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Solving the workflow inbox clutter – Manage all your workflow tasks in SAP Fiori

We released a new Fiori application “My Inbox” with Fiori Wave 7. My Inbox is a single go to Inbox for dealing with SAP and non-SAP workflows in an enterprise. It follows Fiori design language for user experience.

With My Inbox you can,

1. Make decisions using mobile or desktop devices anywhere and anytime.

2. You can process your standard and custom workflow tasks from multiple sources.

3. You can collaborate by in a mini forum for each task, share documents through tasks,share tasks by  email, JAM and by explicit forwarding.

4. You can execute tasks en masse.

My Inbox is the successor of the Fiori Approve Requests application and Unified Inbox , thus it is recommended to implement My Inbox for managing your tasks. If you have already installed Approve Requests or Unified Inbox, you might consider switching to My Inbox.

Now let’s take a closer look at My Inbox features.

1. Task List

The task list in My Inbox shows all your tasks.


1.1 Search

To look for a specific task from the task list, you can do a free text search.

1.2 Refresh

To manually refresh the task list you can select the refresh icon in the list view.

1.3 Sorting

Re ordering of tasks in the task list can be done based on Task title, Due Date, Priority, Created By and Created On.


1.4 Filtering and Grouping

To view a subset of your tasks you can filter on Priority, Due Date, Task type, Status and Creation Date.You can also group tasks according to Priority of the task, Status, Task Type or Reservation.

2 Task Details

The task detail screen gives detailed information of the selected task in the task list.

2.1 View details of a task

You can view the task attributes, task description and other task contextual data by navigating to the Information tab.


2.2 Execute Actions

You can perform actions on a task like Claim (to reserve a task), Release (to un reserve a task) or Forward a task.Certain workflows also allows you to perform decisions for example “Accept” and “Decline”.

Other additional actions offered for all tasks are “Open” with which you can open the back end application.For example this back end application could be a R3 screen also. “Share” will post the task in a jam group and “Email” will send the task details via mail to the user.


2.3 Mass Actions

To execute actions on multiple tasks of same Task type at the same time without opening all the tasks.




To view or post comments for a task navigate to Comments icon tab bar.


2.5 Attachments

To  view, add or delete an attachment navigate to Attachment icon tab bar.


3 Substitution

You have the option of delegating your tasks to a substitute in your absence.You can also control whether your substitute can process all work items, or just specific work items.If you want your substitute to process only specific work items then you can do so by assigning a task group while creating a substitute. If you do not assign a task group then the substitute would process all the work items.If the user wants he could also delete a substitute.

View Substitution Screen


4 Extension

You can extend the My Inbox application according to your business needs for different aspects. For more information refer the My Inbox Extensibility


2118812 – How to Extend SAP Fiori My Inbox

5 Prerequisites

To know more about My Inbox application you could refer to the My Inbox App Library.

6 References

Release Information For My Inbox

Information For Approve Request

Application Help on Help Portal

SAP Note 2122334How to Migrate Approval Scenarios from Approve Requests to My Inbox.

SAP Note 2128548 –  How to Migrate From Unified Inbox to My Inbox.

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  • I'm excited about My Inbox! 🙂

    Mass approval was one of top 5 requests from customers.

    I think the next big milestone should be Hybrid mobile My Inbox app with Push Notification.

  • Thanks for sharing Neelaja, it is very informative. I am going to implement the same in our demo landscape, if I will stuck come back to you.


    Warm Regards


  • Great info neelaja, I have one question to ask.

    How can we bring non SAP system workflow approvals to my inbox, such as applications designed in .net (dot net frameworks). can this approvals will be linked to myinbox. please share us the information if you have.



  • Hi Neelaja,

    Sounds like a killer app to me 🙂

    What about Fiori Approval apps like Leave request, purchase order, timesheets, travel expense, ... Will "My Inbox" replace those individual apps?

    Kind regards


    • Hi Twan,

      We plan to integrate My Inbox with the other approval apps, so that you have all functionality  from the specific apps (e.g. team calendar, purchase item list) in-place available in My Inbox.

      Over time, the standalone workflow apps could thereby be merged into My Inbox.



      • Hi Christian, We are looking into implementing Fiori Approve Travel Expense, Time sheet app, and will be adding more approval apps in future. Should we reconsider our decision to implement standalone apps and instead implement My Inbox app? From your comment it appears My Inbox app provides summary information of workflow, and for detailed information we would still need standalone apps, is that a fair statement?

        What is the timeline to merge standalone apps into My Inbox?

        • You should look at myinbox. All required detailed can be brought to myinbox.

          My inbox can provide any detail that you need infact you can launch the approval apps(desktop) as good as uwl or any other inbox.

          The my inbox adapts to your screensize and there is no need to implement individual approval apps if your plan is to provide a unified approval inbox for all applications in your IT landscape irrespective of SAP or nonSAP.

          Many customers are already using myinbox irrespective of devices (desktop/ mobile/ tablet).

        • Hi Sri,

          if you need the app-specific features like line items or team calender then you should implement the standalone apps, you won't see those in My Inbox unless you extend the app yourself.

          However, if your users are fine with the generic information shown in My Inbox plus having the possibility to navigate to the back end transaction via "open task" in a new window, then use My Inbox.

          Also for custom workflow you should use My Inbox.

          We plan to merge the standalone apps into My Inbox for S4HANA, with the first scenarios starting already this year.



  • Hello Neelaja,

    Thank you for the post.  Can you elaborate on the integration with Jam? What is the implication of having a task within the Inbox, while also having a task within Jam?  Is the integration seemless in that a user can perform actions on the Jam task (e.g. change status/due date/priority, add comments, add attachments) and these are replicated to Inbox?  Or would a customer only use the Inbox capability and somehow disable or ignore the Jam capability?

    Best regards,


    • Hello Kent,

      With My Inbox application, the user can share a task in the Jam group, where all Jam members could comment on that task, like that task or even delete the task from the Jam group. However you cannot change the status/due date/proirity or add an attachment from the Jam group.

      In the below screenshot, Approval of shipment task is shared in Approval Process Jam group.


      I hope this answers your query.

      Kind Regards,


  • Hi Neelaja,  Thanks for sharing.

    I am curious to know if Successfactors approvals can be integrated into My Inbox?

    There does not seem to be any mention of it in the documentation however there were rumors that it will be in My Inbox (maybe Version 2.0?)



    • Hi Victor,

      Yes as part of My Inbox road map,  we do plan to support integrating Successfactors approvals as well as  other approval apps into My Inbox.

      Kind Regards,


    • hi victor

      my inbox can be integrated with any workflow engine as it has a class that generates urls. you can generate any url by simply using the class.

      Finally SAP has managed a comrehensive inbox that will integrate with any application without any issue.

      Fiori Inbox - How?

      Its made easy for all the workflow gurus in above article.



    • Was thinking about the same 🙂 and in addition - will it be possible to integrate Ariba tasks into My inbox.

      And if on a roadmap, when is it scheduled to be delivered?

      Kind regards


  • Hi Neelaja

    thank you for the insight.

    We have implemented this application for a customer in KSA and there are challenges which at product level cause issues.

    1. If an employee applies for a leave request from ESS and attaches a document then the document is not accessible from fiori inbox.

    Have you faced any such issues on other scenarios where attachment from ESS is not visible. Please note that this attachment is not attached with the workflow but archived at application level.



    • hi vikrant

      there are some issues from regression testing stand point from fiori itself. the problem is not with the inbox but with the fiori application.

      Fiori leave application attachment functionality has issues for which we have raised a message. the attachment from fiori leave application needs to be looked into.

      thank you


  • Hi Neelaja,

    Thank you for the share.

    I am using My Inbox Apps for the BPM , but confusing on how to set the mass approval in the My Inbox.

    When I click the button above the search field, the dialog of Select Task Type appeared, and after select one task in the dialog, only the selected task was shown in the master list.

    Would you please tell me how to set the mass action .

    Thank you.


    • Hi ryu,

      The actions you performed are correct and after selecting the task type the master list will enter mass selection mode with check boxes for each task to select and actions in the toolbar as shown in the screen shot above.


      • Hi Vikrant Patil

        Thank you for the response.

        but in my case, after selecting the task type , only the selected task was shown in the master list.

        I am using BPM , not Business workflow.

        Now I know if I set multiple tasks into same task type, after select the task type, multiple tasks with the check boxes will be shown.

        Do you know how to set set Different multiple tasks into same task type.

        Best regards.


  • Hi Neelaja,

    I might look like a bit outdated and obviously didn't experience yet this 'My Inbox'. But I have one thing to confirm, though. Does this "My Inbox" support passive substitution just like in SBWP?

    Best Regards,


  • Hi Tirumal,

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    SAP Technology RIG

  • Hi,

    Very good information here!

    I have one basic though specific question about My Inbox app. We can retrieve tasks from multiple backend systems and show in the My Inbox which is a very good functionality.

    Sametime, if any one user is not setup on one of the systems (and not planned to be setup based on the role and functionality), in this case does this app handles the request accordingly and not show error for such systems?

    For example, we have My Inbox which gets the tasks from 2 backend systems. One of the user is setup in one system only and should get the approval tasks from that system and nothing from second system. But right now, we are getting "Error" message on the tile instead of task count. When we checked on the error_log transaction, it was giving error due to not able to connect to other system.

    Is there a way this can be avoided? Otherwise, we have to setup all the users across all the systems even though there is nothing to do on those systems, which will be big drawback.


  • Nice blog. But its a great struggle, when we have the work items are handled by custom screens ( advanced with dialog ) . For one of our customers, they had 90% of their tasks are processed using custom screen - my inbox ended up with 90% enhancement 🙂


      • None of my work items are user decision - Its quite easy to display all the work items and its attributes. But my bad lucks as follows

        1. My task is processed when terminating events are triggered by the custom screen

        2. Depending on the scenario, for the same task ( and step ) the screen called, and the event triggered are different ( means buttons should be dynamic completely )

        4 . Screens accepts mote user inputs ( like change in requested amount , etc )

        5. Custom task forwarding scenarios

        6 - Comments and attachments are not attached to workflows. They are GOS objects attached to BO instance

        more over I am running in EHP 4 .. any donuts ? 🙂


    • Hi Sreehari,

      FYI My Inbox 2.0 also now has an easier way to configure custom task screens using annotations.   There are some prerequisites here and we hope to see a blog from the My Inbox team on this topic soon. 



      • Yea hoping so .. The enhancement framework of My Inbox is cool enough to adapt the business requirements. Only point which concerned me is , why to use a standard solution if the enhancement is like 80-90% ( its specific to my current business scenarios - I have implemented My Inbox all item tile with proper enhancements for other clients )


        • Ok well for starters remember you are getting a lot of standard inbox functionality as-is.

          The bad luck for you is more to do with the way your current workflow tasks are written.

          These are fixable in two ways: fix the workflow, or fix the inbox. So you do have choices. For instance you could copy the latest comment in the workflow across to GOS.

          However it's not unreasonable to want to tailor more complex tasks, e.g. to accept user inputs, or to add/remove buttons, and this is what the annotations will make easier. 

          There is also the intent-based navigation available in My Inbox which allows you to launch out to another app to perform the task. This lets you reuse an app both for a workflow task and standalone, e.g. if you have task to edit a material you could use it as part of a standalone app to create/change materials, and as part of the workflow.   

          • completely Agree.

            I could make more of the things with intent-based navigation .

            As I said, I had to do this because customer requirements are specific and landscape is restrictive. I will certainly consider -


  • Hi All,

    I have one question, can i create a multiple substitution for same task group and for same time (duration). Is it possible.


    Ravi Shankar.