Automating Delegation of Authority Workflows Using SAP BTP: A Real‑World Implementation Guide

Introduction

1.The Challenge with Traditional SAP Workflows

Most legacy SAP workflows are hard-coded, linear, and offer limited flexibility to handle dynamic organizational structures. When authority thresholds are breached, escalation paths are often unclear. Employees are forced to rely on spreadsheets or manual forwarding of emails, which compromises the speed and integrity of decision-making.

In regulated industries like oil and gas, this becomes more critical. Large projects often span departments and geographies, and every approval delay can lead to financial bottlenecks or regulatory exposure. Traditional DoA systems fail to adapt to role changes, delegation, or temporary authority assignments in real-time — a gap that can only be filled with modern, intelligent automation.

2.SAP BTP as the Automation Foundation

SAP BTP offers a modular and extensible platform for automating and orchestrating business workflows. It enables a combination of event-driven triggers, rule-based logic, and real-time data integration, creating end-to-end automated processes that are responsive and transparent.

SAP BTP offers a modular and extensible platform for automating and orchestrating business workflows. It enables a combination of event-driven triggers, rule-based logic, and real-time data integration, creating end-to-end automated processes that are responsive and transparent.

3.Key SAP BTP Services Used:

• SAP Build Workflow : For visual modeling of the DoA process.

• SAP Build Apps : For a user-friendly interface to initiate and track approvals.

• SAP Business Rules : To define logic based on approval limits, project types, or roles.

• SAP BTP Integration Suite : To pull organizational data from HR systems.

• SAP Embedded Analytics : To monitor performance, bottlenecks, and approval patterns.

These tools form the foundation for robust SAP process automation and align with the larger goal of SAP business process automation

4.Real-World POC: Delegation of Authority Workflow Overview

In a recent implementation for a major energy company, our objective was to automate the Delegation of Authority process using SAP BTP. The goal was not just to streamline approvals, but to dynamically adapt them based on organizational roles, pre-defined thresholds, and business events.

5.Highlights of the Workflow Design:

• Event-Based Triggers: Workflow initiates automatically when a user submits a request exceeding their approval limit.

• Business Rules Engine: The request is validated using SAP Business Rules to determine the appropriate approver.

• HR Mini Master Integration: Hierarchical data is fetched in real time, accounting for temporary delegations or role overrides.

• Escalation Logic: If the approver lacks the required authority, the system escalates it to the next level automatically.

• User Interface: SAP Build Apps provides a front-end where users can submit requests, view approval history, and track escalations.

• Analytics Layer: SAP BTP dashboards display approval cycle times, bottlenecks, and patterns for process optimization.

This implementation proves how SAP workflow automation can reduce approval times, ensure compliance, and improve organizational agility.

6.Workflow Lifecycle: Step-by-Step Execution

Here’s a breakdown of how this SAP BTP-based workflow functions in a typical enterprise scenario:

• Request Submission : A business user submits a capital or budget request through SAP Build Apps.

• Workflow Trigger : The system detects that the amount exceeds the user’s authority level, initiating the workflow automatically.

• Validation : The Business Rules Service evaluates the request against company policies.

• Approval or Escalation : If the current approver holds the required authority, they can approve it. Otherwise, it escalates to the next authorized role.

• Final Action : Once approved, the workflow pushes updates to SAP S/4HANA or other connected systems.

• Audit and Analytics : The entire process is logged and analyzed for time metrics, bottlenecks, and decision delays.

7.Measurable Business Impact

This solution delivered significant business benefits for the client:

• 50% reduction in approval turnaround time through automated routing and escalation.
• Zero manual handoffs due to event-based triggers and system validations
• Improved audit readiness, with every decision and action logged and traceable.
• Ease of extension to other domains like procurement, finance, or HR.

For organizations with complex hierarchies and mission-critical decisions, such results underscore the value of SAP automation and workflow digitization.

8.Industry Use Case: Oil and Gas

In oil and gas enterprises, the cost of delays in project approvals or procurement workflows is substantial. With multiple layers of authorization often required for CAPEX projects, having a dynamic DoA workflow is non-negotiable. This SAP BTP-based solution allows companies to:

• React instantly to authority breaches and changes in hierarchy.
• Ensure approvals align with both compliance policies and operational urgency.
• Automate governance without disrupting existing SAP infrastructure.

This makes the approach highly relevant to industries operating in high-compliance, asset-intensive environments.

Conclusion

The real-world implementation of a Delegation of Authority workflow using SAP BTP demonstrates how process automation can eliminate approval delays, enforce governance, and scale across enterprise departments. This solution proves that intelligent workflows—when designed with tools like SAP Build, Business Rules, and Integration Suite—can unlock operational efficiency while aligning with compliance requirements. By embracing SAP workflow automation, businesses not only modernize their processes but also future-proof their enterprise operations.