Substitution - How-to help doc
Soady, Phil
phil.soady at sap.com
Wed Jun 4 20:54:33 EDT 2003
If you wish to also give security access of a position when a substitution is made,
then you need to either, write a program that runs regularly after PFUD,
that adds the additional authorization (PFUD will/should remove it the next day).
Hence the daily back and forth. Daily run of both in other words.
Or with Position based security and using A210 substitutions and not Hrus_d2 substitutions,
you can have the system automatically allocate the authorization of the position to the user.
To do this, you must extend the eval path in t77aw for key US_ACTGR
to also have the A210 relationship. (Check with your security dude before doing this !!!!)
If you are planing to use substitutions more as more workflows are made,
then the classification of tasks, to allow specific delegation of SOME and not
all workflows, plus the design of workflows to minimise dialog access with
necessary security access, must be considered.
ie A user should be able to delegate some and NOT all of their tasks.
At this point the security design and substitution design overlap.
You need to consider both at the same time !
my 2 bobs worth.
Phil Soady
Senior Consultant
Business Technologies
SAP Australia
* : 0412 213 079
* : phil.soady at sap.com
-----Original Message-----
From: Dart, Jocelyn
Sent: Wednesday, June 04, 2003 4:33 PM
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Re: Substitution - How-to help doc
Hi Nat,
No - being a substitute only gives you access to the work items assigned to the original user. It does not give you any security rights to execute underlying transactions, i.e. you don't get more authority to the SAP system than you already have.
If you want to ensure that your substitutes can execute work items without changing security then possible strategies are:
* Use tasks where only common underlying transactions are used such as display transactions, user decision steps, form steps, etc.
* Educate/assist users to delegate to peers or superiors rather than subordinates
There are other options also - e.g. I have been at some sites where in some critical workflows with steps that cannot be performed by substitutes we first checked if a substitute exists before deciding who will be sent the step.
Some sites also create their own delegation tool so that business rules can be placed around who can be chosen as a substitute. Regards,
Jocelyn Dart
Consultant (SRM, EBP, Workflow)
and co-author of the book
"Practical Workflow for SAP"
SAP Australia
email: jocelyn.dart at sap.com
phone: +61 412 390 267
fax: +61 2 9935 4880
-----Original Message-----
From: Nat 4 Govender [mailto:ngovender4 at toyota.co.za]
Sent: Wednesday, 4 June 2003 3:03 PM
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Re: Substitution - How-to help doc
Hi All,
When performing this type of substitution does the person you have selected get all the authorizations as well?
(Embedded image moved to file: pic00041.jpg)
Rick Sample
<Rick.Sample at gbe.co To: SAP-WUG at MITVMA.MIT.EDU
m> cc:
Sent by: SAP Subject: Re: Substitution - How-to help doc
Workflow
<Owner-SAP-WUG at MITV
MA.MIT.EDU>
06/03/2003 08:55 PM
Please respond to
"SAP Workflow
Users' Group"
yes. Thanks!
It was a nice copy & paste to some screen shots I gave them...
>>> Vineet.Mehta at mbusi.daimlerchrysler.com 6.3.2003 1:11:23 PM >>>
Well said Namit, on the same token, it is easier to just give the personal substitute. Sometimes there are users who hold various positions and if you substitute per position, you have to activate and de-activate per position. Not very efficient. Personal Substitute is simple and easy to activate
and
de-activate. Just my 2 cents.
Vineet Mehta
Mercedes-Benz U.S. International, Inc
IT Department
Phone: 205-462-5482
namit.bhargava at us.ibm.com
Sent by: Owner-SAP-WUG at MITVMA.MIT.EDU
06/03/03 09:41 AM
Please respond to SAP-WUG
To: SAP-WUG at MITVMA.MIT.EDU
cc:
Subject: Re: Substitution - How-to help
doc
Delegation Rules (Out of Office feature of SAP R/3)
Maintaining substitutes
In the Business Workplace, choose Settings . Workflow settings . Maintain substitute. The Maintain substitute dialog box appears. To facilitate maintenance of the substitution, the Personal substitutes entry and the positions you occupy are displayed in the hierarchy on the Maintain
substitutes screen. You specify your substitute either as a personal substitute or as a position-related substitute.
Personal substitute
A personal substitute can see and execute all your work items, including those assigned to you via a personal agent assignment. You can only specify one other user as a personal substitute.
Position-related substitute
A position-related substitute can only see and execute the work items you have received on the basis of agent assignment at the level of position, job or organizational unit. You can enter another position or a user as a position-related substitute. Position the cursor either on the
entry Personal substitutes or on the relevant position, and select Create substitute.
You can maintain existing entries by double-clicking on the relevant entry.
If you want to maintain a position-related substitution, decide whether you want another position or another user as a substitute. Select either position or user as the substitute type and specify the number or the user name of the substitute.
Specify the validity period for the substitution on the detail screen for substitution. Only within this period can the substitute adopt the substitution.
Specify a substitute profile in the dialog box Detail screen substitution. Irrespective of whether you have created your substitute as a personal or position-related substitute, you can limit the scope of the work items displayed to your substitute by specifying a substitute profile. Select
the field Substitution active if applicable.
You must activate the substitution if you want work items to be visible for the substitute automatically from now on. If you do not activate the substitution, the substitute must adopt the substitution explicitly to see your work items.
Save your entries and exit substitute maintenance.
Activating substitutes
In the Business Workplace, choose Settings . Workflow settings . Activate substitute. The Activate substitute dialog box appears. Select the substitutes that you want to activate, and choose the function Activate.
Deactivating substitutes
In the Business Workplace, choose Settings . Workflow settings . Activate substitute. The Activate substitute dialog box appears. Select the substitutes that you want to deactivate, and choose the function Deactivate.
Adopting substitution
In the Business Workplace, choose Settings . Workflow settings . Adopt substitution. The Choose substitution dialog box appears. Select the user(s) for which you want to adopt substitution. Exit the dialog box.
Ending substitution
In the Business Workplace, choose Settings . Workflow settings . End substitution. The substitution is ended.
___________________________
Namit Bhargava
IBM Business Consulting Services
Cell: 215-668-6929
Rick Sample
<Rick.Sample at gbe.co To:
SAP-WUG at MITVMA.MIT.EDU
m> cc:
Sent by: SAP Subject: Substitution
- How-to
help doc
Workflow
<Owner-SAP-WUG at MITV
MA.MIT.EDU>
06/03/2003 09:48 AM
Please respond to
"SAP Workflow
Users' Group"
Sorry, I forgot to say what vers. -> 4.6C.
Does anyone know where I can find some sort of a quick reference guide to setup substitution? I want to give our User Support folks a how-to guide so they can walk the users through this process.
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