Workflow Substitution

Workflow Substitutions are configurations that allow you to tell the system that when an authorisation action is assigned to a user, it should also send one to whoever you've configured as a substitute. The authorisation action will still be pending for the User, as well as the Substitute.
The Workflow Substitution can be an individual user or multiple users.
The Workflow Substitution can be created for a set time frame, or continuously until a new end date is entered.
the Substitutions will only work on selected Workflows
You assign people or groups to workflows by editing the Workflows.
Workflow Substitution are only active if they have been Enabled with valid dates - shows on the list with a icon. If the Workflow Substitution is inactive it will show with a icon.
Once an active Workflow Substitution has expired (passed value dates), this will show with a icon.
In the Pending Authorisation, the Assigned to column will now show the User as well as the Substitute User(s), the later having a substitution icon.

How to view Workflow Substitutions

Viewing Workflow Substitutions

Select Workflow & Authorisation / Workflow substitution from the Main section of the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

or from the Main Menu select Workflow & Authorisation then Workflow substitution -

or enter Workflow substitution in the Quick Launch Side Menu.

This will then show all the Users that are available for Workflows based on settings made in Authorisation Roles and Authorisation Workflows.

Username: Users that have been setup for Workflows.
Workflow: Workflow associated with the User.
Date from: Start date if a Substitutions has been setup.
Date to: End date, if applicable, if a Substitutions has been setup.
Substitutes: Users that have been setup as Substitutes.
Log: Selecting the log icon will show the history of the selected User.

Tip

To modify the columns displayed, select in the top right of the page, then tick/untick the information you want to see or not.

If a User has enabled Workflow Substitutions for individual Workflows and also one for All Workflows, then the individual substitution will process before the All substitution, depending on dates.

For example:

PIN LM Workflow will use substitute Geoff between 30 May 2024 and 8 June 2024. After that date, any substitutes as set in All will apply.
SIN Automation Workflow will use substitute Harry Doe between 30 May 2024 and 16 June 2024. After that date, any substitutes as set in All will apply.
All other Workflows, plus the two above after the 'Date to' has lapsed, will use substitute AlexP between 30 May 2024 and 30 June 2024.

How to assign Workflow Substitutions

Assigning Workflow Substitutions

Select Workflow Substitutions from one of the options as shown above in Viewing Workflow Substitutions.
Select the User(s) to update - multiple Users can be selected if assigning the same Substitute.
Select Assign Substitute(s).
Select User(s) to assign as substitutes and move to selected column.

Likewise, you can add more users or remove users.

Any Authorisation item(s) that are sent to this User will now be forwarded to these substitutes as well, once the substitution is Enabled & dates set.
Select Apply to save changes.

How to enable Workflow Substitutions

Enabling Workflow Substitutions

Select Workflow Substitutions from one of the options as shown above in Viewing Workflow Substitutions.
Select the User(s) to Enable - multiple Users can be selected if Enabling at the same time.
Select Enable - you will only be able to Enable Users if Substitute(s) have been assigned.

Enter the following fields as required.

Dates -
- Date from: Date from which Substitutions will apply.
- Date to: Date until which Substitutions will apply. This can be left blank if the End date is unknown.
Apply to Pending - i.e. Any outstanding items that are in the workflow.
- Within date range: Selecting this tickbox means that all Substitutions will apply to all existing pending authorisations within the selected date range.
- All: Selecting this tickbox means that all Substitutions will apply to all existing pending authorisations regardless of date.
Warning

If you select more than one User where one of them hasn't had a Substitute assigned, you will get a warning message saying that that User will not be Enabled.
Select Apply to save the options.

How to disable Workflow Substitutions

Disabling Workflow Substitutions

Select Workflow Substitutions from one of the options as shown above in Viewing Workflow Substitutions.
Select the User(s) to Disable - multiple Users can be selected if Disabling at the same time.
Select Disable.

Enter the following fields as required.

Dates -
- Clear dates: This tickbox is ticked as default, meaning it will clear all dates and any Substitutions will now become inactive. Untick if you are changing the Revoke before option.
Revoke Pending - i.e. Remove any pending tasks from the Substitute.
- Before Date From: Selecting this tickbox will revoke pending authorisation Substitutions before the selected From date.
- All: Selecting this tickbox will revoke all pending authorisation substitutions regardless of date.
Select Apply to save the options.

How to delete Workflow Substitutions

Deleting Workflow Substitutions

Select Workflow Substitutions from one of the options as shown above in Viewing Workflow Substitutions.
Select the User(s) to Delete - multiple Users can be selected if Deleting at the same time.
Select Delete.

Confirm the popup message.
The Workflow substitution will now be removed.

How to create new Workflow Substitutions

In the Workflow Substitution screen, the prepopulated list only shows people who are named specifically in the Workflow or are part of an Authorisation role or User group in the Workflow.

So, to deal with a scenario where another User needs to be added to the Workflow Substitution, there is the option to create a new substitution where any User in the system can be selected.

Create new Workflow Substitutions

Select Workflow Substitutions from one of the options as shown above in Viewing Workflow Substitutions.
Select New Direct.
Enter the follow requirements.

General -
- User: User for whom substitutes should be assigned.
- Workflow: Enter Workflow, leave as [All] for all Workflows.
Substitutes - select Username/s to be added to 'Selected' column.
Select Apply to save the options.
There will now be another entry in the Workflow Substitution folder which can be Enabled or Disabled as explained above.

Updated November 2024