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Background documentationWorkflow Template WS75700043

 

SAP delivers the standard workflow template WS75700043 for the approval process.

This enables you to forward the change request as a work item to the appropriate processors. The status of the change request is automatically updated in the background.

Note Note

You define in the Customizing for Financial Master Data Management, under Start of the navigation path Workflow/Process Modeling Next navigation step Assign Processor to Workflow Step (Advanced Workflow) End of the navigation path, whether one or more responsible processors receive a work item in their worklists for the workflow steps, dependent on the entity type (for example, entity type Account).

End of the note.

This workflow template consists of the following steps:

  1. Start workflow

    The workflow is started when a requester creates a change request in the universal worklist in the portal.

  2. Determine number of processors for parallel steps

    In the next workflow step, the system determines the number of users or user groups to which the change request needs to be sent.

    The Customizing for Financial Master Data Management lets you configure the system to do so dependent on the entity type of the objects contained in the object list of the change request, under Start of the navigation path Workflow/Process Modeling Next navigation step Assign Processor to Workflow Step (Advanced Workflow) End of the navigation path.

  3. Evaluate change request

    The respective processors automatically receive a work item in their universal worklist and evaluate the change request independently of one another. The system then determines the number of approvals and objections:

    • If one or more processors objects to the change request, the requester receives an information SAP express mail as soon as all the processors have evaluated the change request (→ step 4).

    • If all the processors approve the change request, the processors responsible for the consideration and approval receive a work item in their worklists (→ step 5).

  4. (Optional) SAP express mail after objection

    The requester receives an SAP express mail in his or her Business Workplace indicating that one or more processors objected to the change request. The employees responsible for the consideration and approval also receive a work item in their worklists (→ step 5).

  5. Consider and approve

    The respective processors have received a work item in their worklists and consider the change request independently of one another. The system then determines the number of approvals and rejections:

    • If one or more processors reject the change request the requester automatically receives an SAP express mail for each rejection (→ step 6).

      The change request is then also submitted to a consideration committee, which meets regularly (→ step 7).

    • If all the processors approve the change request, the processors responsible for changing the master data receive a work item in their worklists (→ step 9).

  6. (Optional) SAP express mail after rejection

    The requester receives an SAP express mail in his or her Business Workplace indicating that one or more processors rejected the change request (→ step 7).

  7. (Optional) Consider in committee

    A committee that meets regularly discusses and considers the change request.

    The responsible employee has also received a work item in his or her worklist, documenting the committee's decision in the workflow process:

    • If the committee decides that the change request should be deleted, the processor rejects the change request. The requester then receives the work item in his or her universal worklist to cancel the change request (→ step 8).

    • If the committee decides that the change request has to be revised, the processor rejects the change request. The requester then receives the work item in his or her universal worklist to revise the change request (→ step 8).

    • If the committee approves the change request, the processor approves the change request. The processors responsible for changing the master data then receive a work item in their universal worklists (→ step 9).

  8. (Optional) Revision after rejection

    The requester has received a work item to process the change request further:

    • If the requester revises the change request, a work item with the change request is sent to the processors again for evaluation (→ step 3).

    • If the requester withdraws the change request, the status of the change request is set to Final Check Rejected. If changes have already been made to the master data, these are reset and the workflow is over (→ step 13).

  9. Execute changes

    All the relevant processors from the responsible organizational units have received a work item in their worklists independently of one another. They execute the changes as described in the change request. To do so, they change the master data for every object in the object list and then confirm the change manually in their universal worklists.

    Once all the changes have been executed, the system validates the change request (→ step 10).

    Note Note

    The responsible processors cannot add any new objects to the object list.

    End of the note.

  10. Validate

    The system checks the change request using validation rules for consistency, and saves the check results.

    The relevant employees from the responsible organizational units also receive a work item in their universal worklists to perform the final check of the change request.

  11. Perform final check

    The relevant employees from the responsible organizational units have received a work item in their universal worklists to perform the final check of the change request.

    They check the validation results and make the following decision:

    • If a processor decides that the change request should be deleted, he or she rejects the change request. The responsible organizational unit then receives the work item in their universal worklist to cancel the change request (→ step 8). The requester also receives an SAP express mail for information.

    • If a processor decides that the change request needs to be revised, he or she rejects the change request. The responsible organizational unit then receives a work item and revises the change request (→ step 8).

    • If a processor approves the change request, he or she approves the change request. The system then activates the changes (→ step 12).

  12. Activate changes

    The system activates the master data in the database tables of the modified objects according to the changes entered in step 9.

    Note Note

    The changes are then activated in the central system. When the workflow is over, the changes still need to be distributed to the local systems.

    End of the note.

  13. End workflow

    The system ends the workflow.