workflows approvers automatic update

[jerrysam]

Hello Experts,

Currently we are maintaining workflow approvers names manually whenever someone join, or someone left the company from workflow list.

However, Is there any possibility of get updated automatically without manual effort of these approvers.

[keohanster]

Hi Jerry, I think this is a huge win for you when you implement this. Basically in any workflow, you can create a method to look for the necessary approvers prior to the actual approval task. You can also define a Rule (PFAC) to locate your approvers, but over time, I have found that I prefer to have the 1 - 'Get Approvers' task immediately preceding the 2 - 'Do Approval' and pass the results from  step 1 to step 2 using the WF container.

These approvers can be found in the Org Structure (preferred) or in a table.   You can even use the name of the person who created or changed an object, and find their 'boss' via the Org Structure.

We look in the Org Structure for almost all of our approvers.  They may be identified by their position, job, assignment to a custom SAP Org Object, or a relationship from their position to an organization.  As with many things in SAP, there are multiple ways to do this.  For example, if you decide that your Vendor Invoice Approvers need to hold a custom relationship to the organization on the receiving end of the invoice - in my world, we can always navigate from the main cost center to a specific org unit, so we were able to define a custom relationship linking Invoice Approvers to the org unit(s) incurring the costs.

Then you can write a FM or method to look for that Org Unit, and find the positions that hold that custom relationship.  You would execute this method prior to your approval task, and bind the results into the WF container, and then have your approval task be delivered to the agents in that multiline container element.

Using the HR Org structure has some built-in benefits - mostly that the people must be actively employed.  If you can do that, then I'll point you to RH_STRUC_GET as a FM that will be useful to you.

You can also attach SAP Org Objects to people/positions/jobs and look up the holders via table HRP1208.  For more on this approach, see https://help.sap.com/doc/saphelp_nw73ehp1/7.31.19/en-US/4e/ef52aa451757dde10000000a421bc1/content.ht...

Good luck!

Sue