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Author's profile photo Troy Cronin

EP: UWL – A Substitute is not able to view the FULL task list of the Original user


This will be my first blog posting on the new SCN Platform and why mark such an occasion by writing about one of my favorite topics which is that of the Universal Worklist ūüôā ¬†If you are familiar with the Universal Worklist from an end-users perspective you will know that the UWL itself serves as a centralized task management platform for a wide array of processes.The purpose of such task types or work-items varies surrounding business operations and can include sales orders, travel requests, leave requests or tracking setups.

Substitution & the UWL

Substitution is a core principle when working alongside the UWL and in this instance you encounter a perceived issue involving an assigned “Substitute” not being able to view the full list of tasks of the original user.

For example here you might have¬†Substitution Rules configured with “Fill In For Me” in the Portal Setup.¬†When the user selects “On behalf of”, the result list is showing only the original list that belongs to the user.

  • E.G. ¬†User A is the Manager of User B and User B is the Manager of User C.
  • User A and User C nominate User B as a substitute by using the “Fill In For Me” option.

You then notice that User B is able to view full task list of User C but User B is not able to view full task list of User A in portal.

Remembering How Substitution Works

When substitution is invoked on the Manage Substitution UI, it happens for all connectors. So if you have 7 systems set up in the Universal Worklist Administration there will be 7 calls to each respective system to try to invoke a substitution. If there is any issue whatsoever, with the id, password, * etc, substitution will not work and will not be set up.

On Behalf Of


With direct reference to “On Behalf Of” this¬†function will only¬†show workitems that you have currently to approve on behalf¬†of another approver and not the¬†workitems that you have already approved.

РThus this might be the reason why the list is empty or appearing to be incomplete.

Two vital sources of reference here include that off SAP KBA: 1940839 – UWL option ‘Work on Items on behalf of’ not visible¬† which provides additional guidance and overview here along with SAP KBA: 1577579 – Facts and limitations about Substitution in the UWL.



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