If you'll be away for a certain period of time and want to set up a substitute for your workflow tasks, you can do so through your user profile.
Procedure in the FM Portal
Path to the starting point: My FM - User Profile
Click on the "Workflow Substitute" section at the very bottom.
Click "New Substitute" on the far right.
In the pop-up window, select the person who will be covering for you 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 (unchecked), the substitute will also be able to view and process all your tickets in their service list under “Watched Services.”
Click Add Substitute.
Note: This substitution setting works even if the substitute does not normally hold the appropriate role for these tasks.
Note: The delegation feature is not available for 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 via a message 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—for example, in the event of illness—are added or deleted by administrators, the substitute will be notified.
A notification is sent
when a substitution is newly set up.
when a substitution that has not yet expired is deleted.
when the start date of the substitution is changed and is not in the past.
when the end date of the substitution is changed.