How To Fix WK004 - You are not defined as a substitute

SAP Error Message - Details

• Message type: E = Error

• Message class: WK - BPT: Messages integr. inbox

• Message number: 004

• Message text: You are not defined as a substitute

Self-Explanatory Message

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Smart SAP Assistant

• What is the cause and solution for SAP error message WK004 - You are not defined as a substitute ?

  Certainly! Here's a detailed explanation of the SAP error message WK004 - "You are not defined as a substitute":
  
  Error Message
  WK004: You are not defined as a substitute
  
  Cause
  This error occurs in SAP Workflow or SAP Business Workplace when a user tries to act on behalf of another user (for example, to approve or process a workflow task) but is not authorized or defined as a substitute for that user.
  In SAP, substitution means that a user (substitute) is authorized to perform tasks or approvals on behalf of another user (principal) during their absence or for delegation purposes. If the system does not find the current user defined as a substitute for the principal user, it throws this error.
  
  When does it occur?
  
  When a user tries to process a workflow task or approval that is assigned to another user.
  When a user tries to use the "Substitute" functionality in SAP Business Workplace (transaction SBWP).
  When a user attempts to act on behalf of another user without proper substitution setup.
  
  
  Solution
  
  
  Define the Substitute in SAP:
  The principal user must define the substitute user in the system. This can be done in the following ways:
  
  
  Using Transaction SU01 (User Maintenance):
  
  Go to transaction SU01.
  Enter the principal user's ID.
  Click on the Substitutions tab.
  Define the substitute user and specify the validity period.
  
  
  
  Using Transaction SBWP (Business Workplace):
  
  The principal user logs into SBWP.
  Go to Settings ? Substitution.
  Define the substitute user and the validity period.
  
  
  
  Using Transaction SWDD or SWI1 (Workflow tools):
  
  Check workflow substitution settings.
  
  
  
  
  
  Check Validity Period:
  
  Ensure that the substitution is valid for the current date.
  The substitute user must be assigned for the period during which they want to act on behalf of the principal user.
  
  
  
  Check Authorization:
  
  The substitute user must have the necessary authorizations to perform the tasks.
  Sometimes, missing authorizations can cause issues even if substitution is defined.
  
  
  
  Verify Workflow Substitution Settings:
  
  In some cases, workflow-specific substitution rules are maintained separately.
  Use transaction SWI2_FREQ or SWI1 to check workflow tasks and substitution.
  
  
  
  
  Additional Information
  
  
  Substitution Types:
  
  User Substitution: One user substitutes another.
  Organizational Substitution: Substitution based on organizational roles or positions.
  
  
  
  Substitution is often used for:
  
  Leave or absence scenarios.
  Delegation of approval tasks.
  Ensuring business continuity.
  
  
  
  Related Transactions:
  
  SU01 - User Maintenance (for defining substitutes)
  SBWP - Business Workplace (for substitution settings)
  SWI1 - Workflow Inbox
  SWDD - Workflow Builder (for workflow definitions)
  PPOSE - Organizational Management (for organizational substitutions)
  
  
  
  SAP Notes and Documentation:
  
  Check SAP Notes related to substitution and workflow errors.
  SAP Help Portal has detailed documentation on substitution and workflow.
  
  
  
  
  Summary
  
  
  
  Aspect
  Details
  
  
  
  
  Error
  WK004 - You are not defined as a substitute
  
  
  Cause
  User tries to act on behalf of another user without being defined as their substitute.
  
  
  Solution
  Define the substitute user in SU01 or SBWP with correct validity period and authorizations.
  
  
  Check
  Validity period, authorizations, workflow substitution settings.
  
  
  
  
  If you need help with the exact steps to define a substitute or check workflow settings, feel free to ask!