Show TOC

Procedure documentationChanging Worklist Assignments Locate this document in the navigation structure

 

You can use this function to assign (across components, if required) organizational units and users to your defined worklists.

Note Note

If you assign an organizational unit to a worklist, all the users belonging to the organizational unit are assigned automatically to the worklist. If all organizational units are assigned to worklists, managers only need to assign themselves to one higher level organizational unit. They are then assigned implicitly to the worklists of all their employees. They can now display an overview of the workload without assigning themselves to each individual worklist.

End of the note.

As well as enabling you to assign objects (organizational units and users) to worklists, this function provides the following processing and navigation options, which are described in more detail under "procedure":

  • Activating/deactivating assignment of an object to a worklist

  • Deleting the assignment of an object to a worklist

  • Deleting the assignment of all objects to a worklist

  • Deleting all worklist assignments for an object

  • Assigning assigned object to another worklist

  • Various search options

  • Displaying change documents for an object or worklist.

The last two options, and the option of displaying all assignments, are also available in display mode. To go to display mode, on the SAP Easy Access screen, choose   Cross-Application Components   Postprocessing Office   Worklist   Display Assignment  . Or you can call the relevant transaction in the application menu of the implementation. For more information, see Displaying Worklist Assignments.

Prerequisites

In Customizing for Postprocessing Office under Worklist execute the Customizing activity Define Worklists. To assign organizational units as well as users, you first need to execute the Customizing activity Define Root Organizational Unit.

Procedure

Initial Screen

  1. From the SAP Easy Access screen, choose   Cross-Application Components   Postprocessing Office   Worklist   Change Assignment  . Or you can call the relevant transaction in the application menu of the implementation. The initial screen Change Assignment appears.

  2. Enter the software component and choose Execute (Execute).

    Note Note

    The /SAPPO/ software component that enables you to process postprocessing orders across components is not included in the value help. It is, however, automatically added by the system to the components that you select.

    For more information, see Cross-Component Processing.

    The system displays the main screen Change Worklist Assignment.

    End of the note.
Main Screen

Note Note

You can find an overview of the structure of the main screen under Working with the Main Screen for Worklist Assignment.

End of the note.

An overview of the assignments is displayed on the main screen and the following functions are available there:

Assign Object (User or Organizational Unit) to Worklist

  1. Use Drag&Drop to assign the user from the user area (or the organizational unit from the organizational structure area) to the worklist in the worklist area.

  2. The symbol identifies the new object assignments. You can reverse the assignment by choosing Recall Assignment in the context menu for the new object assignment.

  3. Save your entries. The assignment is now active.

Assigning Multiple Users to a Worklist

  1. Use the Ctrl or shift key to select the users that you want to assign in the user area.

  2. Use Drag&Drop to assign the users to the desired worklist in the worklist area.

  3. The symbol identifies the new object assignments. You can reverse some or all of the assignments by selecting the relevant user(s) in the worklist area.

    • If you selected one user only, choose Recall Assignment in the context menu for the user.

    • If you selected more than one user, choose Delete/Recall for Selected Nodes in the context menu for one of the selected users.

  4. Save your entries. The assignment is now active.

Assigning One or More Users to Multiple Worklists

  1. In the user area, select the user or users that you want to assign.

    To assign more than one user simultaneously, use the Ctrl or shift key.

  2. If you selected one user only, choose Transfer to Clipboard in the context menu for the user. If you selected more than one user, choose Transfer All Selections to Clipboard in the context menu for one of the selected users.

  3. Use the Ctrl or shift key and select the worklists to which you want to assign the users.

  4. In the context menu for one of the selected worklists, choose Transfer Clipboard to Selected Worklists.

  5. The symbol identifies the objects that have just been assigned. You can now still reverse the assignment by selecting the relevant user(s) in the worklist area.

    • If you selected one user only, choose Recall Assignment in the context menu for the user.

    • If you selected more than one user, choose Delete/Recall for Selected Nodes in the context menu for one of the selected users.

  6. Save your entries. The assignments are now active.

Assigning One or More Organizational Units to Multiple Worklists

  1. Choose Transfer to Clipboard in the context menu of the relevant organizational unit in the organizational structure area.

  2. Repeat step one until you have copied to the clipboard all the objects that you want to assign to the same worklist(s).

    Note Note

    To display a list of all the objects on the clipboard, choose Display Clipboard in the context menu of one of the objects.

    To delete all objects from the clipboard, choose Delete Clipboard in the context menu for one of the objects.

    End of the note.

  3. Use the Ctrl or shift key and select the worklists to which you want to assign the users.

  4. In the context menu for one of the selected worklists, choose Transfer Clipboard to Selected Worklists.

  5. The symbol identifies the objects that have just been assigned. You can not still reverse the assignment by selecting the relevant organizational unit(s) in the worklist area.

    • If you selected one organizational unit only, choose Recall Assignment in the context menu for the user.

    • If you selected more than one user, choose Delete/Recall for Selected Nodes in the context menu for one of the selected users.

  6. Save your entries. The assignments are now active.

Activating/Deactivating Assignment of an Object to a Worklist

If you want to assign users as a back-up for helping out in different areas, it is recommended that you make the necessary assignments and then deactivate them temporarily. Proceed as follows:

  1. Choose Deactivate in the context menu for the assigned object in the worklist area.

  2. The symbol identifies the objects that have been deactivated.

  3. Save your entries.

To reactivate the assignment, choose Activate in the context menu for the relevant object. Save your entries. The assignment is now active.

Deleting the Assignment of an Object to a Worklist

  1. Choose Delete in the context menu for the assigned object in the worklist area.

  2. The symbol identifies the deleted object. You can reverse the deletion by choosing Recall Deletion in the context menu If you recall the deletion, the object goes back to its previous status.

  3. Save your entries. The object is no longer assigned to the worklist.

Deleting All Assignments to Worklist

  1. Choose Delete All Assigned Objects in the context menu for the relevant worklist.

  2. Confirm your entry.

  3. The symbol identifies all assigned objects. You can only reverse the deletion for every object individually. To do so, choose Recall Deletion in the context menu If you recall the deletion, the object goes back to its previous status.

  4. Save your entries. The worklist no longer contains any objects.

Deleting All Worklist Assignments for an Object

  1. Depending on whether you want to delete the worklist assignment for a user or for an organizational unit, you have the following options:

    • Choose Delete All Assignments for Object in the context menu for the relevant user in the worklist or user area.

    • Choose Delete All Assignments for Object in the context menu for the relevant organizational unit in the worklist or organizational unit area.

  2. Confirm your entry.

  3. The symbol identifies all assigned objects. You can only reverse the deletion for every object individually. To do so, choose Recall Deletion in the context menu If you recall the deletion, the object goes back to its previous status.

  4. Save your entries. The object is no longer assigned to any worklists.

Assigning Assigned Objects to an Additional Worklist

  1. You have the following options:

    • Reassign the user(s) or organizational unit(s) from the user area or organizational structure area using the procedure described above.

    • Use Drag&Drop to assign the assigned user(s) or organizational unit(s) to another worklist.

  2. The symbol identifies the users or organizational units that have just been assigned. You can still reverse the assignment, depending on whether you have have selected one or more objects, using the procedure described above.

  3. Save your entries. The assignment is now active.

Displaying Change Documents for a User, Organizational Unit, or Worklist

  1. Select a worklist, a user, or an organizational unit in the Worklist/User/or Organizational Structure area.

  2. In the context menu, choose Display Change Documents. A dialog box, which contains more detailed information about all assignment changes that were made for the selected object, is displayed.

See also:

Displaying Change Documents

Simulation

This function enables you to display an overview of the worklist assignments for a user.

  1. In the worklist, user, or organizational structure area, choose Simulate Use in the context menu for the user.

  2. The Additional Information dialog box appears. The system displays a list of the worklists assigned to the user.

Search Options
In Worklist Area: Search for User or Organizational Unit

  1. Choose Search in the context menu of the highest-level node or the node for a software component. The Object Search dialog box appears.

  2. Select the object type for which you want to search.

  3. Enter the user ID or the key for the organizational unit, and confirm your entry.

  4. The system displays all the objects assigned to the worklists that contains the object, and highlights the object in yellow.

In Organizational Structure Area: Search for Organizational Unit, Position, or User

  1. Choose Search in the context menu of the highest-level node or the node for a software component. The Object Search dialog box appears.

  2. Select the object type for which you want to search and confirm your entry..

  3. Enter the key for the organizational unit, the key for the position, or the user ID and confirm your entry.

  4. The system displays all the organizational units and positions that contain the object, and highlights the object in yellow.

In Organizational Structure Area: Display Next Search Result for User

  1. Choose Next Result in the context menu for a user assigned to lower level of an organizational unit.

  2. If the user is assigned to other organizational units, the system displays the positions and users for the first organizational unit found. The user is highlighted in yellow.

In User Area: Search for User

  1. Choose Search in the context menu of the highest-level node or of any user.

  2. The Object Search dialog box appears. Select the object type for which you want to search.

  3. Enter the user ID and confirm your entry.

  4. The object is highlighted in yellow.

    Note Note

    To hide the lower levels in the user area, choose Close all User Nodes in the context menu for the highest-level node.

    End of the note.