Flexible workflows in SAP allow for more custom development and configuration compared to classical workflows. With flexible workflows, the workflow scenarios are configured by the customer using pre-delivered building blocks, including tasks, recipient assignment rules, and conditions. Flexible workflows can be triggered conditionally using pre-conditions configured through BADIs. They also support using pre-delivered email templates that can be customized or extended for a given workflow scenario.

1. SAP FLEXIBLE WORKFLOWS

2. CLASSICAL VS FLEXIBLE WORKFLOWS
Classical Workflows Flexible Workflows
Transaction SWDD (Workflow Builder) SWDD_SCENARIO (Scenario Editor)
Purpose These are the classical workflows, built using the workflow
builder and delivered by SAP.
They are usually referred to as simply workflows, but
sometimes referred to as workflow templates.
The set of building blocks used to configure a flexible
workflow.
This set includes the tasks, recipient assignment rules and
conditions.
Workflows themselves are configured by the customer,
although one default workflow (pre-delivered content) may be
delivered by SAP as part of the workflow scenario.
The resulting workflows can be configured by the process
expert using Fiori Manage Workflow app.
Effort Everything is developed using the workflow builder by the
developer using basic building blocks
Development effort is less as compared to Classical Workflows
Custom
Development
Possible Possible
Conditional
Triggering
TO be coded Easy pre-conditions to manage triggering and steps
E-mail templates Not much support Pre-delivered e-mail templates can be re-used
Technology Can be BO based, class based BO, Class, CDS Based

3. FLEXIBLE WORKFLOW STEPS
1. Decide whether the pre-delivered standard scenarios can suffice the requirement. If yes, go ahead and
configure using “Manage Workflows..” fiori app
2. Purely custom scenario can also be developed and can be configured as well using the Fiori App
3. Pre-conditions can be enhanced using BADIs
4. Agent assignment can be influenced using BADI implementations
5. N number of situations/scenarios with varying start conditions and number of level can be defined
using the “Manage Workflows..” fiori app
6. Pre-delivered email templates can be used and linked to scenarios
7. Pre-delivered email templates can be copied to custom templates and used
8. Deadline monitoring can be used in the app

4. FLEXIBLE WORKFLOW –DEMO
1. How to start : SAP HELP DOCs
Flexible WF Basics:
https://help.sap.com/docs/SAP_S4HANA_ON-
PREMISE/0f18dddf28764f5b807ecd80549044cc/22a178c7929e439bb062017eda1e3643.html?version=202
1.002&q=Flexible%20Workflow
Technical Documentation:
https://help.sap.com/docs/ABAP_PLATFORM_NEW/b5670aaaa2364a29935f40b16499972d/49de1eb13d58
4179aa66b4de904aa7f4.html
For PR:
https://help.sap.com/docs/SAP_S4HANA_ON-
PREMISE/af9ef57f504840d2b81be8667206d485/781017ca64e446909d6cd6b0ee0ce021.html?version=202
1.001

5. FLEXIBLE WORKFLOW –DEMO
SPRO Node:
Pre-condition BadI 1:
BAdI Definition Name SWF_WORKFLOW_CONDITION_DEF

6. FLEXIBLE WORKFLOW –DEMO
Condition Def Implementation:

7. FLEXIBLE WORKFLOW –DEMO
Condition Eval Implementation:
Pre-condition BadI 2:
BAdI Definition Name SWF_WORKFLOW_CONDITION_EVAL

8. FLEXIBLE WORKFLOW –DEMO
How to copy and use SAP provided e-mail templates:
https://blogs.sap.com/2021/02/17/custom-email-template-for-email-integration-for-purchase-requisition-
approval-in-sap-s-4hana/
How to create custom e-mail templates and use them:
https://blogs.sap.com/2019/10/12/e-mail-templates-in-s4-hana/
How e-mail template works:
https://blogs.sap.com/2021/10/16/understanding-how-email-template-works-in-flexible-workflow/