Available in: User menu [your name]

In this dialog box, you can specify which users may substitute for you. You also see who you are an active substitute for.

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.

Select user (only available to administrators): Click the Select user button and select a user to configure the substitution rules for another user.

Select substitute: In the Select substitute field, you can search for a user or group. Suggestions will appear as you type.

Click the corresponding suggestion to select a user or a group.

Alternatively: If you click the triangle to the right of the Select substitute field, this will open a drop-down menu. The drop-down menu contains a list of the users and groups you selected recently.

Users with substitution rights

In the Users with substitution rights list, you see the users/groups that are designated as substitutes. Active substitutes are marked green. Incomplete substitutions are marked yellow. To complete a substitution, at least one of the options Active substitution in this period and May activate/deactivate outside a scheduled period must be enabled AND one of the options Substitute inherits everything or Restrict substitution. At least one of the boxes below the option Restrict substitution must be checked.

Settings

Under the settings, you define the substitution rules for the users selected in the Users with substitution rights list.

Active substitution in this period: If this option is enabled, you can specify a start and end date for the substitution in the from/to fields. The substitution will be activated automatically on the start date specified. If you do not specify an end date, the substitution remains active indefinitely. If you specify an end date, the substitution is automatically deactivated on this date.

Additional period: You can define more substitution periods with the Additional period button.

May activate/deactivate outside a scheduled period: If you enable this option, the substitute is allowed to activate or deactivate the substitution.

May forward substitution: If this option is enabled, the substitute is allowed to pass on the substitution to another user.

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 this option is enabled, the substitute can access your personal tasks and workflows. These tasks will be displayed in the substitute's task list.

Intray access: If this option is enabled, the substitute has access to your Intray.

Please note: If you want to view, copy, or retrieve documents from another user's Intray, these 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.

Inherit group membership: In the Add group field, you can assign your group membership to the substitute. The substitute is assigned the user rights, permissions to entries, annotations, feed entries, and group tasks associated with the group for as long as the substitution is active.

Information: You can only select groups who have been assigned the right Substitution allowed in the user manager.

Information: You can enter a message for the substitute in the Message field.

OK: Click OK to save the settings.

Cancel: Click Cancel to close the dialog box without saving the changes.