# Substitution rules

# Assign substitute

Substitutions ensure that your tasks are completed even if you do not have access to ELO for a longer period of time.

You can create substitutes and activate them immediately or later on.

This way, you can prevent workflow tasks from escalating when you are absent.

Please note

A substitution rule can only be changed or deleted by the following users:

The user who created the substitution
Main administrator
Sub-administrator (of the user being substituted for)
Supervisors (of the user being substituted for)

Method

On the ribbon, select User menu [your name] > Assign substitute.
Select your substitute using the input field or from the drop-down menu (users or groups).

As long as you haven't configured any settings for a substitute, their status will be Incomplete. With this status, the substitute cannot be used. You can configure settings either right away or later on.

You can configure different settings for different substitutes. For example, you can plan your substitutions in advance and edit their settings after the fact.

To configure more exact settings, tap one of the users or groups with substitution rights.

Settings

The following options are available for assigning a substitute:

You can set a period during which another user automatically acts as your substitute.
This gives the other user the right to substitute for you. In this case, they have to activate the substitution themselves.

Period: The Active substitution in this period option enables the input fields for the period. If you deactivate this option, the input fields are disabled. Entered periods are retained and can be reactivated later on.

You can define the following periods:

A definite period with a start and end
An unlimited period
Multiple definite and/or unlimited periods

Information

You can add a time to the date in the ELO Web Client. Enter the time after the date in the following format: 2023-12-29 15:30.

If you have defined a substitution with an unlimited period, you can end the substitution by deleting the period with the X icon.

May forward substitution

Substitutions are not forwarded automatically.

Enabling the option May forward substitution allows your substitute to pass on the substitution to another user.

Even in this case, the substitution is not forwarded automatically – the user has to forward it actively.

Please note

Use this option with caution to prevent rights from being forwarded unintentionally within the company.

Substitution scope

You can individually configure how many rights you want to give your substitutes.

Substitute inherits everything: Your substitute can see everything that you see.

Restrict substitution: You decide what your substitute is allowed to see.

You must enable at least one of the following three options:

Personal tasks and workflows: If you enable this option, your substitute can access tasks and workflows that you have been assigned personally (not group workflows).
Intray access: Your substitute has access to your Intray. The Intray is only available in the ELO Java Client.
Inherit group membership: Select which of your groups the substitution applies to. The substitute is assigned the user rights, permissions to entries, annotations, feed entries, and group tasks associated with the group. This allows you to create multiple substitutes for the same period and allocate permissions for different groups. You can only select the groups fro which a substitution is allowed.

Result

You have set up a substitution. If the substitution period has already begun, the substitution is already active. Otherwise, the substitution will become active when the defined start date is reached or the authorized user activates the substitution.

If you are currently being substituted for, you will recognize this by the orange figure next to your User menu [your name].

You will also see on your My ELO start screen that you are being substituted for.

Outlook

A substitution ends

at the end of the defined period, or
if the user substituting for you ends the substitution.

# Accept substitution

On the ribbon, select User menu [your name] > Accept substitution. In the dialog box, you can see who you are currently substituting for or may substitute for.

The following options are available for accepting substitution:

Another user has defined a period during which you automatically accept their substitution.
Another person has given you the right to substitute for them. In this case, you have to activate the substitution yourself.

In the I have the right to substitute for area, you will see an overview of the users you have permission to substitute for.

Information

If you are a supervisor of other users, you automatically have the right to substitute for these users. Users for whom you are a supervisor are not automatically displayed in the overview. Select a user from the Add employee drop-down field. This field is only displayed if you have been assigned the role of supervisor.

Active substitutes are marked green.

If you select a user, you can view their substitute permissions. This area is for information purposes only and cannot be edited.

# Edit substitutions

You have the following options:

Enable/Disable: These buttons are only available if the user you want to substitute for has given you the right to activate and deactivate the substitution yourself.
Forward: You can use this to forward a substitution if the user you are substituting for has given you the corresponding right. You can either hand off the substitution entirely or assign an additional substitute.

If you are currently substituting for another user, you will recognize this by the blue person next to your User menu [your name].

You will also see on your My ELO home screen that you are substituting for another user.

# Show substitution tasks

You can view substitution tasks in your Tasks work area. Substitution tasks are tasks of another user for which you are set as the substitute.

Method

Switch to the Tasks work area.
Select Ribbon > Task > Display (ELO Java Client) or X active (ELO Web Client).

Result

The substitution tasks are shown in your task list.

Information

In the ELO Java Client, you can't mark substitution tasks as read by default. However, you can enable this option under Configuration > Display > Task list display options > Mark group task as read.

# View substituted user's Intray

Available in: Intray work area > Ribbon > File > Transfer

The View substituted user's Intray function lets you manage items in another user's Intray. You must be active as the substitute for the respective users.

Please note

If you want to view, copy, or retrieve documents from another user's Intray, these documents must already have been saved on the server. You can enable this setting under User menu [your name] > Configuration > Advanced settings > Settings for the Intray work area > Save Intray on server when logging off. If necessary, contact your system administrator.

The following functions are available in the View substituted user's Intray dialog box:

Open in read-only mode
Copy: Creates a copy of the selected document in your own Intray. The original document remains in the Intray of the user you are substituting for.
Move: Moves the selected document to your own Intray. The document is removed from the Intray of the user you are substituting for.

Information

You can make multiple selections when copying or moving documents by holding down the CTRL key.

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