‘My Inbox’ User Guide

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 Table of Contents
3.) Getting Started

4.) Quick Approvals

5.) Search, Filtering, & Group Tasks

9.) Comments and Attachments

10.) Claim and Release Tasks

11.) Planned Approval Substitutes

13.) Unplanned Approval Substitutes

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 Getting Started

“My Inbox” is a mobile friendly SAP Portal application that will be used for all SAP workflow approvals.
This application can be found on the SAP Portal in the “Approvals” section.

The count (9) identifies how many approval items you have.
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Quick Approvals (where approve & reject buttons are visible):

1. Click on a task description in the leftmost

column to choose an approval item to process.

2. Press Approve or Reject to process your

approval decision.

3. A comment box will pop-up for providing a

comment. Press Submit to log a comment.

4. To see more detail (like document attachments,

etc), press “Open Task” to launch a detailed
approval screen.

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Search, Filter, and Group Tasks

My Inbox provides options for organizing tasks that make it easier

to find specific tasks to approve when needed.

Search:
Enter text from a Task Description to
search. Press “X” to clear search.

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Filter By Task Type:
1. Press the Filter button to bring up a filter option
screen.

2. Choose task type filter and press ok.

3. Choose one or more task types and press ok.

4. Press the Clear All Filters button to remove the filter.

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Filter By My Tasks & Tasks on Behalf Of
(For scenarios where you’ve been established as an approval substitute)

1. Using the filter options, choose My Tasks and Tasks on

behalf of, and click ok.

2. Choose one or more people to see the tasks for which you
are an approval substitute. Press OK.

3. Choose My Tasks to see ONLY your personal approval items.

4. Press the Clear All Filters button to remove the filter.

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Group
With Group, you can further arrange approval items

1. Press the Group button to bring up the

‘Group By’ option screen.

2. Choose a Group By item (i.e. Task Type)

and press OK. This grouping will organize
tasks by type (ie e-NPO,e-PCR, e-IDT, etc).

3. Choose None to stop grouping and press

OK.

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Comments & Attachments

1. Click on the Comments button to read what a prior approver noted when they
completed an approval item using the “Approve” or “Reject” button and
providing a comment.

2. Click on the Attachments button to add a supplemental attachment. You can

also click to see what a prior approver has attached.
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Claim and Release Tasks
1. Press Claim to reserve a task for your processing only. Claiming
is relevant in a group approval situation. Only you will see a
claimed task. In addition, as an approval substitute, you can
claim a task to remove task visibility from a primary approver.

2. After claiming a task, press Release if necessary to make a

task visible again to the entire group (or primary approver).

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Setting Up a Planned Approval Substitute
1. Go to My Inbox and click on the User Icon.

2. Click on Manage My Substitutes.

3. Click on Add New Substitute the default substitute type is

“Planned”. A planned substitute is an ongoing substitute that
always sees tasks in My Inbox as they become available.

4. Enter the name of the person (partial name)

to establish as a substitute and click the search icon. Choose
the desired name.

5.) Click to choose a Task Group for your new

substitute (i.e. Travel Approval).

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Setting Up a Planned Approval Substitute (Continued)

6. The default start date is today. Adjust to a future start date using
calendar (if necessary).

7. Choose an end date on the calendar if the substitution is temporary.

Press Save.

Note: Established substitutes cannot be edited but they can be

deleted. To delete a substitute, click to the left of the name and
press delete. Confirm deletion.

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Setting Up and Unplanned Approval Substitute
Unlike a Planned Approval Substitute, an unplanned substitute does not see any approval
items unless they opt to receive tasks for each primary approver. The intention is for the
unplanned substitute to take over this duty periodically as needed.

Follow the same initial steps listed under ”Setting up a Planned Approval Substitute” (pg. 10)
except this time, chose Unplanned and press Add new substitute.

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Receiving Tasks as an Unplanned Approval Substitute
1. Go to My Inbox and click on the user icon.

2. Click on Substitute for.

3. Choose one or more primary approvers to receive

tasks for by sliding switch to the right.

4. Slide the switch back to the left when you are

finished receiving tasks.

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