Flexible Workflow Steps

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Ruthvik Chowdary
December 26, 2019 | 5 minute read
Flexible Workflow Steps

 108  75  91,495
Dear SAP Friends,
Welcome to another interesting topic, Flexible Workflow
In this blog will see steps on how to activate Flexible workflow. at the end demo
video also linked
Just a quick overview of Flexible workflow
1. It’s a Release strategy of PR & PO
2. Easy to maintain & Understand no Transport Requests are required
https://blogs.sap.com/2019/12/26/flexible-workflow-steps/ 1/45
Note:- TR will be generated when we activate Flexible workflow in IMG and

remaining are non-TR based. System wise we can maintain.
3. Only one Release strategy can be used at a time either classic or Flexible
Workflow
4. Need to Activate Flexible Workflow
5. FWF is maintained in Fiori “Manage Workflows for Purchase Order”
FWF- Flexible Workflow
Refer SAP S/4HANA Flexible Workflow Overview and Comparison with SAP
Business Workflow by Alan Rickayzen
Now let’s see first how to activate FWF
1. Go to IMG → Materials Management → Purchasing → Purchase Order →

Release Procedure for Purchase Orders → Activate Flexible Workflow for
Purchase Orders
2. Activate which document type you want to have FWF
– It’s based on document type for ex:- NB we can have FWF and UB we can
have Classic Workflow
3. Once done save. Transport request will be generated
4. Now open “Manage Workflows for Purchase order” App
5. Choose add
6. Give Workflow name and description for understanding purpose
Even we can set timelines for PO release status
7. Go to start conditions tab
As per business requirement, we can select the precondition to start the

workflow
Only if the condition met then only created PO will be coming to workflow or else
it will be released automatically
We can have more conditions as per business requirements.
8. Go to step sequence and choose add to maintain more conditions like a
responsible person, PO values etc.
9. By default, Step type will be set to Automatic release of PO drop down and
change to release of PO
10. Go to Recipient and select Role / User as per business
– User means we can select specific user-id
– Role means, that role has to be assigned to responsible person user-id
Note in order to have responsible persons User ID’s and there Names to be
displayed in users list means we need to create Employee and assign to Business
partner refer to https://blogs.sap.com/2019/07/17/employee-as-a-business-
partner-and-synchronization-with-hr-data/
Select a responsible person from the user’s list
If you selected multiple users for release, we have an option like one of the
recipient approval is enough or all approvals is required, we can select as per
requirement
11. Go to step condition to add conditions like Currency, PO value, Material group,
Company Code etc,
If wanted we can keep or else leave blank as we already maintain precondition in

the initial stage.
12. Once done click on add
13. And then save
14. And then activate
Once it’s activated we can’t edit only deactivate or delete
With this, we completed all the required steps
Now, let’s check we maintained all correctly or not.
Will create PO
During Workflow creation we maintained 2 conditions
– Document type = NB
– PO Value greater than 20 USD
Both conditions our PO fulfil’s
PO created
Now if I open PO in change mode will get below information
It triggered FWF.
Now let’s Approve / release PO
Open My Inbox App.
As one PO is in my bucket for approval on tile only we can see notifications ?
We have the following options
– Approve
– Reject
– Show log
– Claim (initiate process)
– Forward
If you feel it must be approved by someone else, not by you, we can do it.
– Suspend (Hold)
Now let’s Approve PO
It’s done
If you are going on vacation like how we keep out of office mail with backup
contact person ? same, we can do hear as well
In my inbox app click me area and select manage my substitutes
By selecting planned leave or unplanned leave ? Click add new substitute
By selecting from date and to date
Save
Now whatever PO is create and triggered to FWF it will go to my substitute
If you want to see all the list of POs’ that you approved so far there is an app for
that as well
My Outbox
Note:- all above content doesn’t have sensitive info so don’t waste your time for
reporting
If the same My Inbox App is configured in mobile means, see the beauty of SAP
Fiori
Flexible Workflow with S/4HANA
Encourage Fiori and get the most advanced features of it and make life easy and
smooth.
Flexible Workflows in SAP S/4HANA
Please share, Like and Comment anything else you want to share or add points.
Thanks & Regards
Ruthvik Chowdary
SME – S/4 HANA Manufacturing & Procurement
SAP Ariba P2P
Alert Moderator
Assigned Tags
SAP S/4HANA
MM (Materials Management)
MM Purchasing
SAP Ariba Procurement
SAP S/4HANA Cloud
SAP S/4HANA Cloud for Sourcing and Procurement
SAP Workflow Management, workflow capability
View more... 
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108 Comments
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Sai Krishna Vallurupalli

December 27, 2019 at 1:58 am
Excellent, its really useful
Like 1 | Share
Ruthvik Chowdary | Blog Post Author

Thank you Sai Krishna Vallurupalli ?
Like 0 | Share
venu gopal
Dear Ruthvik,
Excellent document ..keep it up..
Like 1 | Share

Thank you venu gopal Please share with others as well.
Like 0 | Share
Praveen Kumar L V
Hi,
Nice document. Should the flexible workflow be activated only for one document type?
Like 1 | Share

Hello Praveen Kumar L V
Thank you, Glad, you liked. No, you can activate for all documents based on requirements and even
few Flexible workflows and few Classic workflows.
Like 0 | Share
Amit Sharma
Hi Ruthvik,
Explained very well.... Thank you for sharing.
Keep it up
Regards,
Amit
Like 0 | Share

Thank you Amit Sharmafor your support and liking my article please share among those who
require knowledge on FWF
Like 0 | Share
Pravin Mandgaonkar
Nice document Ruthvik..! Thanks for sharing..
Like 1 | Share

December 30, 2019 at 6:36 pm
Thank you Pravin Mandgaonkar
Share same with others who has requirement
Like 0 | Share
Lavanya G
Hi Ruthvik Chowdary
really nice detailed document of workflows. great effort. ?
I Have a Question can the same process followed for Finance Related Functionality as well?
Same question i have posted as well can you please guide me
https://answers.sap.com/questions/12939024/flexible-workflows-for-finance.html
Like 0 | Share

Hello Lavanya
Thank you, glad you liked my article,
I'm not expert in Finance but i will try to share information as per my knowledge
below Apps are available which i feel are related to finance
1. Earmarked Funds: Approval

2. Manage Workflows - For Bank Accounts
3. Manage Workflows for General Journal Entry Verification
4. Manage Workflows for Supplier Invoices
Thanks & Regards
Ruthvik Chowdary
Like 0 | Share
Lavanya G
January 3, 2020 at 5:02 am
Thank you Ruthvik Chowdary for your help
Like 0 | Share
Pradeep Ravoori
January 2, 2020 at 12:10 pm
Awesome bro.
Like 1 | Share

Glad you liked my article Follow me to get more
Like 0 | Share
Vijay Kumar
Hi Ruthvik,
Really very good explanation of FWF.
We r lucky... Thanks for sharing ?
Waiting for more to come about sourcing and procurement with new functionality & innovation in 1909
Like 1 | Share

Thank you Vijay ?
Sure you will be seeing soon.
Like 0 | Share
Naga Seerla
February 24, 2020 at 8:39 pm
Hello Ruthvik,
Could you let me know, if this functionality is available in on-premise version (perhaps 1909) as well.
P.S: We are currently on 1610 SPS 0 and would be upgrading to 1909 in couple months.
Thanks,
Naga
Like 0 | Share

February 25, 2020 at 4:08 am
Hi Naga Seerla
This functionality is available from 1809 version onwards you can get when you upgrade to 1909
Like 0 | Share
Mithun Kumar
March 30, 2020 at 9:47 am
Hi Ruthvik,
Thanks for the informative blog. I'd like to understand more about the step conditions and how do they
work. Are they different from the Pre-conditions we add on the 1st screen?
Like 0 | Share

April 3, 2020 at 11:08 am
Hi Mithun Kumar
Thank you
Yes Preconditions are different and step condition is different

A precondition is used to initiate the workflow
Step condition is used to determine which document will get for approval process
Like 0 | Share
Mithun Kumar
April 6, 2020 at 10:08 am
Thanks Ruthvik Chowdary
During a custom development and extensive debugging, I realized a major difference

between how the Pre-conditions and step conditions are evaluated.
During evaluation of a step condition, the code doesn’t get the workflow’s or the
workItem’s container at all. So as I was trying to check a “container variable = my
condition parameter” condition, it always failed, even when the container has the correct
value for that variable. Due to this my step was always 'Skipped'.
However, if the same condition is used as a pre-condition, this evaluation was successful,
as the container is being read properly.
Have you noticed the same? Or am I doing something wrong here?
Like 0 | Share

April 9, 2020 at 9:14 am
Mithun Kumar
I am not that knowledgeable in Technical stuff I'm functional
How every Precondition is the starting step for logic if the condition is matched
then only it enters into workflow 2nd condition step condition
First of all, Precondition should match then only Workflow will initiate
Like 0 | Share
Ramesh Kothapally
May 21, 2020 at 10:16 am
Hi Rithvik,
Thank you!!!
It is excellent and very informative.
Like 0 | Share

May 27, 2020 at 10:10 am
Thank you very much
Like 0 | Share
Francesco Fuiano
May 27, 2020 at 9:20 am
Hi Rithvik,
Thanks for sharing!
I have a question regarding information provided on the approve/reject message.. Up to 1909 version,does

it exist any standard setting to provide additional information or the only way is a customisation?
Thanks in advance,
Francesco
Like 1 | Share

May 27, 2020 at 9:51 am
Hi Francesco,
It available from 1710 version we can Give Approve/Reject Messages no additional settings are
required by default it will be coming
Like 0 | Share
Francesco Fuiano
May 28, 2020 at 6:28 am
Yes Ruthvik, I was wondering if we can add other information with standard. For example,
standard price or last PO price or PO vendor
Like 0 | Share

May 28, 2020 at 1:51 pm
Yes we can add selection conditions as per requirement
Please do watch https://youtu.be/-iwJw2uyOao
Like 0 | Share
Suying Li
June 10, 2020 at 2:45 am
It's a great documentation!!!
Like 0 | Share

June 17, 2020 at 4:11 am
Thank you May Li
Like 0 | Share
Gonzalo Simon
June 19, 2020 at 3:37 pm
Hello,
Do you know how to configure the notification that the requestor should receive when a PR/PO gets
rejected?
I am not getting them and no idea where to configure them.
thank you very much
Like 0 | Share

June 24, 2020 at 6:27 am
Notification in the Sence you need to maintain action task what to do when rejected so the
requestor will get notification
Like 0 | Share
Sudhir Pawar
April 1, 2022 at 3:30 pm
Hi Ruthvik,
How to config this ?
Like 0 | Share
Amba Prasad Bonala

July 19, 2020 at 5:39 am
HI Rithvik,
Thanks for the document…
These conditions are standard? Cant we add any more Pre conditions..
And Existing Configuration like Release groups, Release codes etc., are not required right?
Thanks,
Prasad
Like 0 | Share

August 27, 2020 at 6:24 am
Hi Amba Prasad Bonala
We can add our own conditions as well
old Release groups, Release codes not required to configure if we go with flexible workflows
Like 0 | Share
Paul Messer
September 14, 2020 at 6:04 am
How can you add your own pre-conditions in S/4HANA On Premise?
Like 1 | Share
Heiko Volkmer
October 12, 2020 at 11:17 am
Hi Paul, did you find a solution? I am looking for it too! Thanks Heiko
Like 0 | Share
Paul Messer
October 12, 2020 at 11:22 am
Hi Volkmer,
yes. As of 1909 OP you can implement your own preconditions using

custom BaDIs BADI SWF_WORKFLOW_CONDITION_DEF and BADI
SWF_WORKFLOW_CONDITION_EVAL
BR
Paul
Like 1 | Share
nikhil jacob
July 22, 2020 at 3:46 am
Hi Ruthvik,
Nice Documentation and This helped me during my On-Prem Implementation.
Related to the Approval process in Fiori - Do you have idea on the below;
1. As you know, Approve/Reject comments will be updated back in SAP GUI. What about Attachments ?
Any Mechanism to bring back attachments to SAP GUI
2. Manage Substitutes - Any Pre-requisite setup required in HCM . I tried Maintaining Leaves for the
Approver in PA30 - but couldn't setup any Substitutes for the same Approver
Thanks.
Like 0 | Share

August 27, 2020 at 6:28 am
H nikhil jacob
Attachments we can add-in during approving in my inbox app and the same will be shown in GUI if
DMS is installed
Manage Substitutes this option also available in my inbox only please refer above mentioned steps
Like 0 | Share
nikhil jacob
Hi Rutvik,
Thanks for your Answer.
You mean - if DMS is installed , we can see the attachments in ME23N?
Like 0 | Share

January 4, 2021 at 8:48 am
Yes
Like 0 | Share
Amruta Kulkarni
August 24, 2020 at 1:04 pm
Hi Ruthvik,
Can we send emails in outlook once workflow is triggered?
Also can we provide option to approve from outlook email (like a link)?
Thanks.
Like 0 | Share

August 27, 2020 at 6:31 am
Hi Amruta Kulkarni
I'm Not sure about this but with the help of UI5 Consultant we can do i guess so
Like 0 | Share
Riju Varghese
August 24, 2020 at 9:05 pm
Hi Ruthvik,
Nicely explained.
I have one question. How will i re-trigger a purchase order. Generally my while uploading legacy PO those
PO are auto approved. Now if i want to re-trigger those Purchase Order, how i gonna do that?
Thanks.
Like 0 | Share

August 27, 2020 at 6:34 am
Riju Varghese Once PO's are uploaded from the legacy system the same status will come over, and
Re-trigger is not possible as per my knowledge
Like 0 | Share
Avish Mittal
August 27, 2020 at 3:57 pm
Hi Ruthvik,
Nice blog and explained in detail.
I have a question, if I have created a custom Workflow Scenario and want to trigger it for any particular
order type (Let's say 'NB'). So how can I configure this?
Thanks!
Like 0 | Share

Avish Mittal Custome changes can be added with help of UI5 and Developer
Like 0 | Share
Rajendra Reddy Chukka

September 17, 2020 at 5:26 pm
Hi Ruthvik,
I am able to achieve all the steps following your document but once Standard PO is created I am getting
"workflow instance not found". Can you please suggest.
Thanks!!
Like 0 | Share
Yateesh Hoblidar
October 19, 2020 at 5:31 pm
Hi Ruthvik,
Thank you for sharing the knowledge on the Flexible Workflow. Was wondering if you could configure the
below scenario in Flexible Workflow.
Requirement:
I create a Purchase Requisition for 1000$ and it should go to Approver-1 for first-level approval and then to
Approver-2 for second level approval and then be completely approved. If Approver-1 or Approver-2 rejects
the PR, then it must come to me so that I can correct it, and resubmit.
In the Exception Handling of the Manage Workflow app, we have set ‘Restart Workflow’.
In the system now, when the Approver-2 rejects the PR, the system is sending the PR back to Approver-1!
Regards,
Yateesh
Like 0 | Share
Mithun Kumar
November 3, 2020 at 8:20 am
Yateesh,
I don't think you should set anything in the Exception handling, for your requirement. The system is
behaving correctly as per your setting.
Like 0 | Share
Yateesh Hoblidar
November 3, 2020 at 1:50 pm
Hi Mithun,
I attempted your suggestion, but not setting an exception handling is not an option. 'Do
Nothing - Cancel Workflow' is the default, and we cannot remove it (only change it to
something else)!
Yateesh
Like 0 | Share
Mithun Kumar
Yes, "Do Nothing" is the option that'd work for you. Cancel workflow is a separate
option that you don't want to set.
Like 0 | Share
Yateesh Hoblidar
Hi Mithun,
'Do Nothing' is the only option for the activity, 'Cancel Workflow' is one of
the 4 options for the action. We need to select one of those 4.
Like 0 | Share
Mithun Kumar
Ah yes, My mistake. I meant the Cancel Workflow is the option that’d work
for you. Since you need the PR to come back to the creator for
modification, upon rejection, the WF instance is not required at that point,
and should be cancelled.
Once the you make modifications and save the PR again, a new instance
of WF is triggered from the beginning.
Here's how all the workflows at our customer is set up:
Like 0 | Share
Yateesh Hoblidar
Hi Mithun,
Upon Rejection the requisition goes to the 'Held' status and cannot be
edited. One can only copy that PR and recreate a new one with the
requested changes. SAP Note - 2919925
Like 0 | Share
Nabanita Barua
October 29, 2020 at 9:48 am
Hi ,
I have maintained all these steps . I have created one Non stock PO document type for PO .
While selecting that document type in flexible workflow it is showing "Not Sent" under Status of workflow .
Even in Header Flexible workflow tab is not appearing .
Pls suggest .
Like 0 | Share
Mithun Kumar
Ruthvik Chowdary, do you know if we can add any new exception handling options under the Steps?
Currently for PO, on Rejection is available. But we want to add, for example, "No agent found" under
exception handling, so that we can cancel/restart WFL.
Like 0 | Share
Birgit Raithmeier
Hello Ruthvik Chowdary,
Thank you for your great instruction.
I have a question regarding the "Withdraw from approval" function. This function is available in the Fiori in
order to "pause" the workflow and edit the PO again. But we cannot find this function in the SAP GUI (t-
code ME23N).
Do you know, if this function is also available in the SAP GUI and not only in Fiori?
Many thanks in advance.
Best regards,
Birgit
Like 0 | Share
Saranya S
Hello ,
Nice Document !!
In case of Flexible WF For PO release , is there any settings for the Change PO to trigger a Workflow ?
Like 0 | Share
Tom Käser
Hi Saranya,
with release OP2020 a new customizing was implemented.
SPRO -> MM -> Purchasing -> Purchase Order -> Flexible Workflow for Purchase Orders ->
Manage Conditions to Restart Flexible Workflow
What's new - Manage Workflows for Purchase Orders
Best regards
Tom
Like 1 | Share
Kishor Sarode
Hi Ritwik,
Nicely Explained, I want to Create fully custom FWF scenario in Tax and Revenue Management module,
although I have created one custom scenario but not able to activate and trigger it.
can you guide me or some documentation on custom FWF.
Thanks in advance,
Regards,
Kishor,,
Like 0 | Share
Arif Imam
March 15, 2021 at 3:00 pm
Hi Ritwik,
Very well explained document as well as the demo. Few query regarding the FWF
1. I would like to know whether we can set the approval sequence like the purchase Manager should
release first and then the Finance Manager.
2. Is it possible to track who approved or rejected the purchase order?
Like 0 | Share

March 19, 2021 at 11:38 am
Yes for both
1. the order you assign user id will be the sequence of approval

2. in PO there will be a tab called FWF in that we can check
Like 0 | Share
Yannik Flohr
April 28, 2021 at 8:43 am
Hi Ruthvik,
very nice explanation for technical rookies like me.
My question is the following:
Can I use flexible workflows for condition contracts? Where can i activate and setting it up?
As an example:
A Condition Contract is created by a user and after saving a message should appear in managers inbox to
reject or accept.
Thank you for your time!
Best regards from Germany!
Like 0 | Share
Madalin Negrea
June 4, 2021 at 7:37 am
Hi all,
I am facing a strange problem at one of PR Flexi WFL, which i cannot reproduce.
S4 release 1909, PR flexible WFL on item level ... the problem is that randomly like in the last 3 months
around 4 PR's got fully approved ( workflow completed ) but the PR processing status was not updated - is
still "In Release" instead of "Release completed", no errors in WFL, no dumps nothing. What can be the root
cause ? did anyone experienced something similar ? any hints what should i check ?
Thanks!
Like 0 | Share

June 10, 2021 at 5:44 am
Hi Madalin Negrea
i faced the same problem with PO due to system network or some back end even documents are
approved it's got getting status updated,
Like 1 | Share
Madalin Negrea
June 10, 2021 at 5:50 am
Hi Ruthvik Chowdary ,
Thanks for feedback
Like 0 | Share
Martin Unger
August 12, 2021 at 11:57 am
Hi Madalin Negrea,
were you able to find the cause for the PR processing status not changing from "In
Release" to "Release completed"?
I am facing the same problem. And your blog comment seems to be the only entry
on the internet so far mentioning this particular problem.
Best regards
Martin
Like 0 | Share
Madalin Negrea
Hi,
Yes we implemented an snote don't remember right now which one
Like 0 | Share
Martin Unger
Thank you for your reply!
I also found another reason for this problem: Technical WF user

SAP_WFRT did not have the authorization to change the PR. It worked
after adding a suited user role to SAP_WFRT.
Like 0 | Share
Muthu Govindasamy
June 6, 2021 at 9:51 am
Hello Ruthvik
IS outbox app available for onpremise ?
Thank you
Muthu
Like 0 | Share

June 10, 2021 at 5:45 am
Yes its available
Muthu Govindasamy
Like 0 | Share
Muthu Govindasamy
June 10, 2021 at 5:49 am
thanks Rithvik
i could not find it in fiori library
can you share the fiori app id please for s4hana 2020 fs00
thanks
Muthu
Like 0 | Share

June 10, 2021 at 6:20 am
Add SAP_BR_MANAGER role this will only bring out box App in fiori
Like 0 | Share
Muthu Govindasamy
June 10, 2021 at 6:29 am
i have approver role and having MY INBox but i could not see MY Outbox in 2020 OP
Like 0 | Share

June 14, 2021 at 5:51 am
Add below 2 roles as well and check, because in 2020 FPS00 to FPS02 i can see in my system
SAP_BR_EMPLOYEE
SAP_BR_MANAGER
Like 0 | Share
Muthu Govindasamy
June 14, 2021 at 5:57 am
thanks Ruthwik
Please share the APP ID for outbox
I am also having both roles but i am in FS00
Like 0 | Share

June 17, 2021 at 11:03 am
both Inbox and outbox are showing the same App ID strangely when I see in-app details
Like 0 | Share
raghavendra Gowda
June 23, 2021 at 2:23 pm
Hi Ruthvik,
How can we See all the Approvers Name irrespective of Release Status.
Like for levels 1 level is approved and status will show as released with approver name, but Remaining two
approvers name not able to see in PO Flexible workflow tab
Like 0 | Share

July 6, 2021 at 5:17 am
raghavendra Gowda
At the moment in 2020 FPS02, we can see the completed level and current level of approval name
only not more
Like 0 | Share
Hanna Brecher
July 27, 2021 at 6:43 pm
Ruthvik, this is great. Very clear explanation. Thank you very much. Quick question - can additional
workflow conditions be added? Or are we limited only to those conditions that come with the workflow?
Thank you,
Hanna
Like 0 | Share

August 4, 2021 at 5:42 am
Thank you Hanna Brecher
Yes we can have additional conditions as well
Like 0 | Share
Sankar Dharmaraj
Hi Ruthvik,
Very Nice, well explained blog !!!
I have couple of questions
1. Can we use flexible work flow and classic workflow together if yes , how we can achieve this?
2. What is the use/purpose of step type - Automatic Release of Purchase order
Thanks in advance for your support.
Regards,
Sankar D
Like 1 | Share

Hi Sankar Dharmaraj
Thank you for sharing your comments.
Yes, we can use both FWF & Classic but it can be used as Document type only NB can be FWF STO
Document can be Classic but not both.
Purpose type only determines whether it has to send to approval or approve it automatically
Like 0 | Share
Duong Phan Thi

October 22, 2021 at 11:00 am
Hi Ruthvik,
Thk you for your sharing,
And I have a question that: if I use flexible WF and then can we see wf in this function?
Like 0 | Share

October 29, 2021 at 11:41 am
Yes you can see
Like 1 | Share
Nagy Farag
Hi Ruthvik Chowdary,
After finishing all configuration for flexible workflow ok and created po fine there are message like this ( po
45xxxxxxxz is in approval , you can only display it , not edit it.
So in this case what if I need to make some changes in this po ? Before / after Approval
Thanks
Like 0 | Share

Hi Nagy Farag
Until you Approve the PO you cant make any changes to that particular PO
Like 0 | Share
Sean Jorden
Do you know of any way to transport changes to the steps defined?
This is creating issues with Audit as changes are made directly in the environment.
Like 0 | Share
Tom Käser
There are different ways to configure and transport workflows to productive system (on premise)
-> Depends on the release
Pre-S/4HANA 2020
Configuration directly on productive system
Transport options were available but not reliable
S/4HANA 2020 FPS01

Configuration on D / Q System
Transport via Fiori Apps Export Software Collection / Import Software Collection
S/4HANA 2020 FPS02

Configuration on D / Q System
Transport via SM31 – View V_SWF_FLEX_SCACT (CTS Transport)
Like 1 | Share

Hi Tom Käser
As you mentioned above,
So what Workflows settings we maintain in Fiori App Manage Workflow for Purchase order
those settings will be moved to the P System?
Like 0 | Share
Tom Käser
December 13, 2021 at 12:54 pm
Hi Ruthvik Chowdary
Could you please state your question in more detail?
You maintain the workflow settings via corresponding fiori app on the D system
and then transport (workflow by workflow) to Q and P system.
Best regards
Tom
Like 0 | Share

Hi Tom Käser
Yes I maintained settings in Manage Workflow for Purchase order App and
now those selection condition settings i need to move in SAP S/4HANA
2020/2021 how and in which way i can do it can you explain more detail
Like 0 | Share
Tom Käser
Hi Ruthvik Chowdary ,
please have a look at the SAP Help link. Then scroll down to 'procedure'
and follow the steps.
Hope that helps!
Like 1 | Share
Prasanth Kasturi
hi Ruthvik,
Thank you for the blog.
I created a flexible workflow for a Stock transfer order(STO) but workflow is not getting triggered.
When I check the log for the events triggered after creating a PO, it is not triggering the class based event.
Can you please help where we need to check the setting.
Like 0 | Share

Hi Prasanth Kasturi
you can go to PO and check the flexible work flow tab to see the log of that STO PO you can
understand why its not triggered
Like 0 | Share
Prasanth Kasturi
hi Ruthvik,
Thank you for the response. the workflow tab is empty and It says Workflow instance not
found. The workflow is not getting triggered as Event is not getting triggered.
I have posted a question also, please check the below link
https://answers.sap.com/questions/13589353/flexible-workflow-event-for-po-does-not-
trigger.html?childToView=13589613
Like 0 | Share
Ashish Gaurav
May 17, 2022 at 5:21 pm
Hello Ruthvik and Team,
We have configured Flexible workflow on document type level no other specific conditions. Post PO
creation , it's states workflow skipped and there is auto email stating PO approved to outlook from an email
id to user who created the PO but the sender email id is not at all linked to the PO BP Master or User profile
SU01. On further checking the sender email id is totally a different BP Master and has no linkage like
partner function or all to the BP for which PO is created.
Please let me know if you forsee where else we can check on this....and if any further details needed on the
issue faced.
Regards,
Ashish Gaurav
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Subhash Kumar
June 21, 2022 at 1:10 pm
Document is simply superb but i had few question if you can clearify.
if we add multiple user in step 10 as explained by you which user will get WF 1st how we are going to control
over that?
And if we are using Net value as step criteria and PO is created in other currency will it be auto converted in
currency set in manage workflow step and PO Release strategy will trigger accordingly or we have to set
condition of each currency separately.
There seems all condition as And is there option to enter or conditon there?
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Marmileth Olmos
June 22, 2022 at 5:09 pm
Hi Dear Ruthvik Chowdary
Just a doubt , Can I activate FWF for GL Document type? Accounting Type + Cost Center? it is apply for
this scenario?
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Minh Tran Nguyen Ngoc

June 28, 2022 at 6:10 am
Dear Ruthvik Chowdary
After release, PR/PO still can be change, so how to configuration to prevent change after released ?
Thanks.
Like 0 | Share
Mario Mardones
August 25, 2022 at 7:38 pm
Dear Ruthvik, when I create my PO after customize the workflow, an error message appears when I save:
An exception has raise Message class SY530. Would you please help me?
Thanks
Like 0 | Share
Luciano Klostermann
Check SAP note
3021489 - Message SY530 "An exception was raised" occurs when creating purchase orders
OB08 inform missing currency conversions.
Like 0 | Share
Daniel Samir
I couldn't find step type: Release of Purchase Requisition Item.

Can any one help?
Like 0 | Share

in Flexible Work flow for PR in that begning only you need to select which type you need PR
Release for header or PR release for line item
Like 0 | Share
sanan afridi
Hi - I activated Flexible workflow for PR but now I need to restricts the Price and Qty field. Once the PR is
approved so then no one can edit these two fields. How to achieve this?
Thank you,
Sanan Afridi
Like 0 | Share
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6/21/23, 10:50 PM Flexible Workflow Steps | SAP Blogs

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Dear SAP Friends,

Welcome to another interesting topic, Flexible Workflow

Just a quick overview of Flexible workflow

1. It’s a Release strategy of PR & PO

2. Easy to maintain & Understand no Transport Requests are required

Note:- TR will be generated when we activate Flexible workflow in IMG and

4. Need to Activate Flexible Workflow

5. FWF is maintained in Fiori “Manage Workflows for Purchase Order”

FWF- Flexible Workflow

Now let’s see first how to activate FWF

1. Go to IMG → Materials Management → Purchasing → Purchase Order →

2. Activate which document type you want to have FWF

3. Once done save. Transport request will be generated

4. Now open “Manage Workflows for Purchase order” App

5. Choose add

6. Give Workflow name and description for understanding purpose

Even we can set timelines for PO release status

7. Go to start conditions tab

As per business requirement, we can select the precondition to start the

We can have more conditions as per business requirements.

10. Go to Recipient and select Role / User as per business

– User means we can select specific user-id

Select a responsible person from the user’s list

If wanted we can keep or else leave blank as we already maintain precondition in

12. Once done click on add

13. And then save

14. And then activate

Once it’s activated we can’t edit only deactivate or delete

With this, we completed all the required steps

Now, let’s check we maintained all correctly or not.

During Workflow creation we maintained 2 conditions

– Document type = NB

– PO Value greater than 20 USD

Both conditions our PO fulfil’s

Now if I open PO in change mode will get below information

Now let’s Approve / release PO

Open My Inbox App.

As one PO is in my bucket for approval on tile only we can see notifications ?

We have the following options

– Show log

– Claim (initiate process)

– Suspend (Hold)

Now let’s Approve PO

In my inbox app click me area and select manage my substitutes

By selecting planned leave or unplanned leave ? Click add new substitute

By selecting from date and to date

Now whatever PO is create and triggered to FWF it will go to my substitute

Flexible Workflow with S/4HANA

Flexible Workflows in SAP S/4HANA

Thanks & Regards

SME – S/4 HANA Manufacturing & Procurement

SAP Ariba P2P

SAP Ariba Procurement

SAP S/4HANA Cloud

SAP S/4HANA Cloud for Sourcing and Procurement

SAP Workflow Management, workflow capability

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