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Procedure documentationRunning Automatic Approval Process with Workflow

 

You can use workflow to manage the content approval for a contract version request.

A workflow simplifies the approval process for the approval of a contract version by streamlining the processing activities into one centralized work environment - the SAP Business Workplace.

When workflow is enabled, an approval request is automatically submitted to the SAP Business Workplace and the request is automatically routed to the first level approver. An authority check is in place to notify the next level approver via email that action is required on their part to review the contract. The approver approves or rejects the request through the SAP Business Workplace. For more information about the SAP Business Workplace workflow, see The Business Workplace,

Enabling the workflow lets you do the following tasks:

  • Automatically route the version request to the next level approver for approval.

  • View the status of the contract version in the approval process in SAP Business Workplace.

Procedure

To run an automatic approval process using workflow, proceed as follows:

  1. The initiator creates a contract version and submits it for approval. The request is automatically submitted for approval through SAP Business Workplace and the next level approver is automatically notified that there is a pending submission awaiting their review.

    Note Note

    If the approver is a group, then approval from only one person in that group is required progress to the next level.

    End of the note.

  2. Log into Business Workplace to manage and track workflow requests. Both the initiator and the approver has authorization to do this.

    1. Open the contract version.

    2. Choose Start of the navigation path Services for Objects Next navigation step Workflow Next navigation step Start Workflow End of the navigation path

    3. If this is the first time the request is submitted, then click Start or Start with Details to launch the workflow for this request. Otherwise you can go directly to the Business Workplace (see next step).

    4. Click Business Workplace to view, manage, and track the requests submitted.

  3. Review the submission through Business Workplace.

    1. In Business Workplace, the approver searches for the request item by navigating through the folders, or by using the Find Document tool and then selects it.

    2. Run a comparison report — Simple Contract Comparison or Detailed Contract Comparison — to view the differences between the contract version and original contract.

  4. Action the submission.

    A contract version can have several statuses and each status reflects the contract version’s current status in the approval process. They can also be classified into categories according to their status. For more information about the statuses and categories, see Contract Version: Categories and Approval Statuses.