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.


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4		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		Displays the last five documents that you opened. To open a document, click on the document name.
6
7		This is where the current item data of the document can be viewed. In the section Item Data, data is read-only. To make any changes, you will need to go to the Accounting Block. By default, changes made in the Accounting Block are copied to the item data when you toggle from one workflow task to another.
8		This is where the account-assignment information of a document (e.g. G/L account and cost center) can be viewed and, depending on the workflow task, edited as well. The account-assignment information is automatically transferred to the parked SAP document in the form of default values. You can also transfer account-assignment information from the SAP document to the account-assignment block. Which buttons and data are available depends on the document type.
9		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		This is the log for actions performed (e.g., the creation of a data record).
11		This is where the image and other attachments to the document are displayed.

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

xSuite Inbox: Main Overview

Area		Information and comments
1	Button per work item	See xSuite Inbox: Buttons in SAP Fiori.
2	Views	The user can save the display of the hit list, e.g. the columns shown, the column width and the filters set, as a view. You can then call up the views saved. For more information, see Views in SAP Fiori.
3	Filter	See xSuite Inbox: Filters in SAP Fiori.
4	Buttons in the xSuite Inbox	See xSuite Inbox: Buttons in SAP Fiori.
5	Work item list	This section shows all work items in a user's inbox. For information on the columns, see xSuite Inbox: Columns in SAP Fiori. You can change selected columns with the Columns button.

xSuite Inbox: Buttons in SAP Fiori

Button

Name

Context

Description

Refresh worklist

xSuite Inbox

Refreshes the xSuite Inbox.

Among other things, work items are displayed that have not been added until the xSuite Inbox was opened.

Open selected workitems

xSuite Inbox

Opens the selected work items.

This allows multiple work items to be processed quickly in sequence.

Note: Use the Select all button to select all work items.

Columns

xSuite Inbox

Delete from history

xSuite Outbox

Deletes the selected work items from the list.

The work items themselves are not deleted, they are simply no longer displayed in the list.

This button is only available in the Outbox.

Sorting

xSuite Inbox

Opens sorting options

You can select one or more columns and specify the type of sorting (ascending/descending) in each case.

Categorization

xSuite Inbox

Opens options for categorizing.

You can select a column whose values are to be categorized.

This categorization will then be used for sorting as well.

Clear all sorting and categorization

xSuite Inbox

Settings

xSuite Inbox

Opens settings for the type of table and the display of the columns.

You can make settings on three different levels:

App-specific: Settings will only be only applied to the xSuite App where the settings were made and saved. Here, for example, you can specify which columns of a table are to be displayed.
Global: Settings will be applied to all xSuite Apps for SAP Fiori. Global settings apply to table and document display.
The following types of tables are available:
- Automatic selection: On tablets and smartphones, the responsive table is automatically used. On desktop PCs and laptops, the "normal" table is used.
- "Normal" table: The data from a document is displayed in a table line. If a large number of the data fields is output in the table, the table will become so wide that horizontal scrolling will be necessary.
- Responsive table: In a responsive table, the line of the table wraps. All other data from the line is then displayed in vertical arrangement. Horizontal scrolling will then no longer be necessary, only vertical scrolling.
Accessibility: The settings are applied to all xSuite Apps for SAP Fiori. This is where the extended accessibility mode is enable or disabled.
For example, when accessibility mode is enabled, icons will be replaced with text, and graphics will be replaced with tables.

Open Workitem

Work item

Opens a work item.

Resubmit Workitem

Work item

Returns a document to the inbox so that it can be edited at a later point in time.

Documents that have been flagged for resubmission will not be displayed in the hit list until the resubmission date.

Workitem Preview

Work item

Opens a preview and displays the image of the work item.

You can release or reject work items directly from the work item preview using the Release and Reject buttons if you have the appropriate rights.

xSuite Inbox: Filters in SAP Fiori

Filter	Description
Worklist type	Filters the xSuite Inbox according to Inbox, Outbox, or Resubmit.
Task type	Filters the xSuite Inbox for a workflow task.

xSuite Inbox: Columns in SAP Fiori

Column	Description
Creation date	Indicates the date on which the work item was created.
Description	Shows the company code of a work item.
Object Key	Indicates the object key of the SAP purchase order.
Object Type	Shows the xSuite module which houses a given workflow task.
Obj.type/Obj.ID	Shows the task type of a work item.
Process ID	Shows the process ID of a document. The process ID is assigned by xSuite. The purpose of a process ID is to identify a document throughout the process of workflow-supported document approval.
Role	Shows the role assigned to the workflow task in which a work item is located.
Text	Shows the description of a work item.
Work Item ID	Shows the ID of the work item.


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2		This is where the current item data of the document can be viewed. In the section Item Data, data is read-only. To make any changes, you will need to go to the Accounting Block. By default, changes made in the Accounting Block are copied to the item data when you toggle from one workflow task to another.
3		This is where the account-assignment information of a document (e.g. G/L account and cost center) can be viewed and, depending on the workflow task, edited as well. The account-assignment information is automatically transferred to the parked SAP document in the form of default values. You can also transfer account-assignment information from the SAP document to the account-assignment block. Which buttons and data are available depends on the document type.
4
5		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.
6		This is the log for actions performed (e.g., the creation of a data record).
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Substitute Maintenance in SAP Fiori

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 SAP Fiori via the Substitute Maintenance tile.

Substitute Maintenance: Columns

Column	Description	Editable
Active	Activates a substitute assignment.	X
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
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

Substitute Maintenance: Buttons

Button

Name

Description

Copy Substitution Entry

Copies the line selected.

Delete Substitution Entry

Deletes the line selected.

Refresh

Updates the data in the table.

Save

Saves all changes.

Caution: If you exit substitute maintenance without saving, any changes you have made will be lost.

Opening Your xSuite Web Business Workplace

○ The Web browser is HTML5-compatible.

For further information on all system requirements, see the publication xSuite Cube System Requirements.

Open your browser.
Enter the URL for xSuite Web.
➣ The login screen will open.
Enter your user name and password.
Select a system and the language.
Both settings will apply throughout the session.
Click on the Login button.
➤ The xSuite Web Business Workplace will open.

How to Change Your Password in xSuite Web

Open your browser.
Enter the URL for xSuite Web.
➣ The login screen will open.
Enter your user name.
Do one of the following:
- If you have forgotten your password, leave the field Password blank and press Enter.
- If you wish to change your initial password, enter it and press Enter.
➣ The New Password button will appear.
Notice
The New password button will also appear if you have entered an incorrect user name or password and pressed Enter.
Click the New password button.
➣ The dialog screen New Password will open.
Enter your old password and your new password, and confirm.
➤ Your new password has now been set.

xSuite Web Business Workplace: Main Overview

Area		Information and comments
1	Buttons	See xSuite Web Business Workplace: Buttons.
2	Filter	See xSuite Web Business Workplace: Filters.
3	Work item list	This section shows all work items in a user's inbox. For information on the columns, see xSuite Web Business Workplace: Columns. You can change selected columns with the Settings button.
4	Work item preview	Here, the most important data of the flagged work item is displayed in a preview. With the appropriate authorization, you can release work items in the release step by clicking the Release and Reject buttons directly from the work item preview. Note: The buttons are only visible if the corresponding attribute is activated in xSuite User Administration.
5	Image display	This is where the image of a work item is displayed.

xSuite Web Business Workplace: Buttons

Button

Name

Context

Description

Refresh Worklist

xSuite Web Business Workplace

Refreshes the Web Business Workplace.

Now the information displayed will be supplemented with work items and other changes added after the Web Business Workplace was opened.

Open selected Workitems

xSuite Web Business Workplace

Opens the selected work items.

This allows multiple work items to be processed quickly in sequence.

Note: You can select several work items with Ctrl or by clicking the corresponding checkboxes.

If you set a check mark in the table header of the selection column, all work items will be selected.

Resubmit selected workitems

xSuite Web Business Workplace

Returns one or more documents to the inbox for later editing.

Documents that have been flagged for resubmission will not be displayed in the hit list until the resubmission date.

Substitute maintenance

xSuite Web Business Workplace

Opens substitute maintenance.

For information on substitute maintenance, see Substitute Maintenance in xSuite Web.

Delete from history

xSuite Web Business Workplace

Deletes the selected work items from the list.

The work items themselves are not deleted, they are simply no longer displayed in the list.

This button is only available under Worklist Type → Outbox.

Open Workitem

Work item

Opens a work item.

Forward Workitem

Work item

Forwards the work item to the selected user for editing.

Workitem Preview

Work item

Opens a preview and displays the image of the work item.

xSuite Web Business Workplace: Filters

Filter	Description
Task type	Filters the xSuite Web Business Workplace for a workflow task.
Worklist type	Filters the xSuite Web Business Workplace according to Inbox, Outbox, or Resubmit.

xSuite Web Business Workplace: Columns

Column	Description
Creation date	Indicates the date on which the work item was created.
Description	Shows data specific to a customer.
Object Key	Indicates the object key of the SAP purchase order.
Object Type	Shows the xSuite module which houses a given workflow task.
Obj.type/Obj.ID	Shows the task type of a work item.
Process ID	Shows the process ID of a document. The process ID is assigned by xSuite. The purpose of a process ID is to identify a document throughout the process of workflow-supported document approval.
Role	Shows the role assigned to the workflow task in which a work item is located.
Text	Shows the description of a work item.
Work Item ID	Shows the ID of the work item.


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2
3
4		This is where the current item data of the document can be viewed. In the section Item Data, data is read-only. To make any changes, you will need to go to the Accounting Block. By default, changes made in the Accounting Block are copied to the item data when you toggle from one workflow task to another.
5		This is where the account-assignment information of a document (e.g. G/L account and cost center) can be viewed and, depending on the workflow task, edited as well. The account-assignment information is automatically transferred to the parked SAP document in the form of default values. You can also transfer account-assignment information from the SAP document to the account-assignment block. Which buttons and data are available depends on the document type.
6		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.
7		This is the log for actions performed (e.g., the creation of a data record).
8

Substitute Maintenance in xSuite Web

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

Substitute maintenance is opened in the xSuite Web Business Workplace with the button Substitute maintenance.

Substitute Maintenance: Columns

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

In this section:

xSuite Cube Documentation

SAP Business Workplace: Main Overview

Substitute Maintenance in the SAP GUI

Notice

xSuite Inbox: Main Overview

xSuite Inbox: Buttons in SAP Fiori

xSuite Inbox: Filters in SAP Fiori

xSuite Inbox: Columns in SAP Fiori

Substitute Maintenance in SAP Fiori

Opening Your xSuite Web Business Workplace

How to Change Your Password in xSuite Web

Notice

xSuite Web Business Workplace: Main Overview

xSuite Web Business Workplace: Buttons

xSuite Web Business Workplace: Filters

xSuite Web Business Workplace: Columns

Substitute Maintenance in xSuite Web

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