Workflow and Approvals in SAP S/4HANA

Keep this: job aid

Approval workflow card

• Workflow = start conditions + steps + step conditions + recipients + exception handling + deadlines.
• First matching workflow wins: order rules from specific to general.
• No matching workflow often means automatic release; know what your scenario does.
• My Inbox: approve, reject (always with a reason), claim, forward, suspend, show log.
• Planned substitute for known absences; unplanned must be activated by the substitute.
• Substitution does not grant authorizations; check the substitute's role.
• Leavers: redirect open work items and fix the recipient rule or team.
• Test below, at and above every threshold, plus reject, resubmit and substitution.
• Use separate test users for requester, approvers and substitute.
• Evidence: workflow log plus document status, including negative cases.