Adding a Substitute
Workflow Substitutes make it possible to setup workflows where one user can act on the behalf of another user. When creating a workflow, each status tracked workflow step must have a 'Doer' and one 'Responsible'. But what about if one of the user associated with a Doer or Responsible role cannot fulfill the work associated with the workflow? For example, the Responsible is on vacation or similar, and cannot approve the budget for a cost center. Using the Workflow Substitutes function, you can assign another user the same rights as the original user in the workflow.
Add a substitute to a Workflow by selecting the Workflow icon from the menu and selecting Design mode:
Then, select Manage Substitutes from the ribbon:
Select New to add a substitute:
A new row will be inserted where you can enter the following information:
| Column | Description |
|---|---|
| Ordinary User | The user that is assigned to a workflow and able to "substitute" with another user. |
| Substitute | The user that is assigned the rights to act as the ordinary user in the workflow. |
| Workflow ID | The workflow where configuration of the substitute applies. |
| Valid From - Valid To | The from and to date where the substitute is able to act as the ordinary user in the workflow. |
Select each field to activate a drop-down where you can make your selections, as demonstrated below:
When you're done, don't forget to select Save!
Upon saving your changes, the Status column updates to reflect the substitute activity, as shown below:
For more information, see Manage Substitutes.