In Setup → Platform → Out of offices it is possible to setup the transfer of documents to a replacement for a period of time.
Overview
By default, the My Out of Offices overview is shown where you are the absent person or the replacement. By using the filter in the status column it is possible to filter by all, present, past or future. Only the Accounts Payable Administration and the Application Owner can see all Out of Office settings of colleagues in the overview. All others can only see the Out of Office settings in which they themselves are involved as an absentee or substitute. The overview of out of offices can also be exported to an Excel file.
Create Out of Office
In the Out of Offices overview, select the action button to create a new Out of Office.
By default, the username of the logged in user is filled in. This cannot be changed. It is only possible for the Application Owner to create an Out of Office setting for another user. In the Leave Date field, select the current date or a future date. In the Return Date field, select a date later than the set LeaveDate. Enter the name of a colleague in the Substitute field. This is the person who will be assigned the invoices during the entered absence.
Please note: When an invoice is assigned to a user based on a job description, when out of office the invoice can be picked up by other users in that same job description. If there is no other user, the replacement will be considered as stated in the job description. An example of this are invoices that require an approval limit based on a job description.
Invoices that have not been handled by the replacement during that period will remain in the name of the replacement. The Application Owner can possibly change the Activity owner of the invoices.
Taking over invoices from an absent colleague
The replacement receives all new invoices that are normally issued in the name of the absent person(s). These invoices cannot be distinguished from your own invoices in the Invoices overview. The audit shows the name of the replacement if he/she handled the invoice. The audit does not show that this is a replacement.
An invoice that is taken over from a colleague can then be treated in the same way as an invoice that has been received via the 'normal' route.
It may happen that the replacement is also out of office. In that case, the invoice remains assigned to the replacement of the user to whom the invoice was originally assigned. If this situation occurs, no message will appear in the status overview.