SAP Knowledge Base Article - Public

2490748 - Emails Triggered to the Line Manager’s Mailbox, Requesting to Approve the Tasks of Employees who had Already Exited from the Organization


The Line Manager in your Organization may have received Emails requesting to Approve the BTM Tasks of the Employee XYZ (where XYZ represents the Employee) who had already exited from the Organization.

For example:

Emails may have been triggered to the Line Manager’s Mailbox, requesting to Approve the Sick leave of an Employee XYZ.

Below are the details of the Email received.

Subject: Approve Leave Request – Sick Leave - XYZ (XXXXX)- DD.MM.YYYY - DD.MM.YYYY.

Email message:

You have been notified about a change of data in your system.

Depending on the type of change, this notification is intended to:

* Inform you about the change
* Require you to perform a task
* Ask you to review data

For more information about what you need to do, click here.


SAP Business ByDesign


The Employee XYZ had applied for a leave for DD.MM.YYYY. This Employee was then Terminated on DD1.MM1.YYYY1.
The leave was Approved by the Manager on DD2.MM2.YYYY2, which was after the Employee's termination from the system.

The BTM - Business Task Management has the default logic to determine the Approvers in case the system is unable to find the relevant Approver for the Tasks.

In this case, there were Unapproved Leaves after the termination of the Employee XYZ. Since, the Employee XYZ is already Terminated in the system, the system could not find the relevant Approver and the BTM logic of determining the responsible Manager determines multiple Managers and the Email gets triggered to all.


Managers must take appropriate action on such Tasks by selecting either Approve or Reject.
Ensure that all the Leaves and Time Recordings are Approved before you Terminate the Employee in the Organization.


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