Manage Workflows for Central Purchase Contracts
Application component: Central Contract
App type: Transactional
Line of business: Sourcing and Procurement
Leading industry: Cross Industry
Solution capability: Central Purchase Contract Processing (S/4, Ariba Ctrl Proc.)
Description:  With this app, you can configure workflows to optimize the approval and review process for central purchase contracts and central purchase contract hierarchies. You can directly assign specific users as approvers/reviewers or choose other options for approving or reviewing the documents, such as approval by the manager of the workflow initiator and so on. The approval or review process starts when a workflow with one or more steps is activated and the step conditions you have assigned to the workflow are met. 
A Fiori application for managing approval workflows for Central Purchase Contracts
Key features:    View the list of workflows existing in the system on the list page. You can further navigate into the details of a workflow.   Define preconditions for a workflow, such as the company code, purchasing group, grouping ID, and document type of the document.Note The start condition Grouping ID of central purchase contract is can be used to configure the workflow for central contracts that are created from a central purchase contract hierarchy. You can also define the workflow preconditions for the document type of a central purchase contract hierarchy. Note When you configure the workflow for central purchase contract hierarchies, it is mandatory to choose Document type of central purchase contract hierarchy is from the Start Conditions facet. This condition ensures that the workflow only starts for a central purchase contract hierarchy that fulfills the prerequisites.In addition, if you configure the condition Grouping ID of central purchase contract is, the subordinate central contracts of the central purchase contract hierarchy are subjected to the workflow based on the value of their grouping IDs.   Define the order in which the start conditions of existing workflows are checked by choosing Define Order. If you have several active workflows, the start conditions are checked in the order you have defined. Once the start conditions for a workflow are met, that workflow is used. This ensures that only one workflow in the list of your active workflows is started, even if several workflows have matching start conditions.   Define e-mail notifications, by which the initiators of the workflow are notified when the work item is approved or rejected. If a workflow is approved or rejected, an e-mail notice mentioning the scenario (that is, if the workflow is approved or rejected) is sent to the initiator of the workflow. Use the configuration option that is available using the app Maintain Email Templates. It enables you to send an e-mail notice to the recipients of a workflow item when the workflow item is available in their app My Inbox. For more information, see the section Configuration below.   Define the step sequence by adding and configuring the approval and review steps in the workflow.   Step Information For Approval Steps For Review Steps  Step Name Enter the name of the approval step. Enter the name of the review step.  Step Type The step type can be one of the following:  Automatic Release of Central Purchase Contract - Release of the central purchase contract is performed automatically. By default, this workflow is activated.Recommendation Always use the Automatic Release of Central Purchase Contract as the last workflow in your list of ordered workflows.   Release of Central Purchase Contract - You can define the recipients and other step details for the release of the central purchase contract.   Release of Hierarchical Central Contracts - You can define the recipients and other step details for the release of the central purchase contract hierarchy. This condition ensures that all the details of the central purchase contract hierarchy are visible to the defined recipients.   The step type is Review Workflow of Central Purchase Contract. You can define the recipients and other step details for the review of the central purchase contract.  Step Properties - Is Optional Step You can mark a workflow step as optional using the step property, Is Optional Step. This is an optional field, and by default a step is considered as mandatory. If a workflow step is marked optional and an approver cannot be determined for the step, then the step gets skipped and the workflow automatically moves to the next step, if any.  Not Applicable  Step Properties - Exclude Restricted Agents You can choose to exclude restricted agents from being approvers of the central purchase contract. By default, the restricted agents are not excluded.   Exclude Central Purchase Contract Creator: By choosing this option, creators of central purchase contracts will not receive central contracts created by them for approval in their inbox.   Exclude Restricted Agents Determined by BAdI: By choosing this option, the agents set by the the BAdI Enhancement of Flexible Workflow Properties (MMPUR_WFL_CONTEXT_ENHANCE) are excluded from being approvers of the workflow step.  Note that these options are not relevant for automatic release of central purchase contracts. After exclusion, if no recipients are determined, the workflow will move to error unless the step is marked optional. Not Applicable  Recipients The recipient selection can be as follows:  User-based - You can choose a specific user from the People Picker for Central Contract Approver.   Role-based   Choose the appropriate role. For certain roles, it is necessary to define their team functions using the the app Manage Teams and Responsibilities - Procurement.   If you use either the role Manager of Last Approver, Manager of Workflow Initiator, or Manager of Workflow Initiator's Manager, you have to maintain the relationships between the employees and their managers. This ensures that the workflow can find the correct approver.   If you use the role Agent Determination by BAdI, the recipients are determined based on the custom logic defined in the BAdI Determination of Workflow Agents for Purchasing Documents ( MMPUR_WORKFLOW_AGENTS_V2).Note   An additional importing parameter STEPINFO in this BAdI provides the current step number and the total number of steps in the workflow. However, to make use of this new parameter, please ensure that you not only adapt your BAdI implementation, but also create a new workflow  The importing parameter TASKTYPE in the BAdI provides the information about the type of task in context of which the BAdI is invoked. Ensure the value you provide here is Approval.     You can also add multiple recipients, and choose if the step needs to be approved by one or all of the recipients. The recipient selection can be as follows:  User-based - You can choose a specific user from the People Picker for Central Contract Approver.   Role-based   Choose the appropriate role. For certain roles, it is necessary to define their team functions using the the app Manage Teams and Responsibilities - Procurement.   If you use either the role Manager of Last Approver, Manager of Workflow Initiator, or Manager of Workflow Initiator's Manager, you have to maintain the relationships between the employees and their managers. This ensures that the workflow can find the correct approver.   If you use the role Agent Determination by BAdI, the recipients are determined based on the custom logic defined in the BAdI Determination of Workflow Agents for Purchasing Documents ( MMPUR_WORKFLOW_AGENTS_V2).Note The importing parameter TASKTYPE in the BAdI provides the information about the type of task in context of which the BAdI is invoked. Ensure the value you provide here is Review.      Step Conditions You can define the step conditions that need to be satisfied before the approval step is executed. You can define the step conditions that need to be satisfied before the review step is executed.  Deadlines  You can define the deadline by which the step should be completed, beyond which an overdue notification is sent to the approver. The workflow deadline can be specified in minutes, hours, days, or workdays. Workdays are determined based on the factory calendar. The factory calendar can be defined using the BAdI Determination of Factory Calendar for Workflow Deadline (MMPUR_PROC_WF_FACTORY_CALENDAR) in the app Custom Logic. If there is no custom logic defined, all days of the week are considered as workdays. Refer to the BAdI documentation for more details. You can define timelines for workflow steps to start either after a workflow has been approved or after a workflow step has been created. If a workflow step exceeds the defined timeline, you can choose to either Mark step as overdue or Send mail notification. Deadline Email Notification To send deadline notifications via email, you can choose the action Send mail notification. You can then select the desired email template, and the recipients to whom you wish to send the email notification. Note The email templates must be maintained by the administrator using the app, Manage Email Templates. For more information, see How to Configure the Flexible Workflow for Central Purchase Contracts.   You can define the deadline by which the step should be completed, beyond which an overdue notification is sent to the reviewer. The workflow deadline can be specified in minutes, hours, days, or workdays. Workdays are determined based on the factory calendar. The factory calendar can be defined using the BAdI Determination of Factory Calendar for Workflow Deadline (MMPUR_PROC_WF_FACTORY_CALENDAR) in the app Custom Logic. If there is no custom logic defined, all days of the week are considered as workdays. Refer to the BAdI documentation for more details. You can define timelines for workflow steps to start either after a workflow has been approved or after a workflow step has been created. If a workflow step exceeds the defined timeline, you can choose to either Mark step as overdue or Send mail notification. Deadline Email Notification To send deadline notifications via email, you can choose the action Send mail notification. You can then select the desired email template, and the recipients to whom you wish to send the email notification. Note The email templates must be maintained by the administrator using the app, Manage Email Templates. For more information, see How to Configure the Flexible Workflow for Central Purchase Contracts.   Exception Handling  By default, the workflow is canceled when an exception occurs in its step sequence. You can choose actions and action results for these exceptions.  Exception: Rejected   Action: There is no action required   Action Result: When a step is rejected, you can configure the action result to cancel the workflow, repeat the step, continue from subsequent step, or restart the workflow from beginning.      Not Applicable  Additionally, for approval or review of central purchase contracts, you have an option to define approvers or reviewers in the Manage Teams and Responsibilities - Procurement app. For more information, refer to Manage Teams and Responsibilities - Procurement.Note You need to configure the function in the Manage Teams and Responsibilities - Procurement app and ensure to select the same function as a recipient in the Manage Workflows for Central Purchase Contracts app.To define the attributes and functions, you can refer Team Attributes and Functions. Recommendation Use attributes that correspond to the header level fields of the central purchase contract, as the workflow is triggered based on the header information of the document.   Activate or deactivate an existing workflow. You can activate a workflow by selecting it and choosing Activate. Once you have activated a workflow, you can no longer change it. You can deactivate it and create a new one.   Copy an existing workflow and modify it according to your requirements.    Use the automatic approval feature of the central purchase contract delivered by SAP as a contingency option. By default, this workflow is activated. Recommendation Do not deactivate or delete the standard delivered workflow. Even if you define your own default workflow, you must ensure that the standard workflow is positioned at the end of the defined order and is active.   
Business roles: Configuration Expert - Business Process Configuration
Configuration Expert - Business Process Configuration : 
Performs business process configuration and other tasks required for implementing SAP solutions, such as scoping the solution, configuring the business processes, performing manual rework activities, and changing business process configuration.

Purchaser : 
Ensures that demands of materials and services are fulfilled by creating and monitoring purchase orders.