SBWP - Workflow Substitution Situation A: The workflow approver is going on vacation for a week and would like to set up a substitution for their inbox (see ‘Active Workflow Substitute’). Situation B: The workflow approver's assistant should always have access to the approver's inbox in order to substitute when necessary (see ‘Passive Workflow Substitute’). There are two options for setting up workflow substitutes. The substitute can either be maintained as an active or passive substitute. * Active = A date range must be indicated and the substitute will only see the approver’s inbox items for as long as the date indicated. « Passive = No specific date range is provided and the substitute can activate their substitution for that approver whenever they desire. Active Workflow Substitute 1. Transaction SBWP (or Inbox icon). Click on the following menu path: Settings< Workflow Settings < Maintain substitute, @ za Business Workplace of Wa nowmessooe fi) Fnditr Oi) ve ‘€] vresd Documents 20 {E oocumenis 274 EO steesenirys bo mm eu sow seine Persona seta wyne T. i Sieh een Display gelation assignment TET ont substiion Metin subse news svete ‘ortvew atte 2. Click on your name and click on the icon shown below to create a substitution ‘oninneRie3. Enter the user id of the substitute individual and click on ‘Start Search’ as shown. Note:_Use the “*’ to search using only part of the user's name. l.e. *walker* ‘Search Term | User by adess data Search Tom IE powatker o\a - If only one id is found it will bring you immediately to step 4, however if more then one choice exist you will have to select the correct id and then proceed to step 4. 4, Fill out the date of your leave and click on the checkbox ‘Substitution active' followed by ‘Save’. Note: More than one person can be set up as the active workflow substitute by repeating pe 1 Suvstutefor Wayne T. Ochs Substitute Janice L walker ‘Substitution data Valiaty 05/14/2007 to 08/18/2007 Profle General substitution 5. When the substitute logs into their inbox, the items from the approver inbox will also be seen along with their own inbox items.Passive Workflow Substit Steps performed by approver: 1. Transaction SBWP (or Inbox icon). Click on the following menu path: Settings< Workflow Settings < Maintain substitute, @ 31 @@ amesetne oy) Sn mney Emel oe — Business Workplace of Wayne T.. iz = : Son oevew anos eset ‘7 newmessae i Festsse (8 Findon Sawvnanyevedt —-Reshypanatanl enema © wove one xe Big wot stenton = rs JIG ercsutenaon 8 G] ves Dac 208 [no ~ orion seas } oocuments 274 fra.) aca sunsttse 1 ator : Adontview Overdue enties 0 Deadine messages 0 Minconet ones 0 2. Click on your name and click on the icon shown below to create a substitution. Cowie ieee GE swnsmses or postions _3. Enter the user id of the substitute individual and click on ‘Start Search’ as shown. Note: Use the * to search using only part of the user's name. l.e. *walker* SeechTem | User abe de ewe tom (mt bowaer ole - Ifonly one id is found it will bring you immediately to step 4, however if more then one choice exist you will have to select the correct id and then proceed to step 4. 4. Enter beginning date as today's date and ending as ‘01/01/999' and click on ‘Save’. Do not check the box ‘Substitution active’, Note: More than one person can be set up as the passive workflow substitute by repeating step 1-2. Substitute for Wayne T. Ochs Substitute Janice LWalker ubsthuton data valiaty 05/14/2007 i 01 /01/8900(3) Profle General sutton Substitution active ReSteps performed by the substitute: 1. When the substitution individual logs into their workbox they will not see anything immediately. When they are ready to review the approver's inbox they click on the following menu path: Settings < Workflow settings < Adopt substitution. S| Mice settings b aM @ Workflow settings * Bersonal settings le ice LM ‘Switch off preview Display organizational assignment Find doce Refresh organizational environment Adopt substitution endsubstnton t Maintain substitute Activate substitute | Adontview 2. Click on the checkbox beside the approver you would like to substitute for and click on ‘Enter’. Bite-Choose Supetiution | TB ware Ochs suvstiute3. When the substitute no longer wants to review the approver's inbox, click on the following menu path: Settings < Workflow settings < End substitution. a Bd @@ tice setings to mm @! rasa noreneeaee 7 Wott ets ersonal stings Business Workplace of Janice Lv : é * Sich of preview Display organizational asianment PF Newmessage Gi] Find ower [A Find dort Save when you ext Retresh arganizational environment T= sont suvsttton 2 Worpace Janice L Water — © Simeon cnt sustion @] Unread Documents 6 Worl maintain supste 1 Documents 14 (ExT) Activate substitute TBR agoptview Additional Notes: + The user assigned as a substitute must also have the same release code role as the approver they are approving on behalf of. * If substitution was not set up before the approver left, the backup individual (substitute) can still approve on behalf of the approver using transaction MES4N or MESS.