Maintaining and Activating Substitutes 

Maintaining substitutes

  1. In the Business Workplace, choose Settings ® Workflow settings ® Maintain substitute.

The Maintain substitute dialog box appears.

To facilitate maintenance of the substitution, the Personal substitutes entry and the positions you occupy are displayed in the hierarchy on the Maintain substitutes screen.

You specify your substitute either as a personal substitute or as a position-related substitute.

A personal substitute can see and execute all your work items, including those assigned to you via a personal agent assignment.

You can only specify one other user as a personal substitute.

A position-related substitute can only see and execute the work items you have received on the basis of agent assignment at the level of position, job or organizational unit.

You can enter another position or a user as a position-related substitute.
  1. Position the cursor either on the entry Personal substitutes or on the relevant position, and select Create substitute.

    2. You can maintain existing entries by double-clicking on the relevant entry.

    If you want to maintain a position-related substitution, decide whether you want another position or another user as a substitute. Select either position or user as the substitute type and specify the number or the user name of the substitute.

  2. Specify the validity period for the substitution on the detail screen for substitution.

    3. Only within this period can the substitute adopt the substitution.

  3. Specify a substitute profile in the dialog box Detail screen substitution.

    4. Irrespective of whether you have created your substitute as a personal or position-related substitute, you can limit the scope of the work items displayed to your substitute by specifying a substitute profile.

  4. Select the field Substitution active if applicable.

    5. You must activate the substitution if you want work items to be visible for the substitute automatically from now on. If you do not activate the substitution, the substitute must adopt the substitution explicitly to see your work items.

  5. Save your entries and exit substitute maintenance.

Activating substitutes

  1. In the Business Workplace, choose Settings ® Workflow settings ® Activate substitute.

    2. The Activate substitute dialog box appears.

  2. Select the substitutes that you want to activate, and choose the function Activate.

Deactivating substitutes

  1. In the Business Workplace, choose Settings ® Workflow settings ® Activate substitute.

    2. The Activate substitute dialog box appears.

  2. Select the substitutes that you want to deactivate, and choose the function Deactivate.

Adopting substitution

  1. In the Business Workplace, choose Settings ® Workflow settings ® Adopt substitution.

    2. The Choose substitution dialog box appears.

  2. Select the user(s) for which you want to adopt substitution.
  3. Exit the dialog box.

Ending substitution

  1. In the Business Workplace, choose Settings ® Workflow settings ® End substitution.

The substitution is ended.