How do I set a substitute to approve documents while I am away?
In Visma.net Approval you can define another user as your temporary substitute in order to take over your tasks during your absence. New incoming tasks and existing tasks will be automatically routed to the user’s assigned substitute.
Registering your substitute
- Go to Settings - Substitute.
- Under My substitute (for all document types), enter the name of the substitute.
- Define when the substitute is active:
- Inactive: Deactivate the substitute which is currently active.
- Active now: The substitute becomes active immediately until you manually change the status to Inactive.
- Active in period: Select the from and to date in which the substitute is active.
- Click Save.
The substitute is registered and activated. All new and existing tasks are automatically sent to your substitute. As soon as the substitution period ends, all your tasks are unavailable for the substitute. New tasks are only sent to you.
Substitution rules
- You cannot register yourself as a substitute.
- Two users cannot be substitute for each other either over the same period of time.
- Two or more substitutes with the same name can be distinguished based on their email address.
- In case a substitute is also away, information about its unavailability is shown in order to avoid picking this person as a replacement.
- Once a substitute becomes active, both the original assignee and substitute can see and work on the tasks assigned to original assignee.
- Once a substitute becomes active, all the tasks in the original assignee’s task list becomes visible in the substitute’s task list as: Task Name (on behalf of Assignee A).
- All approval decisions made by the substitute is registered as “on behalf of the original assignee” in the graphical flow.
- In the graphical flow, the substitute name is displayed on top of the original approver name.
- Once a substitute becomes inactive, all the tasks of the original assignee disappear from the substitute’s task list.