Workflows in SAP SuccessFactors Employee Central
“Who approves what – made easy and automated!”
🧾 What is a Workflow?
A workflow is a sequence of approval steps that get triggered when a user performs
a specific action — like hiring, updating job info, or requesting time off.
It defines who needs to review and approve a change before it becomes effective.
🧭 Where Are Workflows Used in EC?
🔹 Hire / Termination processes
🔹 Job Information Changes
🔹 Compensation Changes
🔹 Personal Information updates
🔹 Time Off requests (Leave approvals)
🔹 Position changes (via Position Management)
🧩 Key Components of a Workflow:
1️⃣ Workflow Steps
Define the sequence of approvers
E.g. First Line Manager → HRBP → Compensation Team
2️⃣ Approver Types
Role-based (e.g., Manager, HR Rep)
Dynamic (e.g., employee’s matrix manager)
Specific user or user group
3️⃣ CC Role (Carbon Copy)
Users who are notified but don’t need to approve
4️⃣ Conditions/Triggers
Workflow is triggered only if specific conditions are met
E.g., Trigger a workflow only if promotion is for Job Level 5 and above
⚙️How Workflows Are Configured:
🔸 Use Business Rules to determine which workflow should be triggered
based on field values
🔸 Example Rule:
If Country = “India” and Pay Grade = “PG6+”, then trigger “Executive
Approval Workflow”
🔸 Workflows are configured using:
✔️Manage Organization, Pay and Job Structures
✔️Manage Workflow Requests
✔️Business Rule Scenario: “Workflow Derivation Rule”
🔒 Role-Based Permissions (RBP) in Workflows:
Make sure the right people can view, approve, or edit workflow requests.
You can control permissions for:
✅ Initiators
✅ Approvers
✅ CC Recipients
📊 Monitoring Workflows:
Admins can track approval processes using:
Manage Workflow Requests
Workflow Dashboard Reports
Notifications and Email Alerts
💡 Real-World Example:
When an employee in the US is promoted from “Senior Developer” to “Lead
Developer”:
The system triggers a workflow:
Step 1: Line Manager Approval
Step 2: HR Business Partner Review
Step 3: Compensation Team Approval
Once all steps are approved, the change is saved in the employee’s record.
✅ Summary:
Workflows bring accountability, automation, and traceability to HR transactions in
SAP SuccessFactors EC.
With smart rules + well-structured approval paths, your HR operations can be more
secure, compliant, and efficient.
