How To Fix SWR258 - Substitute deactivated

SAP Error Message - Details

• Message type: E = Error

• Message class: SWR - Business Workflow: WAPI Interfaces

• Message number: 258

• Message text: Substitute deactivated

Self-Explanatory Message

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Smart SAP Assistant

• What is the cause and solution for SAP error message SWR258 - Substitute deactivated ?

  The SAP error message SWR258 "Substitute deactivated" typically occurs in the context of workflow management within SAP systems. This message indicates that a substitute (a user who is designated to take over tasks or responsibilities in the absence of the primary user) has been deactivated, which means that the workflow cannot proceed as expected.
  Cause:
  
  Deactivation of Substitute: The primary cause of this error is that the substitute user has been deactivated in the system. This can happen if the substitute user’s account has been disabled or if the substitute assignment has been removed.
  Workflow Configuration Issues: There may be issues with the configuration of the workflow that prevent the system from recognizing the substitute.
  User Status Changes: Changes in user status, such as termination or role changes, can lead to the deactivation of substitutes.
  
  Solution:
  
  
  Check Substitute Status:
  
  Go to the transaction code SWI1 (Work Item Selection) or SWI2_FREQ (Work Item Selection for Workflow).
  Check the status of the substitute user. If the substitute is deactivated, you will need to reactivate the user or assign a new substitute.
  
  
  
  Reactivate Substitute:
  
  If the substitute user is indeed deactivated, you can reactivate them by going to the user management area (transaction code SU01).
  Ensure that the user is active and has the necessary roles and authorizations.
  
  
  
  Assign a New Substitute:
  
  If reactivating the original substitute is not an option, you can assign a new substitute for the primary user. This can be done in the user’s profile under the "Substitutes" tab.
  
  
  
  Review Workflow Configuration:
  
  Check the workflow configuration to ensure that it is set up correctly to handle substitutes. This may involve reviewing the workflow definition and ensuring that the substitute logic is correctly implemented.
  
  
  
  Consult Documentation:
  
  Refer to SAP documentation or help resources for specific guidance on managing substitutes in workflows.
  
  
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as SWI1, SWI2_FREQ, SU01, and SWU3 (for workflow settings).
  User Roles and Authorizations: Ensure that the user roles and authorizations are correctly set up for both the primary user and the substitute.
  Workflow Monitoring: Use transaction SWI6 to monitor workflow instances and identify any issues related to substitutes.
  
  If the problem persists after following these steps, it may be beneficial to consult with your SAP Basis or Workflow administrator for further assistance.