A way to hand your approvals to someone else while you are away. For the dates you choose, the person you name can approve, post or reverse whatever you could. The items waiting for you also appear in their list, and the history of each record shows that they acted on your behalf.
When to use it
- Before leave or travel, so documents waiting for your approval are not held up.
- To cover only part of your work, for example approvals up to a certain amount.
Before you start
- Approval delegation must be switched on for your system. If it is not, a row saved here hands nothing over. Ask support whether it is on.
- The person you hand over to must be a user in your workspace.
Where to find it
Accounts > Out of Office.
The fields on this screen
| Section | Field (on screen) | What to enter | Required |
|---|---|---|---|
| Out of Office | Delegator (who is away) | (not explained yet) | No |
| Out of Office | Delegate (acts on my behalf) | (not explained yet) | No |
| Out of Office | From | (not explained yet) | No |
| Out of Office | To (blank = open-ended) | (not explained yet) | No |
| Out of Office | Active | (not explained yet) | No |
| Out of Office | Reason | (not explained yet) | No |
| Scope (optional - blank = all) | Workflow ID | Internal workflow definition id; blank = all workflows | No |
| Scope (optional - blank = all) | Feature ID | Restrict to one feature; blank = all | No |
| Scope (optional - blank = all) | Max amount | Approve only up to this amount; blank = no cap | No |
| Scope (optional - blank = all) | Amount field | Which amount the limit is checked against. Leave blank to use the voucher amount. | No |
| Scope (optional - blank = all) | Cost centre | Restrict to one cost centre; blank = all | No |
| Scope (optional - blank = all) | Organisation ID | Restrict to one organisation; blank = all | No |
Adding a record
- Open Accounts > Out of Office and click Add / New.
- Pick yourself as Delegator (who is away) and the other person as Delegate (acts on my behalf).
- Set From, and set To to your return date. Leave To blank to keep it running until you switch it off.
- Tick Active and write a short Reason.
- Leave everything under Scope blank to hand over all your approvals. To narrow it, fill one or more boxes: a cost centre, or a Max amount so larger documents still wait for you.
- Save.
Changing or deleting a record
- When you are back, untick Active (the row is kept as a record of the handover), or set To to today.
Tips and common mistakes
- Every Scope box you fill narrows it further. Cost centre plus Max amount means only that cost centre's documents under that amount.
- Workflow ID, Feature ID and Organisation ID are internal numbers. Leave them blank unless support gives you one.
- With Max amount set, a document whose amount cannot be read waits for you. It is never handed over on a guess.
- The delegate never gets more than you had. They act with your approval rights, no more.
- Depending on your role, this list may show everybody's handovers, not only yours.