Activated flexible workflow in the system

[SAPSupport]

1)As we have activated flexible workflow in system for all valid work items (purchase requisition/purchase order/contracts/scheduling agreement and if it gets approved from all level, then also the system is open, and the creator is able to make any changes in the purchase order (fully approved).Even the work item if in the release process then also the creator is able to make any changes in the work item. 

2)Also please let us know once if user has accepted the purchase order then is there any option where he can de-release the purchase order. 

3)For suppose if we reject any work-item then it goes to the creator of the work-item, in all cases it should be restarted but the work-item is getting restarted for only those conditions which are mentioned in the standard conditions for restart to trigger. But what if there is any other condition in which user will have to change the PO how restart will retrigger for completion of workflow. 

4)Do we need to configure all manage workflow templates in all the client we are moving or is there any option where we can export import workflow templates within different systems/client. 

5)Is there any mass option available for uploading flexible workflow templates in system as there is huge DOA available to upload with different combinations. 

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[SAPSupport · Accepted solution]

Dear Customer, 

To answer your queries: 

Please be aware each document might behave slightly different, so to ensure consistency I have answered for Purchase Orders below. To check for Purchase Requisitions/Contracts etc, please review the associated help documentation for that document:

1)As we have activated flexible workflow in system for all valid work items (purchase requisition/purchase order/contracts/scheduling agreement and if it gets approved from all level, then also the system is open, and the creator is able to make any changes in the purchase order (fully approved).Even the work item if in the release process then also the creator is able to make any changes in the work item. 

Edit of a document is possible depending on the status of the document. This is explained further here: https://help.sap.com/docs/SAP_S4HANA_ON-PREMISE/af9ef57f504840d2b81be8667206d485/ecc316567879bf45e10...

2)Also please let us know once if user has accepted the purchase order then is there any option where he can de-release the purchase order. 

There is no de-release option when a document has been fully approved. The document can be rejected or approved. There is the option to 'Withdraw from Approval' when the document is In Approval status. This does not de-release, it simply takes the document out of approval to allow edit. This is explained in the above link as well.

3)For suppose if we reject any work-item then it goes to the creator of the work-item, in all cases it should be restarted but the work-item is getting restarted for only those conditions which are mentioned in the standard conditions for restart to trigger. But what if there is any other condition in which user will have to change the PO how restart will retrigger for completion of workflow. 

The restart of flexible workflow is explained here: https://help.sap.com/docs/SAP_S4HANA_ON-PREMISE/af9ef57f504840d2b81be8667206d485/46c9e5b6ba7a4feeb92...

Where it states: 

• The configuration step Manage Conditions to Restart Flexible Workflow is available to manage conditions that retriggers the approval workflow for purchase orders. You can configure this step using the app Manage Your Solutions . Go to the configuration step Configure Your Solution  Sourcing and Procurement  Operational Procurement  Purchase Order Processing  Manage Conditions to Restart Flexible Workflow in the app Manage Your Solutions.
• To decide which critical changes lead to restart, you can create an implementation for the custom logic Define Conditions to Restart Flexible Workflow in Purchase Orders in the app Custom Fields and Logic.

Please also review here: https://community.sap.com/t5/enterprise-resource-planning-blogs-by-sap/which-fields-are-relevant-for...

4)Do we need to configure all manage workflow templates in all the client we are moving or is there any option where we can export import workflow templates within different systems/client. 

In relation to exporting workflow templates, please review here: https://help.sap.com/docs/ABAP_PLATFORM_NEW/b5670aaaa2364a29935f40b16499972d/647ec99192b249659b4e6f0...

5)Is there any mass option available for uploading flexible workflow templates in system as there is huge DOA available to upload with different combinations. 

Please review above documentation. 

I hope this helps answer and provide the links where you need to review to understand the functionality available. 

Kind Regards, 
Lisa 
SAP Support