Managing Substitutions in My Inbox 2.0 app
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1 Managing Substitutions in My Inbox 2.0 app SAP NetWeaver (7.5) Gateway Joaquin Fornas 2016 SAP AG. All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, SAP HANA, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adaptive Server, ianywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase Inc. Sybase is an SAP company. Crossgate, EDDY, B2B 360, and B2B 360 Services are registered trademarks of Crossgate AG in Germany and other countries. Crossgate is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
2 Document History Document Version Authored By Description Date Created 1.0 Joaquin Fornas Fiori White Paper February 2, 2017 Document Version Reviewer Description Date Created 2
3 How to Setup a Fiori Tile Step-by-Step Using Web IDE TABLE OF CONTENTS Document History... 2 ABSTRACT...4 Chapter 1 My Inbox Chapter 2 Classifications... 4 Chapter 3 - Activating User Search... 4 Chapter 4 Assigning the Substitution... 4 CHAPTER 1 MY INBOX My Inbox 2.0 app... 6 CHAPTER 2 CLASSIFICATIONS...8 Define classification labels for tasks... 8 Define substitution profiles... 9 Grouping the classifications into profiles Assigning the classification profile to the workflow task CHAPTER 3 ACTIVATING USER SEARCH CHAPTER 4 ASSIGNING THE SUBSTITUTION Creating substitutions Planned Substitutions... 16
4 Abstract Chapter 1 My Inbox My Inbox 2.0 app Chapter 2 Classifications 2.1. Creating the new SAP System Alias Chapter 3 - Activating User Search 3.1 Activating User Search Chapter 4 Assigning the Substitution 4.1. Creating Substitutions 4.2. Planned Substitutions 4.3. Unplanned Substitutions 4.4. Displaying tasks as a substitute employee 4
5 Chapter 1 My Inbox 2.0 This document contains all the information you will need to customize and manage substitutions in My Inbox 2.0 app. Note This document will relate to a Frontend (NetWeaver Gateway system 7.50) and a Backend S4HANA system. For each step, it is specified if the action should be performed on the Frontend or in the Backend. Requirement Install and configure NetWeaver 7.5 or higher. NetWeaver 7.5 already comes with SAP Gateway, SAP_GWFND 7.5, and SAP_UI 7.5 Windows 7, 8.1, or 10 for development and configuration Install the SAP Logon utility. Having a Fiori Launchpad properly configured. Having My Inbox app 2.0 properly configured. Check this document in order to achieve this. Prior to doing the customizing for substitutions, the following notes must be imported in the systems either via Support Package or via SNOTE: Backend system: Substituted user not returned by Taskgateway Requirement Task Classification is not checked by task processing service for tasks of a replaced person Passive substitutions in task gateway (backend part) Frontend system: Passive substitutions in task gateway (gateway part) Time zone handling of substitution rules by task gateway 5
6 My Inbox 2.0 app My Inbox 2.0 was released on January You can see its main features in this blog. In this document we will explain the configuration for the substitutions functionality. The first step is checking that My Inbox app 2.0 is working properly. When you log on into the Fiori Launchpad, you should be able to see My Inbox tile into its corresponding group: Figure 1 - My Inbox tile in the Fiori Launchpad When you click on the tile, you should be able to see the app, with the corresponding items and the Accept and Reject buttons: 6
7 Figure 2 - My Inbox app In this document, we will customize the substitutions in My Inbox 2.0. Substitutions can be found by clicking on the user name on the top right of the screen and choosing Manage My Substitutes Figure 3 - Manage My Substitutes 7
8 Chapter 2 Classifications The first step for setting up the substitutions is customizing the classifications. All the customizing included in this chapter must be performed in the backend system. Define classification labels for tasks Go to transaction SPRO 1. SAP Customizing Implementation Guide 2. SAP NetWeaver 3. Application Server 4. Business Management 5. SAP Business Workflow 6. Basic Settings 7. Maintain task classes Figure 4 Maintaining Task Classes Create a new task class for your inbox. Figure 5 Creating a new task class 8
9 Define substitution profiles The next step is creating the substitution profile. Go to transaction SPRO in your backend system: 1. SAP Customizing Implementation Guide 2. SAP NetWeaver 3. Application Server 4. Business Management 5. SAP Business Workflow 6. Basic Settings 7. Substitute Profile 8. Define Substitute Profile Figure 6 Define Substitute Profile Create a new entry with the following key: Figure 7 Creating a new substitution profile 9
10 Grouping the classifications into profiles After defining the names of the substitution profiles, it is time to assign the classifications to the profiles. To assign the classifications to profiles, go to your backend system and in the SPRO transaction, choose: 1. SAP NetWeaver 2. Application Server 3. Business Management 4. SAP Business Workflow 5. Basic Settings 6. Substitute Profile 7. Assign Substitute profile Figure 8 Assigning substitution profile A profile may have several classifications. In this case, assign your substitute profile with the classification created in the previous section: Figure 9 Assigning substitution profile to classification profile Assigning the classification profile to the workflow task 10
11 The next step is assigning the previous created classification profile to the workflow task that we will display in the inbox. This is done in transaction PFTC. 1. Go to transaction PFTC and enter the workflow you want to create substitutions for and click on Display Figure 10 Transaction PFTC 2. Go to the Workflow Builder Figure 11 Choosing the Workflow Builder 11
12 3. Into the workflow builder, double click on the user tasks you want to create the substitution for. Figure 12 Choosing the user task for the substitution 12
13 4. In the task screen, go to Additional Data->Classification-> Create Figure 13 Creating classification 5. Assign the classification created in the prior section to the workflow. Figure 14 Assigning the classification to the task 13
14 Chapter 3 Activating User Search Activating User Search As mentioned in SAP Note , you must activate the user search before being able to search for substitutions. Go to SPRO transaction in your frontend system and follow the customizing path: 1. SAP Customizing Implementation Guide 2. SAP NetWeaver 3. SAP Gateway Service Enablement 4. Content 5. Task Gateway 6. Task Gateway Service 7. Task Gateway Service Settings Figure 15 SPRO path for Task Gateway Service Settings Mark the Enable User List flag Figure 16 Enable User List Note This issue is also mentioned in SAP Knowledge Base Article
15 Chapter 4 Assigning the Substitution The next step would be entering My Inbox app and assigning the substitute. In My Inbox, substitution rules can be created for planned or unplanned absences. Creating substitutions Logon to the Fiori Launchpad and click on My Inbox app. Figure 17 Entering My Inbox app Click on the options button on the top right corner of the screen and choose Manage My Substitutes. Figure 18 Choosing option Manage My Substitutes 15
16 In this screen, we can see both planned and unplanned substitutions. Figure 19 Planned and Unplanned substitutions Planned Substitutions Click on Add New Substitute on the bottom right corner. Figure 20 Add a New Substitute Enter a search field for the user that will replace you. These users must be created in both the frontend and the backend systems. 16
17 Figure 21 Choosing the substitute agent Note In the first versions of My Inbox, service TASKPROCESSING did not support search in format <firstname><lastname>. This has been corrected in SAP Note
18 Choose the desired user and assign it to the substitution profile created in chapter 2: Figure 22 Choose the right substitution profile 18
19 Choose the substitution period and click on Save Figure 23 Save the substitution period 19
20 After this, the substitution is created and can be seen in the Planned tab of Manage My Substitutes Figure 24 Enabled substitution screen Note Sometimes the error " Value/Date does not represent a valid date/time" appears. This issue happens when you do not choose an end date. Check SAP Knowledge Base Article for troubleshooting this problem. Unplanned Substitutions Logon to the Fiori Launchpad and click on My Inbox app. Figure 25 Entering My Inbox app 20
21 Click on the options button on the top right corner of the screen and choose Manage My Substitutes. Figure 26 Choosing option Manage My Substitutes In this screen we can see both planned and unplanned substitutions. Choose Unplanned. Figure 27 Unplanned substitutions 21
22 Click on Add New Substitute on the bottom right corner. Figure 28 Add a New Substitute 22
23 Enter the name or surname of the user who will replace you in the search field. These users must exist in both the frontend and the backend systems. Figure 29 Choosing the substitute agent 23
24 Choose the desired user and assign it to the substitution profile created in chapter 2: Figure 30 Choose the right substitution profile There is no substitution period this time. 24
25 After this, the substitution is created and active: Figure 31 Enabled substitution screen Displaying tasks as a substitute employee Logon as the substitute employee. No task can be seen yet. Figure 32 Substitute screen after logon Click on the user name on the top right corner and choose Substitute for. Figure 33 Choosing Substitute for 25
26 Note Substitute for button must only be used for unplanned substitutions. It is not intended for planned substitutions. See SAP Knowledge Base Article for details The users you are substituting will appear: Figure 34 Activating substitution 26
27 Now all the substitution tasks can be seen in the Inbox: Figure 35 Activating substitution 27
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