My Inbox - Adding A Substitute To Approve Workflows | Scribe

    My Inbox - Adding A Substitute To Approve Workflows

    • Gwen Hall-DiFabio |
    • 11 steps |
    • 2 minutes
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      Keep in mind the following when working with substitutes: - Substitute approvers will have access to all workflow approvals available in My Inbox - requisitions, iForms, JVs, etc. Approvers cannot designate substitutes by workflow type. - Substitutes will receive an email notification that a workflow is available for approval. - If you work in both My Inbox and the Universal Worklist (UWL) for approvals, validate substitutes are set in both as setting a substitute in one will set for both. This ensures there are no gaps that hinder transaction approval. - As a reminder, SAP Electronic Requisitions can only be approved in My Inbox, and Buy@Duke carts can only be approved in the UWL or the Fiori App created specifically for Buy@Duke. See this [quick reference ](https://scribehow.com/shared/Universal_Worklist_UWL__Adding_A_Substitute_To_Approve_Workflows__AVBnBDqkQ9K2Jv2OS0wC-A)for creating substitutes in the UWL which includes information for clearing errors that may appear if substitutes are set in My Inbox and accessed in the UWL. - Notify the person beforehand that you will be setting them as a substitute for approvals in your absence. Choose approval substitutes in partnership with your manager and business unit guidance. - You maintain your approval access when someone is acting as a substitute.
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      With **My Box** open, select **Your Profile** in the upper right corner.
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      In the **My Profile** drop-down window, select **Manage My Substitutes.**
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      In the lower right corners of the screen, select **Add New Substitute.**
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      In the **Substitute** pop-up box, enter the employee's name who will have delegated approval responsibility. Select **Search.**
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      When the search returns, click on the person's name.
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      Select **All Task Groups** to forward approval tasks. **Please note:** Do not use Professional, Disciplinary, or All.
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      Select the **Start and End Date** of the **Substitution Period** using the calendar. Select **Save** once you enter the appropriate dates.
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      While you can select the year to set a long substitution period, consider working with finance staff that support your area or Company Code to update workflow rules if someone needs to be your substitute for a period beyond a typical leave period.
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      The **Manage Substitute** screen displays the person and date range who will also have approval access to your workflow approvals.
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      Repeat these steps to add a second substitute.
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      To prevent workflows from being "stuck" during unplanned absences and to allow the most flexibility during emergencies, it is best practice to have two people with access to any workflow approval.
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      The system will automatically discontinue substitute access at the end of the **Substitution Period**. To end it sooner, select **Delete.**
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      Confirm the deletion to remove the substitute.