Neelesh Kamath
      Neelesh Kamath
      Blog Post Author

      Hi Daniel

      As long it is a MDF and upsertable, the workflow should work

      Regards

      Neelesh

      Author's profile photo Emad Massoud
      Emad Massoud

      Thanks for the blog. I have a question ... Can the API call done through Import i.e. import a file and each record trigger a workflow

      Author's profile photo Natzielli Guerrero
      Natzielli Guerrero

      Hello,

      I tried to create a request for vacations in EmployeeTimee and trigger the workflow since OData API, I can create the record in EmployeeTime but the workflow I can't do it, this functionality
      it's working correctly since SuccessFactors in Employee Profile
      I follow this blog and it doesn't work, Is possible to trigger a workflow to EmployeeTime since The API?

      Author's profile photo Neelesh Kamath
      Neelesh Kamath
      Blog Post Author

      Yes it should work for Employee TIme as well. I have personally helped many customers to achieve this.

      Please check if the conditions are satisfied:  There should be admin workflow configured at time type and an onSave rule in employee time to trigger admin workflow . Refer KBA (https://launchpad.support.sap.com/#/notes/2548343)

      Also the login or API user should not have access to admin odata MDF API as specified in the blog.

      If the above is configured correctly, it should work as expected

      Author's profile photo Yosef Agung Wicaksono
      Yosef Agung Wicaksono

      Hi @Neelesh,

       

      I've same situation for leave request submission with API. I've follow the KBA and make sure no access admin odata MDF API for API user but it's still no workflow generated. I've also tried to set Approval Status as PENDING and workflowInitiatedByAdmin as true but the result is same, PENDING and without workflow. Please inform if there's any entity should be set in Employee Time API or please give the sample. 

       

      Thanks

      Author's profile photo Neelesh Kamath
      Neelesh Kamath
      Blog Post Author

      Hi Yosef Agung Wicaksono  - It has worked for others. You can refer to the first two comments. They have also put the screenshots. Yes the entity is Employee Time. Please go to "Check user permission" in admin center and check that the api user does not have permission for "Admin Access to OData API". Sometimes even if there are overlapping roles. For ex Role A does not provide, but role B provides, then also it will not work.  Please check for overlapping conditions

       

      Author's profile photo Yosef Agung Wicaksono
      Yosef Agung Wicaksono

      Hi Neelesh,

      Yeah, it works now for Time Type with workflow. These are steps :

      1. Make sure API User doesn't have Admin Access to OData API permission.
      2. Make sure admin workflow configured for employee time.
      3. Set Employee Time - workflowInitatiatedByAdmin as true.
      4. Use this URL : https://api10preview.sapsf.com/odata/v2/EmployeeTime?workflowConfirmed=true

      Thanks for your help and insight.

      Author's profile photo Neelesh Kamath
      Neelesh Kamath
      Blog Post Author

      Great Thank you

      Author's profile photo Kardaras Lampros
      Kardaras Lampros

      Hello Neelesh Kamath ,

      This is a very useful article!!

      Is it possible call API through Import? For example import a file and each record to trigger a workflow.

       

      Thank you in advance,

      Lampros Kardaras

      Author's profile photo Ran Zang
      Ran Zang

      Thanks a lot,Neelesh