2277529 - How to Create a Workflow

• How do I create a Workflow?
• What are the configuration steps and explanation of all fields associated to workflows?

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SAP SuccessFactors Employee Central

Steps:

1. Navigate to Admin Center > Manage Organization Pay and Job Structures > Create New > Workflow;
• Manage Organisation Pay and Job Structures, on British English;
2. Enter a Workflow ID (only 32 characters allowed);
3. Enter a Workflow Name (only 32 characaters allowed);
4. Enter the details of the Step Approvers in each step;
5. Enter the approver type and fill in all related fields;
6. Click Save.
   

Here is the explanation of fields used in Workflow Foundation Object Configurations.

Remind In days:

• The Workflow Foundation Object Configuration can be defined so that the current Workflow Step Approver will be reminded to take action on a pending workflow after a certain number of days.
• For configuration details, click here.

Is Delegate Supported:

• Delegation enables an option that will allow an Approver to Forward the Workflow to Another System User within the Company schema.
• This user will be able to take ownership of the Workflow.
• The Appointed User will have the ability to Approve or Decline the workflow in lieu of the Initial Step Approver.
• The recipient of the Delegated workflow will have the option to refuse the Delegation Request.
• The Initial Approver has the ability to Recall the workflow.
• For more details, click here.

Context field:

• The context field will tell the system how the Step Approver should be resolved.
• There are two available options:
• Source
• The value "Source" will represent the person that maintains the role/position prior to the Workflow Transaction.
• Target
• The value "Target" will represent the person that maintains the role/position after the workflow transaction would be completed.
• Example: I have an Employee who is transferring from Manager A to Manager B, and I want Both Manager A & Manager B to approve the workflow.
• In the above scenario, I would have two approvers:
• Step Approver 1 = Role = Manager / Context = Source 
• This is Manager A.
• This step represents the employees manager prior to triggering the manager transfer.
• Step Approver 2 = Role = Manager / Context = Target
• This is Manager B.
• This step represents the employees manager after the manager transfer workflow is approved. 

Edit transaction:

• During the creation of a Workflow, the field "Edit transaction" has to be defined if the workflow step approver can edit the submitted workflow.
• The options are:
1. No Edit: The approver will not be able to Edit the transaction that triggered the workflow.
• This is the standard option that the system will default to for a step approver configuration.
2. Edit with Route Change: The approver can Edit the transaction that triggered the workflow and the workflow will start the process anew.
• If the workflow is Edited - The system will automatically reject the previous workflow transaction, will re-trigger the workflow, and will start the approver process from the beginning.
3. Edit without Route Change: The approver can edit a workflow transaction.
• With this option, the Edited Workflow Transaction will Continue with the next step approver.
• The workflow will not be rejected and re-triggered.
• The next Step approver will have the opportunity to approve/reject the workflow.

4. Edit Attachments Only

• Approver can only edit the attachments of the workflow. You can also add this possibility if you would like to add an attachment during the workflow process. 

No approver behavior:

• Following values are displayed in this drop down:
1. Stop the Workflow: The Workflow Step approver with this option selected is respected by the system as a mandatory step.
• If the system is unable to resolve an approver for this step, the system will not be able to proceed with the transaction for the triggered workflow.
2. Skip this Step: In the case where the system is unable to resolve a user for the current Workflow Step, the Workflow step will be skipped.
• The workflow will continue to the next step.
• If there is no next step approver to resolve, the workflow will get automatically approved.
• This option is the default selection for this field.

Respect RBP

• Respect RBP = Yes
• If the setting is flagged as Yes, the approver will only have access to see the fields which the approver has granted permissions to see. 
• Respect RBP = No
• If the setting is flagged as No, the approver will have access to all fields that were included in the transaction.

Relationship to Approver:

• The Relationship to Approver tells the system how to relate the resolved approver to the transaction that triggered the workflow.
• User Based Approver Types:
• The Relationship to Approver will allow the selection of:
• Employee - The employee which had a data change that triggered the Workflow
• Initiator - The Initiator of the data change transaction that triggered the workflow
• Position Based Approver Types:
• The Relationship to Approver when it is a Position based Transaction will allow the selection of:
• Employee Position - The system will resolve the approver based on the relationship to the positions incumbent
• Inititator Position - The system will resolve the approver based on relationships to the initiators position
• Position - The system will resolve the approver based on the sole position, and not based on the incumbents data 
• For more information about this option, please reference this page in the guide:
• Position Relationships

Employee Central Workflows: Implementation and Administration

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