Assigning a substitute is useful for ensuring that day-to-day tasks are handled even during vacations or other leaves of absence. Assigning tasks to users that have an assigned substitute will automatically notify the substitute.

It is possible to assign a substitute for any user, except admins. When a user is assigned a substitute, the substitute is granted the same access rights as the user for the duration of the substitution. Users can only have one substitute at a time, and the substitute must belong to the same role as the user. Users may set their own substitute, or an organisation admin can assign substitutes to users.

Setting your own substitute

In the 'Settings' tab, scroll down to the heading 'Substitute handling' and select 'ADD SUBSTITUTE.'

This opens up a new window with a searchable field. All eligible substitute candidates (users that belong to the same role in can be viewed here.

Select your substitute and click save. You have now set a substitute who has the same access rights as you, in addition to her own. The substitute will remain until you or an admin ends her substitution by clicking X to the right of the name in this setting.

Admin assigning a substitute for a user

From the 'Administration' tab select 'User' to view entire list users in you organisation.

Find the user you are assigning a substitute to and open the Edit User page by clicking the user name. Scroll down to 'Substitute handling' to see if the user is currently being substituted by another user, and if the user is currently set as a substitute for another user.

Click 'Edit' to open the substitute handling settings.

You can assign a substitute to this user by clicking 'ADD' and selecting another user. Only users belonging to the same role are eligible for substitution.

You may later end the substitution by clicking X to the right of the substitute name in this setting.

Limitations of substitute handling

When setting user A as user B's substitute the app combines the access rights of users A and B for user A. This is only possible in situations when user A's access rights are a subset of user B's access rights or vice versa.

Example: user A has a role "IT security expert" with view rights to all IT security incidents in all locations. User B has role "Shop manager" with view rights to all observation categories within his own shop. User A can't substitute User B as his view rights are not a subset of User B's access rights nor vice versa.

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