Assigning Substitutes
Each employee can designate their own substitutes, ensuring that documents and approval requests are automatically shared with the appropriate individuals within the organization, while the original owner retains full control and continuous access at all times.
What are the substitute roles supported
Depending on the configuration of your organization, the following roles may be assigned to substitutes:
Module | Function | Role | Description |
|---|---|---|---|
PURCHASING | BUYER | PURCHASING_PR_LIST | access to list of purchase requisitions |
PURCHASING_PR_EDIT | edit purchase requisition | ||
SUBSTITUTE_SHOP_ON_BEHALF | Only when assigning substitutes: give access to a person to shop on your behalf | ||
PURCHASING_CONFIRMATION_CREATE | create Confirmation of Goods Receipt | ||
APPROVAL | BUYER | APPROVAL_DEMAND | approve demand documents |
APPROVAL_PURCHASE_REQUISITION | approve purchase requisition | ||
APPROVAL_PURCHASE_ORDER | approve purchase order | ||
APPROVAL_SOURCING_RFQ | approve sourcing event | ||
APPROVAL_SOURCING_RFM | approve supplier proposal | ||
APPROVAL_SERVICE_ENTRY_SHEET | approve service entry sheet |
Substitution Overview
To access the Substitution Overview, please click on your account, From the dropdown menu that appears, click on Settings. This will direct you to the Substitution Overview page.
In the Substitution section overview, there are two tabs: My Substitutes and I am Substituting.
My Substitutes : This tab lists all users you have designated as your substitutes.
A status “Active” indicates that the substitute’s role remains valid, and they are authorized to act on your behalf.
I am Substituting : This tab displays all users for whom you currently serve as a substitute.
A status “Active” indicates that your authorization is valid, and you are able to continue acting on behalf of these users.
In both tabs, information is presented in a table format, including the following columns: First Name, Last Name, Email, and Status.
“My SUBSTITUTES” Tab
“I AM SUBSTITUTING” Tab
How to set up Substitute Role(s)
Create a new Substitute
Navigate to Settings.
Open the Substitution Section.
Click New Substitute.
A pop-up window will appear:
Search for the substitute by entering their name.
The following fields will be automatically filled:
User ID
Email
First Name
Last Name
Click Create to confirm
Assign a role/Roles to the Substitute in the Role delegation Screen
Define the Validity Period (Mandatory)
To assign role(s), a valid period must be defined:
Date From: Start date of the role assignment (mandatory)
Date To: End date of the role assignment (optional), If `Date To´ left empty, the role will remain active for an unlimited period.
Select one or more roles to assign to the substitute and press create
A confirmation message will be displayed indicating that the role(s) have been assigned successfully.
The main employee can view all assigned substitutes in their Substitute List.
If a substitute already exists, additional roles can be assigned by clicking New Delegation and selecting the required role(s).
How your substitutes access your data
Once a substitute has been assigned, he will be able to access your Purchasing Data and Messages (Inbox) sections.
Purchasing Data
Navigate to the Purchasing tab.
Enter the date range for which the purchase requisitions of the person(s) you are substituting were created.
Enable the filter “I am Substituting” to view purchasing data for the substituted employee.
In the Purchase Overview, the Substitute can see all orders placed by the person he is representing as a substitute, including details such as the PR number, creation date, number of items, total price, and the current status (e.g., ordered, in Approval etc.).
the “Requested By” column shows the user for which we are acting as a substitute.
Messages
Option 1:
Go to Messages.
Activate the filter “I am Substituting” to view messages assigned through substitution.
in Messages Overview, the substituter can view all messages and discussions from the person, that he is representing. This includes both public and confidential messages. the substitute is also authorized to reply to these messages.
Option 2:
The user opens a Purchase Requisition for which he is assigned as a substitute, he navigates to the Messages section. Within this section, he is authorized to display and reply to existing messages or creates new messages related to the Purchase Requisition.
