Workflow Derivation Rules

Workflow Derivation Rules

What is Workflow? Approvals/Checkpoints

In the SuccessFactors Employee Central system, a workflow is a sequence of connected steps that allows approval by or notification to individuals of changes to data within the system. It enables specific data changes to an approval process involving one or more individuals, either as approvers, contributors, or recipients of the workflow activity.

Workflow is also a Foundation Object.

New workflow can be set up through Admin Center->Employee Files-> Manage Organization, Pay and Job Structure and create New Below is the screenshot.

Each field in above workflow screen defines certain value to be entered.

There are 2 level people and same can be enhance to 3 level 4 level approvals

• Approval 1/Step 1
• Approval 2/Step 2

Review the data/approve the data or reject the data is approvals.

Apart from the approvals you have 2 more people involved in the workflow.

• Contributors
• CC Roles

These roles receive alerts/notifications

Contributors: Contributors can give the guidance to the approvals, but they cannot give approval or reject for e.g.: HOD and HR/Give the end results. They can view all the activities by the approvals, and they can give some comments.

Contributor can be – A Role, Dynamic Role, Dynamic Group, Position or given Person

CC Roles: Data changed in approvals should be notified by the HOD's or HR's/Once all the approvals are been done whether the approvals are approved or rejected in one line email will be trigger and sent to the person for the notification purpose. Those are called CC Roles.

CC Role can be – Dynamic Role, Dynamic Group, Position or Given Person or an External Mail

So, these are the 3 active participants in the SAP SuccessFactors Employee Central Workflows.

Properties of the Workflow:

• Remind in days
• Delegate
• Alternative Workflow
• Escalation

Remind in Days: Reminder Notification will trigger upon the date fixed for approvals. For every 24 hours it keeps reminding.

Delegate: When you do not have an idea or unable to take a decision on the workflow approval/Push the workflow to someone and ask them to do on your behalf

In Delegation you have 2 types of delegations.

• Individual workflow delegation
• Mass workflow delegation

Alternative Workflow: Future dated records will be created in an alternative workflow.

Escalation: Escalation Path/After the period of 7 days reminder completed it will be escalated to the higher person.

Note: There is no auto approval concept in SAP SF/ If it is after 200 days also, it must be approved by someone.

Attributes for each approval:

Deriving the approvals

Take Action & Make correction

5 types to derive an Approval:

• Role
• Dynamic Role
• Dynamic Group
• Position
• Position Relationship

Under Role based you have 7 types of roles

• Manger,
• Managers Manager,
• Matrix Manager,
• Custom Manager,
• Second Manager & Employee HR.