My Inbox – User Guide

Table of Contents

1 Getting Started …………………………………………………………………………………………………. 2

2 Quick Approvals…………………………………………………………………………………………………. 2
3 Search, Filter and Group tasks…………………………………….……………………………………… 3
4 Filter By: Task Type……………………………………………………..……………..……………………… 3
5 Filter By: My Tasks and Tasks on Behalf of……………………..…………..………….…………..4
6 Group tasks……………………………………………………………………….………………………………..5
7 Comments and Attachments……………………………………………………………………………… 6
8 Claim and Release……………………………………………………………………………………………… 6
9 Setting up a Planned Approval Substitute…………………………………………………………. 7
10 Setting up an Unplanned Substitute………………………………………………………………….. 9
11 Receiving Tasks as an Unplanned Substitute………………………………………………………. 10

1 Last Revised: 9/3/2021

 My Inbox – User Guide

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.

Quick Approvals (where approve/reject buttons are visible)

1. Click on a task description to
choose an approval item to
process.

1 2. Click Approve or Reject to

process your approval decision.

3. A comment box will pop-up for

providing a comment. Click Submit
to log a comment.

2 3

4
4. To see more detail (like document attachments, etc.), click Open Task to launch a detailed
approval screen.

NOTE: In the case where the Approve and Reject buttons are not available, click Open Task to process
the approval item.

2 Last Revised: 9/3/2021

 My Inbox – User Guide

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

1. Enter text from

a Task Description
to search.

2. Click X to clear
search.

Filter By: Task Type

1. Click the Filter button to bring up a

filter option screen.

2. Choose the Task Type filter and click OK.

3. Choose one or more Task Types and click

OK.
2
4. Click the Clear All Filters button to
remove the filter. 4

3 Last Revised: 9/3/2021

 My Inbox – User Guide

Search, Filter, and Group Tasks – cont.

Filter By: My Tasks and Tasks on Behalf of

(For a Scenario where you have been established as an approval substitute)

Using the filter options, choose My Tasks and Tasks on Behalf of and click OK.

1. Choose one or more people to see the tasks for which

you are an approval substitute. Click OK.

2. Choose My Tasks to see ONLY your personal approval

items.

3. Click Clear All Filters button to remove the filter.

4 Last Revised: 9/3/2021

 My Inbox – User Guide

Search, Filter, and Group Tasks – cont.

Group

With Group, you can further arrange approval items.

1. Click the Group button to bring up the

Group By option screen.

2. Choose Group By and click OK.

NOTE: This grouping will organize tasks by
2 type (ie e-NPO,e-PCR, e-IDT, etc.).

3. Choose None to stop grouping and click

3
OK.

5 Last Revised: 9/3/2021

 My Inbox – User Guide

Comments and Attachments

1 2
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.

Claim and Release Tasks

1. Click Claim to reserve a task for your processing

only.

NOTES: Claiming is relevant in a group approval

situation. Only you will see a claimed task.

In addition, as an approval substitue, you can claim a

task to remove task visibility from a primary
approver.

After claiming a task, click Release if necessary to

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

6 Last Revised: 9/3/2021

 My Inbox – User Guide

Setting up a Planned Approval Substitute

1. Go to My Inbox and click on

the User Icon.

2. Click Manage My Substitutes.

3. Click Add New

Substitute.

NOTE: The default

substitute type is Planned.

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

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

to establish as a substitute and click the search.

Click on the desired name to choose.

2.Click to choose a Task Group for your new substitute (e.g., Travel
Approval).

NOTE: Only one task group can be established for an individual substitute.

7 Last Revised: 9/3/2021

 My Inbox – User Guide

Setting up a Planned Approval Substitute – cont.

3. The default start date is today. Adjust to a future start date

using calendar (if necessary).

4. Choose an end date on the calendar if the substitution is

temporary.

5. Click Save.

Established substitutes cannot be edited, but they can be deleted.

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

8 Last Revised: 9/3/2021

 My Inbox – User Guide

Setting up an 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.

To set up follow the steps for “Setting up a Planned Approval Substitute” (pg. 7).

Note a few differences:

• Choose Unplanned and click Add New Substitute.

No calendar is provided since unplanned substitutes “take over” as necessary not limited by dates.

9 Last Revised: 9/3/2021

 My Inbox – User Guide

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.

10 Last Revised: 9/3/2021