How to set up a delegate? How to handle as a delegate?
The system allows for the setting of substitutes. This function is necessary, for example, during vacation periods when one person needs to handle invoice processing on behalf of another.
Setting up a delegate
Delegates will inherit the same approval rights as the delegator, but only within companies where the delegate already has permissions.
Delegators are limited to adding users who possess at least the same company code permissions.
However, admin users have the ability to assign any user as a delegate for another user through the User management section in Admin settings, irrespective of company code permissions.
Separate email notifications are sent for invoices to be accepted as a delegate.
How to set up a delegate for yourself:
- Click your own name on top of the right corner.
- Click + Add a substitute for.
- A pop-up window will then open and you can choose a delegate from the drop-down list, and add the start and end date.
- You can search the user by typing his/her name after the user drop-down list has opened.
- Confirm the delegation by pressing the + button.
How to set up a delegate as an Admin user:
- Navigate to Admin > Uses view.
- Select the user for whom you want to set a delegate (delegator), and click Delegates.
- Select the delegate from the list.
- Once you have clicked the delegates name, you are able to set the delegation period.
Delegates will inherit the approval limits and company code permission of the person for whom they are a delegate.
💡 If a workflow requires both the user and their delegate to be consecutive participants, ensure that the following setting is enabled:
- Navigate to Admin > Companies > Select a company.
- Select Rules, settings, and automatic transfer.
- Activate the option "As a delegate, I'm allowed to: act as reviewer and approver consecutively in a workflow."
- This setting permits the user to approve two consecutive steps in the workflow.
- This setting permits the user to approve two consecutive steps in the workflow.
Handling as a delegate
When a user is set as a delegate for another user, and there are any invoices to be handled during the delegation period, the user will find a new tab in the top bar. By clicking the name of the delegator, the delegate is able to handle those invoices.
- By clicking on the name of the delegator, the user sees the same invoice handling page view as the original user who is to be delegated.
- All invoices which have been handled by the delegate are found in Previous invoices section.
- Invoices of which the active task is assigned for the delegate, are listed in the Next invoices section.
- Original workflow step assignee sees all invoices accepted by a delegate in his/her previous invoices and invoice search pages.
Other users can see the delegation in the workflow.
Invoice history log
Changes to invoices are saved to invoice history with the delegate's own name.
Approving an invoice will appear in the invoice history log with the action name "Invoice approved by a delegate".
