adding a substitute approver for the absent person as admin

[Former Member]

Hi

I would like to add a substitute approver for a person who is absent for an unknown period. I have the admin rights in the system. Can anyone tell me how can I do that.

regards

manoj

[former_member195032]

Hi Manoj,

Use Function Module 'RH_SUBSTITUTES_LIST' to make substitution.

If you want to create a program for this.

Use link below and create a custom program.

https://www.sdn.sap.com/irj/sdn/wiki?path=/display/snippets/workflow%2buser%2bsubstitution%2butility

Thanks,Nishant

[former_member114630]

We actually created a special t-code in SRM for the administrator (me) to set up substitutes. It is looking at table HRUS_D2. If you have access to SM30, you should be able to maintain a new entry for the original approver and the substitute, enter a date range, and decide if the substitute should be passive or active.

Monique

[Former Member]

Monique,

This is an interesting set up you have here. We may have a need for something like this.

If the work item has been sent to the rightful approver and now you're designating a substitute approver, does the work item get forwarded to the substitute approver automatically? Will that remove the work item from the rightful approver's inbox?

Can you explain a bit further how this works and how it's tied to the approval workflow?

Thank you,

SN

[former_member114630]

The work item remains in the original approver's inbox until the substitute does something with it. If I physically forward it to the substitute's inbox, it would be removed from the original approver's inbox.

It is not really tied to the approval workflow. If the original approver is unavailable, obviously, we cannot login as them in order to set up the substitute. The table is the solution for this.

Let me know if you have any further questions.

Monique

[Former Member]

So this is just a way to maintain "backup" approvers so SC's aren't held up when the original approvers are out of the office. This table tells the admin who the backups are and the admin can manually forward work items to the backups for approval. Since this is not tied to the approval workflow, it's a manual process to reroute the work items, correct?

Thanks,

SN

[former_member114630]

This table actually mimics what the users have set up as substitutes. I can add to the table in case the original approver forgets to set up a substitute. There is no need to reroute the work items because the substitute will see the items automatically.

[yann_bouillut]

Hi Monique,

HRUS_D2 is not accessible in standard through SM30.

How do you add entries ?

Kind regards,

Yann

[former_member114630]

Our programmer created a Z transaction code that looks at program SAPLHRUS_D2. But, I can also maintain them through SM30. It could be a security issue if you are unable to maintain them.

Monique

[yann_bouillut]

Hi Monique,

I have sap_all & sap_new authorizations ...

I don't understand how you can access this table through sm30

Kind regards,

Yann

[former_member114630]

Don't know what to tell you. In SRM, I access SM30, enter the table name HRUS_D2, click Maintain. Then, I click on New Entries, add my entries, and save.

[yann_bouillut]

HI Monique,

Besides, program SAPLHRUS_D2 does not exist in my SRM50 SP7 ??

Kind regards,

Yann

Message was edited by:

Yann Bouillut

[yann_bouillut]

Hi, Monique,

if you go to se11 and display the table.

then navigate to "delivery and maintenance" tab

then do you get "display/maintenance allowed with restrictions" ?

kind regards,

Yann

[former_member114630]

We get "display/maintenance allowed".

We are on SRM 4.0. We used the table based on previous discussions either within this forum or the workflow forum. If the program is not available past SRM 4.0, then we better find another solution soon.

[yann_bouillut]

Hi,

Thus you have a different behaviour in SRM40.

In SRM50 , table cannot be maintained in SM30 and program you mentioned does not exist anymore...

Kind regards,

Yann

[former_member114630]

Yann,

Thanks for the heads up. Hopefully, someone else on this thread can give suggestions as to what to do beyond SRM 4.0. I have found the program quite useful since users tend to forget about setting up substitutes.

I had looked at PO13 (relationship A210) before. But, that doesn't seem to work for us since the documents are apparently routing to the user, not the position.

I apologize to the rest of the group if my suggestions do not apply to your situation.

[yann_bouillut]

Hi Monique,

Don't worry ))

Just to inform the community that your solution is valid until SRM40

Kind regards,

Yann

[yann_bouillut]

Hi,

Meanwhile i found the perfect program with step by step procedure in SRM50 :

RMPS_SET_SUBSTITUTE

With this program, you can easily create and delete substitute for a user (graphical display).

Table HRUS_D2 is filled correctly.

kind regards,

Yann

[Former Member]

Hi Manoj,

Log in as the person who is leaving on a vacation and go to the approval screen. On the right hand side, select the "Substitute" link

From here on its very self-explanatory. You can assign and transfer a substitute. You can also select the date range when you want the substitution to be active.

Thanks,

Aravind