About substitutes
You can define another user as your temporary substitute to take over your tasks during your absence. System administrators can assign substitutes for all users. New incoming tasks and existing tasks are automatically sent to your assigned substitute.
Substitute rules
The following rules apply when assigning a substitute:
- You cannot register as a substitute for yourself.
- Two users cannot be substitute for each other during the same period of time.
- Two or more substitutes with the same name can be identified based on their email address.
- If the substitute does not have sufficient rights to handle all of your tasks, you will receive a warning.
- If the substitute is away, information about the unavailability is shown, in order to avoid selecting this person as a replacement.
- When a substitute becomes active, both you and your substitute can work on the tasks originally assigned to you.
- When a substitute becomes active, all tasks in your task list become visible in the substitute’s task list as: Task name [on behalf of the original assignee (you)].
- All approval decisions made by the substitute are registered as on behalf of the original assignee (you) in the graphical workflow.
- In the graphical workflow, the substitute’s name is displayed on top of your name (original approver).
- When a substitute becomes inactive, all of your tasks disappear from the substitute’s task list.