# 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.
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.
You can be substituted for by other users or by groups.
To configure more exact settings, tap one of the users or groups with substitution rights.
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.
In the Users with substitution rights list, you see the users and groups that are designated as substitutes. Active substitutes are marked green. Incomplete substitutions are marked yellow. To complete a substitution, at least one of the options Active substitution in this period and May activate/deactivate outside a scheduled period must be enabled AND one of the options Substitute inherits everything or Restrict substitution. At least one of the boxes below the option Restrict substitution must be selected.
# 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 disable 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
If you have defined a substitution with an unlimited period, you can end the substitution by deleting the period with the X icon.
Information
Periods are not deleted automatically; you have to delete them by selecting the X icon.
Substitution rights: If you enable the May activate/deactivate outside a scheduled period option, the substitute is allowed to activate or deactivate the substitution. This gives them permission to substitute for you in general without you defining a substitution period.
Substitution scope: You can individually configure how many rights you want to give your substitutes.
Select one of the following options:
- Substitute inherits everything
- Restrict substitution
Important
If you enable the option Substitute inherits everything, your substitute will have access to all documents, tasks, and functions that you have access to. This includes your personal documents, tasks, and notes that otherwise only you can see.
Substitute inherits everything: The substitute is assigned all your rights. The substitute will have access to:
- Documents in ELO (including personal ones)
- Files in your Intray
- Your personal tasks and workflows
- Group memberships and group tasks
- Notes (including personal ones)
- Client functions
Restrict substitution: You can individually configure how many rights you want to give your substitutes. 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 those given to you as a member of a group. The substitute requires the Extend workflow rights user right in order to be able to view the documents associated with a task. This user right can only be granted by an administrator.
Intray access: If you enable this option, your substitute has access to your Intray.
Please note
To allow your substitute access to documents in your Intray, the 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 out. If necessary, contact your system administrator.
Inherit group membership: Use the drop-down menu to select which of your groups the substitution applies to. Your 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. Only the groups that allow substitution are available for selection.
If you are currently being substituted for, you will recognize this based on 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.
# Forward substitutions
Substitutions are not forwarded automatically.
This means: Cole has appointed Anderson as his substitute. In turn, Anderson appoints a different user as her substitute. This user does not receive the tasks, rights, etc. that Anderson is given as substitute for Cole.
May forward substitution: By enabling this option, you allow 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.
Use this option with caution to prevent rights from being forwarded unintentionally within the company.
# Accept substitution
This function (available in: Ribbon > User menu [your name]) enables you to accept a substitution request from another user. You can view the substitution tasks in your Tasks work area by selecting Task > Display > Substitution tasks.
The following options are available for accepting substitution:
- Another user has defined a period during which you automatically accept their substitution.
- Another user has given you the right to substitute for them. In this case, you have to activate the substitution yourself.
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.
# I have the right to substitute for
On the left-hand side, 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. The Add employee field is only displayed if you have been assigned the role of supervisor.
You will recognize active substitutions by a green bar next to the profile picture.
If you select a user, their exact substitute permissions are shown on the right-hand pane. This area is for information purposes only and cannot be edited.
# Edit substitutions
You have the following options:
- Activate/Deactivate: These buttons allow you to activate substitutions that are currently inactive or deactivate active substitutions you want to end. 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: With this button, you can 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 tab > Display.
Result
The substitution tasks are shown in your task list.
Information
You can tell whether the Substitution tasks function is enabled by the border around the button.
# View substituted user's Intray
Available in: Intray > 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 out. If necessary, contact your system administrator.
The following functions are available in the View substituted user's Intray dialog box:
- Intray files of: In this area, you can see whose Intray files you are currently viewing.
- Select user: Use this button to select the user whose Intray you want to access.
- Open in read-only mode: Opens the selected document 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.