You can manage substitutions in Administration – Users – Substitutions, if you have the respective permissions. The permissions to work with this section are assigned in Administration – Access Settings – Global Access Settings – Substitution Administration.
The Substitution page displays: Active Substitutions and Substitution Schedule. The Active Substitutions displays the current substitutions. The Substitution Schedule displays all the upcoming substitutions. Information on the substitutions is in the tables, which you can configure.
You can force stop any of the substitutions in the Active Substitutions table. To do so, click Complete in the context menu of the current substitution (fig. 2).
Fig. 2. Active substitution context menu
You can configure substitution rules, edit or delete substitutions displayed in the Substitution Schedule. To do so, select the required option in the context menu of the substitution (fig. 3).
Fig. 3. Substitution Schedule context menu
Context menu contains the following items:
Substitution Rules - click to open the Substitution rules page where you can set up substitution rules. To learn more, see the respective Help section.
Edit - click to open the substitution editing page, which is similar to the substitution creation page where you can change the substitution parameters and select different field values.
Delete - click to delete the selected substitution. This option is available only for the substitutions, which are not listed in the Active substitutions section.
When you create a substitution in ELMA:
the substituted user continues receiving periodic tasks instances and messages;
the substitute user receives notifications on all new incoming tasks assigned to the substituted user;
the tasks assigned to the substituted user before the substitution starts are not automatically reassigned to the substitute user;
new process tasks are assigned to the substitute user and remain active until they are completed; the process task page will display the information about reassigning according to the substitution on the History tabas <Substituted> → <Substitute>. (fig. 4)
Fig. 4. Process task reassigned according to substitution
If an employee is substituted, you will see a corresponding notification next to his or her name, when creating a task (standard, SMART or project), adding a milestone and selecting such user as an executor, approver or supervisor; or when creating an event, meeting, call and selecting such user as a participant. You can still assign tasks to the substituted user, add him or her to events, meetings and calls and perform other similar actions, regardless the notification. New tasks, events, meetings and calls will be created for the substituted user (will not be reassigned to the substitute user).
Fig. 5. Task creation page. User substitution notification
