Substitution in SAP

SAP substitution allows task owners to designate a substitute to act on worklist tasks on their behalf. Worklist tasks can include approval tasks for PCRs, Travel and Purchase Re uisitions. A task owner can have !ultiple substitutes if desired. A task owner can designate different individuals to act on their behalf for different worklist tasks. See e"a!ple below. Task Owner #ane Janes Substitutes $ob is #anes substitute for Travel Sall% is #anes substitute for PCRs &race is #anes substitute for Re uisitions Tess is also #anes substitute for Re uisitions #oe is #anes substitute for Re uisitions, Travel and PCRs 'All Te"as State(

Manage Substitutions
To !anage substitution designees go to the SAP Portal Worklist, click on the icon choose )anage Substitution Rules. The icon screen. and is located at the far right hand side of the

When %ou click on )anage Substitution Rules a new window will open and *pop up+.

Click on the button

to create a new substitution rule.

,f %ou know the user id of the substitute, %ou can enter it directl% in the -o!inee field.

,f the user id is unknown, click on the

button to search for the substitute.

The last na!e onl% can be entered or the last na!e and partial first na!e can be entered to narrow the search. .nce the individual is found, click on the button
.

-ow select the substitution task fro! the drop down list/ Assign These Tasks. ,n this e"a!ple, we are selecting PCR Approval. PCR Approval, Travel Approval and Re uisition Approval are supported options. Selecting All will return an error and no substitute will be established. ,f a substitute is needed to approve Re uisitions, Travel and PCR docu!ents select the option *All Te"as State+ in Assign These Tasks.

-e"t select either the Receive )% Tasks or the 0ill in 0or )e radio button. ,f Receive )% Tasks is selected, the substitute will i!!ediatel% receive tasks in their Worklist to act upon. ,n this selection both the task owner and the substitute will receive e!ail notifications to alert the! to tasks needing action in the Worklist. -ow click on the button.

$% default, the substitution rule is enabled b% the .n button. Click

.

After clicking on Save, note that the screen displa%s the new substitution rule.

,f the desire is to create a substitute to *0ill ,n 0or )e+, an e"a!ple of the co!pleted selection screen is below. The substitutes that are set up as *0ill ,n 0or )e+ will not receive e!ail notifications.

Select the date the substitution should begin and click the

button.

-ote the differences in the Receives )% Tasks and the 0ills ,n 0or )e substitutes.

,f %ou are a substitute for so!eone else, this will displa% under .ther 1sers Substitution Rules. The *0ill ,n+ substitute !ust click the The *0ill ,n+ substitute should click the task owner. button in order to fill in for the task owner. button when finished filling in for the

,!portant2 Click Refresh when %ou return to the !ain worklist screen to see the results of Take .ver and 3nd Take .ver actions.

Quick Tip

-ote/ 4ou will see this error if for Assign These Tasks *All+ is selected.

.r if the substitute selected is not authori5ed via SAP securit% roles for the substituted activit%. Reminder: If a substitute is needed to appro e Re!uisitions" Tra e# and P$R documents se#ect t%e option &A## Te'as State( in Assign T%ese Tasks)