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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 PurchaseReuisitions.

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 Janes Substitutes

#ane $ob is #anes substitute for Travel

Sall% is #anes substitute for PCRs

&race is #anes substitute for Reuisitions

Tess is also #anes substitute for Reuisitions

#oe is #anes substitute for Reuisitions, Travel and PCRs 'All Te"as State(

Manage Substitutions

To !anage substitution designees go to the SAP Portal Worklist, click on the icon and

choose )anage Substitution Rules. The icon is located at the far right hand side of the

screen.

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

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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.

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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 Reuisition

Approval are supported options. Selecting All will return an error and no substitute will

be established. f a substitute is needed to approve Reuisitions, Travel and PCR

docu!ents select the option *All Te"as State+ in Assign These Tasks.

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-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.

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$% 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.

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Select the date the substitution should begin and click the button.

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-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 button in order to fill in for the task owner.

The *0ill n+ substitute should click the button when finished filling in for the

task owner.

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!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

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-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 approe Re!uisitions" Trae# and P$R

documents se#ect t%e option &A## Te'as State( in Assign T%ese Tasks)