Work Items in the SAP GUI

In the SAP GUI, work items are displayed in the SAP Business Workplace (transaction SBWP).

SAP Business Workplace: Main Overview

Area	Information and comments
1	Folders	This is where the folders in your SAP Business Workplace are displayed, in hierarchical order. To see work items that relate to the xSuite workflow, go to Inbox → Workflow.
2	Work Item List	This is where work items from the selected folder are displayed. Double click on a work item to open it.
3	Work item preview	This is where a preview of the selected work item is displayed. The preview can be hidden.

Area

Information and comments

Folders

This is where the folders in your SAP Business Workplace are displayed, in hierarchical order.

To see work items that relate to the xSuite workflow, go to Inbox → Workflow.

Work Item List

This is where work items from the selected folder are displayed.

Double click on a work item to open it.

Work item preview

This is where a preview of the selected work item is displayed.

The preview can be hidden.

Work Items: Main Overview in the SAP GUI

Section		Information and comments
1	Buttons	Depending on the workflow task in which a document is being processed, different buttons will be available. For information on the buttons available for the document, see: "Edit Confirmation Items": Buttons "Approve Order Confirmation": Buttons "Release Order Confirmation": Buttons "Edit Rejected Order Confirmation": Buttons "Post Order Confirmation": Buttons
2	Attachments	This is where the attachments to the document are displayed. The first attachment is the image itself (e.g., the order confirmation). Other files such as terms and conditions can be added as attachments. The file type of the attachment is indicated in parentheses. The document is displayed in xSuite Viewer. For information on the xSuite Viewer, see Working with the xSuite Viewer. All other attachments are displayed in a simple page view.
3	Display	Here, you can open or hide Header Data, Item Data, Item Details, Text and xSuite Log. You can also expand or collapse the sections by clicking directly on the title bar of a section. You can save your display settings (Settings area → Save Screen Settings).
4	Settings	This is where you can make your personal display settings for documents. The following options are available: Save Screen Settings: Saves your specific settings. All documents that are being processed in a specific process step (e.g., validation and workflow) will be displayed with your settings the next time you open them. Default Settings: Overwrites user settings with the default settings. All documents that are being processed in a specific step (e.g., validation and workflow) will be displayed with default settings the next time you open them. Inplace/Outplace: Determines whether the xSuite Viewer is in the dialog screen or in a dedicated dialog box. Miscellaneous: Image on-demand: Determines whether attachments are displayed when the dialog is opened. Use xSuite Viewer: Determines whether attachments are displayed using the xSuite Viewer. Height of title bar: Sets the height of all title bars for all panes.
5	History	Displays the last five documents that you opened. To open a document, click on the document name.
6	Header Data	In the header data section, the primary data of the document (e.g., vendor or company code) is displayed.
7	Item Data	This is where the PO items of the document are displayed. A PO item may contain multiple confirmation items.
8	Item Details	This is where you can view the confirmation items for PO items. In the validation view and in the workflow tasks "Edit order confirmation" (role OCET) and "Edit rejected order confirmation" (role OCER), the confirmation items are editable. The item details consist of the following sections: Purchase Order Item: Shows the information on a selected PO item. The information is used for direct comparison with the associated confirmation items. The fields that are relevant for validation are highlighted in blue. For more information on this area, see: Validation: Columns for PO Items in the SAP GUI Confirmation Items: Shows the confirmation items for the PO item. Here, you can edit multiple confirmations. For more information on this area, see: Validation: Buttons for Confirmation Items Validation: Columns for Confirmation Items in the SAP GUI Details of PO items: Shows additional data from the PO item.
9	Text	This is where you can view and enter comments on the document. Comments are visible to all users processing the document. Comments are identified with a timestamp and the name of the agent who wrote the comment. Standard comments can be saved in a template (transaction /WMD/XF_TXTPL) and selected and edited in the Text section.
10	xSuite Log	This is the log for actions performed (e.g., the creation of a data record).
11	Viewer	This is where the image and other attachments to the document are displayed. The image of the document is displayed in the xSuite Viewer or in the PNG Viewer. All other attachments are displayed in a simple page view. For more information on the xSuite Viewer, see Working with the xSuite Viewer. For more information on the PNG Viewer, see Working with the PNG Viewer.

Substitute Maintenance in the SAP GUI

You can set your own substitute for planned times of absence. If you have multiple roles, you can select substitutes by role.

Substitute maintenance can be accessed in the SAP GUI with transaction /WMD/XF_USR_SUB.

During the period for which you are being substituted, both you and your substitute will receive the work items that are assigned to your role. Your substitutes will be able to process your work items during your absence.

If the substitutions you specify for individual users or for user groups conflict with other substitutions, or if the substitutes you specify do not exist, an error message will appear.

Notice

Do not use SAP substitute maintenance. SAP substitute maintenance does not include any xSuite roles, so always maintain substitutes for xSuite roles within xSuite itself.

Substitute Maintenance: Columns

Column	Description	Editable
Role	Indicates your role.
Role name	Indicates the description of a role.
User type	Indicates whether the substitute is a user (US) or a user group (GR).	X
User account	Indicates the name of a substitute.	X
Active	Activates a substitute assignment.	X
From Date	Indicates the date on which a substitution period is to start.	X
To Date	Indicates the date on which a substitution period is to end.	X

In this section:

xSuite Order Confirmation Cube User Guide