Set up substitution

If you are absent or a colleague is allowed to take over your workflow transitions permanently, you can create a substitution rule via the user settings under My substitution. There you decide who substitutes you and to what extent.

Instructions:

1. Open the user settings in the Portal header

   See also: User settings

2. Under My substitution, click on Create new substitution rule:

   

3. Define the substitution rule in the Create new substitution rule dialog:

   

   Property	Description
   Description of the substitution	You can enter a description of the substitution here.
   Substitution by	Assign your substitute here. Note: You can only assign a single substitute. Note: By default, you can select an employee here.
   Can set absence	Switch to Yes: Your substitute may also set you to absent. Example: If you are ill and therefore unable to set your absence yourself, your substitute may change your attendance status. See also: Set absence as substitute Switch to No: Only you or an administrator can set your absence. See also: Set absence and substitution as administrator
   General delegation	Switch to Yes: Your substitute may also execute workflow transitions for you when you are present. Switch to No: Your substitute may only execute workflow transitions for you if you are absent.

4. Click Save

Results:

• According to the substitution rule, your substitute may execute workflow transitions for which you have been assigned.

• Other users can see who the employee's substitute is in the employee's object format.

• The substitute receives an email informing him/her of the substitution.

• After logging in, a message appears at the bottom right of the substitute's Portal informing him/her of the substitution:

  

• The substitute sees the workflow transitions that he/she is allowed to execute as a substitute in the My tasks dashboard.

• The substitute can see details of his/her substitution in his/her user settings under I represent:

  

• You can see details of your substitution rule in the user settings under My substitution: