Maintaining and Activating Substitutes 

Use

This procedure enables you to name personal or position-related substitutes in the Business Workplace:

·        Personal substitute

A personal substitute can see and execute all your work items, including those assigned to you via a personal agent assignment.

You can only enter one other user as the personal substitute.

·        Position-related substitute

A position-related substitute can only see and execute the work items you have received on the basis of agent assignment at the level of position, job or organizational unit.

You can enter another position, a user, or a person (object type P) as a position-related substitute.

Maintaining substitutes

In the Business Workplace, choose Settings ® Workflow settings ®  Maintain substitutes. The Maintain substitute dialog box is displayed. This dialog displays your personal substitutes and you also have the option of creating new substitutes and delimiting or deleting existing ones.

You can also display your positions and create, delimit, or delete position-related substitutes by choosing Substitutes for positions.  For the individual procedures, see below.

The user interface for this function has been changed slightly for Release 4.6c and above. For more information, see SAP Note 754425.

Creating personal substitutes

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You are in the Maintain substitutes dialog box.

       1.      Position the cursor on your user name and choose Create substitute. The Select user dialog box is displayed.

       2.      Specify a user and choose Next. The Detail screen substitution dialog box is displayed.

       3.      Enter the validity period for the substitution.

The substitute can only adopt the substitution within this period.

       4.      Enter a substitute profile in the dialog box Detail screen substitution.

You can restrict the range of work items that are visible to your personal or position-related substitute by specifying a Substitute profile. For more information on substitution profiles and the assignment of task classes for substitution profiles, see Customizing by choosing SAP Web Application Server ® Business Management ® SAP Business Workflow ® Basic Settings (Organization Management) ® Substitute Profile.

       5.      Select the Substitution active field, if applicable.

You must activate the substitution if you want work items to be visible for the substitute automatically from now on. If you do not activate the substitution, the substitute must adopt the substitution explicitly to see your work items (for the procedure for this, see Adopt substitution below). You can also activate the substitution yourself at a later date. The procedure for doing so is described under Change substitution and Activate substitution.

       6.      Save your entries. The new personal substitute you created is shown in the Maintain substitute dialog box under your user name.

Creating position-related substitutes

You are in the Maintain substitutes dialog box.

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       1.      To create a position-related substitution, choose Substitute for positions. The subsequent dialog box Substitution for positions displays the positions to which you are assigned.

       2.      Position the cursor on the position for which you want to create a substitution and choose Create substitute. The Select substitute type dialog box is then displayed.

       3.      Here you can decide whether you want to be substituted by a different position, a different user, or a different person. To do so, select the relevant substitution type (Position, User, or Person) by selecting the relevant line (the object type) and choosing Next. Depending on which substitution type you selected, a dialog box is then displayed in which you select the person, user, or position, as applicable.

       4.      Select the substitute (person, user, or position) by entering a search term or by using the structure search, and then choose Next. The Detail screen substitution is displayed in which the Personal substitution indicator is deactivated.

       5.      Enter the validity period for the substitution.

       6.      Enter a substitute profile, if applicable.

       7.      Select the Substitution active field, if applicable.

For more information about the last three steps, see steps 3 – 5 of the procedure under Create personal substitute above.

       8.      Save your entries. The new position-related substitute you created is displayed under the relevant position in the Substitution for positions dialog box.

Changing substitutions

You are in the Maintain substitutes dialog box. You have the option of changing a personal substitution here. To change a position-related substitution, choose Substitute for positions.

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       1.      Position the cursor on the substitution that you want to change.

       2.      Select which kind of change you want to make:

                            a.      To delimit a substitution, choose Delimit. The Delimit substitution dialog box is displayed in which you can enter a delimitation date for the substitution. Enter the date and choose Delimit.

                            b.      To delete a substitute, choose Delete substitute. The substitute is now no longer shown under your user or under the relevant position.

                            c.      To change the Validity period or Substitute profile, or to activate the substitution, choose Select. Make your changes in the Detail screen substitution dialog box that is shown. Save your entries.

Activating substitutes

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       1.      In the Business Workplace, choose Settings ® Workflow settings ®  Activate substitutes.

Either the Substitutes for positions or Personal substitutes dialog box is displayed.

       2.      Select the substitute that you want to activate by positioning the cursor on the relevant substitute (switch to the dialog box for personal or position-related substitutes, if necessary).

       3.      Choose Activate.

You can also activate a substitution when creating or changing substitutions by choosing Maintain substitutes (see above).

Deactivating substitutes

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       1.      In the Business Workplace, choose Settings ® Workflow settings ® Activate substitute.

Either the Substitutes for positions or Personal substitutes dialog box is displayed.

       2.      Select the substitute that you want to deactivate by positioning the cursor on the relevant substitute (switch to the dialog box for personal or position-related substitutes, if necessary).

       3.      Choose Deactivate.

You can also deactivate a substitution when changing substitutions by using Maintain substitute. To do so, deselect the Substitution active indicator in the Detail screen substitution.

Adopting substitutions

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       1.      In the Business Workplace, choose Settings ® Workflow settings ® Adopt substitution.

The Choose substitution dialog box appears.

       2.      Select the substitutions for the user(s) or positions for which you want to adopt a substitution.

       3.      Choose Next.

Ending substitutions

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In the Business Workplace, choose Settings ® Workflow settings ® End substitution. All existing substitutions will be terminated.