Automatic Forwarding

Thu Sep 21 05:42:28 EDT 2006

Hi Joanne,

OSS note 74000 (Q&A: Substitution in Business Workflow) is best source here. Couple of things to keep in mind:

1. Office document auto-forwarding is not the same as workflow workitem auto-forwarding.

2. In the note, active/passive is defined thus:
(a) Actively assume substitution "..user A actively takes on the substitution for another user, B,"                                                                                      
(b)Automatic forwarding  "User B must enter user A as a substitute and activate this substitution."

Personally, I find that very hard to remember. I too always want to think of the activate check box as leading to active substitution, but in fact it activates "auto-forwarding," a passive activity!!

A best practice I would argue for is to route workflows to positions, then centrally changing substitutions (because of unexpected or long-term absences) becomes a controlled activity through PD-org, which is very function rich (i.e. all types of procedures can be catered for). 

regards

Phil

-----Original Message-----
From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu]On Behalf
Of Mike Pokraka
Sent: 21 September 2006 10:12
To: 'SAP Workflow Users' Group'
Subject: RE: Automatic Forwarding

Hi Joanne,
There are two types of substitution setup:
Active is when someone is going on vacation, all items will 
automatically be visible to the sub.
Passive is when people set up a sub and leave the 'activate' unchecked. 
The sub will not automatically see the items but can adopt the 
substitution to view the other's inbox. This is useful for unforeseen 
absence and it is recommended that everyone set up a permanent passive sub.

If this is followed then in theory you won't need the maintenance apart 
from exceptional circumstances.

Hope that helps.
Cheers,
Mike

________________________________________
From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu] On Behalf 
Of Joanne Johnson
Sent: 20 September 2006 19:50
To: keohan at ll.mit.edu; sap-wug at mit.edu
Subject: Re: Automatic Forwarding

Sue,

Thanks for the info.  Are there any other "hidden" tables behind the 
scenes for substitutions or is a simple dialog maintenance of HRUS_D2 
all it takes?  Thanks.

Joanne

 >>> keohan at ll.mit.edu 9/20/2006 2:31 PM >>>
Hi Joanne,

We created a maintenance dialog for table HRUS_D2.  This allows 
adminstration of substitutes
centrally (and has even been endorsed by some folks at SAP!)

Cheers,
Sue

Joanne Johnson wrote:

 > Thanks Mark,
 > 
 > Substitution did the trick.  This will work great when a user has a
 > planned absence like vacation.  Is there something that can be used by
 > the Workflow Administrator to perform substitution for a specific user
 > in the case where a user is out unexpectedly (i.e. illness) to allow
 > someone else to do the work?
 > 
 > Joanne
 >
 >  >>> mark.pyc at gmail.com 9/20/2006 10:16 AM >>>
 > G'day Joanne,
 > 
 > Automatic Forwarding is for mails only. The concept you need for
 > workitems is Substitution available in SBWP under Settings > Workflow
 > Settings.
 > 
 > Good luck,
 > Mark
 >
 > 
 > On 9/20/06, *Joanne Johnson* <JoanneJohnson at jo-annstores.com
 > <mailto:JoanneJohnson at jo-annstores.com>> wrote:
 >
 >     Good Morning,
 >     
 >     I am a new workflower and am playing around with automatic
 >     forwarding and cannot seem to get it to work.  I am on SAP 4.7.
 >     Here's what I've tried:
 >     
 >     In the Business Workplace, Settings -> Office Settings, I created an
 >     entry to forward from user A to user B for a specific date/time
 >     range.  The workflow was created in the Inbox of user A and I
 >     expected it to be in user B.  What am I missing?  Is this one of
 >     those "wait until after midnight" things for sync'ing up?
 >     
 >     I also tried creating an auto forwarding rule using trans SO36 and
 >     got the same results.  I checked tables SOSU and SOUD and verified
 >     that the USRNO in the forwarding rule is set up ok and it is.  Both
 >     users are set up as possible agents.  Am I missing a config setting
 >     somewhere?
 >     
 >     Also, how does the checkbox "Also place in inbox" work.  If it's
 >     checked, does it remain in User A's inbox as well as User B's
 >     inbox?  I looked for documentation but could not find any.  It seems
 >     to work the same whether I check it or not.
 >     
 >     Lastly, if an auto forwarding rule is set up either via SO36 or by
 >     the user via Office Settings, how can it be changed?  For example, I
 >     want to change the checkbox?
 >     
 >     Thanks for the help.
 >     
 >     Joanne Johnson
 >     
 >
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 >     SAP-WUG at mit.edu <mailto:SAP-WUG at mit.edu>
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 >
 >
 >
 >
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-- 
Susan R. Keohan
SAP Workflow Developer
MIT Lincoln Laboratory
244 Wood Street
LI-200
Lexington, MA. 02420
781-981-3561
keohan at ll.mit.edu
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