Automate the Document Review Process with SAP Cloud Platform Workflow and SAP Jam Collaboration

Enable collaboration across organizations to improve business productivity


Business documents are often part of these core processes and users need to share these documents to make decisions, or to review and share their inputs and comments. The business users making decisions sometimes require expert advice from other business users and need to work collaboratively. They could also provide their feedback which could be shared with other process participants enabling them to perform their tasks more efficiently.

Automating a document centric process will help line of business users to avoid excessive manual work and exchange of ideas or comments through email. A business user responsible for triggering this document review workflow could invite the responsible business users as reviewers/contributors based on a business rule.  The users could work in parallel and they could review and update the document and share their comments. These comments are visible to other task owners who are taking part in this review. The reviewers could invite other business users who could contribute content or comments to this document without forwarding/delegating their workflow task. This will enable collaboration across business users working in different locations. After completion of the review, the document is sent to the responsible managers and auditors for final review. The reviewers could send this document back to the initiator and request for additional information.

The solution diagram above illustrates a basic architectural pattern for building a collaborative document centric workflow using SAP Cloud Platform Workflow, SAP Cloud Platform Business Rules and SAP Jam Collaboration.

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Bill of Material - SAP Cloud Platform components for licensing considerations

Please note that the following Bill of Material is for reference purposes only. The following table is only an example of the SAP Cloud Platform services and components required for this use case. Please consult your SAP Account Executive regarding your specific licensing needs.  

SAP Cloud Platform services


Licensing metrics


SAP Cloud Platform Portal

Create and publish freestyle and SAP Fiori Launchpad style business sites

Blocks of 1,000 site visits/month

3,000 visits

SAP Cloud Platform Workflow

Automate business processes using workflow technology


100 workflow users


Create and extend applications for browser and mobile services

Block of 5 users/month

 5 users

SAP Cloud Platform Identity Authentication service

Secure authentication and single sign-on for users in the cloud

Logon blocks of 100/Month

3,000 logons

Customers can use the SAP Cloud Platform pricing estimator to calculate the required investment for a particular project. Scale up or down on services as required.

Members and partners of SAP PartnerEdge* can evaluate the development of an application for this use case – most development licensing is covered by the packs offered by SAP’s partner licensing services. Click here for details.

*excluding open ecosystem basic.

Estimating BOM

Organizations should classify workflow users in three categories: heavy users, medium users and light users to estimate the number of times users will visit the portal to access workflow tasks. The number of workflow access depends on the industry, company size and the business processes that are being automated. Let’s assume the following distribution:

  • 25% of the users are heavy users, accessing the workflow 25-50 times per month
  • 40% of the users are medium users, accessing the workflow 10-25 times per month
  • 35% of the users are light users, accessing the workflow 5-10 times per month

Calculations below are based on 100 users:

Estimating the number of site visits per month for SAP Cloud Platform Portal: The number of times the workflow is accessed by the different users will help project leads to estimate the number of portal visits. For example, with the information provided above, we can estimate:

The number of portal visits = (25 heavy users * 50 visits/user)  +  (40 medium users * 25 visits/user) + (35 light users * 10 visits/user) = 2,600 visits. SAP Cloud Platform Portal licensing metrics are blocks of 1,000 visites per month, therefore 3,000 visits will be entered in the estimator.

Estimating the number of logons per month for SAP Cloud Platform Identity Authentication Service: project leads generally assume that users will authenticate with their identity provider once a day. Therefore we can estimate the number of logons = 100 users * 30 logons/month/user = 3,000 logos