Substitution in Workflow

Hi,
We are trying for automatic forwarding of work item from one sap user Inbox to other sap user Inbox using substitution in workflow settings. I am getting work items in both users Inboxes. My requirement is work item should appear in substituted users Inbox. Please suggest.
Thanks in advance,
Ganga Bhavani.

Hi!
I don't think that your requirement can be met. A substitution is defined only when the original agent is not available. So a workitem in the inbox of the original agent should not be an issue. You can otherwise change the agent assignment. Also, when the substitute will execute the work item, it should dissappear from the original agents inbox also.
Cheers!

Similar Messages

Problem with substitution in workflow

hi,
we have a ESS-workflow for approving absence.
User A has created an absence. User B is the boss of this person.
BUT: the workflow has found 2 persons to approve the absence request from User A.
User B AND User C.
User C is in the subsitution list of User B. But the substituion is DEACTIVATED, i have checked
that with report RMPS_SET_SUBSTITUTE
how can it be that user C also receives the workflow and is allowed to approve the request ?
User B says he has not changed the subst. for a long time. how can i check this ? can i check
if activate/deactivate substitution was updated the last days ? is this in any table-log ?
best reg, Martin

I had a similar problem where the substitutions were deactivated and the the unintended USER was getting the workitems.
There are two kinds of substitutions that could be set.
And in my case most of the time the users set Personal Substitutes. Which are updated in table HRUS_D2.
The second kind of substitution is : substitution for position.
Apparently what i found was the user has setup a substitution at position level, Which doenst update anything in HRUS_D2.
You have to use RH_SUBSTITUTES_LIST_NEW to get rid of this position substitute.
Press F4 to toggle between personal and position substitutes.
If any personal substitutes exist you can delimit/deactivate or delete them.
Thats how i resolved my issue. Hope that helps. Let me know if you need any further info.
Thank you and good luck.

Substitution by workflow adminstator

Dear Expertise,
I have workflow administrator authorization.
One my client user suddenly goes on leave without activating the substitution for his SAP inbox.
Some of the document lie in the use(who is on leave) inbox.
These document need to be action.
For that client want to make a substitute to another user.
Is there any functional module or trasction by which a workflow administrator make a substitute behalf of one user.
Your earlier reply should be highly appreciated.
Regards,
sp sahu

Dear Sahu,
You can use the Function Module SAP_WAPI_SUBSTITUTE_MAINTAIN for mainting the substitue.
Please close it if you get answer.
Thanks & Regards,
Manoj

Automatic substitution in workflow

Hi
I have a requirement of activating the substitution rule automatically when a Manager having MSS access goes on maternity leave.
Can anyone guide how this can be done automatically. Moreover this has to be done on the date she goes on leave and deactivated again when she returns. Substitution should go to her manager.
Regards
Ashish

Trigger a routine using a user exit or Badi or something which activates when a Maternioty absence is saved in It 2001.,
CHeck if the pernr going on leave is a manager, and if so, derive the persons manager, make an entry in table hrus_d2 as follows
Going on Leave pernr Substitute pernr start date of validity end date of validity role Active
10015302 10015301 24.08.2010 31.12.9999 ALL X
test this nicely in your test system to see if this works.

Problem in activating substitution in workflow,

Hi Friends
I've maintained my substitute from sbwp. whenever i'm getting a workitem ,a similar copy is being receiped by my substitute. But actually I want that only my substitute will get the workitems, not me for the time period mentioned in substitute. Please let me know how can i achieve it.
Thanks

It is not possible that only substitute can receive the Item with out receiving the responsible agent when you have maintained through SBWP
Instead of doing like that what I think is determine the Agent Dynamically by using the rule and pass the workitem directly to him

Substitution Problem in Workflow settings

Hi,
We are trying for automatic forwarding of work item from one sap user Inbox to other sap user Inbox using substitution in workflow settings. I am getting work items in both users Inboxes. My requirement is work item should appear in substituted users Inbox. Please suggest.
Thanks in advance,
Ganga Bhavani.
Edited by: Ganga Bhavani Bhimavarapu on Aug 14, 2008 1:23 PM

Hi Bhavani,
Refer below links
http://themisto.jupiter.txstate.edu/fastrain/content/pt-30b_sbwp_workflow%20inbox%20substitution_sapgui/cc/html/index.htm
http://help.sap.com/saphelp_nw2004s/helpdata/en/d5/581ee8d56f1247bf34cfcd66d16d81/frameset.htm
http://www.sap-press.com/downloads/h950_preview.pdf
https://www.sdn.sap.com/irj/sdn/nw-bpm?rid=/webcontent/uuid/10ff0453-ae33-2a10-7984-9d8df609d8f9
Regards,
Syf
Edited by: syfulla shaik on Aug 14, 2008 5:19 PM
Edited by: syfulla shaik on Aug 14, 2008 5:21 PM
Edited by: syfulla shaik on Aug 14, 2008 5:28 PM

2 more workflow-substitution questions

hi again,
i have 2 more questions about substitution of workflow:
HOW does a user know that he has adopted substitution. i mean when he do it he knows it. but there is no information that he the adopted status is 'ON' ? am i right ? when he ends the adoption there is NO message if there even was an adoptation.
thats kind of user-unfriendly. the only way that he knows that he has adopted is when he gets mails from the workflows.
2nd question: when i have to choose adoptation substitution i always get 2 entrys for the same person to select. thats confusing. it looks to me that 1 of it is the sap-USER, the other is the PERSON in HR backend. why is this and how to avoid that ?
reg, Martin

Martin,
thats kind of 'stupid', isn't it ?
i activate to substitute somebody (who is unplaned away, e.g. illness).
so far so good: i select the person with click on the checkbox !
when leaving this transaction and enter it again the checkboxes are AWAY. why ? but the substitution is of course activ.
and when i 'end' the substitution there is NO MESSAGE. it's always the same........no comment, NOTHING. it does'nt matter if subst. is ON or OFF, the function for ending subst. has
no output ! thats sap in it's best -> user unfriendly !
am i wrong ?
best regards, Martin

Workflow Substitution rules - How can I...

Hello Guru's
I am relatively new @ workflow and I am implementing some workflow scenario's.
Two of them: Release Purchase Order & Release Purchase Contract.
Release Purchase Order:
Workflow u201CWS2000075u201D -> TS20000166 -> Agent Determination Rule      "Person Resp. for PO Release"
In the responsibilities tab I have created several Purchase groups:
- Purchasing Group of 100 to 299
- Purchasing Group of 300 to 499
etc...
I have assigned agent assigment with correct agents. The rule test is doing well !!
The workflow first looks at the release strategy, then the rule resolution.
test 1: Release code 20 > PG 100 = Buyer User A untill F.
test 2: Release code 30 > PG 200 = Lead Buyer A and B.
test 3: Release code 40 > PG 300 = Purchase Director A.
My Question:
But how can I arrange a special substitution for this workflow? Per user you can set the substitution, but that is NOT what I want. What I want is when a PO is created for Lead Buyer of Purchase Group 100 and is pending for release for more then 2 days, it should go to another Lead Buyer of Purchase Group 200 or 300 for release the PO.
Another one, when the Purchase Manager for Group A has some workitems, after 2 days they should go to another Purchase Manager, e.g. Purchase Manager for Group D. Is there a possibility to arrange that?
Thanks for you answers!
Best Regards,
G. Leurs
Edited by: G. Leurs on Dec 16, 2009 11:23 AM

Hi,
You can acheive your requirement using deadline. substitution is nto required.
1)Specify the 2days time in the latest end tab
2) select the modelled deadline in the options below.
3) in outcomes tab, activate the processing obsolete line
4) now u can c 3 lines from the task for release
     1) normal flow whn executed
     2) Will check the deadline. Once it is reached it will progress with the steps in processing obsolete branch.
     3) Processing obsolete branch. In this branch,
           a) place the 'PRocess Control' step to remove the workitem from the preovious user
           b) Include the workitem step to send it to the next person who shld release the PO.
Hope this helps you.
Regards,
Sivagami R

Workflow Substitutions in Inbox

Is it possible to set up workflow substitutions via the Office Inbox within ESS/MSS?
If so where?!

Hi Stuart,
Did you get an answer on your question? I am looking for the workflow subsitution solution on ESS/MSS aswell. Please let the forum know what you did.
Thanks and best regards
Dries

Substitution in ABAP Workflow

hi,
Is it possible to substitute a user for approval who is already in chain in workflow?..
Thanks in advance!!!!

Hi Balaji,
If you know that a particular user who is in approval chain is going to be a substitute during design time of workflow itself then you can maintain the same from SBWP Tcode. Once substitute in maintained you can verify the same from HRUS_D2 table entries. You can also use [FM to maintain substitues|Substitute for a position.;
If you want to maintain a user as substitute once the workflow as started then as mentioned above you can use SWIA Tcode to process workitem as administrator.
Rgds,
Bharath
Edited by: bharath padmanabhan on May 18, 2011 5:27 PM

Workflow Approver Substitution

In SRM system , when the approver is going on vacation , he can set substitute approver for the specified time period. Questions are
1) whether this substitution can be done by workflow administrator .
2) what is the difference between active substitution and passive substitution .
Request comments from the experts having experience with this Scenario.
Regards
Mani

Hi,
See these related threads /links for active/passive substituion diffrences:
Re: Want to know about substitute functionality in SRM
Re: Passive Substitute and Default Approver's Inbox
http://help.sap.com/saphelp_srm30/helpdata/en/ee/8804050393ea4596330fe181092003/content.htm
BR,
Disha.
Do reward points for useful answers.

Substitution rules for GP workflow Items

Hello Experts,
We have configured GP workflow to display GP workflow Items. It is working fine.
Now the requirement from client is, they want a substitution rules functionality for the GP workflow Items.
If somebody goes on leave or sick, workflow Items which are already assigned to that persion, should be moved to another persion so that he/she can work on that.
I have tried using Substitution rules available in UWL. but it seems this option is only available for AdHocSystem connector only and not to GPConnector.
Can somebody let us know, how we can use this functionality for GP as well?
Thanks,
Bhavik

Hello Experts,
We have configured GP workflow to display GP workflow Items. It is working fine.
Now the requirement from client is, they want a substitution rules functionality for the GP workflow Items.
If somebody goes on leave or sick, workflow Items which are already assigned to that persion, should be moved to another persion so that he/she can work on that.
I have tried using Substitution rules available in UWL. but it seems this option is only available for AdHocSystem connector only and not to GPConnector.
Can somebody let us know, how we can use this functionality for GP as well?
can anybody help whether this fucntionality is possible with GP connector or any other alternative is available like based on URLs with ProcessID and taskID observations??
Thanks,
Sunil

Workflow approval of substitution (PA2003)

Hi All,
I just like to ask how we can resolve our problem on the approval of substitution.
Background of the problem:
An employee filed for 1 month substitution (WRS) e.g. 07/01/2009 to 07/31/2009 (C/shift) and it was approved. Within that month also, the employee filed for another substitution e.g. 07/15/2009 (DWS - A/shift), 07/16/2009 to 17/172009 (DWS - B/shift) 7/22/2009 (DWS - A/shift) and those dates were approved within the same date and time. Usually the manager sellect all record and then click approved. We have created a customized function module to delimit the record.
Therefore in the above scenario the result should be:
07/ 01/2009 to 07/14/2009 (C/shift) - original file
07/15/2009 to 07/15/2009 (A/shift) -inserted record
07/16/2009 to 07/31/2009 (C/shift) - original file
07/16/2009 to 07/17/2009 (B/shift) - inserted record
07/18/2009 to 07/31/2009 (C/shift) - original file
07/18/2009 to 07/21/2009 (C/shift) - original file
07/22/2009 to 07/22/2009 (A/shift) - inserted record
07/23/2009 to 07/31/2009 (C/shift) - original file
In the background processing, the system should unlock the record all the records one by one. Our problem now is that some delimited records are not created because the workflow is unlocking the other record even if the other workflow is not yet done delimiting the original record. Is there a way to set up the workflow that it will not process the substitution file if the delimitation of the previous records is not yet finished. Or is there another way to set up the workflow that it will address or problem.
Thanks,
Gina:)

It is, but not with criteria workflows (at least, not directly).
There is, however, another type of workflows, called "basic workflows", and:
"Generally, if a Basic workflow contains multiple content items, none of them are released to the system until all of the items have been released from completion of the workflow. However, if you release a content item from the edit state as a side effect, you can release that content item without waiting for all items in the Basic workflow." This is from where the line in the email template comes from.
Yet, another option would be using Folios - items could be approved one by one (this use case would work better if individual items have different approvers), and in addition, an item containing references to all of them, a folio, would have to be approved. You could automate that the folio could not be (auto-)approved unless all contained items have been approved.

ESS Workflow substitution activation

Hi Experts
I need the help regarding the substitutation of Workflow on ESS. For standard leave workflow when I am activating the substituation from business workplace in R/3 its working fine. But the same thing when I had done in ESS UWL iview to activate the substitution in ESS, its showing that its activated and successful but none of the workitems are sent to the substitute approver for action.
Other thing is that for the first time when I had activate the substitution in the system and completes the leave process, and deactivate the substitution than also system is displaying the name of the substitute approver, not the actual approver on ESS leave request screen.
Do I need to do any settings for this. Plz help me in this regard.
Thanks
Sheetal Gupta

Please check the link
http://help.sap.com/erp2005_ehp_04/helpdata/EN/0b/1fc20097b74c41b38621ec2a9454bb/frameset.htm
read the documentation on how it is done

WorkFlow Substitution

Dear all,
I have a question regarding the Substitution with work flow. Pleaes help !! Many thanks in advance!!
The scenario is as follow:
*Approver 2 is Approver 1's subsititue; Workflow will trigger an email notification to the approver(s) once there is a PR waiting for approval
Steps to replicate during substitutions:
1) PR creator creates the PR and saved
2) Work item sent to both Approver 1 and 2
3) Email notification (Inbox --> Document) only send to Approver 1 only but not forwarded to Approver 2.
Is is possible to use the substitution to forward both the work item and email notification to the substitute??
If yes, and How ??
Many many thanks!!
Cheers,
Dragon

Goto Approvers SAP Inbox and follow the following steps
1. On Menu Click SETTINGS->WorkFlow Settings-> Maintian Substitute---> (Approver2)
2. Now add the user as subsitute and mark it as Active
3. Now you Adopt this Substitute (Approver2)
Note : In the above steps we need to give the days that howe many days the substitute is valid so that he can view all the workitems and mails as the Approver1.

Substitution in Workflow

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