Assign substitutes

Activate and deactivate a substitute for yourself (Approver)

1. Go to Settings - Substitute.
2. Under My substitute (for all document types), enter the name of the substitute.
3. 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.
4. 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.

Activate substitutes for other users (System Administrator)

1. Go to Configuration - Substitutes.

   This window is only available for system administrators.

2. Click New substitution.
3. In the For this approver field, start typing the name of the approver that you want to assign a substitute for. A list of possible names is shown.
4. Select the approver.
5. In the use this substitute field, start typing the name of the substitute. If the approver have had a substitute from before, the system will suggest the last used substitute automatically.

   If you choose a substitute who already has a substitute for an overlapping period of time, an error message will be displayed.

6. Enter the From and To dates. Clicking the date fields will open up a calendar window for picking a date. If you do not have an end date, you can select the No end date check box, and the To date will change to Indefinitely.
7. Click OK.

The new substitute is registered and activated. All new and existing tasks are automatically sent to the substitute. As soon as the substitution period ends, all tasks are unavailable for the substitute and new tasks are only sent to the user.

Deactivate substitutes for other users (System Administrator)

There are two ways of deactivating a substitute:

Use the action Delete

1. Go to Configuration - Substitutes.
2. Hover on the row you want to deactivate. Two actions will display at the end of the row.
3. Click the Delete icon. A dialog box will appear and you have to confirm the action.
4. Click OK.

Use the action Edit

1. Go to Configuration - Substitutes.
2. Hover on the row you want to deactivate. Two actions will display at the end of the row.
3. Click the Edit icon.
4. Click Stop now. This will delete the row without any confirmation.