If you will be away for a certain period of time and would like to set up a substitute for your workflow tasks, you can do so via your user profile.
Procedure in the FM Portal
Path to the starting point: My FM - User Profile
Click on the Workflow Substitution section at the very bottom.
Click on New Substitute at the far right.
In the pop-up window, select the substitute and enter at least the Valid From date.
Note: If you select Active Substitution, the substitute will receive all tickets in your place. You will not receive these tickets. With a passive substitution (no checkmark), the substitute will see all your tickets in their service list under "Observed Services" and will be able to process them.
Click Add Substitute.
Note: This substitution setting also works if the substitute does not normally hold the appropriate role for these tasks.
Note: The proxy function is not available in room reservations.
Note: Passive substitution is currently available for the "Staff Onboarding" and "General Approval" workflows.
You have created a substitute for the specified time period.
If a person designates another person as their substitute in their user profile, the substitute will be notified of this substitution via a notification in the 📄 Die Systemleiste IC1098 header of the portal (bell / notification) as long as the substitution is not in the past. The same applies when a substitution is deleted.
Even if substitutions—e.g., in the event of illness—are entered or deleted by administrators, the substitute is notified.