12/28/2022

SAP S/4HANA
Generated on: 2022-12-28 09:45:59 GMT+0000

SAP S/4HANA | 2022 Latest

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Original content: https://help.sap.com/docs/SAP_S4HANA_ON-PREMISE/8308e6d301d54584a33cd04a9861bc52?locale=en-

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This document has been generated from the SAP Help Portal and is an incomplete version of the official SAP product
documentation. The information included in custom documentation may not re ect the arrangement of topics in the SAP Help
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App Features: My Inbox

My Inbox is a standard go-to Inbox for dealing with SAP and non-SAP work ows in an enterprise.

With My Inbox you can make decisions using mobile or desktop devices anywhere and anytime, process your standard and
custom work ow tasks from multiple sources, collaborate by in a mini forum for each task, share documents through tasks,
share tasks by email, JAM and by explicit forwarding, execute tasks in mass, and manage substitutes. You can also keep track of
tasks, which you have completed or suspended.

App Advantages

SAP Fiori design

Multiple deployment options, on-premise, and cloud

Responsive mobile-ready UI

Easily extendable using business con guration or app extensions

Simpli ed, stateless SAP Fiori architecture

App Features
Perform standard actions (for example, claim, release, or forward a request).

For more information, see

Perform Standard and Custom Actions in My Inbox.

Forward Tasks.

View, upload, and delete attachments.

For more information, see View, Upload, and Delete Attachments.

Browse, sort, lter, and group tasks requiring action.

For more information, see Browse, Sort, Filter, and Group Tasks

View custom attributes that provide additional information about the task instance.

For more information, see Display Custom Attributes in the List View

Create and manage substitution rules to manage the tasks in your absence.

For more information, see Create and Manage Substitution Rules.

Send emails or post tasks on a precon gured JAM site. For more information, see SAP Jam Collaboration Administrator
Guide

View the completed tasks and suspended tasks from Outbox tile.

For more information, see My Outbox.

De ne scenario con guration for domain-speci c approvals via SAP Fiori Launchpad Designer using a new tile
parameter TaskDefinitions.

For more information, see Con gure the SAP Fiori Launchpad for Scenario-Speci c Tiles With Scenario ID.

My Inbox supports SAP Fiori 3.

For more information, see SAP Fiori Visual Themes for Classic Applications.

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Browse, Sort, Filter, and Group Tasks

You can browse, sort, lter, and group tasks requiring action.

Browse Tasks
To see all tasks available in the All Items list, you can browse the list or search items by keyword in the Search eld.

 Note
Please, note that the search operation is done client-side only, i.e among the tasks loaded into the UI.

Sort Tasks
You choose Sort from the All Items list view to sort tasks by the user who created the task, priority, task title, date of creation,
and due date.

Filter Tasks
You use the Filter option from the All Items list view to lter tasks by the following criteria: priority, due date, status, creation
date, my tasks, and tasks on behalf of, and task type.

Filtering by Task Type

You can lter tasks based on a task de nition, and the lter will return all tasks of the selected task de nition irrespective of the
task de nition version. Filtering by Task Type returns all tasks, which have the same Task De nition Name but come from
different work ow de nitions.

You can lter the tasks by the following Due On categories:

Overdue- Returns all tasks with due date is in the past.

Within a Week- Returns all tasks with due date in the next 7 calendar days.

Within a Month- Returns all tasks with the due date in the next 30 calendar days.

All

Group Tasks
You choose the Group function of the All Items list view to group tasks by task title, priority, task type, status, and reservation.

Expert View

Expert View
The Expert View is a tabular representation of the standard attributes of your items in My Inbox.

It allows you to:

View large number of tasks.

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See the standard attributes for a task, such as Task Title, Status and Priority.

Quickly narrow down on tasks that you want to process by advanced custom search lter, in order to nd the tasks you
want to process.

Sort, group, and lter tasks.

Personalize the view per user, and share with other users.

For more information on how to con gure your Expert View tile for My Inbox, see Con gure the Fiori Launchpad for Expert View.

Open Tasks
In the Expert View of the standard task UI of My Inbox, you can open a task by accessing the web link, which opens the back-end
app and trough a line item navigation redirects you to the task UI.

View Tasks Details

In the Expert View of the standard task UI of My Inbox, you can see the details about all tasks by opening the navigable link to a
task and going the Information, Comments, Attachments, and Related Objects tabs.

Perform Standard and Custom Actions in My Inbox

You can process your work ow tasks within My Inbox application.

You can work on a task, approve or reject task instance, and view its description. You can also claim, release, forward, and
suspend tasks

Standard actions

Show Log

You can view details about the work ow of a selected task and events relevant to it chronologically. You can also view the
business card of the agent and to navigate to task details from the work ow log.

Work ow Log

You can view details about the work ow of a selected task and events relevant to it chronologically.

It allows you to:

View the business card of the agent and to navigate to task details from the work ow log.

Navigate to a step in the work ow where you can see the task details in full screen.

Business Card

In the Work ow Log you can view the following details about the persons, who processed the task, in their
Business Card.

Full name of the person

Mobile phone number

Phone number

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Email

Company name

Company address

Task Log

The Task Log allows you to view the task history, which consists of all actions that are performed for the selected
task.

You can see the following details:

When the task was reserved, started, or resubmitted.

Attachments and comments that were added to the task.

Claim

By choosing Claim standard action, you reserve a task for processing.

 Note
When you claim a task, you become the processor of the task and all other recipients no longer see it in My Inbox. In
this case, the status of the task changes from Ready to Reserved.

Release

You can release a task, of which you are the processor.

 Note
When you release a task, you are no longer assigned as a processor of this task and it becomes visible in My Inbox for
its other recipients. In this case, the status of the task changes from Reserved to Ready.

Forward

You can forward a task to assign it to other users for processing, and as an option to add a note to the recipient of the
task.

As a result, the forwarded task is no longer be available in your inbox, and appears in recipient’s inbox.

For more information, see Forward Tasks.

Suspend

You can suspend a task for a certain amount of time. Once you have suspended a task, you can access it in My Outbox
tile.

 Note
You can suspend as task, which you have already claimed, or which is in status Ready. In case the task is in status
Ready, then it is automatically claimed in your name and you will become its processor. The task will disappear from
your inbox and will appear in your Outbox. At the resubmission date you have chosen, while suspending the task, it will
automatically reappear in your Inbox for processing.

Share

You can share a task via e-mail by choosing the Share standard action, and then Send E-mail.

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The recipient is provided with the following task details:

Task Title

Priority

Due Date

Description

Created By

Created On

Link to the task.

Custom Actions
Custom actions in My Inbox are decision options, e.g. Approve or Reject, which are modeled by the S/4HANA consumer
applications in the underlying SAP Business Worfklow environment. The custom actions are application-speci c and can vary for
different work ows.

When you select a task, the task details are displayed in the Details area. The custom Decision option buttons, appear at the
Details area footer. When you select one of the buttons, a Decision Dialog pop-up with the owing content appears on your
screen:

Con rmation text with your executed action

Decision Reason dropdown list with prede ned decision reasons

Input eld labeled as Decision Note

Footer area with Submit and Cancel buttons

For some tasks, prede ned decision reasons and decision notes are not supported and therefore do not appear in the decision
dialog pop-up.

The decision reason and decision note can be optional or mandatory (marked with an asterisk (*)). If these elds should be lled
in, the Submit button is active only if this requirement is ful lled. If these elds are not mandatory, you can submit your decision
without adding a decision reason or decision note.

Restrict Task Access Based on Authorizations

With SAP S/4HANA Flexible Work ow, it is possible to assign a classi cation to activities within a scenario for authorization
handling.

The work ow runtime checks whether the user has the authorization to execute the task. Users without the necessary
authorizations in the back-end system can only forward or share the task, but cannot open or complete it.

For more information, see SAP Note 2807377 .

The following actions for a certain task are restricted:

All decision options, for example, Approve, Reject, and others

Open task

Work ow Log

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Claim

Release

Suspend

Upload of comments

Upload of attachments

The available actions for a user without the necessary authorizations are:

Forward

Share

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