gain experience with sap s/4hana logistics unit 8
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Flexible workflow – configuration options
Question 1
“What is flexible workflow?”
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Flexible workflow – configuration options
What is flexible workflow?
▪ New concept introduced in SAP S/4HANA with the objective to
simplify workflow configuration.
▪ Available for documents in sourcing and procurement, such as
purchase requisition, purchase order, request for quotation, etc.
▪ Based on a set of predefined workflow scenarios and tasks which
provides the functionality to define condition-based workflow for
different processes in sourcing and procurement.
▪ Relevant workflow items are made available in the SAP Fiori My
Inbox app for the approvers.
▪ Manage Workflows SAP Fiori apps are available for different
purchasing documents, and these apps allow the business
process specialist to set up workflows based on the business
requirement.
▪ In SAP ERP, release procedure and SAP Business Workflow
were used to accomplish this process.
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Flexible workflow – configuration options
Question 2
“How do you activate flexible
workflow?”
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Flexible workflow – configuration options
How do you activate flexible workflow?
Perform Workflow Customizing
Create Approvers
Optional: Manage Teams and Responsibilities
Optional: Transactions for Identifying Persons
Responsible for Accounting Objects
Optional: Define Custom Fields and Logic
Define Workflows for Purchase Requisitions
Optional: Workflow Content Translation
Optional: Maintain Email Templates
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Flexible workflow – configuration options
Question 3
“How do you add custom
preconditions to the workflow?”
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Flexible workflow – configuration options
How do you add custom preconditions to the workflow?
▪ Own rules for determination of approvers – Create an implementation for
the BAdI Determination of Workflow Agents for Purchasing
Documents (MMPUR_WORKFLOW_AGENTS_V2)
▪ Own preconditions – Create implementations for the following BAdIs:
Providing Additional Conditions for
Scenarios (SWF_WORKFLOW_CONDITION_DEF)
Value evaluation of additional conditions for
scenarios (SWF_WORKFLOW_CONDITION_EVAL)
▪ Own logic for restarting workflow – Create an implementation for the
BAdI Define Conditions to Restart Flexible
Workflow (MM_PUR_S4_PR_WFL_RESTART)
▪ Example: When you create a new flexible workflow with account assignment
category as a condition, it is possible to choose from: A, F, K and P.
But it is not possible to select "Q" or "X".
The standard workflow app only provides four (4) mentioned account
assignment categories as prerequisites.
From 1909, there are two BAdIs available, where you can add
preconditions.
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Flexible workflow – configuration options
Question 4
“Is it possible to retrigger a
workflow?”
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Flexible workflow – configuration options
Is it possible to retrigger a workflow?
▪ BAdI Define Conditions to Restart Flexible Workflow
▪ SAP Fiori Custom Fields and Logic app
▪ Go to Flexible Workflow customizing for Purchase
Requisition → Exception Handling section → Action
Results ‘Restart Workflow’. This way, the purchase
requisition can be changed.
▪ In case of ‘Cancel Workflow’, the purchase requisition
cannot be changed later. Note that it is not possible to
edit a rejected purchase requisition when flexible
workflow is active. The only action possible is to delete
such purchase requisitions and create new documents
for approval.
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Flexible workflow – configuration options
Question 5
“Does the existing release
strategy need to be changed?”
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Flexible workflow – configuration options
Does the existing release strategy need to be changed?
No, you don’t need to change the existing release
strategy, but you can change it to flexible workflow if you
want.
▪ Go to IMG → Materials Management → Purchasing →
Purchase Order → Release Procedure for Purchase Orders
→ Activate Flexible Workflow for Purchase Orders
▪ Activate the document type for which you want to have
flexible workflow.
▪ Based on document type:
− e.g. “NB” activate flexible workflow, “UB” remains with
classic workflow
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Flexible workflow – configuration options
Key takeaways
▪ Business process specialists can set up workflow themselves
▪ SAP Fiori My Inbox app for overview of all pending approvals
▪ Custom preconditions can be added to support business
requirements
▪ SAP process to synchronize and proactively deliver work:
− In the right sequence (workflow steps)
− At the right time (deadline)
− To the right people (agents)
− With the right information
− With minimum effort
− Without compromising compliance
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