HRSS ISR Initiate

Active/Passive Approver

Setup of Active/Passive Approver

• Active Substitute (Approver) – An employee designated by the
approver, who in a planned absence of the approver can make a
business decision on the validity and accuracy of an ISR. The
Active Substitute will receive tasks simultaneously as the original
Approver through workflow.

• Passive Substitute (Approver) – An employee designated by the

approver, who in an unplanned absence of the approver can
make a business decision on the validity and accuracy of an ISR.
The Substitute does not receive tasks through workflow and will
have to proactively adopt the initiators inbox to see workflow
items. The passive approver will continue to see workflow until
the substitution is ended.
 SBWP
Establish Active/Passive Substitute Approver

From the SAP User menu - Click to access

the SAP Business Workplace (SBWP)

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 SBWP
Establish Active/Passive Substitute Approver

• Click Settings
• Click Workflow settings
• Click Maintain substitute

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 SBWP
Establish Active/Passive Substitute Approver

The next dialog box should come up with

‘Personal Substitute’. If not click the icon
to change to Personal
Substitute.

Your name will list as the agent for your

workplace.
• Click to select your name
• Click create substitute icon

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 SBWP
Establish Active/Passive Substitute Approver

Search by name for the person to establish

as the substitute.

This person will also need the appropriate

security role to approve documents.
Please note: You can add a person that
does not have the proper security – this is
not limited to only displaying staff with
adequate access.

• Click Users by address data tab

• Enter all or partial last name followed by
the wildcard *
• Click enter icon to start search.
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 SBWP
Establish Active/Passive Substitute Approver

• The User Name field displays the

persons JHED Login ID
• Double click the correct employee to
select as the substitute

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 SBWP
Establish Active/Passive Substitute Approver

Your name will appear in the Substitute for field

The employee selected will appear in the

Substitute field

The Validity will default with the current system

date to 12/31/9999 (unlimited)

To make the substitute active – turn on the

Substitution active line item by clicking in that
field

Click the save icon

When the Substitution active box is not

checked/turned on, the employee selected is a
Passive substitute. The passive substitute has to
specifically choose to see the original approvers
inbox via the Adopt substitution (Settings –
Workflow settings – Adopt Substitution)

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 SBWP
Establish Active/Passive Substitute Approver

You will see the substitute displayed with

the status of Activated or Deactivated.
• Activated – workflow is automatically
forwarded to their inbox (Active Substitute)
• Deactivated – substitute must access the
approvers inbox (Passive Substitute)

This can be accessed at any time via the

Settings – Workflow settings – Maintain
substitute.

- allows you to edit the substitute (ie

set to active)

- allows you to change the assigned

until date

- allows you to delete a substitute

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• Passive Substitute:
– Can access the assigning Approver’s pending Inbox items.
• From R/3 Inbox, click Settings  Workflow settings  Adopt substitution.

• From the Shopping Cart Approval tab, click , then ‘Transfer

Substitution.’

• When finished approving/rejecting assigning Approver’s work items, the

Passive Substitute ‘ends’ substitution to retrieve own work items.
– This type of substitution is most often assigned as a permanent backup for
planned and unplanned absences.