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Role based approver agents in Flexible Workflow

Flexible workflows for Purchase Requisition is a powerful application that allows you to define pre-conditions and approvers for workflows. Two types of approvers can be configured – User based, and Role based. We are going to get to know more about Role Based approvers.

Setting up Employees and Employment Data

In order to configure Role-based approvers we need to import employee and the manager information into the system. This is done through the Import Employees application.

Business Case

VP_TEST is the head of the purchasing department of an organization. MANAGER_TEST reports under him and manages the unit that procure raw materials. EMPLOYEE_TEST works in this unit and creates Purchase Requisitions for raw materials.




1. Log onto Fiori Launchpad

Log onto the SAP Fiori launchpad using a user that has the SAP_BR_ADMINISTRATOR role.

2. Access the app Import Employees

import employees.jpg

3. Download the templates from the link provided in the app.

4. Fill the details in both the downloaded excels with the values provided in the screenshots.



5. Upload both the filled excels in the application

Pls note: Upload needs to be done twice. The first upload will fail because employment will get updated only in the second upload.

import emloyees input.jpg

6. Check the application logs to see if the upload was successful.


7. Log on to the app Maintain Business Users.

maintain business users.jpg

8. Search for the user EMPLOYEE_TEST and assign the role SAP_BR_PURCHASER

assign business roles.jpg

9. Search for users MANAGER_TEST and VP_TEST assign the role SAP_BR_MANAGER_PROCUREMENT

Business Case

EMPLOYEE_TEST creates multiple Purchase Requisitions. However, the Purchase Requisitions created from the Purchasing Organization 1010 need to be approved by EMPLOYEE_TEST’s manager and manager’s manager.



1. Log onto Fiori Launchpad

Log onto the SAP Fiori launchpad using a user that has the SAP_BR_BPC_EXPERT role.

2. Access the app Manage Workflows for Purchase Requisitions .

manager worklows.jpg

3. Select Release of Purchase Requisition Item from the drop down.

workflow release.jpg

4. Add a new workflow with Pre-condition as Purchasing Organization = ‘1010’.

start con.jpg

5. Add a step sequence and chose Role based approver from the drop down. Choose Manager of Workflow Initiator as the role.


6. Add another step sequence for Manager of Workflow Initiator’s Manager.


7. Save and activate the workflow

8. Log on with EMPLOYEE_TEST user. Initial password will be ‘Initial1!’ for all users created from Import Employees

9. Open the Manage Purchase Requisitions Professional app and create a PR with document category ‘NB’ and Purchasing Organization ‘1010’.


10. Once the PR is created, note down the number

pr det.jpg

11. Log in as MANAGER_TEST and the access My inbox app. Search for the PR and approve the PR.

My inbox issue.jpg

12. PR will move to VP_TEST’s inbox. Log in as VP_TEST and approve the PR. Now the PR is fully approved and ready for next level of processing.

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      Author's profile photo Vijayendra Tiwari
      Vijayendra Tiwari

      Thanks for this!

      Author's profile photo Ephraim Ayemere
      Ephraim Ayemere

      Thanks for this. What if the VP, Manger and Employee already have Employee numbers in the system but you want to map them to each other (e.g. manager of the initiator to initiator mapping). Is there a standard template available to do the mapping?

      Author's profile photo Venu Pappula
      Venu Pappula

      Hello Ayemere

      I just wanted to know did you get answer to the above question. Because in my scenario also the employee, Manger and VP are already created in the system. Know i want to do mapping. Can you please share your ideas.


      Thank you