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Author's profile photo Yamuna Mathew

Responsibility Management in Flexible Workflow


This blog explains using responsibility management to configure a team of purchasing managers to approve Purchase requisitions based on certain criteria.


Imagine a case where in a purchasing department, purchasers usually create purchase requisitions to buy certain items. Approvers for the different purchase requisitions usually are not the defined roles like Manager, Manager’s manager etc. Usually different group of purchasing managers are responsible for approvals based on criteria like Plant, Material Group etc

We can achieve the above using Responsibility Management by defining different teams based on values of criteria like Plant, Material Group etc as shown below.

PR Approval.jpg

Detailed Steps

Step 1 – Define Teams and Assign Functions in app “Manage Teams and Responsibilities”

1. Login as Business Configuration Expert.

2. Access app Manage Teams and Responsibilities – Procurement under Purchasing Configuration

3. Click on Create.

4. Give the name and description for your new team.

New Team.jpg

5. For Team Type, Choose Operational Purchasing

Team Type.jpg

6. Once you select the team type, you will see the responsibility definitions getting loaded

7. Enter the attributes that the team are responsible for each definition. For example: The new team was configured with the below configuration :




Material Group

A001(On Account Billed)



The above configuration tells the responsibility of the team is for Material Group A001 and Plant 1010.

8. Assign the owners of the team.

Team owners.jpg

9. Assign the members of the team.

Team members.jpg

10. Click on Manage Functions. Map which members are responsible for which functions.


11. Click on Save. New Team is created.

Step 2 – Define new workflow based on Responsibility Management

Currently approval based on responsibility management is available only for item level approval of Purchase Requisitions

1. 1. Login as Business Configuration Expert. Create a new workflow using app – Manage Workflow for Purchase Requisitions – New for scenario Release of Purchase Requisition Item

New workflow.jpg

1. 2. Mention Start Conditions

Start Conditions.jpg

1. 3. Choose the relevant function(in this case à Operational Purchasing) in Role.


1. Start Conditions.jpg

1. 4. Save and activate the workflow

New workflow2.jpg

Step 3 – Check Approvers in Purchase Requisition

If we now create a purchase requisition with an item belonging to Material Group A001 and for Plant 1010, approvers will be picked from the above configured team in Responsibility Management as seen below.


Points to be noted:-

  • The same function associated with the team members shall be used in the step definition of workflow in the section Recipients –> Role. Otherwise, the approval will not be triggered for the step to the relevant team members as highlighted in green in below screen shots.

Functions in Team:-


Same Function in workflow step definition:-


For more details on managing Teams and Responsibilities please refer SAP S/4HANA Cloud – Responsibility Management

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      Author's profile photo Vijayendra Tiwari
      Vijayendra Tiwari

      Thanks Yamuna for this detailed explanation!

      Author's profile photo Anup Nair
      Anup Nair

      Thanks for Sharing!

      Author's profile photo Sai Giridhar Kasturi
      Sai Giridhar Kasturi

      well presented, thanks for sharing.

      Author's profile photo Josef Lim
      Josef Lim

      How do you create a business partner out of a user to add as a team member or owner?

      Author's profile photo Jon Amos
      Jon Amos

      In the on-premise version, I can define a new flexible workflow scenario, but there doesn't seem to be an option to create a custom team category. Am I missing it or is that not possible?

      Author's profile photo Farid Azzi
      Farid Azzi

      Excelent blog, thanks for sharing !

      Author's profile photo Ashish Shah
      Ashish Shah

      Hi yamuna,

      Thanks for an excellent blog.

      I have created an approver team with manage teams & responsiblities.

      However that team isnt appearning in the flexibleworkflow as receipients.

      Do you have any suggestions on how to get this role operational purchasing in this recepient list?


      Ashish Shah

      Author's profile photo Alexis Siegel
      Alexis Siegel

      I am in the same situation, did you find an issu ?

      Author's profile photo Andra Egyed
      Andra Egyed


      any solution found for this issue?


      Thank you!

      Author's profile photo Alexis Siegel
      Alexis Siegel

      Hi Andra,

      rather a bypass I am in 1809, teams and responsibilities is inoperative.
      I created the team structure via PPOME and PP01.


      Author's profile photo Andra Egyed
      Andra Egyed

      thank you, Alexis!

      seems to be the same in 1909...

      Author's profile photo Sergio Teixeira
      Sergio Teixeira

      Hi Alexis


      I tried the same, but without any luck, how did you get the flexible workflow to find next approver and how do you add approval limits to the approvers


      Best Regards


      Author's profile photo Alexis Siegel
      Alexis Siegel

      Hi Sergio,

      On an S/4 Hana on prem, it depends on what you want to do:

      - In the workflow configuration on fiori, you can create different levels in the sequencing by directly assigning the user login (approver) to the sequence.

      - on the other hand, if you want a role-based logic with different levels of managers (example: manager of the last approver), it will be on the HR side, you define the structure of the managers in PPOME with a PPO1 relationship, the relevant relationships will be A002 managing relationship between positions and/or A012 between a position and an organizational unit.

      from release 2020 you can directly use the teams and responsibilities application on Fiori

      Hopefully it will help you

      Author's profile photo Devendra Sharma
      Devendra Sharma

      Any Solution? I am having the same issue now.

      Author's profile photo Andra Egyed
      Andra Egyed



      Any solution to above problem? I have the same situations with the flexible WF for POs.

      Author's profile photo Danai Skentzou
      Danai Skentzou


      Can flexible workflow be used for FI and RE documents?

      Thanks a lot for the support,


      Author's profile photo Steffen Mallwitz
      Steffen Mallwitz

      In standard only for parked documents.