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Author's profile photo Saurabh Srivastava

SAP MDG- Substitution Method

Table of Contents

  1. Introduction
  2. Overview
  3. Scenario
  4. Pre-requisite
  5. Process
  6. Conclusion


  1. Introduction – The purpose of this document is to explain If user (approver) unable to complete an assigned tasks (SAP MDG CR Action) due availability, then the user has to impersonate own role to another user for a stipulated period of time.
  2. Overview – SAP Master Data Governance provide standard Substitution Button in Workflow Inbox: This is a standard workflow administration functionality. When people impersonates, they should set substitution.
  3. Scenario This document will help you to fulfill the business need i.e. if user is not available to action then he/she can delegate his responsibility to someone  to take action on respective MDG CR so that business shouldn’t be effected.
  4. Prerequisites Create new rule with below details : Substitution ID (user-id) / From-To date. 
  5. Process

    In case of a planned delegation user can create a substitution rule.Within the rule definition, ‘Substitute’s ID’, ‘From Date’ and ‘To Date’ can be given.As per the rule, substitute will be able to process workflow items of the user for the given period of time.

Single Substitution:

Multiple Substitution

   Solution :

Fill-in type of Substitution: If you are unexpectedly absent, the assignee can take over your tasks completely.Email Alert Notification to Supervisor and Substitute: This can be catered by Background Job Scheduling. A custom program will execute every minute in the background to check all the CRs which are pending for approver’s action since 15 mins or more and send an email notificationEvery user should create a substitution rule selection option “Fill In for Me

The rule can be turned off/on anytime by the user

Substitute user can see the rules involving him/her in the second table of substitute window.

By clicking on ‘Take Over’ button, substitute user will receive the pending CRs of the user and hence can take action on the CRs which are nearing SLA.

6. Conclusion

Above methodology will help you to use standard functionality of ‘Substitution‘ by SAP MDG, so the business action should not wait in absence of any individual.



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      Author's profile photo Yuko Tachibana
      Yuko Tachibana

      Hello Saurabh,

      Thank you for sharing the useful information.


      I have a question about [Assign these tasks] field when creating a Substitution rule.

      I always select "All" as I do not know what other values (Disciplinary, Functional) works.

      Do you know how this field (value) work?


      Best regards,

      Yuko TACHIBANA