Assigning Substitutions

To assign a substitution, go to Administration – Users – Substitutions and click Add Substitution (fig. 1) in the toolbar.

Fig. 1. Administration – Users – Substitutions. "Add Substitution" button

Fill in the required fields on the opened page (fig. 2) and click Save. The new substitution will be added to the table on the Substitutions page.

Fig. 2. Substitution creation page

General Information Section

Substituted * – field for selecting the substituted user. This field is required.

Substitute * – field for selecting the substitute user. This field is required.

Start Date *, Due Date * – substitution start and due dates. These fields are required. By default, when creating and/or editing a substitution, the date that has already passed can not be specified as the start date and due date. It should be noted that when editing the active substitution, the start date will not be available for editing.

Duplicate Messages – enable/disable duplicating notifications on the incoming tasks, which were assigned to a substituted user:

	Yes – a substitute will be able to access all messages sent to a substituted user. Please note that the notifications on the attached documents will not be duplicated. To receive notifications on the documents attached to the task, the substitute is has to subscribe to the document.
	No – the substitute will not receive messages sent to the substituted user.

Early Substitution * – specify the date when early substitution must start. The substitute will receive all new tasks assigned to a substituted user, including process tasks. This field is required.

Tasks Section

Reassign Active Tasks * – enable/disable reassigning active tasks of the Substituted user.

Yes – reassign active tasks of the substituted user to the substitute. If this option is selected the following fields become available (fig. 3):

Tasks distributed by - user responsible for reassigning tasks of the substituted user
Send to distribute - specify when the responsible users will start reassigning active tasks (the number of days before substitution begins)
Complete distribution - specify when the responsible users will complete reassigning active tasks (the number of days before substitution begins)

All these fields are required.

No – only the substitute will receive notifications on incoming tasks.

Permissions to read/view documents – automatically assign the substitute permissions to documents attached to tasks.

Yes – when a task with an attached document is reassigned, the substitute will automatically get permissions to this document with the View/Load access level;
No – when a task with an attached document is reassigned, the substitute will not be given permissions to the document.

Granting access to documents – automatically assign the substitute permissions to documents attached to tasks with the Manage Permissions access level.

Yes – when a task with an attached document is reassigned, the substitute will automatically get permissions to this document with the Manage Permissions access level. If you choose this parameter, the View/Load access level parameter will be automatically set to Yes (if it had not been chosen before).
No – when a task with an attached document is reassigned, the substitute will not be given permissions to the document.

Fig. 3. Substitution creation page. Task section

Document Management Tasks Section

Use this section when it is necessary to give a substitute permissions to documents while they work with document management tasks (No settings are configured in the Task section).

Permissions to read/view documents in document management tasks – automatically give the substitute permissions to the documents sent for acquaintance/approval.

	Yes – when an acquaintance/approval task is reassigned, the substitute user will get View/Load permissions for this document.
	No – when an acquaintance/approval task is reassigned, the substitute user will not get permissions for the document.

Grant permissions to documents in document management tasks – automatically give the substitute user permissions to manage access permissions to documents sent for acquaintance/approval.

	Yes – when a task with a document is reassigned, the substitute user will automatically get permissions to this document with the Manage document access permissions. If this option is selected, the Permissions to read/view documents option will be selected as well.
	No – when a task with a document is reassigned, the substitute user will not get permissions to manage access to the document.

Reassigning active tasks of the substituted user

The user who is responsible for reassigning active tasks of the substituted person (Figure 3) receives the corresponding task. The page of the task "Reassign active tasks of the substituted user" looks as follows (Figure 4):

Fig. 4. Page of the task "Reassign active tasks"

This page contains the About task tab, which displays the deadline for this task, a substituted user, a substitute, and the substitution period.

Below is the Tasks section, which contains all the active tasks (all tasks whose period of execution falls on the substitution period) that you need to reassign. Overdue tasks are not displayed in this list, they must be checked or reassigned by the person substituted.

In the Executor column, you select the user who will perform the reassigned tasks. By default, it is the Substitute. If the substitution rules are configured in the system, then the executors will be specified according to these rules.

The Permissions to read/view documents and Grant permissions to documents checkboxes are displayed depending on the settings configured in the Tasks section (fig. 3) when creating a substitution. By default, these boxes are checked. If necessary, users can restrict permissions to documents separately for each task by resetting the corresponding checkboxes to the right of the task name.

To complete the task, click on the Completed button in the toolbar. To learn more about tasks, read the respective Help article.

For each user, only one substitution can be created (within a single period, the user can be substituted only once). If a new substitution period falls on the substitution period that has already been scheduled, a corresponding error message will appear (see Figure 5). Change the dates to save the new substitution.

Fig. 5. Substitution page. Error message

Please note that, when the substitution period is finished, all the reassigned tasks, which were not completed by the substitute users (active tasks), will not be assigned to a substituted user (tasks will remain in the task list of the substitute).

Working with documents when they are sent for acquaintance/approval to a substitute

Sending a document for acquaintance/approval to a substitute user follows the regular procedure. If the substituted user has no permissions for the document, the dialog box Assign access permissions will open (Figure 6). In this window, you need to select the required checkboxes to assign respective permissions and click the Save Permissions button.

Fig. 6. Granting access permissions

The document will be automatically sent to the substitute. The substitute will acquire permissions for the document in accordance with the access settings configured when the substitution was created (in the Advanced section, fig. 3).

Information about the substitution (substituted and substitute users) will be displayed on the document page – Acquaintance/Approval tab – Acquaintance sheet/Approval sheet (fig. 7)

Fig. 7. Approval sheet. Information about substitution

Once the user approved/reviewed the document, on the document page – on the General Information tab – the history panel shows the information about the tasks executed by the substitute user (fig. 8).

Fig. 8. Actions section

Note, that the generated acquaintance/approval sheet will also contain the information about the substituted user (fig. 9).

Fig. 9. Exported acquaintance sheet with active substitution