EMPLOYEE CENTRAL MASTERY

Self Service and Workflow

Administration
2013. SuccessFactors, Inc., An SAP Company. All rights reserved.

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Objectives

List the four common admin self service and workflow tasks

Identify the two data models used for configuration

Describe the three types of workflow participants

Define dynamic role

Explain the three conditions the system can use to assign a dynamic
role

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Administration Overview
Common Tasks

Manage Workflow Participants

Create approval steps
Assign approvers
Assign workflow contributors
Assign CC Role

Manage Dynamic Roles

Manage Workflow Groups
Manage Requests

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Manage Workflow Participants
Workflow Participant Types

Workflows can have three types of workflow participants

1. Approvers
2. Workflow Contributors
3. CC Role

Approvers can take action on a workflow by:

Approving
Posting Comments
Sending Request Back to Approver
Update Request System will recalculate event reason and workflow

Workflow Contributors can only post comments

CC Role participants only receive an email or notification that the
workflow is complete
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Manage Workflow Participants

You can locate this option by:

1. Navigate to Admin Tools.
2. Click Company Settings.
3. Select Manage
Organization, Pay and Job
Structures.

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Manage Workflow Participants (cont.)

1. Click the Search drop down.

2. Select Workflow.
3. Click the second drop down and select the desired workflow.

1 3

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 Manage Workflow Participants (cont.)

Workflow Approver
configuration has three sections
1. Approvers
2. Workflow Contributors
3. CC Role
1
For a workflow, you can
configure:
2 Name
Description
3 Approver Type
Approver Role
Context
Edit Transaction (Approvers only)

Customers should avoid changing

Workflow ID
System uses this id to trigger the
correct workflow in MSS and ESS

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Manage Workflow Participants (cont.)

User can select Take

Action to edit the
workflow
To remove an approver,
select the Trash Can
Icon
To add an approver, fill
in the blank step below
Workflow configuration
will always show an
additional blank step
System removes blank
step when you save
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Configuring Workflow
Participants
Configuring Workflow Participants

The next slides show the configuration options for:

1. Approvers
2. Workflow Contributors
3. CC Role

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Configuring Approvers

A B C D

A. Approver Type has three options:

1. Role Uses relationships to the employee
1. Employee
2. Employee Manager
3. Employee Manager Manager
4. Employee HR
2. Dynamic Role System determines correct approver from employee data
US Finance Controller for US employee
3. Dynamic Group Group of employees who can approve the workflow
Any member can approve but only one employee in the group has to approve
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Configuring Approvers (cont.)

A B C D

B. Approver Role User can select from the list of Roles, Dynamic
Roles, or Dynamic Groups (determined by Approver Type)
C. Context Determines whether the approver is for a future role or
current role. If employee transfers to new supervisor:
1) The new supervisor would be the employees manager with context as
Target
2) The current supervisor would be the employees manager with context as
Source
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Configuring Approvers (cont.)

A B C D

D. Edit Transaction
1) No Edit Approver cannot update request
2) Edit with Route Change Approver can update request. After update,
system determines event reason and workflow.

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Configuring Workflow Contributors

A B C

A. Contributor Type has four options:

1. Person Specify an existing active employee in the system
2. Role
3. Dynamic Role
4. Dynamic Group

B. Contributor User can select from the list of Person, Role, Dynamic
Role, or Dynamic Group
C. Context
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Configuring CC Role

A. CC Role Type has five options:

1. External Email Specify an email that workflow completes
2. Person Specify an existing active employee in the system
3. Role
4. Dynamic Role
5. Dynamic Group

B. Contributor User can select from the list of Person, Role, Dynamic
Role, or Dynamic Group (determined by Approver Type)
C. Context

A B C

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Manage Dynamic Roles
Overview of Dynamic Role

Dynamic Role is a workflow approver assigned by the system

based on employees file or event reason
Example:
Janet James is the Finance Controller for all employees in Corporate
Industries
Marcus Hoff works in Corporate Industries
Carla Grant promotes Marcus via MSS
The promotion workflow includes finance controller dynamic role
Janet James appears as an approver for Marcus Hoffs promotion

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Manage Dynamic Roles

You can locate this option by:

1. Navigate to Admin Tools.
2. Click Company Settings.
3. Select Manage
Organization, Pay and Job
Structures.

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Manage Dynamic Roles (cont.)

1. Click the Search drop down.

2. Select Dynamic Role.
3. Click the second drop down and select the desired role.

1 3

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Manage Dynamic Roles (cont.)

System assigns an approver to a workflow based on conditions like:

Employees
Job Classification
Division
Department
Location
Legal Entity
Event Reason

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Manage Dynamic Roles (cont.)

To create a dynamic role:

1. User can select Take Action to edit
2. Select the conditions for which approver should appear in the workflow
Example: Janet James is the Finance Controller for all employees in Corporate
Industries
3. Provide the person (users System ID)
4. Save the dynamic role
5. Add to desired
workflow

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Manage Workflow Groups
Manage Workflow Groups Overview

Admin can create and manage workflow groups

Dynamic Group is the same as Workflow Group
Workflow group is:
A set of employees who can approve the workflow
Any member can approve but only one employee in the group has to
approve

Admin can group employees in the same way as role-based

permissions (RBP)

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Manage Workflow Groups

You can locate this option by: 1

1. Navigate to Admin Tools.
2. Click Employee Files.
3. Select Manage Workflow
Groups.
2

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Manage Workflow Groups (cont.)

A. To edit an existing group, click the name of the group

B. Click here to create a new group
C. Click the copy or trash icons to copy or delete a group

B
A C

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Manage Workflow Groups: Creating a
Group
The group creation feature is the same as the permission groups
A. Here you can provide a group name
B. Here you can use categories to define who to include in the
group
C. Here you can use A
categories to define B
who to exclude from
the group

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Using Workflow Groups in Your Workflow

You can use these steps to add a workflow group to your

workflow
1. Create or use an existing workflow group
2. Create or use an existing workflow
3. Add a dynamic group as an approver
4. Select your group and save your changes

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Managing Requests
Managing Requests Overview

Admin can manage workflow requests

Features include
Reviewing completed, cancelled, or locked workflows
For pending (active) workflows, an admin can:
Lock or Unlock
Add Another Approver
Change Approvers
Remove Approvers
Route Request
Decline

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Manage Requests Administration

You can locate this option by:

1
1. Navigate to Admin Tools.
2. Click Employee Files.
3. Select Manage Workflow
Requests.
2

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Manage Requests Administration (cont.)

1. Select the Search.

2. Provide information about
the workflow you would like
to manage.
To find active workflows, set
Request Status as Pending

3. Click Search to see the

results.

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Manage Requests Administration (cont.)

The search results allow an admin to view:

A. Requested By The initiator

B. Requested For From which employee file did the workflow trigger

C. Request Type The event reason

D. Request Status Cancelled, Pending, Completed

E. Effective Date When will the change take place

F. Actions The admin can take six actions (Lock / Unlock, Add Another Approver, Change
Approvers, Remove Approvers, Route Request, and Decline )

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Define Notification Email Templates

Admin can change the text that an

approver receives during workflow
process
Configuration under Admin Tools ->
Company Settings -> E-Mail
Notification Templates Settings
Admin can manage email notification
for the following workflow actions:
Approval Lock down
Rejected Unlock
Pending Contributor
Cancelled CC Role
Skipped Approved
Posted Sentback

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You should now be able to:

List the four common admin self service and workflow tasks

Identify the two data models used for configuration

Describe the three types of workflow participants

Define dynamic role

Explain the three conditions the system can use to assign a dynamic
role

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Self-Quiz
Test Yourself

1. List the four common admin self service and workflow tasks.
1.
2.
3.
4.

2. List the three types of workflow participants.

1.
2.
3.

3. True or false: Workflow Contributors can only post comments on a

workflow.
4. Provide a definition of a dynamic role.
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Test Yourself (cont.)

5. List the three conditions the system can use to assign a

dynamic role.
1.
2.
3.

6. True or false: Only one member of a workflow group has to

approve a request for the workflow to move to the next step.
7. True or false: An admin user can change the email notification
for workflows.
8. True or false: An approver can edit a request.

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How Did You Do?

1. List the four common admin self service and workflow tasks.
1. Manage Workflow Approvers
2. Manage Dynamic Roles
3. Manage Workflow Groups
4. Manage Requests

2. List the three types of workflow participants.

1. Approver
2. Workflow Contributor
3. CC Role

3. True or false: Workflow Contributors can only post comments on a

workflow.
True

4. Provide a definition of a dynamic role.

Dynamic Role is a workflow approver assigned by the system based on employees file or
event reason.

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How Did You Do? (cont.)

5. List the three conditions the system can use to assign a

dynamic role.
1. Job Classification
2. Department
3. Event Reason, etc.

6. True or false: Only one member of a workflow group has to

approve a request for the workflow to move to the next step.
True

7. True or false: An admin user can change the email notification

for workflows.
True

8. True or false: An approver can edit a request.

True

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 You have completed the Self Service
and Workflow Administration lesson.

Please continue to the next lesson,

Events and Event Reasons.

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