INTRODUCTION
SAP SuccessFactors users have utilized XML-based workflows to define and execute their business processes. While XML workflows offer flexibility, they often require technical expertise and can be challenging to maintain. With the introduction of Business Rules, users now have a more intuitive and user-friendly alternative for managing workflows.
XML Workflows
- XML (eXtensible Markup Language) workflows in SuccessFactors typically refer to traditional workflow configurations defined using XML-based code. These workflows are often manually coded and customized to fit specific business processes.
- XML workflows require technical expertise for implementation and maintenance. They involve writing XML code to define workflow logic, conditions, approvals, and notifications.
- XML workflows can be highly customizable but may be complex to modify or adapt as business needs evolve.
Business Rule Workflows:
- Business rule workflows focus on defining rules, conditions, and decision logic using a visual interface. These workflows are typically more flexible and easier to maintain compared to XML workflows, as they allow for quicker modifications and updates to business rules without extensive coding efforts.
- Business rule workflows are suitable for scenarios where business users need more control over defining and managing workflow logic without heavy reliance on technical expertise.
Using XML files to trigger workflows requires access to Provisioning and demands high skill levels of users. Business rules, which are defined by users themselves in the Admin Center, offer a more intuitive and more flexible way to perform the same job.
Deprecation of XML File-Based Workflow Triggering
The feature of triggering workflows through XML files (YouCalc rules) will reach the End of Development on November 17, 2023, and be deleted on November 17, 2025. This has been announced by SAP during the H2 2023 release.
Starting from the second half of 2023, new customers won't be able to use XML files to start workflows anymore. They'll only be able to use business rules. For already existing customer, SAP suggests moving the existing rules from XML files to business rules before the specified date.
Migrate XML rules to Business Rules: Workflow Derivation
Migrating from XML Rules (youCalc rules engine) for HRIS to Business Rules for Workflow Derivation requires careful planning and testing as this is a manual process.
There is no automated way for partners or customers to migrate from youCalc to Business Rule Derivation for Workflows. There is no confirmed auto migration on the roadmap for a future release.
In this blog, I will outline the necessary steps for a seamless switch from XML-based workflows to Workflow Derivation Business Rules.
Before implementing changes in the live system, it's best to first try them out in a Development or Test environment. Once everything works smoothly, we can move the changes to the live system.
Step 1: Create a backup copy of the XML file.
Login into Provisioning -> Import/Export Rules XML for Workflow Derivation. Click on the export radio button and Submit. An XML file with all workflows will be exported.
This file holds all the current workflows, allowing for analysis and redesign if needed, while also serving as a backup for future reference.
Step 2: Transform the workflows from XML to Excel
Copy the relevant workflow information from the XML file and paste it into an Excel spreadsheet. You may need to organize the data into columns and rows to represent different workflow elements such as steps, conditions, triggers, etc. Format the Excel workbook as needed to make the workflow information more readable and organized.
Step 3: Review and Validate
Review the transformed workflow information in Excel to ensure accuracy and completeness. Validate that all workflow elements have been correctly transferred from the XML file to the Excel spreadsheet. You may also consider creating multiple sheets within the workbook to represent different workflows or workflow categories.
This sheet will also be useful for designing business rule-based workflows and constructing them with the guidance provided in the Excel document.
Step 4: Enable Business Rules for Workflow Derivation
Login into Provisioning -> Click on Company Settings, and check the option "Enable Business Rules for Workflow Derivation".
Note: Once this option is selected, the checkbox labeled "Import/Export Rules XML for Workflow Derivation" mentioned previously will vanish. Therefore, ensure that you have taken a backup of the XML beforehand.
Step 5: Create Business Rules
We've generated an Excel sheet outlining the essential conditions, triggers, actions, and outcomes required for the workflow's optimal functionality.
Proceed to "Manage Business Rules" within the instance, then click on the "Create" button. Select the relevant object and construct the rule according to the specified conditions and required execution.
Please note, that workflows would already exist under - Manage Organisation, Pay, and Job Structures. Hence we will create the logic in the IF section and set the workflow to get triggered under the THEN condition.
Save the business rule once created.
Step 6 - Assign the Business Rule
After completing the creation of all business rules, they must be assigned within "Manage Business Configuration" depending upon which base object is selected. Please note workflows will be assigned on Event Type - OnSave.
Save the changes under Manage Business Configuration.
Step 7: Test the Business Rules
End-to-end testing is required to check and confirm if business rules are working as expected or not. Positive as well as Negative testing needs to be done. Also, a rule trace can be created to backtrack the working of a business rule.
The testing helps the business to sign off before moving the changes to production and a chance to validate the working of all workflows including if any changes are required either in logic or workflow approvers.
CONCLUSION
We have explored the transition from XML-based workflows to Business Rules within SAP SuccessFactors. By following the outlined steps, business can streamline their workflow management processes, enhance agility, and ensure compliance with evolving business needs. Leveraging Excel sheets for workflow analysis and Business Rules for execution provides a user-friendly approach, reducing dependency on complex coding.
Please note, that testing in a Development/Test environment is key before implementation in Production.
I hope this guide has been informative and helpful. Should you have any questions or need further assistance, don't hesitate to reach out. Thank you for taking the time to read through this blog 🙂
Happy Learning! Thank you 🙂
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