3671710 - The workflow triggering behavior differs between using the pencil (Edit) icon and the History UI

The workflow triggering behavior differs between using the pencil (Edit) icon and the History UI

 When I change the name using the pencil option, the workflow is triggered. When I insert a new record via History UI, the workflow is not triggered. Is that the correct system behavior?

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 Employee Central: Workflow

Yes, this is the correct system behavior in SAP SuccessFactors Employee Central. The workflow triggering behavior differs between using the pencil (Edit) icon and the History UI, and this varies depending on whether you're working with standard portlets or custom MDF portlets.

This behavior is intentional system design. The History UI for standard portlets is designed to allow direct data corrections without workflow approval, which can be useful for administrative corrections or historical data updates

Standard Portlets Behavior

For standard portlets (Personal Information, Address Information, Job Information, Compensation Information):

Via Pencil Icon (Edit Current Record): Pencil Icon (Edit button): Workflows are triggered and displayed when you make changes 

When you edit the current/active record using the pencil icon, you are modifying the existing data record — typically an "Edit" operation.

• This triggers workflows if a workflow is configured for changes to that field or event.
• Example: You change the employee’s last name using the pencil — this updates the current record, so the workflow rule fires.

Workflow Triggered: Yes (if configured for the event type “Change”)

Via Insert New Record (via History UI): History UI (Clock icon): Workflows are NOT triggered when you insert new records or edit existing ones through the History button

When you use the "Insert New Record" option from the History UI, you are adding a future-dated (or past-dated) record.

• This creates a new effective-dated record rather than editing the current one.
• By default, the system treats this as an “Insert” operation, not a “Change.”
• Most workflow configurations are tied to the "Change" event, not “Insert.”
• Therefore, no workflow is triggered unless you specifically configure the workflow to trigger on “Insert” for that portlet.

 Workflow Triggered: No (by default)

Additional Notes:

• The History UI allows direct data corrections or historical updates without workflow approval — useful for administrative maintenance.

• Even if the workflow is not visibly triggered from the History UI, it may still appear in the Rule Trace, confirming it was processed behind the scenes.

• Employee Central Quick Actions use cases and supported transactions in Employee Central

Custom MDF Portlets Behavior

For custom MDF portlets:

• History UI (Clock icon): Workflows are triggered when you edit a record from the history icon, and you will see the workflow initiation window pop up when saving

FAQ - Additional Information

Q) Where can I get information on this from the Guide?

A) Guide: Implementing and Managing Workflows

• Chapter: Example Workflow Rules for ESS
• Chapter: Example Workflow Rules for MSS
• Chapter: Handling onSave Rules for Workflows

Q) enabling employees to change their last name without accessing the History UI is indeed possible.

A) The recommended approach is to implement `Quick Action Templates for name changes`.

•  SAP SuccessFactors provides pre-built templates specifically for this purpose:
•  Guide: Configuring an Employee Central Quick Action Template
• Prerequisite - Configured Employee Central Quick Action Template, refer to Configuring an Employee Central Quick Action Template | SAP Help Portal. 

• 3599316 Employee Central Quick Actions use cases and supported transactions in Employee Central

• 2324626 - Workflow behavior when editing a record from History Pages 
• 2315275 - Employee Central - Workflows & Alerts
• 2277529 - How to Create a Workflow
• 2438979  -Triggering Event Reason Derivation or Workflow

• 2257064 - Employee Central - Business Rule Execution Log

Workflow, History, Workflow Trigger, Job Information History, Compensation Information, Personal Information, Address Information, Display, Pop-Up, Rule Trace, metadata framework, custom object, sf, Workflow Not triggered, History icon, Insert new record, Edit. , KBA , LOD-SF-EC-WFL-REQ , My Pending Requests, ToDo's & Mass Approvals , How To