1947478 - Huge list of Persons Responsible Determined for an Approval Task

An approval task is assigned to many employees. Many of these employees have nothing to do with the document to be approved.

SAP Business ByDesign

1. Go to the work center Application and User Management.
2. Go to the view Business Task Management.
3. Choose Show: All Items.
4. Find the relevant approval task and mark it.
5. In the Details, you can see Person Responsible = Multiple Persons.
6. You click on Multiple Persons and a list with many employees and service agents come up.

No approver could be determined for the task. As a fallback, all employees assigned to the relevant work centers and with sufficient access rights are assigned to the approval task for the business document.

Example 1: If a document must be approved by the cost center manager responsible for the cost center to which the document is assigned... If no manager is defined for the cost center and if for the organizational units above in the hierarchy, there is no manager either, the task is assigned to all valid employees for the document as a fallback.

Example 2:

Work distribution of goods receipt "Approver of Goods and Service Acknowledgment " is

1. The manager of cost assignment to the goods and service acknowledgment has to approve.
2. In addition, additional approvers assigned in the application and user management work center get the approval task.
3. In case no approver is defined in that way, the reporting line manager of the employee responsible for the goods and service acknowledgment is the approver."

How system checks above criteria for

• point 1: account assignment is not either cost center /project task  or   no manager assigned to cost center.
• point 2: No users assigned  under application user management work center>Employee Work Distribution view >Additional Accountant   thus no approver was determined.
• point 3:User who created goods receipt has no manager assigned to them as they're not assigned to any Org. Thus no approver was determined.

 Since none of the above  criteria is met. So as per fallback rule all users having  access rights to GSR work center will receive the task.

This is the desired behavior of Business ByDesign. To avoid such a situation, you should check if the approval process for the particular document type can be tuned. Alternatively you can modify the Organizational Structure, the Employee Work Distribution rules or the Organizational Work Distribution rules.

 Note: This is applicable to many work distributions of approvals in ByDesign

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