Users can define their own default backup person and specify absence period from the InvoiceReady menu:
Settings > User Data > Users > Absence or Settings > Absence settings
InvoiceReady absence and backup person settings are split into two distinct sections.
Image: Absence settings view.
The default backup person determines who will act as the backup person for the currently selected user by default. It applies both when the user is not absent, and a transaction processing time has expired, as well as during periods of absence unless otherwise specified.
The absence period section defines the period of time when the user is not expected to be present to process transactions. Absence periods can be defined as using the default backup persons, or customized backup persons, as desired. A user can have multiple absence periods, though it is not possible to define overlapping absences. InvoiceReady forwards transactions during the absence period to the backup person, so that the transactions are processed as soon as possible, even when the user is absent.
If a user does not have any default backup person defined, and there is no currently active absence period with a set backup person, then a transaction remains waiting on the user’s task list even though the processing time of the workflow step saved on the transaction has expired. In this case, the main user of the organization can manually change processors or add additional processors through the Workflow Control view.
Even though the transaction has already been forwarded to a backup person, the original processor can still process the transaction as well. Both the original processor and the backup person can process the workflow step equally. When one has processed the transaction, the processing step of the other changes to Informative Flow to prevent duplicate work.
InvoiceReady performs checks for applying backup persons to transactions as part of the scheduled task list e-mail sending. If no task list e-mails have been scheduled, then transactions are not transferred to backup persons.
Backup Persons can be defined as:
- A specific user.
- Supervisor. A person's supervisor is determined based on their membership in the organization structure as well as the part of the organization structure the transaction being processed is associated with. Thereby, when using this option, the supervisors must be defined in the organization structure.
- No backup person, in which case the transaction is not transferred to a backup person in any case.
Both a single backup person and several company-specific backup persons can be defined as both default backup persons as well as the backup persons of a specific period of absence.