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Managing Substitutions in My Inbox 2.0 app SAP NetWeaver (7.5) – Gateway

Joaquin Fornas

2

Document History

Document Version Authored By Description Date Created

1.0 Joaquin Fornas Fiori White Paper February 2, 2017

Document Version Reviewer Description Date Created

How to Setup a Fiori Tile Step-by-Step Using Web IDE

www.sap.com

TABLE OF CONTENTS

Document History ...................................................................................................................................................... 2

ABSTRACT .....................................................................................................................................................4

Chapter 1 – My Inbox 2.0 .......................................................................................................................................... 4

Chapter 2 – Classifications ......................................................................................................................................... 4

Chapter 3 - Activating User Search ............................................................................................................................ 4

Chapter 4 – Assigning the Substitution ..................................................................................................................... 4

CHAPTER 1 MY INBOX 2.0 .............................................................................................................................5

My Inbox 2.0 app ....................................................................................................................................................... 6

CHAPTER 2 CLASSIFICATIONS ........................................................................................................................8

Define classification labels for tasks .......................................................................................................................... 8

Define substitution profiles ....................................................................................................................................... 9

Grouping the classifications into profiles ................................................................................................................ 10

Assigning the classification profile to the workflow task ........................................................................................ 10

CHAPTER 3 ACTIVATING USER SEARCH ........................................................................................................ 14

CHAPTER 4 ASSIGNING THE SUBSTITUTION ................................................................................................. 15

Creating substitutions .............................................................................................................................................. 15

Planned Substitutions .............................................................................................................................................. 16

4

Abstract

Chapter 1 – My Inbox 2.0 1.1. My Inbox 2.0 app

Chapter 2 – Classifications 2.1. Creating the new SAP System Alias

Chapter 3 - Activating User Search 3.1 Activating User Search

Chapter 4 – Assigning the Substitution 4.1. Creating Substitutions

4.2. Planned Substitutions

4.3. Unplanned Substitutions

4.4. Displaying tasks as a substitute employee

5

Chapter 1 My Inbox 2.0

This document contains all the information you will need to customize and manage substitutions

in My Inbox 2.0 app.

Note

This document will relate to a Frontend (NetWeaver Gateway system 7.50) and

a Backend S4HANA system. For each step, it is specified if the action should be

performed on the Frontend or in the Backend.

Requirement

Install and configure NetWeaver 7.5 or higher. NetWeaver 7.5 already comes

with SAP Gateway, SAP_GWFND 7.5, and SAP_UI 7.5

Windows 7, 8.1, or 10 for development and configuration

Install the SAP Logon utility.

Having a Fiori Launchpad properly configured.

Having My Inbox app 2.0 properly configured. Check this document in order to

achieve this.

Requirement

Prior to doing the customizing for substitutions, the following notes must be

imported in the systems either via Support Package or via SNOTE:

Backend system:

2383723 - Substituted user not returned by Taskgateway

2378051 - Task Classification is not checked by task processing service for tasks of a

replaced person

2338666 - Passive substitutions in task gateway (backend part)

Frontend system:

2362505 - Passive substitutions in task gateway (gateway part)

2361312 - Time zone handling of substitution rules by task gateway

6

My Inbox 2.0 app

My Inbox 2.0 was released on January 2016. You can see its main features in this blog. In this document we will

explain the configuration for the substitutions functionality.

The first step is checking that My Inbox app 2.0 is working properly. When you log on into the Fiori Launchpad,

you should be able to see My Inbox tile into its corresponding group:

Figure 1 - My Inbox tile in the Fiori Launchpad

When you click on the tile, you should be able to see the app, with the corresponding items and the “Accept”

and “Reject” buttons:

7

Figure 2 - My Inbox app

In this document, we will customize the substitutions in My Inbox 2.0. Substitutions can be found by clicking on

the user name on the top right of the screen and choosing “Manage My Substitutes”

Figure 3 - Manage My Substitutes

8

Chapter 2 Classifications

The first step for setting up the substitutions is customizing the classifications. All the customizing included in

this chapter must be performed in the backend system.

Define classification labels for tasks

Go to transaction SPRO

1. SAP Customizing Implementation Guide

2. SAP NetWeaver

3. Application Server

4. Business Management

5. SAP Business Workflow

6. Basic Settings

7. Maintain task classes

Figure 4 – Maintaining Task Classes

Create a new task class for your inbox.

Figure 5 – Creating a new task class

9

Define substitution profiles

The next step is creating the substitution profile.

Go to transaction SPRO in your backend system:

1. SAP Customizing Implementation Guide

2. SAP NetWeaver

3. Application Server

4. Business Management

5. SAP Business Workflow

6. Basic Settings

7. Substitute Profile

8. Define Substitute Profile

Figure 6 – Define Substitute Profile

Create a new entry with the following key:

Figure 7 – Creating a new substitution profile

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Grouping the classifications into profiles

After defining the names of the substitution profiles, it is time to assign the classifications to the profiles.

To assign the classifications to profiles, go to your backend system and in the SPRO transaction, choose:

1. SAP NetWeaver

2. Application Server

3. Business Management

4. SAP Business Workflow

5. Basic Settings

6. Substitute Profile

7. Assign Substitute profile

Figure 8 – Assigning substitution profile

A profile may have several classifications. In this case, assign your substitute profile with the classification

created in the previous section:

Figure 9 – Assigning substitution profile to classification profile

Assigning the classification profile to the workflow task

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The next step is assigning the previous created classification profile to the workflow task that we will display in

the inbox. This is done in transaction PFTC.

1. Go to transaction PFTC and enter the workflow you want to create substitutions for and click on

“Display”

Figure 10 – Transaction PFTC

2. Go to the “Workflow Builder”

Figure 11 – Choosing the Workflow Builder

12

3. Into the workflow builder, double click on the user tasks you want to create the substitution for.

Figure 12 – Choosing the user task for the substitution

13

4. In the task screen, go to Additional Data->Classification-> Create

Figure 13 – Creating classification

5. Assign the classification created in the prior section to the workflow.

Figure 14 – Assigning the classification to the task

14

Chapter 3 Activating User Search

Activating User Search

As mentioned in SAP Note 2106212, you must activate the user search before being able to search for

substitutions.

Go to SPRO transaction in your frontend system and follow the customizing path:

1. SAP Customizing Implementation Guide

2. SAP NetWeaver

3. SAP Gateway Service Enablement

4. Content

5. Task Gateway

6. Task Gateway Service

7. Task Gateway Service Settings

Figure 15 – SPRO path for Task Gateway Service Settings

Mark the “Enable User List” flag

Figure 16 – Enable User List

Note

This issue is also mentioned in SAP Knowledge Base Article 2419849

15

Chapter 4 Assigning the Substitution

The next step would be entering ‘My Inbox’ app and assigning the substitute.

In My Inbox, substitution rules can be created for planned or unplanned absences.

Creating substitutions

Logon to the Fiori Launchpad and click on My Inbox app.

Figure 17 – Entering My Inbox app

Click on the “options” button on the top right corner of the screen and choose “Manage My Substitutes”.

Figure 18 – Choosing option “Manage My Substitutes”

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In this screen, we can see both planned and unplanned substitutions.

Figure 19 – Planned and Unplanned substitutions

Planned Substitutions

Click on “Add New Substitute” on the bottom right corner.

Figure 20 – Add a New Substitute

Enter a search field for the user that will replace you. These users must be created in both the frontend and the

backend systems.

17

Figure 21 – Choosing the substitute agent

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Choose the desired user and assign it to the substitution profile created in chapter 2:

Figure 22 – Choose the right substitution profile

19

Choose the substitution period and click on “Save”

Figure 23 – Save the substitution period

20

After this, the substitution is created and can be seen in the “Planned” tab of “Manage My Substitutes”

Figure 24 – Enabled substitution screen

Note

Sometimes the error " Value/Date does not represent a valid date/time" appears.

This issue happens when you do not choose an end date. Check SAP Knowledge

Base Article 2441274 for troubleshooting this problem.

Unplanned Substitutions

Logon to the Fiori Launchpad and click on My Inbox app.

Figure 25 – Entering My Inbox app

21

Click on the “options” button on the top right corner of the screen and choose “Manage My Substitutes”.

Figure 26 – Choosing option “Manage My Substitutes”

In this screen we can see both planned and unplanned substitutions. Choose Unplanned.

Figure 27 –Unplanned substitutions

22

Click on “Add New Substitute” on the bottom right corner.

Figure 28 – Add a New Substitute

23

Enter the name or surname of the user who will replace you in the search field. These users must exist in both

the frontend and the backend systems.

Figure 29 – Choosing the substitute agent

24

Choose the desired user and assign it to the substitution profile created in chapter 2:

Figure 30 – Choose the right substitution profile

There is no substitution period this time.

25

After this, the substitution is created and active:

Figure 31 – Enabled substitution screen

Displaying tasks as a substitute employee

Logon as the substitute employee. No task can be seen yet.

Figure 32 – Substitute screen after logon

Click on the user name on the top right corner and choose “Substitute for”.

Figure 33 – Choosing “Substitute for”

26

Note

“Substitute for” button must only be used for unplanned substitutions. It is not

intended for planned substitutions. See SAP Knowledge Base Article 2404385 for

details

The users you are substituting will appear:

Figure 34 – Activating substitution

27

Now all the substitution tasks can be seen in the Inbox:

Figure 35 – Activating substitution