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Show you how classification and substitute profiles can be linked with substitution.


A user's authorisation does not change if they are set as a substitute. e.g. their roles and profiles stay the same. When you are set as a substitute you do not assume the roles & profiles of the user you are substituting for. If you want to restrict a user's ability to execute work items then they need to look at the users authorisations and restrict them that way e.g. reduce their
application authorisations.

Classification and Substitution profiles can be used to limit what work items go to a users inbox but not their ability to execute work items.


You can arrange tasks and workflows into various classes within the SAP System. The classes professional, personal and disciplinary are standard. The system checks the task class under the field name TASK_CLASS in the authorization object S_WF_WI (The system uses this authorization object to check the authorization for carrying out specific actions on particular work items). The assignment of tasks to classes is also important in the definition of substitutes. You can also define that only those classes are displayed which refer to tasks or workflows of a particular class. Take this into account when you create new classes and assign tasks or workflows to the classes.

You can set this classification via the IMG:

You can now click 'New Entries' and create your own task classification. In my example below  I have added a classification called VAC_APP (Vacation Approval). I will assign this classification to all my tasks related to holiday/vacation approval.

Substitute Profile

You can define one or more substitutes for working with the Business Workplace. The access of a substitute are determined by the substitute profile which you assign to him/her when you set up the substitution. A substitute profile comprises of specific task classes (See section 1). Task classes describe individual tasks or standard tasks and the assignment is made in the task definition (See section 3). A user you have specified as a substitute can then log on as your substitute and your work items are displayed to the substitute in their Business Workplace with the restrictions resulting from their substitute profile. e.g. they will only see work items associated with the tasks that have the particular classification.

You can set the substitution profile via the IMG:

Creating a new Profile:  Simply click "New Entries" and add your profile. My profile is call PRO_VAC_APP (Profile for vacation approval). I will link this profile to my classification VAC_APP which I created in section 1.

Link your profile to your classification: Click on 'Assign Substitute Profile' in the IMG and link Profile PRO_VAC_APP to Classification VAC_APP (Vacation Approval).

Adding your classification to a standard task

Once the classification has been added as detailed in section 1 above you can then add this to your task or tasks. Go to transaction PFTS => Enter task ID (We are using our custom standard task 47008119) => Change Mode => Menu: Additional data => Classification => Create. Add the classification that we created in section 1 (Vacation Approval (VAC_APP)).

Adding your substitution profile when creating a substitution

Now when creating a substitution as detailed in Create a Substitute and you select your user or position to act as a substitute you have the option to select a Profile. F4 on this field and the substitution profile created in section 2 will be listed. Select this and activate if you wish the substitution to be lkive right away.

In the screenshot above user Eddie Morris has user Stephen Grainger as a substitute with Profile PRO_VAC_APP assigned. Profile PRO_VAC_APP is linked with classification VAC_APP which is assigned to task TS47008119. This means that substitute Stephen Grainger will only see work items of user Eddie Morris that are associated with task TS47008119.

Related Content

How to Create a Substitute

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1 Comment

  1. I think we are missing a lot of these high quality articles  like this one within the Workflow space. Thanks a lot for the post.