Automate the Business Partner Creation Process Using SAP Cloud Platform Workflow and Business Rules

Build a business partner orchestration workflow to achieve streamlined review and approval processes more efficiently


Adding a new business partner usually requires augmentation, approval, and review steps before you physically create the record in the SAP S/4HANA Cloud system. You can automate these steps to reduce turnaround time and avoid errors. Streamlining these steps enables customers to create the business partner record on time and continue to do business with their newly added partners. Modifying business partner information such as bank account details, tax information, or address also requires review and approval before you submit the changes to the system. These review and approval steps together with validation of business partner data enable businesses to run their business without having any errors in their master data objects and therefore no delays in their day-to-day operations.

Automating master data creation or modification processes as an extension workflow in the SAP Cloud Platform enables customers to enrich, review, and approve master data before creating the master data object in SAP S/4HANA Cloud. Use the SAP Cloud Platform Workflow service to develop a master data orchestration workflow. Obtain APIs for creating master data objects from the SAP API Hub. Users can use the SAP Fiori My Inbox app to enrich, review, and approve master data objects. Finally, use the Business Rules service to validate and set default values wherever required.

The solution diagram above illustrates a basic architectural pattern for automating the business partner creation process using the SAP Cloud Platform Workflow service and the SAP Cloud Platform Business Rules service with SAP S/4HANA Cloud.

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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

Build digital experience portals for employees, customers and partners.

Blocks of 1,000 site visits/month

3,000 visits

SAP Cloud Platform Workflow

Automate business processes using workflow technology


100 workflow users


Effectively develop SAP Fiori apps to deliver amazing experiences.

Block of 5 users/month

 5 users

SAP Cloud Platform Identity Authentication service

Simplify and secure cloud access from anywhere, on any device



gon 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