5 SAP Workflow Apps Quietly Wasting Your Team’s Time Every Week
Posted on January 13, 2026 by Laeeq Siddique
Introduction
The SAP Workflow Apps simplify everyday work. They tout faster approvals, fewer errors, and better visibility across teams.
But for many businesses, the truth is very different:
- Tasks remain pending for days.
- Approvals get stuck without explanation.
- Work is advanced by teams using emails and follow-ups.
The worst part of the problem is that it’s often invisible to us. The workarounds seem to be working, so nobody questions them. And those little inefficiencies cumulatively become weekly productivity sinks. Workflow – Wikipedia
This blog explains about SAP Workflow Apps, which are time wasters, not time savers. More importantly, it provides a way to understand why this happens and how businesses can correct it with the right strategies.
What Are SAP Workflow Apps?
SAP Workflow Apps are applications that automatically perform and execute business processes in SAP systems.
They determine how tasks are passed from one person or system to another. These applications are frequently used for:
- Approval processes
- Request handling
- Notifications and escalations
- Task assignments
- Compliance tracking
What are most of today’s workflows constructed from?
- SAP Business Workflow
- SAP Fiori workflow apps
- SAP BTP Workflow Management
Workflows, if designed properly, eliminate the need for manual work and enhance the uniformity of a process. Unfortunately, when designed badly, they can drag everyone down.
Why Apps on SAP Workflow Grow Old & Fall to the Ground
The problem is seldom the technology of SAP.
The issue is that these are outdated designs and not optimized properly.
Common reasons include:
- Too many approval stages that have been built up over time
- Hard-coded rules not in line with business logic
- Bad user experience in workflow screens
- Missing notifications or escalation logic
- Limited integration with other systems
The larger the organization, the more complicated the workflows get. But these are seldom examined or upgraded. This is how loss of time becomes integrated into day-to-day operations.
Approval-Based SAP Workflow Apps with Too Many Layers
Approval workflows are one of the most common SAP Workflow Apps.
They’re also the most likely to fritter away time.
Where the Problem Starts:
Many approval workflows include:
- Multiple approval levels
- Duplicate approvers
- Manual decision points
- No clear ownership
Starting a simple request snowballs into multiple approvals.
Real Impact on Teams:
Straight approval can take a few days. Sometimes, it can take weeks.
During this time, the Employees wait without updates. Managers forget pending tasks. As well as Finance and operations remain blocked. Teams make up for this by sending reminder emails or making calls.
Why This Is a Time Suck Every Week:
The workflow exists, but moves forward thanks to workarounds. That defeats the purpose of automation.
Better Way Forward:
SAP Custom Development allows you to re-engineer the approval workflows so that:
- Use rule-based approvals
- Reduce unnecessary steps
- Enable automatic escalations
- Show real-time approval status
This provides predictability and speed of approvals.
SAP Fiori Workflow Apps and Bad UX
SAP Fiori is purpose-built for simplicity. But many workflow apps haven’t made effective use of it.
Common UX Problems:
- Long and confusing forms
- Too many clicks for simple tasks
- Screens that are not mobile-friendly
- Unclear task instructions
These issues reduce user confidence.
What Happens Next:
When users have difficulty with the interface, the Tasks are delayed. And the Requests are submitted incorrectly. Therefore, Approvals are postponed. In the long run, users simply stop using the app.
The Importance of UX in SAP Workflow Apps:
A workflow is only as good as how people use it. Bad user experience hinders efficiency at each step.
How Custom Development Helps:
Custom SAP Fiori workflows allow:
- Clean and simplified screens
- Role-based views
- Shorter forms with validations
- Mobile-ready task handling
This makes adoption easier and less error-prone.
SAP Workflow Apps with Feeble Notification and Alerting Logic
Notifications are essential for workflow automation.
Many SAP Workflow Apps fall short in this area.
Typical Notification Issues:
- Emails that go unnoticed
- No in-app notifications
- Missing reminders
- No escalation alerts
Consequently, Workloads stay underutilized.
Manual Follow-Ups Become Normal:
Teams start relying on:
- Emails
- Phone calls
- Chat messages
This manual process quietly eats up hours every week.
Why and How This is a Productivity Killer:
Without proper alerts:
- Accountability is unclear
- SLAs are missed
- Workflow execution is difficult to monitor
Smart Workflow Enhancement:
Incorporate SAP workflow optimization where organizations can embed real-time notification, Fiori, email, and in-app alerts, SLA-based reminders, and escalation rules for delays. Indeed, this allows workflows to work quickly and seamlessly without humans being involved at every step.
Legacy SAP Business Workflow Apps Still in Operation
Many companies continue relying on workflows developed years ago.
They were created for a completely different business world.
Limitations of Legacy Workflows:
- Hard-coded logic
- Limited flexibility
- Complex change processes
- No analytics or insights
- Technical work required for minor entries
How This Affects Teams:
Business requirements change frequently.
Old habits and flows die hard.
As a result:
- Workarounds increase
- Manual steps are added
- Process consistency breaks
Modern Alternative:
Migration to SAP BTP Workflow Management provides:
- Flexible rule-based workflows
- Faster changes
- Better visibility
- Scalable process design
Workflows are future-proof with custom development on SAP BTP.
SAP Workflow Apps with Bad System Integration
Workflows hardly ever work in isolation and have more than one system that they need to integrate with. Integration failure can occur on SAP-non-SAP tools, HR systems, finance platforms, and email or document systems. Without such integration, humans need to plug the gaps by hand.
Hidden Time Loss:
Manual data handling leads to:
- Repeated data entry
- File downloads and uploads
- Higher error rates
These are the “valueless” tasks consuming time.
How Integration Improves Workflow Efficiency:
With SAP Integration Suite and custom APIs:
- Systems communicate automatically
- Data flows without manual steps
- Workflows become end-to-end
This saves time and reduces errors.
Signs Your Workflow Apps on SAP Are a Waste of Time
If any of the below apply, your workflows are in trouble:
- Approvals take longer than expected
- Users complain about SAP tasks
- Manual follow-ups are common
- Processes happen outside SAP
- No clear workflow ownership
These signs indicate hidden inefficiencies.
Workflow Challenges Solved by SAP Custom Development
We are an SAP Custom Development Company, Cremencing Solutions, specializing in custom SAP development.
We focus on solving actual workflow problems, not just creating new apps.
Our Workflow Improvement Approach:
- Analyse existing SAP Workflow Apps
- Identify bottlenecks and delays
- Simplify workflow logic
- Improve user experience
- Strengthen notifications and integrations
No two solutions are the same; all are made-to-order for a company.
Technology Stack We Use:
| Area | Technology |
| Workflow | SAP BTP Workflow Management |
| User Interface | SAP Fiori |
| Automation | SAP Process Automation |
| Integration | SAP Integration Suite |
| Extensions | Custom SAP BTP Applications |
This provides workflows that are scalable and maintainable.
Conclusion
If your teams are spending time chasing approvals, workflows aren’t working. If people aren’t using SAP apps, adoption is broken. Moreover, Automation is not fully automated if it relies on emails and calls.SAP Workflow Apps should be supportive, not time-consuming.
SAP Workflow Apps must make workflows more efficient.
Unfortunately, some organizations experience the opposite.
Most common causes:
- Over-engineered approvals
- Poor user experience
- Weak notification systems
- Legacy workflow design
- Integration gaps
These are lost hours that quietly fritter away each week. The longer they go unaddressed, the more pervasive their impact.
Once the recipe and SAP Custom Development are in place, workflows can be robust, fast, and user-friendly. If your SAP Workflow Apps are consuming your team’s precious time, Cremencing Solutions can assist. Get more out of SAP workflows.
FAQs
What are SAP Workflow Apps?
SAP Workflow Apps automate business processes such as approvals, task routing, and notifications in SAP applications.
What slows teams down with SAP Workflow Apps?
Mostly overkill approvals, bad UX, legacy logic, and flimsy notifications.
Is there a possibility to customise SAP Workflow Apps?
Yes. SAP Custom Development enables workflows to be adjusted according to business requirements.
What is SAP BTP Workflow Management?
It is an SAP solution that allows flexible and scalable automation of workflows.
How to Increase SAP Workflow Efficiency in Companies?
Through streamlined processes, better end-user experience, stronger alerts, and good integrations with systems