Product Information
SAP S/4HANA Flexible Workflow Overview and Comparison with SAP Business Workflow
Workflow is a term that describes the capability to synchronize and proactively deliver work in the right sequence at the right time to the right people, with the right information for the work to be completed with a minimum of effort and without compromising compliance.
The work packages are called tasks, one person taking responsibility of each task. And the assignment to the right people (often termed agents) is called agent-determination. The sequencing of the tasks is specified by the workflow, and this often includes specifying deadlines and escalation or mitigation routes, while the system uses events to trigger or terminate processes.
Other aspects of workflow are related to how the tasks are received by the users, how users are assigned to responsibilities and how reporting and administration is performed.
In S/4HANA workflow is mainly handled by the SAP Business Workflow software. This consists of a modeling environment to configure the route that the process takes (flow), and a run-time mechanism to generate the task instances (called work items) and control their execution. This includes deadlines, agent-determination, conditions and event-handling. SAP Business Workflow predates S/4HANA, so it is also used in environments other than S/4HANA, such as SAP Business Suite.
In SAP S/4HANA an important shift in paradigm has been pursued with respect to workflow. Whereas in SAP Business Suite the IT department models, configures and administrates the workflows, in S/4HANA it is the process expert within the line of business that takes ownership of these duties. This is a huge advantage for the business department, enabling processes to be configured or adapted directly without technical expertise and without the need for inter-departmental projects. The term flexible workflow is used to describe this aspect of the workflow tooling, whereas classical workflow describes the tooling used prior to S/4HANA. Both use the much of the same underlying framework, but to accommodate the flexibility there are differences so tread with caution when extrapolating know-how.
In practice there are very few classical workflows deployed in S/4HANA Cloud, and since the modeling is done by SAP development they are not further described here.
One final note, although developed by the same team, this is a different framework to the SAP Cloud Platform Workflow Services, which compliment the standard SAP S/4HANA processes modeled using flexible workflows. The SAP Cloud Platform Workflow Services allow customers to model free-format process definitions using a BPMN editor, whereas flexible workflows enable the easy automation of simple structured processes such as approvals.
Summary of terminology
| Name | Description | Context | ID | Synonym, Notes |
| Task | The description and context of what needs to be performed in a workflow step. | Both | Step type, activity | |
| Work item | The instance of a task. | Both | Task | |
| Agent-determination | The algorithm to determine which users are assigned to a task and receive it in My Inbox. | Both | Recipient assignment | |
| My Inbox | Users receive their tasks in this app in the Fiori Launchpad | Both | Fiori App ID: F0862 | |
| My Outbox | Users can revisit their completed tasks in this app | Both | Fiori App ID: F0862 | A parameterized version of My Inbox |
| Classic Workflows | These are the classical workflows, built using the workflow builder and delivered by SAP. They are usually referred to as simply workflows, but sometimes referred to as workflow templates. | Classic Workflow | Transaction SWDD | Customers of S/4HANA On-premise can still build classic workflow templates using the workflow builder. |
| Workflow Scenario | The set of building blocks used to configure a flexible workflow. This set includes the tasks, recipient assignment rules and conditions. Workflows themselves are configured by the customer, although one default workflow (pre-delivered content) may be delivered by SAP as part of the workflow scenario. The resulting workflows can be configured by the process expert using Fiori Manage Workflow app. |
Flexible Workflow | Transaction SWDD_SCENARIO | These are created in the backend by SAP development, or in On-Premise also by the customer. |
| Conditional Workflows | This is a type of flexible workflow, whose triggering depends on a condition being met. This simplifies workflow configuration, enabling many small workflows to take the place of one very large and complex workflow. The conditions, and the flow of the process is determined by the Manage Workflow App. | Flexible Workflow | ||
| Ad Hoc Workflows | A UI component that is embedded in business objects to allow a user to define a one-off workflow. | Flexible Workflow | An example of this in S/4HANA is the Engineering Record in PLM | |
| Manage Workflows App | The Fiori App that is used to define the flexible workflows. Applications will deliver their own individual apps, which appear identical, but each configures the workflow scenarios relevant to the one particular line of business. | Flexible Workflow | Fiori App ID: F2190 | Most S/4HANA applications also use their own configuration of this tile preset for the application. |
| Flexible Workflow Templates | Reusable workflow segments, that can be strung together in different sequences or used to populate ad hoc workflows. | Flexible Workflow | Fiori App ID: F2787 | |
| Administration Tiles | Different tiles to support administration duties, such as identifying work items which have not been assigned to a user. | Both | ||
| Workflow Instance Component | A UI component that renders the simulation of a workflow and displays its subsequent execution within the business document | Flexible Workflow | For example, in S/4HANA purchase requisitions the progress of the workflow can be followed within the purchase requisition document. | |
| Teams & Responsibility Management | Management of users in teams and hierarchies of teams assigned to business context. This is one of the algorithms that can be used for agent-determination. | Flexible Workflow | Fiori App ID: F2412 |
Hi,
It is my pleasure to get the detailed knowledge for first time from your blogs.
Thanks.
Dear Alan,
My understanding is also that Deadline Monitoring is not available with flexible Workflow. Is that correct or is there another way to reach the goal with flexible tools ?
Thank you for your help
Alex
Sorry - missed this comment. Yes, available in 1905, but it is up to the underlying application whether they enable this or not.
https://blogs.sap.com/2019/05/06/new-to-workflow-in-sap-s4hana-release-1905/
Hi Experts,
I have a little issue in testing my flexible workflow scenario in SWUS.
I have created one scenario using SWDD_SCENARIO which is error free and active. Once I click the Test button to test it, it shows me "Task Definition <WF Template ID> Not Found".
My workflow scenario can also start by some event. I also raise the event I get same error in event log.
Please see screen shots on following link: https://answers.sap.com/questions/710753/task-definition-not-found-error.html
I would appreciate if I get some useful documentation on how to create custom workflow scenario, enable it using gateway services, and expose it in the app "Manage Workflow" to enable end-user to create flexible workflows.
Best Regards,
Naeem Khan
Hi Alan,
Just started on a brand new S/4 1809 implementation! I am also looking for some helpful documentation on steps involved in creating workflows using bespoke workflow scenarios.
Best Regards,
Ramki Maley.
Hi Ramki,
Apologies for the delay. You'll find some guidance in the online help, but if you need more please mail me directly because I'm looking for feedback on a tutorial that I'm creating,
Alan
Thanks Alan! I will be in touch shortly.
My turn to apologize for the delay. Have to check my settings. Was expecting to be notified via email for a response.
Best Regards,
Ramki.
HI Alan
Great post with useful information. In the classic workflow we assign a workflow variant to the company code ? What impact does the workflow variant s have on the journal entry verification workflow configured from the FIORI app "Manage workflows". Are these independent?
Regards
Sridhar
Just use the Fiori Manage Workflow app to configure separate workflows for the different company codes (or cost centers or account groups).
No technical expertise needed. The business expert can take care of this directly.
Alan
Hi Alan,
Great information.
I need a quick assistance on "journal entry verification". I have seen the standard workflow scenario for Journal entry Verification. I need to enhance the same to have multi level approvals based on amounts.
Can we handle loop in the Flexi blocks? How can I enhance Manage workflows app for "Journal entry verification" to meet multi level approvals.
Vijayarama Kalluri.
Hi Vijayarama,
The beauty of flexible workflow is that it supports multi-level approvals without the need for complex loops.
Just string together the approvals one after another in the workflow, defining exceptions (such as redo) when a reject occurs, and the release won't happen until all the approvals are positive.
https://help.sap.com/viewer/0fa84c9d9c634132b7c4abb9ffdd8f06/1905.500/en-US/f93a8ef54de144c8befe6eb64624e319.html
Best regards,
Alan
Unable to access link that you shared. Can you share the latest one?
Hello Alan,
Do you know how can we use the app Manage Teams and Responsibilities along with Flexible workflow for PO / PR ? in 1809 FPS01 i couldnt see this option in agent determination.
Can you share the snapshot from flexible workflow template showing where to select team in agent determination?
Regards,
Ashish Shah
Hi Ashish,
In the 1809 release (on-premise) T&R has been enabled for purchase requisition item release and centrally managed purchase orders.
Best regards,
Alan
Hi Alan,
What is the mechanism to transport a workflow configured with the Fiori Manage Workflow app across the system landscape in S/4 HANA 1809?
Regards,
Ramki.
Hi Ramki,
Workflow transport is managed by the S/4HANA Adaption Transport Organizer (ATO).
You can also use the Fiori Manage Workflow Scenarios app to export and import flexible workflow definitions.
https://fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer/#/detail/Apps('F3067')/S12OP
Best regards,
Alan
Alan,
Many thanks! I'll look into these options.
Regards,
Ramki.
Hello,
I have been told by colleagues of you, that CP Workflow Service should be used instead of Business Workflow when customers think about starting with Workflows in an S/4 on-Premise environment since Business Workflow is not part of S/4 Cloud anymore and therefore it would make sense to start with CP Workflow directly if possible.
Could you comment on that?
Hi Peter,
That statement doesn’t make any sense to me.
Must be a misunderstanding somewhere along the line. My colleagues and I understand and agree on the difference between SCP and flexible workflow usage.
Maybe we need an additional blog on the subject,
Alan
BTW: You are welcome to contact me at alan.rickayzen@sap.com
Epilogue: Glad we sorted that out in an email thread.
Hi Alan,
I do have the same question, could you please share some info on this please?
Hi Alan,
I saw a question on the transport mechanism of moving these flexible workflows for production use.
Need you help to clarify on my understanding. Is it correct to understand that the business expert setting up flexible workflow, for example for PR approvals, will be setting up these (using FIORI) in the development client.
These would then be transported to production client when unit and UAT completed?
Thanks and best regards
Eu Jin
Yes - you could do it that way. They could also be modeled directly in production, if your QA governance supports that. It's analogous to how a company handles business rule maintenance.
If in doubt, err on the side of caution until experience/confidence has been built up.
Thanks Alan, it is really good information to have!
Dear Alan,
We are facing the following issue with PR flexible wf:
If we set the total net amount check, the workflow does not care with it.
Without the net amount check, the workflow works properly.
We have tried a lot of version with two workflows, or several steps as well.
The main goal is to send for approval if the PR total amount reaches the preset
amount, and below the amount it has to approve automatically by the SAP.
Could you send me some hints, please? Our release is S4 1809 FPS02 (on-prem)
Also we have a precondition for the PR type, because we have to seperate approval
logic per PR type.
Thanks in advance,
Gábor
Hi Gábor,
That doesn't sound right to me because the workflow framework can handle foreign keys such as with amounts. I suggest that you create a ticket for procurement to investigate.
Best regards,
Alan
Hi Alan,
Thank you very much. We wll open a ticket, because it seems that everything is fine until we are not using the amount as a parameter in the workflow.
Best regards,
Gábor
Hi Alan,
A SAP-expert told me take you cannot migrate current ERP 6.07 running workflows to S4HANA.
To me this is still a rumour, so I would like to know, how to migrate running workflows to S4HANA.
- how to migrate completed workflows
- how to migrate not completed workflows, with open activities
Regards,
Walter
Dear Alan,
I have a issue with creating a new workflow for "Purchase Requisition item release"
In the preconditions section I select "Account assignment category of purchase requisition item is" Next I want to select an account assignment category, but in the list I only see A, F, K and P. I don't see account assignment categories X or Q etc. Is it possible to add account assignment categories in this flexible workflow.
Kind regards,
Hans
Hello Alan,
Thank you for your helpful blog .
I have a question regarding the release strategy and the flexible workflow:
They are compatibles ?
In a case of using several PO release strategies. (Each strategy with diferents characteristics => Purch org's, Purchasing groups, values, document type ) Should I create a single flexible workflow for each release strategy ?
I'm using a s4 version (1709 FPS03 )
thank you in Advanced for your answer
best regard
Beto
Hi Alan, Is dead line monitoring available in S/4 1909 on premise?
Can you also share compare to classic workflow, what is not possible in Flexible workflow?
Hi Alan,
We are on S4 HANA 1809 FS 02 (05/2019) and activated flexible workflow for Purchase Order approval (WS00800238).
One of the client requirements is to (re)approve the PO only when the total amount differs 50 euro's or more. Unfortunately this can not done via customizing.
The logic for the total amount difference can be determined via the change documents tables but I did not found a good spot to implement this logic.
In the classic workflow I would have implemented this in the event-linkage fm (SWW_WI_CREATE_VIA_EVENT_IBF) but for the flexible workflow I am not sure if this will work.
Because event SUBMITTED_FOR_APPROVAL is also trigger for automatic approval.
How should you implement this requirement?
Kind regards,
Jong-Liang
Hi Alan
Thanks for the detail in the document.
Is there any way we can control approve or reject from an external system. If yes, could you please provide a way or documentation on this.
Also i have raised same question in the community.
https://answers.sap.com/questions/13005294/sap-flexible-workflow-with-api.html
Appreciate if you can answer.
Nice. No need of Abaper anymore 🙂
Hi Alen,
Is there a way to track where the sales order flexible workflow is struck?
Dear Alan,
I have a doubt about Flexible workflow email notifications for tasks according to SAP that it can be configured for standard email template. But i have not able to configure as SAP statement about sourcing and procurement loB.
https://help.sap.com/viewer/af9ef57f504840d2b81be8667206d485/1909.002/en-US/4628bc69-9b41-4e69-b221-9565d4980255.html
https://launchpad.support.sap.com/#/notes/2838665
Can you please tell me whether it is possible to setup email notification without any further development needed within Flexible workflow?
Thanks and best regards,
Done,
Email notification is done via template which sap provided!
Hi. Is there a way to approve a purchase requisition item as admin via SWIA if the agent is not available? I think about an urgent approval process, for example.
Can we use flexible workflow for QM notifications?
Hi Alan,
Great Blog !
The flexible workflow templates are available for Sales and Purchasing .Is there a KBA or SAP documentation which lists all the available process areas where flexible workflows can be used?
Thanks,
Priya