Substitutes

Introduction

Some workflow tasks have to be finished in a certain time. If the actual responsible user is absent the task has to be done by another user to ensure the prompt handling. Therefore users can define substitutes in IYOPRO.

Conceptual Overview

Users can individually define substitutes for their workflow tasks. Those substitutes will be able to complete tasks during the absence of the actual responsible person.

Set user absent

Click on the Absences button to set a user absent for a defined period of time

Set substitutes

Define a standard substitute for all the tasks of a user in a certain team or a specific task.

You can either configure team substitutes by clicking on the Substitutes button in the Start menu

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or configure team and task substitutes by clicking on the Configure Substitutes button in the Workflow Task menu that appears when you have a task open.

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Define task substitutes

Workflow tasks can have specific substitutes. Those task substitutes can be determined in the related task forms. Press the button Configure Substitutes to open the configuration.

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You have the following usage options:

  • Filter
    Enter the name of a user or group to filter the list of available substitutes

  • Move to the right
    Either press the arrow to the right or double click on the selected entry to switch the status of selected users and groups from available to configured

  • Move to the left
    Either press the arrow to the left or double click on the selected entry to remove the selected users and groups from the configured substitutes back to available substitutes

Define standard substitutes

Standard or default substitutes can be configured for every team. These specified substitutes will be responsible for every task while the actual user is absent. These standard substitutes will only be informed about tasks that do not have specific task substitutes.

Standard substitutes can either be configured for oneself or for someone else (IYOPRO App).
If you want to configure the substitutes for someone else, navigate to the User node in IYOPRO App. There you can select a user and configure his or her substitutes. Of course, you can also select your own user.
Alternatively, to configure standard substitutes for yourself, you can either click on the Substitutes button in the Start menu or open a workflow task and click on the Configure Substitutes button in the Task menu.

The mechanism to set standard substitutes is equal to task substitutes which is described above.