Creating Substitutions
(Previously known as Temporary Replacements)
Any user may be given the ability to operate ‘on behalf of’ another user in the system.
This allows for when a person goes on leave that their work can be managed by another user.
It is also a common tool in system testing to see what areas of the system look like to users of different levels of access.
One major component of this function is that the acting user will be automatically cc'ed into emails sent from the system to the absentee.
The temporary substitutions screen has an entry for each user replacement. Each entry must state the following:
• The absent person
• The replacement (who will act as them)
• The date the replacement is in effect
• The date the replacement will no longer be in effect
To add a new substitution, click the Add button.
Fill in all the required details and click the Add button.
When in the active period of the substitution, the acting user will have the ability to act as the absentee.
| Label | Notes |
|---|---|
| Absent Person | The person whose authority we are delegating to another user. |
| Substitute | The person that will receive the delegated authority. |
| From (Date) | From when |
| To (Date) | To when |
| Ignore normal role? | If this is set, then the user in ‘Absent Person’ will no longer be able to use their own authority. This is to allow a chain of replacements (E.g. where person B is substituting for A, and in turn C is substituting for B.) |
| Send Email to Substitute | If checked, the ‘Substitute’ will receive an email notifying them that they will receive this authorisation. |
Editing Substitutions
You can edit an existing temporary substitution.
The video below explains in more detail.
Removing Substitutions