Manage Substitutes
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 happens 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.
Access your substitutes by selecting the Workflow icon from the menu and selecting Design mode:
Then, select Manage Substitutes from the ribbon:
A list of substitutes displays, like below:
The following information is available:
Field | Description | Example | Note |
|---|---|---|---|
Ordinary User | The user that is assigned to a workflow and should be possible to 'substitute' with another user. | ||
The user that should be assigned the rights to act as the ordinary user in the workflow. | |||
Workflow ID | The workflow where configuration of the substitute should apply. | ||
Valid from - to | The from date and to date where the substitute should be able to act as the ordinary user in the workflow. | ||
| Updated By | The user that last updated the workflow. | ||
| Updated | The date and time the workflow was last updated. |
Aside from the Status column, all fields are editable by selecting the field:
To remove a substitute, select the X icon at the end of the substitute row:
You can also undo this change by select the undo icon:
Don't forget to Save your changes!
To learn how to add a substitute, see Adding a Substitute.