How To Fix SWF_POWL_UI011 - Substitute changed

SAP Error Message - Details

• Message type: E = Error

• Message class: SWF_POWL_UI - Business Workflow: Worklist in POWL

• Message number: 011

• Message text: Substitute changed

Self-Explanatory Message

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Smart SAP Assistant

• What is the cause and solution for SAP error message SWF_POWL_UI011 - Substitute changed ?

  The SAP error message SWF_POWL_UI011, which states "Substitute changed," typically occurs in the context of the SAP Workflow system when there is a change in the substitute for a user who is involved in a workflow process. This can happen when a user has set up a substitute for their workflow tasks, and that substitute is modified or removed.
  Cause:
  
  Substitute Change: The primary cause of this error is that the substitute user for a workflow task has been changed or removed. This can happen if the original user updates their substitute settings in the SAP system.
  Workflow Configuration: There may be issues with the workflow configuration or settings that are not aligned with the current substitute settings.
  User Authorizations: The substitute may not have the necessary authorizations to perform the tasks assigned to them.
  
  Solution:
  
  
  Check Substitute Settings: 
  
  Go to the user’s settings in the SAP system and verify the substitute settings. Ensure that the correct substitute is assigned and that the substitute has the necessary authorizations.
  You can check this in the SAP GUI by navigating to the transaction code SWU3 (Automatic Workflow Customizing) or SWB_COND (Workflow Conditions).
  
  
  
  Update Workflow: 
  
  If the workflow is still pointing to the old substitute, you may need to refresh or re-trigger the workflow to ensure it recognizes the new substitute.
  You can also check the workflow log for any additional details about the error.
  
  
  
  User Authorizations: 
  
  Ensure that the substitute user has the necessary roles and authorizations to perform the tasks they are being assigned. This can be checked in the user management area of SAP.
  
  
  
  Consult Documentation: 
  
  Review SAP documentation or notes related to workflow and substitutes for any specific guidance or updates that may be relevant to your version of SAP.
  
  
  
  Contact SAP Support: 
  
  If the issue persists after checking the above points, consider reaching out to SAP support for further assistance, especially if this is affecting critical business processes.
  
  
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as SWI1 (Work Item Selection), SWI2_FREQ (Work Item Selection for Recurrent Tasks), and SWI6 (Work Item Overview).
  Workflow Monitoring: Use the workflow monitoring tools available in SAP to track the status of workflows and identify any issues related to substitutes.
  User Training: Ensure that users are trained on how to properly set up and manage their substitutes to avoid future occurrences of this error.
  
  By following these steps, you should be able to resolve the SWF_POWL_UI011 error and ensure that workflow processes continue smoothly.