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Substitutes

The substitute approver functionality allows one approver to act as a substitute for another approver in the expense approval process. This is typically used during holidays, illness, or other absences to prevent pending approvals from being blocked.

When a substitute is set up and active, they automatically receive a mirrored copy of all approval entries assigned to the approver they are substituting for.

imgsubstitute-approver.png
note

You need at least two approval users if you want to setup substitutes.

Process Flow​

1. An approver Liam (USER02) is substituted by an approver Isabella (USER01).
→ Create a new substitute relationship:
Substitute = USER01, Substitute for = USER02
Valid from/to (optional), Disabled = false

2. A document is sent for approval.
→ Starting the approval flow creates primary approval entries for Liam (USER02).
→ For each primary entry, delegate approvals are also created.
→ Isabella (USER01) receives a mirrored substitute approval entry.

3. Isabella (USER01) sees the pending approvals in the Role Center
   under "Substitute Approvals".
imgsubstitute-relationship.png
imgsubstitute-relationship.png

Activation/deactivation​

A delegate relationship can be deactivated in two ways:

  1. Disabled = true – The relationship is preserved but inactive. It can be reactivated.
  2. Date restriction – Set Valid from and/or Valid to to control the period automatically.

A disabled or expired relationship will not be used, and active delegate approvals will still exist but will not be counted in the Role Center.

imgsubstitute-relationship.png