Task Classification and Substitution Profiles
Bratzler, Loren
Loren.Bratzler at nscorp.com
Tue Feb 24 11:20:12 EST 2015
Margaret,
The other key difference between “Receive my tasks” and “Fill in for Me” is that the substitute has to do a “take-over” (UWL) or adoption (Bus Workplace) of the substitution rule in order to start seeing tasks on behalf of the delegator.
So If I designate you to be a “Fill In” substitute for me, when you first go to your UWL or business workplace, you won’t automatically see my tasks.
If you are using the Business Workplace, you would need to adopt the substitution rule using menu path: Settings ==> Workflow Settings ==> Adopt Substitution:
[cid:image001.png at 01D05021.EDF1BD10]
You are then presented a screen where you select the rule that you want to adopt:
[cid:image002.png at 01D05022.D9FA15E0]
Once you adopt the rule, then you can start seeing the tasks on behalf of that person.
If you use the UWL, the substitute must go to the Manage Substitution Rules screen and in the bottom section of the screen, the user will see “Other Users’ Substitution Rules”. The substitute must click on the “Take Over” button to activate the rule so that they can start seeing the tasks on behalf of the delegator:
[cid:image003.png at 01D05023.5F66E280]
After doing the Take-Over, the button changes to “End Take-Over” which allows the substitute to turn the rule back off:
[cid:image004.png at 01D05023.5F66E280]
As Kjetil said, the “Fill-In” rule is best used if you just want someone to be able to work on your tasks when you are out of the office (either planned or unplanned). The “Receive” rule is best used when you want someone to always be able to see and work on your tasks. We have many executives who have admin assistants that use the “Receive” type rules so the assistant can always do their work for them!
Loren
-----Original Message-----
From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu] On Behalf Of Kjetil Kilhavn
Sent: Tuesday, February 24, 2015 10:17 AM
To: SAP Workflow Users' Group
Subject: [EXTERNAL] Re: Task Classification and Substitution Profiles
Tirsdag 24. februar 2015 14.36.27 skrev Margaret Jaco:
> Is there anybody out there who can explain the difference between
> ‘Receive my Tasks’ and ‘Fill in for me’. To me they seem the same. Can
> anybody help pinpoint the difference.
It is the same as the backend difference between active and inactive substitution. I usually explain it by saying "fill in for me" is for unplanned absences, while "receive my tasks" is for planned leave.
"Fill in for me" is probably most relevant for people processing tasks that should be handled quite fast, i.e. a couple of days of unplanned absence may be a problem.
> Thanks,
>
> Margaret Jaco.
> Staples Australia
>
>
> From: sap-wug-bounces at mit.edu [mailto:sap-wug-bounces at mit.edu] On
> Behalf Of Bratzler, Loren
Sent: Wednesday, 25 February 2015 1:19 AM
> To: SAP Workflow Users' Group
> Cc: Blankenship, Jackie A.; Phillips, Jonathan
> Subject: RE: Re: Task Classification and Substitution Profiles
>
>
> Thank you everyone for the replies. Thanks to what Kjetil mentioned
> about “General” substitution, I now see what is happening.
>
>
> When our users create a substitution rule through the UWL, the screen
> initially defaults to the profile “ALL”:
>
>
> [cid:image001.png at 01D0509B.77C3AD90]<mailto:[cid:image001.png at 01D0509B.77C3AD90]>
>
>
>
>
>
> The user can use the drop-down to select one of the other profiles if
> they want to, but it will not allow them to leave the profile blank:
>
>
> [cid:image002.png at 01D0509B.77C3AD90]<mailto:[cid:image002.png at 01D0509B.77C3AD90]>
>
>
>
>
>
> The issue occurs when they do choose the “ALL” profile. The resulting
> table entry in HRUS_D2 ends up with the profile field being blank:
>
>
> [cid:image003.png at 01D0509B.77C3AD90]<mailto:[cid:image003.png at 01D0509B.77C3AD90]>
>
>
>
> This then treats the newly created substitution rule as “General”
> substitution.
>
>
> If I use a back-end utility to change the profile field from blank to
> “ALL”, then the new task classification does get excluded from the
> substitute’s view.
>
>
> So does this imply that the default profile of “ALL” that shows up in
> the Manage Substitution Rules screen is really the “General” profile
> and not our custom defined profile named “ALL”? Or is it possible
> there is some kind of bug in the UWL substitution function that is not passing the “ALL”
> profile to the backend table?
>
>
>
>
> Loren Bratzler
>
> Norfolk Southern Corporation
>
>
>
>
>
>
>
> -----Original Message-----
> From: sap-wug-bounces at mit.edu<mailto:sap-wug-bounces at mit.edu>
> [mailto:sap-wug-bounces at mit.edu] On Behalf Of Kjetil Kilhavn
Sent:
> Tuesday, February 24, 2015 6:01 AM
> To: SAP Workflow Users' Group
> Subject: [EXTERNAL] Re: Task Classification and Substitution Profiles
>
>
>
> Tirsdag 24. februar 2015 09.19.05 skrev Dart, Jocelyn:
>
>
> > Hi Kjetil
>
>
>
> > No not harsh just grimly realistic.
>
>
>
> >
>
>
>
> > Biggest problem with task profiles to me is you can only assign 1
> > task
>
>
>
> > classification per substitute. So if you want to assign eg travel
>
>
>
> > tasks & budget tasks to the same substitute that's not permitted.
>
>
>
>
> I assume you mean profiles here - because a profile with both travel
> tasks and budget tasks can be created so the substitute would only
> have to be defined once to get both types of tasks.
>
>
> But I agree that this can be a problem, as an organization using a
> wide variety of workflow tasks may end up with an unmanageable number
> of substitution profiles since you have to create a substitution
> profile for every combination of classfication someone will want to
> assign. Thorough analysis is necessary to reduce the number of
> profiles as much as possible.
>
>
> Combined with good assignment of possible agents it should be
> manageable with quite a few task classes I would think, but perhaps
> not when you exceed 10-15.
> I don't have any experience with a high number of task classes, but
> with five classes it is at least not a problem. We actually ended up
> with fewer profiles than task classes there - but it will depend on
> policies and a lot of factors.
>
>
>
>
>
> > I have seen some sites create wrappers for task launch to recheck
> > the
>
>
>
> > executing users authority before launching the application itself.
>
>
>
>
> There are as always many roads leading to Rome.
>
>
>
>
> > Others have created their own substitution checks. Eg in BADIs that
>
>
>
> > only permit users to assign a substitute of equal or greater
> > authority
>
>
>
> > or limit substitutes to managers in the same reporting line
>
>
>
> >
>
>
>
> > I'm still hoping for better answers
>
>
>
>
> It would be an improvement if the substitute could be assigned to
> selected substitution profiles instead of just one. One could probably
> remove the entire profile concept, and let the substitute be assigned
> directly to selected task classes. Not a minor change though...
>
>
>
> > Rgds
>
>
>
> > Jocelyn
>
>
>
> >
>
>
>
> > Sent from my iPhone with many apologies for the spelling, grammar
> > and
>
>
>
> > any other deficiencies
>
>
>
> > > On 23 Feb 2015, at 10:40 pm, Kjetil Kilhavn
> > > <list.sap-wug at vettug.no<mailto:list.sap-wug at vettug.no<mailto:list.sap-wug at vettug.no%3cmailto:list.sap-wug at vettug.no>>>
>
>
> > > wrote:
>
>
>
> > >
>
>
>
> > > Don't be so harsh on SAP Jocelyn - they try their best ;-)
>
>
>
> > >
>
>
>
> > > The main problem is that task classification is not obligatory,
> > > and
>
>
>
> > > that it is not mandatory to select a substitution profile (in GUI
>
>
>
> > > the lack of a profile is accompanied by the description “General
>
>
>
> > > substitution”, I guess this is equivalent to the “All tasks”
>
>
>
> > > selection in the UWL although it appears as if you select a
> > > profile in the UWL).
>
>
> > >
>
>
>
> > >
>
>
>
> > > You *can* solve your problem by doing the following:
>
>
>
> > > 1) Implement a measure (I don't know if there are any explicit
>
>
>
> > > enhancement
>
>
>
> > > possibilities) to ensure that “All tasks”/“General substitution”
> > > is
>
>
>
> > > not an accepted choice of substitution profile.
>
>
>
> > >
>
>
>
> > > 2) Assign classification to all tasks in use, and create the
>
>
>
> > > substitution profiles for all required combinations of task classes.
>
>
>
> > > Even if you don't have to assign task classification to a task for
>
>
>
> > > which substitution should not be possible I would recommend
> > > creating
>
>
>
> > > a class that makes it obvious that it is excluded from substitution.
>
>
>
> > >
>
>
>
> > > The “General substitution” profile is the only profile that allows
> > > a
>
>
>
> > > substitute to see tasks without classification, so both steps are
>
>
>
> > > required.
>
>
>
> > >
>
>
>
> > > I have not implemented such solutions (customer did not want to),
>
>
>
> > > but it would be a permanent and proper solution to the problem
> > > which
>
>
>
> > > could be applied to any number of tasks without requiring further
>
>
>
> > > development. It would also (and I would argue this is equally
>
>
>
> > > important) force users to actively make a choice of substitution
>
>
>
> > > profile. They often don't, even if the substitute should only
> > > handle
>
>
>
> > > e.g. approval of purchases and invoices.
>
>
>
> > >
>
>
>
> > > Lørdag 21. februar 2015 08.17.11 skrev Dart, Jocelyn:
>
>
>
> > >> Hi Loren
>
>
>
> > >> Unfortunately I suspect what you are missing is the reality check
>
>
>
> > >> on task classification capabilities or lack thereof - perhaps try
>
>
>
> > >> work item exit or a wrapper function or the Substitution BADIs
>
>
>
> > >> instead Rgds Jocelyn
>
>
>
> > >>
>
>
>
> > >> Sent from my iPhone with many apologies for the spelling, grammar
>
>
>
> > >> and any other deficiencies
>
>
>
> > >>
>
>
>
> > >> On 21 Feb 2015, at 8:08 am, Bratzler, Loren
>
>
>
> > >> <Loren.Bratzler at nscorp.com<mailto:Loren.Bratzler at nscorp.com<mailt
> > >> o:Lore
> > >> n.Bratzler at nscorp.com%3cmailto:Loren.Bratzler at nscorp.com<mailto:n.Bratzler at nscorp.com%3cmailto:Loren.Bratzler at nscorp.com>>>> wrote:
>
>
> > >>
>
>
>
> > >> Hello Wuggers!
>
>
>
> > >>
>
>
>
> > >> We have a situation here where the business realized that Annual
>
>
>
> > >> Performance Reviews can be opened and read by UWL Substitutes.
>
>
>
> > >> They want us to exclude tasks related to the Annual Appraisal
>
>
>
> > >> process from a UWL Substitute’s view when they are working on
> > >> items
>
>
>
> > >> on behalf of someone else.
>
>
>
> > >>
>
>
>
> > >> I found this very good article on SCN that explains the process
> > >> for
>
>
>
> > >> creating task classifications and assigning those classifications
>
>
>
> > >> to substitution profiles:
>
>
>
> > >>
>
>
>
> > >> http://wiki.scn.sap.com/wiki/display/HOME/Link+Substitution,+Clas
> > >> si
>
>
>
> > >> ficati
>
>
>
> > >> on+ and+Profiles
>
>
>
> > >>
>
>
>
> > >> However, I am struggling to make this work.
>
>
>
> > >>
>
>
>
> > >> Our situation is that we basically have two Substitution profiles.
>
>
>
> > >> One is named “ALL” (for all tasks) and the other is named
>
>
>
> > >> “TRAVEL_APPRO” (for only approving travel related tasks). What I
>
>
>
> > >> tried to do was define a new Classification for performance
> > >> reviews
>
>
>
> > >> named “PDR” (Personal Development Review). We use the standard
>
>
>
> > >> appraisal workflow, WS12300110, which has standard task
> > >> TS12300115
>
>
>
> > >> for the employee to read and respond to their performance review.
>
>
>
> > >> I assigned task TS12300115 to the new “PDR”
>
>
>
> > >> classification. But then I did not assign “PDR” as a
>
>
>
> > >> classification for the “ALL” substitution profile. PDR is not
> > >> assigned to any profile.
>
>
> > >>
>
>
>
> > >> My thinking was that if the new classification is not included in
>
>
>
> > >> any profile, then the tasks assigned to that classification would
>
>
>
> > >> not show up in the substitutes’ queue, regardless of which
> > >> profile they were using.
>
>
> > >>
>
>
>
> > >> Am I missing something here?
>
>
>
> > >>
>
>
>
> > >> Any help is greatly appreciated!
>
>
>
> > >>
>
>
>
> > >> Loren Bratzler
>
>
>
> > >> Norfolk Southern Corporation
>
>
>
> >
>
>
>
> > _______________________________________________
>
>
>
> > SAP-WUG mailing list
>
>
>
> > SAP-WUG at mit.edu<mailto:SAP-WUG at mit.edu<mailto:SAP-WUG at mit.edu%3cmailto:SAP-WUG at mit.edu>>
>
>
>
> > http://mailman.mit.edu/mailman/listinfo/sap-wug
>
>
>
>
> --
>
> Kjetil Kilhavn / Vettug AS (http://www.vettug.no)
>
>
>
> _______________________________________________
>
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>
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