Sales Order Approval on SAP BTP

Build a sales order approval workflow on SAP Build Process Automation.

Introduction

30 Second Summary

Every day, companies process thousands of sales orders that need someone to review and approve before anything ships. Automating that approval process is one of the most common tasks in enterprise software.

In this project, you will build a sales order approval workflow on SAP Business Technology Platform using SAP Build Process Automation. Your process will collect order details through a form, route them through conditional logic, and notify the requester of the outcome.

What You'll Build

A complete sales order approval automation that checks order amounts, auto-approves small orders, and routes larger orders to a human approver.

By the end of this project, you'll have:

A configured SAP BTP Trial environment with SAP Build Process Automation active and ready to use.
A trigger form that collects sales order details and kicks off the approval workflow.
A fully deployed conditional approval process with auto-approve logic, approval forms, and notification forms for both acceptance and rejection.
Secret Mission: Extend your process with a custom decision table that applies tiered approval rules based on order amount.

Are there any prerequisites?

None. You only need a web browser (Chrome or Edge). This guide walks you through creating your SAP account and setting up everything from scratch.

Create Your SAP Account and BTP Trial

Before you can build anything on SAP's platform, you need access to it. SAP Business Technology Platform (or SAP BTP) is the cloud environment where all of SAP's development tools live.

In this step, you will create a free SAP account and start your BTP Trial. The trial gives you 90 days of access to real enterprise services at no cost.

In this step, get ready to:

Register a free SAP account and verify your email.
Start your SAP BTP Trial and access the cockpit.
Navigate the cockpit to find the Service Marketplace.

Register your free SAP account

Your SAP account is the single login that gives you access to all SAP developer resources, including the BTP Trial.

Open your web browser (Chrome or Edge).
Go to https://www.sap.com.
Click the Log On icon in the top-right corner of the page.
Click Register to create a new account.
Fill in the registration form with your name, email, and a password.
Submit the form and check your email inbox for an activation link from SAP.
Click the activation link in the email to verify your account.

Check your spam folder

The activation email sometimes lands in spam or promotions. If you do not see it within a few minutes, check those folders before trying again.

Start your SAP BTP Trial

Now that your SAP account is verified, you can activate the BTP Trial. This gives you a fully functional cloud environment for 90 days at no cost.

Go to the SAP BTP Trial page at https://cockpit.hanatrial.ondemand.com/trial/.
Sign in with the SAP account you just created.
Click Try Now to start your trial.
Select your nearest region when prompted.
Wait for the trial setup to complete. This may take a minute or two.

Once setup finishes, you land in the SAP BTP Cockpit. This is your main dashboard for managing cloud services.

What is the SAP BTP Cockpit?

The cockpit is your control panel for everything on SAP BTP. Think of it like the AWS Console or Azure Portal. From here, you manage your accounts, subscribe to services, and launch development tools.

Navigate the cockpit and find the Service Marketplace

SAP BTP organizes everything into a hierarchy. Your global account is the top level, and inside it sit subaccounts where you actually run services.

In the cockpit, look at the left navigation. You are currently in your global account.
Click Account Explorer in the left menu to see your subaccounts.
Click on the subaccount named trial to open it.
In the left menu of your trial subaccount, click Services to expand the section.
Click Service Marketplace.

You should see a grid of available services you can subscribe to. This is where you will find SAP Build Process Automation in the next step.

What is the Service Marketplace?

The Service Marketplace is SAP BTP's catalog of available services. It works like an app store for enterprise tools. You browse, subscribe, and activate services from here.

Why does the trial auto-create a subaccount?

In real SAP BTP environments, companies create multiple subaccounts to separate projects or teams. The trial gives you one pre-made subaccount named trial with all trial entitlements already assigned. This saves you the manual setup that a real admin would do.

Can't find the trial subaccount?

Make sure you are looking at the global account level first. The trial subaccount appears under Account Explorer in the left navigation. If the trial setup is still running, wait a moment and refresh the page.

help me find my trial subaccount in the SAP BTP Cockpit

Your SAP BTP environment is ready to go. Next up, you will subscribe to SAP Build Process Automation so you can start building your sales order workflow.

Subscribe to SAP Build Process Automation

Your BTP Trial cockpit is ready, but the process automation tool itself isn't active yet. SAP Build Process Automation is a separate service that needs to be enabled inside your trial subaccount.

SAP provides a feature called Boosters that automates service activation for you. Instead of manually configuring entitlements and assigning roles, the booster handles everything in one guided flow.

In this step, get ready to:

Find SAP Build Process Automation in the Service Marketplace.
Use the Boosters feature to activate the subscription on the free plan.
Verify the subscription and open the SAP Build Lobby.

Find SAP Build Process Automation in the Service Marketplace

The Service Marketplace is where you browse all available services in your subaccount. Let's confirm that SAP Build Process Automation is available on your trial.

In the SAP BTP cockpit, click into your trial subaccount.
In the left navigation menu, expand Services.
Click Service Marketplace.
In the search bar, type SAP Build Process Automation and look for the matching tile.

What is the Service Marketplace?

The Service Marketplace is like an app store for your SAP BTP subaccount. It lists every service you can activate and use.

You found it in Step 1 under Services in the left menu. Seeing the SAP Build Process Automation tile confirms your trial has the correct entitlements pre-assigned.

Use the Booster to activate the subscription

Rather than subscribing manually and assigning roles one by one, the Booster runs a guided procedure that configures everything automatically.

Navigate back to your global account by clicking the global account name in the breadcrumb at the top of the cockpit.
In the left navigation menu, click Boosters.
Search for SAP Build Process Automation and click on the matching booster tile.
Click Start.

What is a Booster?

Boosters are guided, automated procedures in SAP BTP that configure services for you. They handle entitlements, role assignments, and service activation in a single flow.

Think of a Booster as a setup wizard. It ensures nothing is misconfigured, which is especially helpful when a service requires multiple roles and entitlements to work.

The booster checks your entitlements. You may see a warning. You can safely ignore it and click Next.
On the subaccount selection screen, the booster automatically selects your trial subaccount. Click Next.
On the users screen, your roles are assigned automatically. Click Next.
On the review screen, click Finish.

Wait for the booster to complete. This usually takes one to two minutes.

What did the Booster just do?

The booster configured three things automatically:

Activated the SAP Build Process Automation subscription on the free plan.
Assigned the ProcessAutomationAdmin and ProcessAutomationDeveloper roles to your user account.
Configured the required entitlements for the service to run.

Booster not showing up?

Make sure you navigated to your global account (not your subaccount). Boosters are only visible at the global account level in the left navigation.

If the booster tile does not appear when you search, try refreshing the page. Trial accounts sometimes take a moment to load all available boosters.

help me find the SAP Build Process Automation booster in my BTP cockpit

Verify the subscription and open the SAP Build Lobby

The booster has finished, but let's confirm everything is active before moving on.

Navigate back to your trial subaccount.
In the left navigation, expand Services and click Instances and Subscriptions.
Under the Subscriptions section, confirm that SAP Build Process Automation appears with a Subscribed status.
Click the Go to Application icon (small arrow) next to the SAP Build Process Automation entry.

A new browser tab opens with the SAP Build Lobby. This is the central hub where you create and manage all your process automation projects.

What is the SAP Build Lobby?

The SAP Build Lobby is your home base for process automation. It is a central page for creating, accessing, and managing your projects.

If you have used automation platforms like n8n or Make.com, the Lobby is equivalent to their main dashboard. You will start all your process projects from here.

Subscription not showing as active?

If the subscription does not appear under Instances and Subscriptions, the booster may not have completed successfully. Go back to your global account, click Boosters, and check whether the booster shows a success or error state.

If the booster failed, try running it again. Transient errors sometimes resolve on a second attempt.

help me troubleshoot my SAP Build Process Automation subscription

Your automation tool is live and ready. Next up, you will create your first business process project and start building the sales order approval workflow.

Create Your Business Process Project

Your SAP Build Process Automation subscription is active and you're inside the SAP Build Lobby. Now it's time to create the actual project that will hold your sales order approval workflow.

In SAP Build, a project is a container that groups related processes, forms, and automations together. Inside the project, you'll create a process, which is the actual workflow canvas where you'll design your approval logic step by step.

In this step, get ready to:

Create a new business process project in the SAP Build Lobby.
Create the Order Processing process inside your project.
Explore the process builder interface and understand how to add steps.

Create the Sales Orders Management project

Every automation in SAP Build lives inside a project. Think of this as the folder that will hold your trigger form, approval steps, and notification forms all in one place.

In the SAP Build Lobby, click Create.
Choose Automated Process.
Select Process.
In the Project Name field, enter Sales Orders Management.
In the Description field, enter Sales Orders Management Project.

What is a project in SAP Build?

A project is the top-level container for all related automation artifacts. If you've used n8n or Make before, think of a project as a workspace that holds multiple connected workflows.

When you release and deploy later, the entire project deploys as a single unit.

Create the Order Processing process

After you confirm the project name, a process creation dialog appears. This is where you define the specific workflow that will handle your sales order approvals.

In the Name field, enter Order Processing.
In the Description field, enter A process to handle sales orders.
Click Create.

The process builder canvas opens. This is where you'll spend most of your time in the next few steps.

What is the process builder?

The process builder is a visual canvas where you design your workflow. It works like the canvas in n8n or Make. You start with a trigger at the top, then add steps below it using the + buttons.

Each step you add (forms, approvals, conditions) connects vertically, creating a top-to-bottom flow that's easy to read and edit.

Explore the process builder interface

Before you start adding forms and logic, take a moment to orient yourself in the process builder.

Look at the top of the canvas. You'll see a trigger placeholder. This is where your form submission will kick off the process.
Find the + buttons on the canvas. These are how you add new steps like approvals, conditions, and notifications below the trigger.
Notice the toolbar at the top of the screen. The Release and Deploy buttons here are what you'll use in the final step to make your process live.

Map it to what you know

If you've used n8n or Make before, here's how the concepts translate. The trigger form is like a webhook trigger. The approval form is a human-in-the-loop step. Conditions work like router or filter nodes. Notification forms are action nodes that send messages.

Don't see the process builder canvas?

If you're back at the project overview instead of the canvas, look for Order Processing listed as an artifact in your project. Click on it to open the process builder.

If the project didn't create at all, go back to the SAP Build Lobby and try again. Make sure you're clicking Create (not Import) and selecting Automated Process then Process.

Help me troubleshoot my SAP Build Process Automation project creation. I followed the steps but can't see my process builder canvas.

Your project and process are ready. Next up, you'll build the trigger form that collects sales order details and the approval form that appears in the approver's inbox.

Build the Trigger Form and Approval Form

Your process canvas is open and ready for action. Right now it is an empty workflow with nothing to trigger it and no steps to execute.

Every automation needs an entry point and a decision point. In this step, you will build both: a trigger form that collects sales order details from the requester, and an approval form that presents those details to a human approver.

In this step, get ready to:

Create a trigger form that collects sales order details from the requester.
Build an approval form that displays order information to the approver.
Configure the approval form's subject, recipients, due date, and input mappings.

Create the trigger form

A trigger form is the entry point for your process. When someone submits this form, it kicks off the entire workflow. Think of it like a webhook trigger in tools like n8n or Make, except the data comes from a structured form instead of a raw HTTP request.

In the process builder canvas, click Add a Trigger.
Select Submit a Form.
Choose Blank form.
Name it Order Processing Form.

The form editor opens. Now you will design the form layout with a headline, instructions, and the input fields that requesters fill out.

Click the three dots on the Order Processing Form artifact in the process canvas to open it in the form editor.
Add a Headline element and enter Order Approval Request Form.
Add a Paragraph element with instructions for the requester (e.g. explaining what information to provide).

Now add the six input fields. For each field, drag an Input Field element onto the form, set its name, type, and mark it as required.

Add Customer Name with type Text and mark it as Required.
Add Order Number with type Text and mark it as Required.
Add Order Amount with type Number and mark it as Required.
Add Order Date with type Date and mark it as Required.
Add Shipping Country with type Text and mark it as Required.
Add Expected Delivery Date with type Date and mark it as Required.
Save the form.

What is a trigger form?

The trigger form is the starting point of your process. Every time someone submits this form, a new process instance launches.

If you have used n8n or Make.com, this is the equivalent of a webhook trigger. The difference is that SAP Build Process Automation provides the form UI for you, so you do not need to build a separate frontend.

Your form editor should now show the headline at the top, the paragraph below it, and all six input fields listed vertically.

Don't see your fields?

Make sure you clicked Save after adding each field. If a field is missing, click the + button in the form editor to add a new input field.

help me troubleshoot my trigger form fields in SAP Build Process Automation

Add the approval step

An approval form is the human-in-the-loop step. It presents order details to an approver and gives them the ability to accept or reject the request.

Navigate back to the process builder canvas (click the process name in the breadcrumb at the top).
Click the + button below the trigger form.
Choose Approval.
Select Blank Approval.
Name it Approval Form.

Now open the Approval Form in the editor and design its layout.

Open the Approval Form in the form editor.
Add a Headline element and enter Approve Sales Order.
Add one or two Paragraph elements with explanatory text for the approver (e.g. instructing them to review the order details below).

Next, add the read-only fields so the approver can see the order details without editing them.

Add a read-only input field for Customer Name (type Text, set to Read Only).
Add a read-only input field for Order Number (type Text, set to Read Only).
Add a read-only input field for Order Amount (type Number, set to Read Only).
Add a read-only input field for Order Delivery Date (type Date, set to Read Only).

Finally, add two editable fields the approver can interact with.

Add a Checkbox element for acknowledgment (e.g. "I have reviewed this order").
Add a Text Area field labelled Message to buyer.
Save the form.

Why read-only fields?

Read-only fields display data from the trigger form without letting the approver change it. This ensures the approver sees the original request exactly as submitted. The editable fields (checkbox and text area) are where the approver adds their own input.

Configure the approval form settings

The approval form's layout is done. Now you need to tell it where to get its data and who should receive it. This connects the trigger form to the approval step.

Navigate back to the process builder canvas.
Click on the Approval Form step in the canvas to open its configuration panel on the right.

Set the subject line, recipients, and due date in the General section of the configuration panel.

In the Subject field, type a subject line and use the dropdown to insert Order Number and Customer Name from the Order Processing Form.
Set Recipients to Process Started By from Process Metadata. This sends the approval task to the same person who submitted the order (for testing purposes).
Set Due Date to Static Duration of 2 Days.

Now scroll down to the Inputs section. This is where you map each read-only field in the approval form to the corresponding value from the trigger form.

Map Customer Name to the Customer Name field from the Order Processing Form.
Map Order Number to the Order Number field from the Order Processing Form.
Map Order Amount to the Order Amount field from the Order Processing Form.
Map Order Delivery Date to the Expected Delivery Date field from the Order Processing Form.
Save your process.

What does input mapping do?

Input mapping connects data between steps in your process. When the approval task opens, the approver sees the actual values the requester submitted. Without mapping, those read-only fields would be empty.

Your process canvas should now show the Order Processing Form trigger at the top connected to the Approval Form below it.

Approval form not showing mapped fields?

Check that you selected the correct source for each mapping. The dropdown should show fields from the Order Processing Form specifically. If you do not see the trigger form fields in the dropdown, make sure you saved the trigger form first.

help me configure input mapping for my approval form in SAP Build Process Automation

Your trigger and approval forms are built and connected. Next up, you will add notification forms that tell the requester whether their order was approved or rejected.

Add Notification Forms

Your Approval Form routes decisions to the right person. But after someone approves or rejects an order, the original requester has no idea what happened.

In this step, you'll create notification forms for both outcomes. An approved order triggers a confirmation message. A rejected order triggers a rejection notice with a higher priority flag.

In this step, get ready to:

Add a confirmation notification form to the Approve branch.
Add a rejection notification form to the Reject branch.
Save and verify the complete process flow.

Add the Order Confirmation Form

When an approver clicks Approve, the requester should receive a notification confirming their order was accepted. You'll build this as a form that appears in the requester's inbox with the relevant order details.

In the process builder, find the + button below the Approve branch of your Approval Form.
Click +, then choose Form.
Select Blank form.
Name it Order Confirmation Form.
Click on the Order Confirmation Form artifact on the canvas to open the form editor.

Design the form contents with these fields.

Add confirmation text at the top of the form (e.g., a paragraph letting the requester know their order has been approved).
Add a read-only Message from supplier text field. This displays the note the approver wrote.
Add three more read-only fields: Order Number, Order Amount, and Expected Delivery Date.

Why read-only fields?

Read-only fields display information without letting the recipient edit it. The requester sees their order details for reference, but the data stays locked to what was originally submitted.

Go back to the process builder canvas by clicking the Order Processing tab at the top.
Click on the Order Confirmation Form step on the canvas to open its side panel.
In the Subject field, type a subject line that includes the Order Number from the trigger form.
Set Recipients to Process Started By from Process Metadata.
Scroll down to the Inputs section.
Map each read-only field to its corresponding value from the process content (e.g., Order Number from the trigger form, Message from supplier from the Approval Form output).

Mapping inputs from process content

When you click into an input field in the Inputs section, a dropdown appears showing all available process variables. Look for values from the Order Processing Form (trigger) and the Approval Form outputs.

Don't see the fields in the Inputs section?

Make sure you saved the form editor before returning to the process builder. The Inputs section only shows fields that exist in the form design.

Help me fix my Inputs section

Add the Order Rejection Form

The rejection form is almost identical to the confirmation form, just with different messaging. Instead of building it from scratch, you'll duplicate the confirmation form and modify it.

Navigate to your project Overview tab (the tab that lists all artifacts in your project).
Find the Order Confirmation Form in the artifact list.
Use the Duplicate feature to create a copy of it.
Rename the duplicated form to Order Rejection Form.
Open the form editor and update the text to reflect rejection messaging (e.g., change the confirmation paragraph to explain the order was not approved).

Go back to the process builder canvas.
Click the + button below the Reject branch of your Approval Form.
Choose Form.
Select Order Rejection Form from the list of existing forms.

Now configure the rejection notification settings in the side panel.

Click on the Order Rejection Form step on the canvas to open its side panel.
In the Subject field, include text that says "is rejected by the supplier" along with the Order Number.
Set Priority to High.
Set Recipients to Process Started By from Process Metadata.
Scroll to the Inputs section and map the same fields as you did for the confirmation form (Order Number, Order Amount, Expected Delivery Date, and Message from supplier).

Why set Priority to High?

A rejected order needs immediate attention. Setting the priority to High makes the notification stand out in the requester's inbox so they can take action quickly.

They might need to revise the order, contact the supplier, or escalate the decision.

Save and verify your process flow

Click Save in the top-right corner of the process builder.

Your process canvas should now show this complete flow: the Trigger Form leads to the Approval Form, with the Approve branch leading to Order Confirmation Form and the Reject branch leading to Order Rejection Form.

Missing a branch or form on the canvas?

If you don't see both notification forms on the canvas, check that you added each form to the correct branch. The Order Confirmation Form goes below Approve. The Order Rejection Form goes below Reject.

If you accidentally added a form to the wrong branch, click the three-dot menu on the misplaced form and remove it. Then re-add it to the correct branch.

Help me fix my process layout

Your process now handles both outcomes of an approval decision. Next, you'll add conditional logic so that small orders skip the approval step entirely and get auto-approved.

Add Conditional Routing

Your process now handles approvals and notifications for both outcomes. But right now, every single order goes through the same manual approval path regardless of size.

A $50 order should not require the same review as a $500,000 one. In this step, you'll add conditional routing that auto-approves small orders from specific countries and only sends larger orders to a human reviewer.

In this step, get ready to:

Add a Condition step between the trigger form and the approval form.
Configure auto-approval rules based on order amount and shipping country.
Create an auto-approval notification form with an End event.

Add a condition between the trigger and approval

A condition acts like a router in your process. It evaluates the incoming data and sends the flow down different branches depending on whether the criteria are met.

In your process builder canvas, click the + button below the Trigger (the Order Processing Form).
Select Controls and Events.
Click Condition.

A Condition step appears between your trigger form and the Approval Form. You should see two branches: an If branch and a Default branch.

Click Open Condition Editor to configure the rules for your If branch.

What are these branches?

The If branch handles orders that match your auto-approval criteria. The Default branch catches everything else and routes those orders to the manual Approval Form.

Configure the If branch rules

You want the auto-approval path to trigger for orders under 100,000 from India or Germany. This requires combining an amount check with a country check using OR logic.

In the Condition Editor, click the first field dropdown and select Order Amount from the Order Processing Form fields.
Set the operator to is less than.
Enter 100000 as the value.

Now you need to add a second condition group for the shipping country. This group uses OR logic so that either India or Germany qualifies.

Click Add Group.
Change the group logic from "All" to Any (this sets the group to OR logic).
In this new group, set the first condition: Shipping Country is equal to India.
Add a second condition in the same group: Shipping Country is equal to Germany.
Click Apply to save the condition.

What does this condition do?

The complete rule reads: If Order Amount is less than 100000 AND (Shipping Country equals India OR Shipping Country equals Germany), take the auto-approval path.

Orders that do not match these criteria fall through to the Default branch, where they continue to the manual Approval Form you built earlier.

Don't see Order Amount in the dropdown?

Make sure you are selecting from the Order Processing Form section in the field picker. The fields come from your trigger form, not the approval form.

If no fields appear at all, save your process and reopen the Condition Editor.

Help me troubleshoot missing fields in the Condition Editor

Create the auto-approval notification and End event

Orders that match your condition need their own notification form. This tells the requester their order was automatically approved without waiting for a human reviewer.

Click the + button below the If branch.
Select Form.
Choose Blank form.
Name it Auto Approval Notification.

Now open the form editor and design the notification content.

Add a Headline and set its text to Automatic Order Confirmation.
Add a Paragraph with a short confirmation message (e.g. "Your order has been automatically approved.").
Add a read-only Order Number input field (Text type, Read Only enabled).
Add a read-only Order Amount input field (Number type, Read Only enabled).
Add a read-only Expected Delivery Date input field (Date type, Read Only enabled).
Save the form and return to the process builder.

Next, configure the form's general settings so notifications reach the right person.

Click the Auto Approval Notification step in the process canvas to open its side panel.
In the Subject field, type a subject line that includes the Order Number (select it from the process content bindings).
Set Recipients to Process Started By from Process Metadata.
In the Inputs section, map each read-only field to its corresponding value from the Order Processing Form (Order Number, Order Amount, Expected Delivery Date).

Why map the Inputs?

The read-only fields you added to the form are empty placeholders. The Inputs mapping tells the process which data values to display in those fields when the notification appears in the requester's inbox.

Finally, you need an End event so the process knows to stop after auto-approval. Without it, the flow would continue into the Default branch.

Click the + button below the Auto Approval Notification step.
Select Controls and Events.
Click End.

Save your process.

Your canvas should now show: Trigger Form leads to the Condition. The If branch leads to Auto Approval Notification then End. The Default branch leads to the Approval Form, which branches into Order Confirmation Form (Approve) and Order Rejection Form (Reject).

Process flow looks wrong?

If the Approval Form ended up on the If branch instead of the Default branch, delete the condition and re-add it. Make sure you click the + directly below the Trigger Form (not below the Approval Form).

If you see a warning about unmapped fields, check that the Inputs section of the Auto Approval Notification has all three fields mapped to values from the Order Processing Form.

Help me fix my conditional routing layout

Your process now handles two distinct paths based on business logic. Next up, you'll release, deploy, and run the entire process end-to-end to see it in action.

Release, Deploy, and Run Your Process

Your process is fully built and saved, but it only exists as a design-time artifact right now. To actually run it and submit orders through the form, you need to release a version snapshot and deploy it to a runtime environment.

In this step, you'll take your process live by releasing, deploying, and testing the full end-to-end flow. You'll submit a test order and watch it move through the approval path in real time.

In this step, get ready to:

Release the project as version 1.0.0.
Deploy the project to a BTP runtime environment.
Run a test order and complete the approval task in My Inbox.

Release your project

Releasing creates a version snapshot of your project. Think of it like saving a checkpoint that you can deploy or roll back to later.

In the process builder, click the Release button in the top-right corner.
A dialog appears asking for a version description. Enter a brief description of your project (e.g., "Initial release of sales order approval process").
Click Release to confirm.

The version number starts at 1.0.0. You should see a confirmation that the release was successful.

What does releasing do?

A release is a versioned snapshot of your project in its current state. It uses semantic versioning (x.y.z format), starting at 1.0.0 for your first release.

You cannot edit a released version. To make changes, you edit the draft, then release again as a new version (1.0.1, 1.1.0, etc.).

Deploy the released version

Deploying makes your released project available in the runtime. This is what allows real form submissions to trigger the process.

Switch to the released version of your project (you should see version 1.0.0 displayed).
Click the Deploy button.
Select your environment from the dropdown. If no environment exists, you will be prompted to create one in Control Tower. Follow the prompts to create a new environment, then return and select it.
Click Deploy to confirm.
Wait for the deployment to complete. You should see a success confirmation once the project is deployed.

No environment available?

If you don't see any environment to select during deployment, you need to create one first. Look for the option to open Control Tower from the deployment dialog or navigate to it from the SAP Build Lobby.

Create a new environment, give it a name, and return to the deployment step. Your new environment should now appear in the dropdown.

help me create an environment in Control Tower for SAP Build Process Automation

Run and test your process end-to-end

Your process is now live. Time to submit a test order and watch it flow through the approval path you built.

Open the deployed version's process builder.
Click on the Order Processing Form (the trigger form) to get its form URL.
Open the form URL in your browser. You should see the Order Approval Request Form you designed earlier.

Fill in the form with sample data to trigger the manual approval path. Use an order amount above 100,000 so the condition routes it to the human approver.

Enter a customer name (e.g., "Acme Corp").
Enter an order number (e.g., "SO-2025-001").
Enter 150000 as the Order Amount. This is above the 100,000 threshold, so it will trigger the manual approval path.
Fill in the remaining fields: Order Date, Shipping Country (use any country other than India or Germany to ensure manual routing), and Expected Delivery Date.
Click Submit.

Why 150000 and not India or Germany?

Your condition auto-approves orders under 100,000 that ship to India or Germany. By setting the amount to 150,000 and choosing a different country, you guarantee the order takes the Default branch into the manual Approval Form.

After this test, you can try a second submission with an amount under 100,000 and Shipping Country set to India to verify the auto-approval path works too.

Now monitor your running process and complete the approval task.

Go back to the SAP Build Lobby.
Click Monitoring in the navigation.
Click Process and Workflow Instances. You should see your running instance listed with a "Running" status.

What is the Monitoring section?

The Monitoring section shows all active and completed process instances. Each time someone submits the trigger form, a new instance is created. You can see its status, which step it is currently waiting on, and its full execution history.

Open My Inbox from the SAP Build Lobby. You should see the approval task waiting for you.
Click on the task to open the Approval Form you designed. Review the order details (Customer Name, Order Number, Order Amount, and Order Delivery Date).
Check the acknowledgment checkbox and optionally type a message in the Message to buyer field.
Click Approve (or Reject if you want to test the rejection path).

After approving or rejecting, check My Inbox again. You should see the corresponding notification form (Order Confirmation Form if you approved, or Order Rejection Form if you rejected).

Don't see the approval task in My Inbox?

Make sure you used an Order Amount of 150,000 or higher AND a Shipping Country that is not India or Germany. If both conditions for auto-approval are met, the order skips My Inbox entirely.

Check Monitoring to see if the instance completed with auto-approval. If so, submit a new form with an amount above 100,000 and a country other than India or Germany.

help me troubleshoot why my approval task is not appearing in My Inbox

Reference project if things go wrong

If your process behaves unexpectedly, SAP provides a reference sample project called Sales Order Management (MI01) in the SAP Build Store. You can compare your project against it to spot differences.

Your end-to-end sales order approval process is now live and tested. You've taken a process from design to deployment on SAP's enterprise platform. Next up, the Secret Mission challenges you to add more sophisticated approval logic using decision tables.

Secret mission

Add a Tiered Approval Decision Table

Your current process uses a simple condition to route orders. Real enterprises need more sophisticated logic. In this extension, you'll build a decision table that applies tiered approval rules based on order amount.

Clean Up Your Resources

Decide whether to keep your resources running, pause them to come back later, or delete them entirely.

This project runs entirely on the SAP BTP Trial, which is completely free. No charges will be incurred regardless of what you choose below.

Resources you used:

SAP BTP Trial account (free, auto-deletes after 90 days of inactivity).
SAP Build Process Automation subscription (free tier within trial).
Sales Orders Management project (deployed process).

Keep everything running

No action needed. Choose this if you are still actively exploring SAP BTP or plan to build more processes.

Your trial lasts 90 days total.
Use it to build more processes, try SAP Build Apps, or explore SAP AI Core.
The trial will be suspended after 30 days of inactivity. You can extend it with one click when you next log in.

Pause - I'll come back to this later

Since this is a free trial with no running costs, there is nothing to shut down. Your resources stay idle until you return.

If your trial gets suspended after 30 days of inactivity, click Extend Trial when you next log in.
Your deployed process and project will remain exactly as you left them.

Delete - I don't want to use this again

Remove your trial subaccount to delete all project resources. Alternatively, let the trial expire after 90 days and SAP will delete everything automatically.

Log in to the SAP BTP cockpit at https://cockpit.hanatrial.ondemand.com/trial/.
Click into your global account.
Select Subaccounts from the left navigation.
Click the actions menu on your trial subaccount and select Delete.
This removes the SAP Build Process Automation subscription, the Sales Orders Management project, and all deployed processes within that subaccount.

No rush to delete

Since the trial is completely free, there is no financial reason to delete early. If you do nothing, SAP suspends the trial after 30 days of inactivity and deletes it after 90 days total.

Nice Work!

You just built and deployed a real enterprise automation on SAP BTP. This is the same tool and pattern that SAP consultants deliver to clients paying six figures for implementation projects.

You've learned how to:

Navigated SAP BTP's enterprise cloud platform, including global accounts, subaccounts, entitlements, and the Service Marketplace.
Built a complete sales order approval process with trigger forms, conditional routing, approval workflows, and notification forms using SAP Build Process Automation.
Released, deployed, and monitored a live business process from end to end, completing approval tasks through My Inbox.
Extended the process with a tiered decision table for multi-level approval routing based on order amount.

Ready to quiz yourself?