SAP Knowledge Base Article - Public

2317431 - How to setup Approval Process - [LMS]


  • This KBA covers what is an approval process, how to create one and associate with an item/Scheduled Offering
  • For links to the current version of the User Assistance Documentation on the LMS Approval Process, please see KBA 2615745

"Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."


SAP SuccessFactors Learning


  • Approval process is like obtaining permission/approvals from a set of people (related approvers) when a user in the LMS system requests for trainings in the system (Item or Scheduled Offering)
  • There can be a maximum of 6 steps in a particular Approval Process and the Supervisor Level 1 and 2 are the default ones (Level 1 is your Manager/Supervisor and Level 2 is your Manager's Manager/supervisor)

Before we create the Approval Process, we should create the approval roles in the system and to do so:

  1. Go to References > System Administration > Approval Roles > Add New > Provide an Approval Role ID and a short description > Add
  2. Follow the same step mentioned above and create more roles if required (like HR, VP, CEO, MD etc.)


Approval Process:

  1. Go to References -> System Administration -> Approval Process -> Add New -> Provide an ID and Name for the process -> Next
  2. Provide a Step Name(like CEO Approval, Step 2 etc.,) and add the system defined role or the ones that you have created earlier at "Enter Approval Role ID or add one or more from list" or add an user directly as an approver at "Enter User ID or  add one or more from list"

    Approval Process-Steps.png

  3. Once you are done with this step, select "Next Step" and follow the same process and once you are done with all the Steps, select "Finish" -> Create Process -> OK


You can add a user to the Approval Role by doing the following:

  1. People -> Users -> Search for a user and open the record->go to "More" in the right hand corner (with a V icon) in the user record -> Approval Roles -> add one or more from list -> Add an Approval role from the list -> Add a Domain if required -> Apply Changes
  2. This user record would be added to the Approval role that we could use in an Approval Process.
  3. Repeat the same procedure for more Steps(Level 4, Level 5  and Level 6).


Associate the Approval Process to an Item/SO:

  1. Learning Activities -> Items/Class -> Search for a learning Item/Class and open -> Under Item/Class Details section -> make sure Approval Required is set to "Yes" and in place of "Approval Process" select the Approval Process that is required.
  2. When a user self-assigns that item or request for a SO, the approval process would be triggered and approval request would go to all the users linked to the Approval Roles of the process.


NOTE: When an admin assigns an item or enrolls a user to the SO, the Approval Process would be over-ridden and the item/SO would be assigned to their learning plan without any approval requests and this is as per the design.


Approval Process, Approval role, supervisor, assignment restriction, approval, LMS, Items, SO SF SuccessFactors Learning , KBA , LOD-SF-LMS-TAP , Approvals , LOD-SF-LMS , Learning Management System , How To


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