¶ Configuring Workflow Steps and Actions in SAP Master Data Governance
In SAP Master Data Governance (MDG), workflows play a pivotal role in ensuring that master data changes go through a structured approval and validation process. These workflows enforce business rules, ensure compliance, and maintain data quality by managing how master data is created, changed, reviewed, and approved.
A workflow in SAP MDG is composed of workflow steps and actions that define the sequence of tasks and decisions necessary to govern master data effectively. Proper configuration of these workflow steps and actions is critical to aligning MDG processes with organizational policies.
This article explains the concept of workflow steps and actions in SAP MDG and provides a guide on how to configure them.
¶ Understanding Workflow Steps and Actions in SAP MDG
Workflow steps represent discrete units of work or decision points in the approval process. Each step can involve:
- Assigning tasks to users or roles.
- Triggering validations or automated processes.
- Collecting approvals or rejections.
- Moving the change request forward or returning it for corrections.
Workflow actions are the possible activities or responses that can be performed at each workflow step. Examples include:
- Approve or Reject a change request.
- Request more information.
- Delegate the task to another user.
- Automatically execute validations or business rules.
- Trigger notifications or alerts.
Actions define the transitions from one workflow step to another and determine how the workflow progresses.
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Workflow Template
A reusable blueprint that defines the entire approval process, including steps and actions.
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Step Types
- User Decision Step: Requires manual approval or rejection by a designated user or role.
- Automated Step: Executes validations, checks, or other automated business logic without user intervention.
- Parallel or Sequential Steps: Steps can be configured to run in sequence or in parallel to optimize process flow.
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Agents / Approvers
Users or roles assigned to execute workflow steps. Can be defined statically or dynamically based on organizational hierarchy or data attributes.
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Conditions and Rules
Logic to determine step execution or action availability based on master data values, user roles, or other business criteria.
- Use SAP MDG’s Workflow Builder or SAP Business Workflow to create or modify a workflow template.
- Identify the business process stages such as “Data Entry,” “Validation,” “Approval,” and “Release.”
- Add steps in the sequence required for your process.
- Specify the type of each step (user decision, automated, etc.).
- For user steps, define the task descriptions and screen variants if needed.
- Assign responsible users or groups for each step.
- You can use agent determination rules to dynamically assign approvers based on organizational hierarchy or master data attributes.
- Specify the possible actions available at each step, e.g., Approve, Reject, Request More Info.
- Map each action to the corresponding next step or end status in the workflow.
¶ Step 5: Set Conditions and Rules
- Use business rules framework (BRFplus) or custom logic to add conditional branching.
- For example, skip certain approval steps for low-risk changes or require additional validation for critical data changes.
¶ Step 6: Test and Activate Workflow
- Test the workflow configuration in a sandbox or test environment.
- Verify that all steps, actions, and agent assignments work as expected.
- Activate the workflow for use in production.
Consider a Material Master data change request workflow:
| Step |
Type |
Action Options |
Assigned Agent |
| Data Entry |
User Step |
Submit for Approval |
Data Steward |
| Initial Validation |
Automated |
Pass/Fail validation |
System |
| Manager Approval |
User Decision |
Approve / Reject / Request Info |
Department Manager |
| Quality Check |
User Decision |
Approve / Reject |
Quality Assurance Team |
| Final Release |
Automated |
Release Master Data |
System |
- Keep Workflows Simple: Avoid overcomplicating workflows with too many steps or conditions. Balance control with efficiency.
- Use Dynamic Agent Determination: This ensures that approval tasks are automatically routed to the correct users based on data or organizational hierarchy.
- Leverage Automated Steps: Automate validations and system checks to reduce manual errors and speed up the process.
- Maintain Audit Trails: Ensure every action and step execution is logged for compliance and traceability.
- Regularly Review and Update Workflows: Align workflows with evolving business processes and compliance requirements.
Configuring workflow steps and actions in SAP Master Data Governance is a critical task that ensures master data changes are controlled, compliant, and aligned with business rules. By carefully designing workflows, assigning the right agents, and defining appropriate actions, organizations can enforce governance policies effectively while maintaining agility.
Properly configured workflows not only improve data quality and compliance but also enhance user experience and operational efficiency in managing master data.