You can create substitutes and activate them immediately or later on.

Please note: A substitution rule can only be changed or deleted by the creator, the main administrator, the sub-administrator, or the supervisor of the user being substituted.

Information for administrators: When upgrading from ELO 11 or older versions, the active substitution rules are transferred and applied. This means that substitutions remain active for an unlimited period of time, substitution rights remain inactive with the right May activate/deactivate outside a scheduled period. This requires ELO Indexserver 20.01 or a higher version.

Steps

1. On the ribbon, click User menu [your name] > Assign substitute.

2. Select your substitute using the input field or from the drop-down menu.

You can be substituted for by another user or by groups.

3. To configure more exact settings for your substitute, click the respective substitute.

As long as you haven't configured any settings for a substitute, their status will be Incomplete. With this status, the substitute cannot be used. You can configure settings either right away or later on.

You can configure different settings for different substitutes. For example, you can plan your substitutions in advance and edit their settings after the fact.

Settings

The following options are available for assigning a substitute:

• You can set a period during which another user automatically acts as your substitute.
• This gives the other user the right to substitute for you. In this case, they have to activate the substitution themselves.

Period: The Active substitution in this period option enables the input fields for the period. If you remove the check next to this option, the input fields are disabled. Entered periods are retained and can be re-activated later on.

You can define the following periods:

• A definite period with a start and end
• An unlimited period
• Multiple definite and/or unlimited periods

If you have defined a substitution with an unlimited period, you can end the substitution by deleting the period with the X icon.

Information: Periods are not deleted automatically; you have to delete them by clicking the X icon.

Substitution rights: If you enable the May activate/deactivate outside a scheduled period option, the substitute is allowed to activate or deactivate the substitution. This gives them permission to substitute for you in general without you defining a substitution period.

Substitution scope: You can individually configure how many rights you want to give your substitutes.

Select one of the following options:

• Substitute inherits everything
• Restrict substitution

Warning: If you enable the option Substitute inherits everything, your substitute will have access to all documents, tasks, and functions that you have access to. This includes your personal documents, tasks, and notes that otherwise only you can see.

Substitute inherits everything: The substitution is assigned all your rights. The substitute will have access to:

• Documents in ELO (including personal ones)
• Files in your Intray
• Your personal tasks and workflows
• Group memberships and group tasks
• Notes (including personal ones)
• Client functions

Restrict substitution: You can individually configure how many rights you want to give your substitutes. You must enable at least one of the following three options:

• Personal tasks and workflows: If you enable this option, your substitute can access tasks and workflows that you have been assigned personally, not those given to you as a member of a group.
• Intray access: If you enable this option, your substitute has access to your Intray.
• Inherit group membership: Use the drop-down menu to select which of your groups the substitution applies to. The substitute is assigned the user rights, permissions to entries, annotations, feed entries, and group tasks associated with the group. This allows you to create multiple substitutes for the same period and allocate permissions for different groups. Only the groups that allow substitution are available for selection.

Please note: To allow your substitute access to documents in your Intray, the documents must already have been saved on the server. You can enable this setting under User menu [your name] > Configuration > Advanced settings > Settings for the Intray work area > Save Intray on server when logging off. If necessary, contact your system administrator.

If you are currently being substituted for, you will recognize this based on the orange figure next to your User menu [your name].

You will also see on your My ELO start screen that you are being substituted for.

Forwarding substitutions

Substitutions are not forwarded automatically.

This means: Cole has appointed Anderson as his substitute. In turn, Anderson appoints a different user as her substitute. This user does not receive the tasks, rights, etc. that Anderson is given as substitute for Cole.

May forward substitution: By enabling this option, you allow your substitute to pass on the substitution to another user.

Even in this case, the substitution is not forwarded automatically – the user has to forward it actively.

Use this option with caution to prevent rights from being forwarded unintentionally within the company.