Description of the User Interface (SAP Library - Getting Started

Description of the User Interface

Use

The Universal Worklist (UWL) contains task-related lists that help you with the following:

● Perform tasks assigned to you

● Create tasks and assign them to other users

● Send task-related information to other users

● Request information from others

● Monitor the status of task requests

● Manage substitutions

● Manage attachments

The UWL allows you to select which list category to display. For more information, see: Personalizing the UWL Display

Elements on the User Interface

The user interface of the UWL contains three parts:

● Title area with tabs and other control functions

● Item list with action bar

● Details area containing work items (optional)

Functions in iView Tray

Functions	Description
Show	Dropdown list options for a list of tasks/sub views
Create Task	Creates a collaboration task associated with the task item selected. This starts the collaboration task wizard which prompts you to enter the details of the new task, including steps, nominees, attachments, and so on. For details on how to create a collaboration task, see the Using Collaboration Tasks document.
Show Filters	Search function in the Subject column. A search term produces results with those tasks that contain the relevant text string. Search by Priority, Due Date, Send Date, or Text (in subject field), or by a combination of search filters.
Hide Filter	Visible in Filter mode. Choose this function to hide the filter.
Show Preview	Displays task details in area beneath the task list.
Hide Preview	Visible in Preview mode. Choose this function to hide the preview.
Functions that are displayed when you choose the icon (this is displayed next to the Show/Hide Preview link)
Update	Refreshes the status of all work items from the source work item providers; executed work items will be deleted and new work items and other changes to the system configuration and the connection status will be added.
Personalize View	Configures the worklist display features for the current user. For more information, see: Personalizing the UWL Display
Manage Substitution Rules	Opens the user interface for substitution. For more information about related functions, see Substitution.
Display Connection Status	Displays the connection status of the connected systems.

Tabs on the UWL Screens

Note

Which icons, links, and buttons are displayed on your portal pages depends on your configuration. You may or may not see some of those listed here in the documentation.

Link/Functions	Description	(x_n/y_n)*
Tasks	Current list of the user's tasks. The task status changes from New to In Process for the SAP Business Workflow when you launch an item (automatic claim), or when you choose Claim. For a collaboration task, you set the item to In Process yourself.	(n) First Number - Number of items with status New. (n) Second Number – Total number of tasks.
Alerts	When the critical situation described in the alert category arises, the system sends the determined users an alert instance. Once configured, you can access these alerts in the UWL screens.	(n) First Number – Number of alerts called. (n) Second Number – Total number of alerts.
Notifications	The UWL Notifications screen contains a table with a list of messages about events, copies of worklist-related messages, and other statuses. Various pushbuttons, icons, and a hyperlink to detailed message information help you to understand the notification.	(n) First Number – Number of items not yet read by user. (n) Second Number – Total number of notifications.
SAP Office Mails	On this tab page you find mails that were by you from the SAP Business Workplace. If you edit the mails here then this is reflected immediately in the backend in the SAP Business Workplace.	(n) First Number – Number of mails not yet read by user. (n) Second Number – Total number of mails.
Tracking	This tab displays all tasks/requests by the tracked-by users. There are two default filters: Completed and Uncompleted.	(n) Number – Number of tracked tasks

* The numbers in brackets to the right of the category titles represent the ratio of the number of new items (x) relative to the total number of new items and those in progress (y).

Example

Tasks (2/3) means there are two new tasks out of a total of three items that are either new or in progress.

Task-Related Functions on the UWL User Interface


Function	Description
Resubmit	Opens the resubmission user interface. See Resubmit Tasks for more details.
End Resubmission	Puts the task back to the current time.
Managing Attachments	Opens the user interface for managing attachments. Here you can upload and delete attachments. See Managing Attachments.
Assigned Tasks	Tasks assigned to you (Note: this may be in a specific collaboration task, not in the general UWL).
Tracked Tasks	Tasks assigned to you and other users that you can track.
Approve/Reject	These options are only available in the Approvals sub category for each work item to be approved. To approve the work item, choose Approve. To reject the work item, choose Reject. You can approve or reject multiple rows simultaneously.
Submit Memo	You can write notes to yourself or to other users who are tracking your request. You can also submit a memo before completing a task.
Submit Decisions	Submit approvals or rejections
Complete Task	Use this function to confirm and complete the task.
Edit	Edit the properties of the selected task.
Delete	Deletes the task or request. The iView is not automatically updated when you delete an item. To update the iView, choose Refresh.
Create Request	Creates a new work item for the collaboration task. See Using Collaboration Tasks.
Back	Returns to the previous page.
Show All of This Type	Displays all work items in the selected category.
Display detail	Displays the task in a separate window.

Functions in the Item Preview Area

Function	Description
Open Tasks	Opens an SAP task.
Forward	Forwards the task or request to another user. Use the search window to add one new user or to add an existing selection of users. The forwarded item is removed from your worklist and is then displayed in the user's worklist for forwarded items.
Claim	Removes the action or work item from the worklist of the processor and assigns it to the user who wants to claim the work item. The item is now displayed in the worklist of the user who claims it.
Revoke Claim	Puts the action back into the worklist of the processor after it has been claimed. The work item is now displayed in the worklist of all processors (for this item) and all processors can claim it for processing.

Alert-Related Functions

Function	Description
Reject	Rejects an incoming alert. It is removed from the alert list.
Confirm	Use this button to confirm the alert. Once confirmed, the alert is no longer displayed in your inbox.
Forward	Forwards alerts. The forwarded work item is displayed in the user's worklist for forwarded items; however, it also remains in the worklist of the owner.

Icons on the UWL and Collaboration Task Screens

Symbols	Description
	Display connection status of all systems that provide work items
	Display work item attachments
	Status of task is new
	Task is in progress
	Task is confirmed and awaiting approval
	Task is completed
	Display detail
	Sort column
	Escalate task
	Escalated work items
	Memo attachment
	Hover menu; choose to display options

The following table describes the different hover menu options in the UWL: To display the menu options available, click on the ‘ This graphic is explained in the accompanying text ’ icon next to the column text.

Hover Menus

These are the options that are displayed when you right-click the work items.

Columns	List/Description
Subject	Edit - edit work item
	Forward - forward to another user (or to multiple users) and, where necessary, add comments
	Delete - delete task
	Change status - change status to New, In Process, or Completed and Awaiting Approval.
	Escalate - select the indicator to escalate; enables you to sort the tasks in the Escalate column
	De-escalate - Unselect the de-escalate indicator
By Send E-Mail Create Appointment Show Availability Send Instant Message Share Application Start WebEx Session Create Room Create Session	These are collaboration-related tasks. For more information, see the collaboration User Guide.
By Create Task Create Feedback Request Create Nomination Request	Create a new collaboration task item using these options. See Tasks.
Progress	Percentage of work completed
Escalate	To de-escalate the task, choose Remove Flag

The following is a list of the default columns that are displayed on the UWL user interface. You can customize these columns. See Personalizing the Display.

List of Default Columns

Columns	Description
Subject	Subject text that was entered when the task was created.
Priority	Displays the priority level for the task. Choose Low, Normal, High, or Very High.
By	Name of the user who created the request
Sent	Date on which the request was sent
Due	Due date for the task

The following table describes the different dropdown menu options in the UWL.

Dropdown Menu Options (Sub Views)

Menu Option	Description
Open Tasks	Use the Open Tasks category to display the list of available tasks. Various pushbuttons, icons, and a hyperlink to detailed message information help you to understand the tasks.
Completed Tasks	Use the Completed Tasks category to display a list of completed tasks. Various pushbuttons, icons, and a hyperlink to detailed message information help you to understand the completed tasks.
Forwarded Tasks	Use the Forwarded Tasks category to display a list of forwarded tasks. Various pushbuttons, icons, and a hyperlink to detailed message information help you to understand the completed requests.

Details Area

You can perform actions on an item in the Details area. From this area you can check the following:

Approve, Reject, Send Memo, Edit, Forward and Delete.

Functions Displayed in the You Can Also Area

Note

Only some of the following functions are displayed for some tasks.

Functions	Description
Show Preview	You can display the item preview area if you are currently in a different view.
Show Memos	The content of this area changes to display the item's memo and history view.
Create Ad Hoc Request	Starts creating the task sub process. See Sub Process for more information.
Show All Collaboration Approvals	See all of the collaboration approvals for the task.
Display Details in SAP GUI	Launches the SAP transaction screen. To return to the original Overview screen, choose Back.

More information:

For more information about creating a task using the collaboration task wizard, see Collaboration Tasks.