Start of Content Area

Background documentationUser Interface Description  Locate the document in its SAP Library structure


The Universal Worklist (UWL) provides task-related lists to help you to do the following:

      Perform tasks assigned to you

      Create tasks and assign them to others

      Send task-related information to others

      Request information from others

      Track the status of task requests

      Manage substitution

      Manage attachments

The UWL allows you to select which list category to display. For more information, see Personalizing the Display.

Elements on the User Interface

The UWL user interface pattern basically consists of three parts

      Title Area with the tabs and the other control functions

      Item list with the Action Bar

      Details Area which contains the work item content (optional)

Functions on the iView Tray




Dropdown selection options for a list of tasks / subviews.

Create Task

Creates a Collaboration Task associated with the task item selected. It starts up the Collaboration Task wizard which prompts you to enter the details of the new task, including steps, assigned workers, attachments, and so forth. For details on how to create an collaboration task, see the Collaboration tasks document.

Show Filters

Search functionality for the subject column. Keyword will return results with those tasks containing the search string text.

Search by Priority, Due Date, Sent Date or Text (in the subject field), or a combination of two or more of these search filters.

Hide Filters

Visible in Filter mode. Choose this function to hide the filter.

Show Preview

Displays task details in the area below the task list.

Hide Preview

Visible in Preview mode. Choose this function to hide the preview.

Functions visible upon clicking icon This graphic is explained in the accompanying text (this icon appears next to the Hide /(Show) Preview link.


Refreshes the status of all work items from the source work item providers, deleting the items executed, and adding new items and other changes in system configuration and connection status.

Personalize View

Configures worklist display features for the current user. For more information, see Personalizing the Display.

Manage Substitution Rules

Opens the Substitution UI. For more information on the related functions, see Substitution.

Display Connection Status

Displays connection status from the connected systems.


Tabs on the UWL Screens


The icons, links and functions you see on your portal screens are dependent on your configuration. You may or may not see some of those listed here in the documentation.

Link / Functions


(xn / yn) *


The current list of tasks to be performed by the user.

The task status New changes to In Process for SAP Business Workflow once you launch an item (automatic claim) or click Claim. For Collaboration Task, you can set the item to In Process yourself.

(n) First Number - Number of items with status new.

(n) Second number - Total number of tasks.


When the critical situation defined in the alert category arises, the system recognizes this and sends an alert instance to the recipients determined. Once configured, these alerts can be accessed through the UWL screens.

(n) First Number - Number of newly fetched alert items.

(n) Second number - Total number of alerts.


The UWL Notifications screen displays a table that lists messages sent to you of events, copies of worklist-related messages, and other statuses.  A selection of buttons, icons, and a hyperlink to message details are provided to help you to understand each notification.

(n) First Number - Number items not yet read by the user.

(n) Second number - Total number of notifications.


On this tab you will find all the tasks / requests by the tracked-by users. There are two default filters available – Completed and Uncompleted.

(n) Number - Number of tracked tasks.


* The numbers in brackets to the right of the category titles represent the ratio of the number of new items (x) to the sum of the number of new items and those in progress (y).


Tasks (2 / 3) means: there are two new tasks out of a total of three items that are either new or in progress.

Functions on the UWL UI Related to Tasks






Opens the resubmission screen. See Resubmit Tasks for details.

End Follow-up

Puts the task back in current time.

Manage Attachments

Opens the Manage Attachment UI. You can upload and delete attachments here. See Managing Attachments for details.

Assigned Tasks

Tasks assigned to you. (Note: this may be in a specific Collaboration task, not in the general UWL)

Tracked tasks

Tasks assigned you and to other users which you can track.

Approve / Reject

These options are available only in the approvals subcategory for each approval item. Select Approve to approve the item. Select Reject to indicate disapproval (reject the item). You can approve or reject for multiple rows simultaneously. 

Submit Memo

Write notes to yourself or for the users who are tracking your request. You can also submit a memo before completing the task.

Submit Decisions

Submit approvals / rejections.

Complete Task

Use this function to confirm and complete the task.


Edits the properties of the selected task.


Deletes the task / request item. If an item is deleted, the iView is not automatically updated. This has to be done using the Refresh function.

Create Request

Creates a new collaboration task work item. See The Collaboration Tasks Settings.


Returns to the previous page.

Show All of This Type

Shows all work items in the same category as the one currently selected.

View Detail

Displays the task item in more detail in a separate window.

Functions on the Item Preview Area



Open Task

Opens an SAP task.


Forwards the task / request to other users. Use the search window to add a new user or to an existing selection of users.

The forwarded item is removed from your worklist and appears in the forwarded user’s worklist.



Removes the action / work item from the worklist the of processors and assigns it to the user who wants to claim the work item.

The user who claims the item now views it under his/ her worklist.

Revoke Claim


Puts the action back into the worklist of the processors after it has been claimed.

The work item appears under the worklist of all the processors (for that item) and any of these processors can claim to work on it.


Functions Related to Alerts




Rejects an incoming alert. It is removed from the Alert list.


Use this button to confirm the Alert. Once confirmed, the Alert is no longer in your inbox.


Forward Alerts.

The forwarded item now appears on the forwarded user’s work list but also remains in the owner’s worklist.


Icons on the UWL and Collaboration Task Screens



This graphic is explained in the accompanying text

Get connection status of all work item providers

This graphic is explained in the accompanying text

View the attachment to the work item

This graphic is explained in the accompanying text

Status of the task is new

This graphic is explained in the accompanying text

Task is in progress

This graphic is explained in the accompanying text

Task is confirmed and awaiting approval

This graphic is explained in the accompanying text

Task is completed

This graphic is explained in the accompanying text

View detail

This graphic is explained in the accompanying text

Sort on the column

This graphic is explained in the accompanying text

Escalate task

This graphic is explained in the accompanying text

Escalated items

This graphic is explained in the accompanying text

Memo attachment

This graphic is explained in the accompanying text

Hover menu, click to see options


The following table lists the hover menu options you see on the UWL screens. To see the available menu options, click on the ‘This graphic is explained in the accompanying text’ icon next to the column text.

Hover Menus

These are the options you see when you right-click on the items in the columns below


List / Description


Edit – edit work item.

Forward – forward to another user (or multiple users) and also add more comments if required.

Delete – delete the task.

Change Status – change status to New, In progress or Completed awaiting approval.

Escalate – set the flag to escalate which enables you to sort the task from the Escalate column.

De-escalate – remove the Escalate flag.


Send E-mail

Create Appointment

Show Availability

Send Instant Message

Share Application

Start WebEx Session

Create Room

Create Session

These are Collaboration related tasks. For details refer to the Collaboration User Guide.


Create Task

Create Request for Feedback

Create Request for nomination

Create new collaboration task item using these options. See Tasks for details.


Percentage of work completed.


Choose Remove Flag to de-escalate the task.


The following is a list of default columns you would see on the UWL screen. These columns can be customized. See Personalizing the Display.

List of Default Columns




Subject text as entered during task creation.


Shows the priority level for the task. Choose from Low, Normal, High or Very High.


User name of the creator of the request.


Date the request was sent.


Due date for the task.


The following table describes the different dropdown menu options provided on the UWL screens:

Dropdown Menu Options (Sub Views)

Menu Option


Open Tasks

To see the list of existing tasks that require attention, use the Open Tasks category.  A selection of buttons, icons, and a hyperlink to message details are provided to help you understand each task action.

Completed Tasks

To see the list of completed tasks completed, use the Completed Tasks category.  A selection of buttons, icons, and a hyperlink to message details are provided to assist you to understand each completed task.

Forwarded Tasks

To see the list of forwarded task items, use the Forwarded Tasks category.  A selection of buttons, icons, and a hyperlink to message details are provided to help you access the details of the completed requests.


Details Area

You can act on the item from the Details Area. From this area you can:

Approve / Reject / Submit Memo / Edit / Forward and Delete.

Functions Visible in the You Can Also Area


For some tasks, only some of the below-listed functions may be visible.



View Preview

You can view the item preview area if you are in another view.

View Memos

The details area’s content changes to display the item’s memo / history view

Create Ad-hoc Request

Start the creation of the task sub-process. See Sub Process for details.

View All Collaboration Approvals

See all of the Collaboration approvals for the task.

Display Details in SAP GUI

Launches the SAP transaction screen. Choose Back link to navigate to the original Overview screen.


See also:

To create a task using the collaboration task wizard, see The Collaboration Tasks.

End of Content Area