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This document provides instructions for creating a substitute workflow approver in SAP. It describes searching for and selecting a substitute, setting the date range for the substitution, and saving the new substitute. It then explains how to activate or deactivate existing substitutes by selecting their name and clicking the appropriate button. The result is a list of substitutes that can approve workflows on your behalf when activated.
This document provides instructions for creating a substitute workflow approver in SAP. It describes searching for and selecting a substitute, setting the date range for the substitution, and saving the new substitute. It then explains how to activate or deactivate existing substitutes by selecting their name and clicking the appropriate button. The result is a list of substitutes that can approve workflows on your behalf when activated.
This document provides instructions for creating a substitute workflow approver in SAP. It describes searching for and selecting a substitute, setting the date range for the substitution, and saving the new substitute. It then explains how to activate or deactivate existing substitutes by selecting their name and clicking the appropriate button. The result is a list of substitutes that can approve workflows on your behalf when activated.
Purpose Use this procedure to create a workflow substitute, and to Activate & Deactivate substitutes. Trigger Perform this procedure if you are to be away from work for a planned period (e.g.; vacation), and you need to have someone perform your approval duties. Prerequisites The substitute must have the same level of approval authority as you and be within your business area. Transaction Code: SBWP Helpful Hints R/O/C column in tables represents Required, Optional, or Conditional entry. If you have multiple people who can meet the prerequisites above, then create more than one substitute. To quickly access your inbox without using the transaction code, click the SAP Business Workplace button (circled below), from the SAP Easy Access screen.
Procedure
1. Enter transaction code SBWP in the Command Field (identified below) and click the Enter button (the green check mark icon), or click the SAP Business Workplace button (identified above). The Business Workplace of XXXX screen displays.
Business Workplace of XXXX SBWP Create Substitute for Workflow Page 2 of 7
2. From the Main Menu line, click on the following Menu Path: Settings Workflow settings Maintain substitute. The Personal Substitutes screen displays.
Settings Workflow settings Maintain substitute
3. Click on your name to highlight it. Then click the Create Substitute button (identified below). The User (XXX) screen displays.
Personal Substitutes
SBWP Create Substitute for Workflow Page 3 of 7 4. As required, complete the following field: Field R/O/C Description Search Term
R This is an alphanumeric string used to search and sort data. Type the last name of the person you wish to add as a substitute.
Example: johnson to search for Kristen J ohnson
User search window
5. Click the Start Search button (the green check mark). The User (XXX) XXX Entries found list displays.
User (XXX) XXX Entries found
SBWP Create Substitute for Workflow Page 4 of 7 6. Double-click the individual you wish to use as your substitute, such as Kelly Davis. The Detail Screen Substitution screen displays.
Detail Screen Substitution
7. As required, complete/review the following fields: Field R/O/C Description Validity
R Enter the validity date range for this substitution (MM/DD/YYYY).
Example: 08/05/2009 for August 5, 2009 for the possible start date Example: 12/31/9999 for December 31, 9999 for the possible end date.
NOTE: What you are creating here is a substitute for you in SAP. Youre simply setting up this person in SAP. When youre ready, you simply come back to this area to activate and deactivate this substitution function.
Substitution active C If you need this person to be your substitution now, then select the Substitution active checkbox to make this active now.
8. Click the Save button (identified above). You have created a substitute for your list of substitutions, but have not set it to Activated. The Personal Substitutes screen displays.
SBWP Create Substitute for Workflow Page 5 of 7 Personal Substitutes
9. Click the Continue button (identified below). The Business Workplace of XXXX screen displays.
Business Workplace of XXXX
SBWP Create Substitute for Workflow Page 6 of 7 Activating and Deactivating a Substitution
10. To activate or deactivate a substitution, follow this Menu Path from the Main Menu line: Settings Workflow settings Activate/Deactivate Substitute (same as step 2). The Personal Substitutes screen displays.
Settings Workflow settings Maintain substitute
Personal Substitutes
NOTE: This display shows the substitution as inactive.
11. Click on the name of the substitute (this will highlight the selected name) you wish to activate or deactivate. SBWP Create Substitute for Workflow Page 7 of 7
12. Click the Activate button (the matchstick icon identified below) or the Deactivate button (identified below). The Substitute Status will change appropriately green for activate and red for deactivate. The system displays the type of substitution, activation status, the date the current status was assigned, and the date the current status ends.
Personal Substitutes: Activate or Deactivate
NOTE: This display shows the substitution as active.
13. Click the Continue button (identified by the blue arrow above). The Business Workplace of XXXX screen displays.
14. Click the Exit button (yellow arrow up icon).
Result You have created a substitution list, and activated or deactivated the substitution.
Next Steps You should send your activated substitute(s) an email to advise them that you have created them as your substitute in SAP and the capacity of the substitution.