The Evolve Workflow license, introduced in version 25.2, provides customers with a licensing option for users who participate in Evolve web form workflows that interact with business systems other than SAP. This license is designed for workflow participants who need to review, approve, or complete tasks within Evolve web forms but do not require SAP-related functionality.
Workflow license capabilities
- Interacts with Evolve web forms only
- Participates in web form business process solutions containing data that:
- Does NOT originate from SAP
- Is NOT written to SAP
- Uses solutions that integrate with:
- Third-party systems
- Internal databases
- Non-SAP applications
👉 In short: No SAP involvement at any point in the process and no development capabilities.
When a Workflow license is NOT sufficient
A user cannot be assigned a Workflow license if they need to interact with any Evolve solution that includes SAP, even if only a single business process involves SAP. In addition, Workflow licenses do not provide solution development capabilities. If SAP is involved at any point in a process, the user must be licensed with a Standard license or higher.
Example:
- A user works in multiple Evolve solutions:
- 5 forms using third-party systems ✅
- 1 form that reads from or writes to SAP ❌
👉 Result: The user must have a Standard license (or above), not a Workflow license.
Workflow vs. Standard license
|
Criteria
|
Workflow
|
Standard
|
|
Use Evolve web forms
|
✅
|
✅
|
|
Non-SAP processes
|
✅
|
✅
|
|
SAP integration (read or write)
|
❌
|
✅
|
|
Mixed usage (SAP + non-SAP)
|
❌
|
✅
|
|
Intended use
|
Non-SAP workflows only
|
Any workflow including SAP
|
Business Value
- Expand Evolve usage to a broader audience
- Reduced licensing costs for non-SAP users
- Enable automation across departments that don't rely on SAP
Simple rule to remember
Workflow licenses are intended for participants involved in process automation using web form solutions that do not include any integration with SAP.
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Tammy Lake
*Precisely Software Inc.
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