Specification change workflow stuck at QA approval step after upgrade to SAP PLM 2022

PLM SAP PLM
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1

After upgrading from SAP PLM 2020 to 2022 last month, our specification change workflows are consistently getting stuck at the QA approval step. The workflow shows status “In Process” but the approval task never appears in the QA approver’s Fiori inbox.

I’ve verified that the QA approvers have the correct roles and authorizations - these same users were approving specifications without issues before the upgrade. The workflow configuration in PFTC looks correct, and test workflows for other document types (like change requests) are working fine.

When I check the workflow log in transaction SWI1, I see the workflow reaches step “QA_APPROVAL” but then just stops. No error messages, no failed work items - it just sits there indefinitely. We have 15 specification changes currently stuck in this state, blocking critical product updates.

The specification management module worked flawlessly in SAP PLM 2020. Has anyone else experienced workflow issues specifically with QA approval steps after upgrading to 2022? What workflow configuration changes are needed for the specification update process in the new version?

2

I’ve seen this exact issue in three different PLM 2022 upgrades. The problem is that SAP PLM 2022 introduced a new workflow agent determination logic for specification workflows specifically. The old position-based assignment doesn’t work anymore - you need to switch to responsibility-based assignment. Check transaction SPRO under Specification Management → Workflow Configuration → Agent Determination. There’s a new setting called “Use Responsibility Assignment” that needs to be enabled for spec workflows. Then you need to assign QA responsibilities to your approvers in the organizational management.

3

Thanks for the suggestions. I checked PFTC and the task assignments look correct - still pointing to position “QA_APPROVER” as before. I also checked /IWFND/MAINT_SERVICE and WORKFLOW_TASK_SRV is activated and shows green status. But the tasks still aren’t appearing in Fiori My Inbox. Could there be a caching issue or something that needs to be refreshed after the upgrade?

4

Let me provide the complete solution because this involves three interconnected configuration areas that all changed in SAP PLM 2022: workflow configuration, QA approval step mechanics, and specification management integration.

Understanding the Change in SAP PLM 2022

SAP redesigned the specification change workflow in PLM 2022 to align with the new Fiori-based approval architecture. The key changes:

  1. Agent determination switched from position-based to responsibility-based
  2. Workflow task delivery now uses OData services instead of classic work item delivery
  3. The QA approval step requires explicit specification management context that wasn’t needed in PLM 2020

Complete Resolution Steps

Step 1: Enable Responsibility-Based Agent Determination

Navigate to SPRO → Production → Specification Management → Workflow Configuration → Agent Determination Rules

Change these settings:

  • Agent Determination Method: Change from “POSITION” to “RESPONSIBILITY”
  • Enable “Use Org Management Integration”: YES
  • QA Approval Rule: Set to “SPEC_QA_RESPONSIBILITY”

This tells the workflow to look for responsibility assignments instead of direct position assignments.

Step 2: Assign QA Responsibilities

In transaction PPOME (Organizational Management):

  1. Navigate to your QA approvers’ positions
  2. For each QA approver, add responsibility “SPEC_QA_APPROVER”
  3. Set validity period and organizational assignment
  4. Save and activate the changes

The workflow will now route QA approval tasks to anyone with this responsibility, providing more flexibility than rigid position assignments.

Step 3: Update Workflow Template

The workflow template itself needs updating for PLM 2022 compatibility:

  1. Transaction PFTC, open workflow template WS99800123 (standard spec change workflow)
  2. Navigate to step “QA_APPROVAL”
  3. In the step properties, verify:
    • Task: TS99800145 (this should be updated to the new task version)
    • Agent Assignment: Should show “Rule: SPEC_QA_RESPONSIBILITY” (not a direct position)
    • Execution Type: Should be “DIALOG_FIORI” (not “DIALOG”)
  4. If any of these are incorrect, update them and activate the workflow

Step 4: Activate Fiori Workflow Services

Even though the service shows green in /IWFND/MAINT_SERVICE, you need to verify the specification-specific integration:

  1. Transaction /IWFND/MAINT_SERVICE
  2. Find service WORKFLOW_TASK_SRV
  3. Click “SAP Gateway Client” button
  4. Execute request: /sap/opu/odata/WORKFLOW_TASK_SRV/TaskCollection?$filter=WorkflowDefinitionID eq ‘WS99800123’
  5. This should return your pending spec change tasks
  6. If it returns empty or errors, the service mapping is broken

If the service test fails, reactivate it:

  • Delete the service in /IWFND/MAINT_SERVICE
  • Re-add it from the service catalog
  • Assign to your system alias
  • Test again

Step 5: Fix Stuck Workflows

For the 15 workflows currently stuck:

  1. Run program RSWUWFML2 in SE38:

    • Workflow Template: WS99800123
    • Execution Mode: REPAIR
    • Process Stuck Items: YES
    • Reassign Agents: YES

  2. This program will:

    • Detect that workflows are stuck at QA_APPROVAL step
    • Recalculate agent assignment using new responsibility rules
    • Regenerate work items with correct Fiori integration
    • Deliver tasks to approvers’ Fiori inbox

  3. Check the program log - it should show “15 workflows reprocessed, 15 tasks created”

Step 6: Update Specification Management Configuration

There’s one more configuration specific to specification management in PLM 2022:

IMG → Production → Specification Management → QA Approval → Approval Step Configuration

Set these parameters:

  • QA Approval Required: YES
  • Approval Type: WORKFLOW (not SIMPLE)
  • Workflow Template: WS99800123
  • Enable Parallel Approval: NO (unless you want multiple QA approvers)
  • Task Priority: MEDIUM

This ensures new specification changes use the correct workflow configuration.

Step 7: Verify Fiori App Configuration

Ensure QA approvers have the correct Fiori apps assigned:

  1. Fiori Launchpad Designer → Target Mappings
  2. Verify “My Inbox” app is assigned to QA approver roles
  3. Check that semantic object “WorkflowTask” is mapped correctly
  4. Test by logging in as a QA approver and checking My Inbox

Step 8: Test End-to-End

Create a test specification change:

  1. Submit for QA approval
  2. Verify workflow starts and reaches QA_APPROVAL step
  3. Check that task appears in QA approver’s Fiori My Inbox within 2-3 minutes
  4. Complete the approval and verify workflow continues

Post-Upgrade Best Practices

Going forward:

  • Use responsibility-based assignments for all new workflow roles
  • Monitor workflow logs in SWI1 weekly to catch stuck items early
  • Run RSWUWFML2 in maintenance mode monthly to keep workflows synchronized
  • Document any custom workflow steps that might need similar updates

Common Pitfalls to Avoid

  • Don’t try to use old position-based assignments in PLM 2022 - they’re deprecated
  • Don’t skip the RSWUWFML2 program - stuck workflows won’t self-heal
  • Don’t forget to assign the SPEC_QA_APPROVER responsibility to all QA team members

After completing these steps, your specification change workflows should process normally with QA approval tasks appearing correctly in Fiori. The 15 stuck workflows should be released and deliverable to approvers. Future specification changes will route correctly using the new responsibility-based system.

5

Check if the workflow task assignments got reset during the upgrade. In PFTC, look at the QA approval step and verify that it’s still assigned to the correct organizational unit or position. Sometimes upgrades reset custom task assignments to default values. Also check transaction SWU3 to ensure automatic workflow customizing is current.