Substitution of an employee in a workflow

If the user has a leave entry or an absence entry that includes the date, a task becomes active, you want the task to be completed by a substitute.

Carefully consider which dossier items you want to transfer to a substitute!

Substitution of the basic roles in the case of absence

If you use basic roles, you can select the following roles when substituting for an employee:

• Current replacement destination
• Current submitter replacement
• Current responsible replacement

These roles are only available if you are using leave entries and absence entries. If you select one of these roles as the destination, the substitute will see the task if the employee is on leave or sick. You configure a substitute in the employee data.

If you have selected these roles for the task and an active leave entry or absence entry is present for the destination, sender or responsible person, the task is also shown in the InSite task list of the substitute of this employee. Thus this concerns the Substitute employee specified on the Non-attendence tab in Current substitute (this current substitute is copied from an active leave entry or absence entry.) If the employee in question does not have a leave or absence entry, the task has to be picked up by him and the substitute does not play any role.

Note:

If you are using substitutes, you must refresh the data every night using the ACTUAL command line action. If you use the AUTOGROUP command line action to populate the authorisation groups for the authorisation of the substitute (to automatically populate the groups with the employees in the organisational units), you first perform the ACTUAL action and then the AUTOGROUP action.

For AFAS Online, you configure a task for this. This ensures the data is automatically refreshed each night. It is not possible to manually perform this action for one environment upon request.

Substitution in case of a user group

You can record a fixed substitute for an employee that is absent because of leave or other reasons. You can also include this substitute in a workflow, to account for situations when the employee supposed to complete the workflow is absent. For this, the group must have been configured for substitutes. Link this group to the desired workflow.

To set up the basic role of a substitute in a workflow task:

1. Go to: CRM / Dossier / Configuration / Dossier item type.
2. Open the properties of the dossier item type. to which the workflow is linked.
3. Go to the tab: Workflows.
4. Open the properties of the workflow..
5. Select a task.

   In Task intended for, you see the Roles / Responsibilities / Groups that can complete the task or view it for informational purposes.

6. Click on:  after Task intended for.
7. Select the basic role that will be completing the task.

   For example, select Basis / Instuurder by using one of the arrow icons to move it to the Intended for field.

   Note: 

   If you only select a group and not a basic role, the substitution functionality does not work! In that case, Profit does not know which substitute should be selected. In addition, the task will not remain where it is because somebody else from the group will complete it!

8. Also select Current replacement destination, Current submitter replacement and/or Current responsible replacement, depending on the basic role you selected.
9. Continue with adding the task.
10. Click on: OK.

    Repeat this for the other tasks.

11. Click on: Save.
12. Click on: Publish.