Automate Employee Onboarding Processes with Workflow

Integrate SAP SuccessFactors and SAP Business Suite to improve employee onboarding and purchase requisition processes


Human resources are still the biggest assets in most industry sectors. Many organizations invest significantly on recruiting the best talent and subsequently on employee onboarding. Therefore, proper resource utilization becomes imperative for any company’s success. However, employee onboarding varies across industries and countries and it takes days – or even weeks – for a new employee to become productive.

Automating some of these industry specific onboarding processes will help managers reduce confusion and increase productivity. In this use case, SAP Cloud Platform Workflow is used to automate the onboarding process. Through SAP Cloud Platform Business Rules, the workflow can identify the IT equipment required by the new recruit and can trigger a purchase requisition for the equipment upon approval. 

The solution diagram above illustrates a basic architectural pattern for integrating SAP SuccessFactors and SAP S/4HANA to improve employee onboarding using the SAP Cloud Platform Workflow and Business Rules services.

Download the blueprint 

Bill of Material - SAP Cloud Platform Components for Licensing Considerations

This use case is under the assumption that companies have configured SAP SuccessFactors and back-end systems like SAP S/4HANA or SAP Business Suite.

SAP offers predefined extension packages for the subscription model.

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. Calculations below are based on 100 users.

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



1 administrator

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 (Optional)

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 the SAP 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

For practical purposes the calculations are based on 100 workflow 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 visits per month, therefore 3,000 visits will be entered in the estimator.