On behalf of
In a number of situations, a user may need access to another user’s inbox for either a fixed time period or on a permanent basis. For example, a secretary may need access to their manager’s inbox.
There are two ways of allocating “on behalf of” rights:
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A permanent allocation given by an administrator.
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An ad hoc allocation which can also be given by a user.
The permanent “on behalf of” allocation is managed by a user with the “On behalf of administrator” privilege.
A user who is allocated “on behalf of” rights has access to another user’s F2. This includes the records located in the user’s “My private records” list. Two types of “on behalf of” rights exist:
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“Can perform all actions”
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“Can handle approvals”.
A user with the “On behalf of administrator” privilege can allocate “on behalf of” rights to other users. This is described in the following section.
| It is also possible to go on behalf of a deactivated user. |
Setting up “On behalf of”
On the “Administrator” tab, click on On behalf of to open the “On behalf of” dialogue.
The dialogue shows which users have “on behalf of” rights for other users. It is possible to assign or remove the “on behalf of” rights in this dialogue.
Click on New to assign a new “on behalf of” relation. A dialogue opens in which you can assign a user “on behalf of” rights to another user’s F2.
Choose which type of “on behalf of” rights to assign to the user:
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“Can perform all actions”. These are the full “on behalf of” rights.
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“Can handle approvals”. These are partial “on behalf of” rights.
If a user is given rights to handle approvals on behalf of e.g. their manager, it is possible to specify in which inbox(es) approval notifications are received.
The notification can be sent to the user’s personal inbox, all the user’s inboxes, or a specific unit’s inbox.
When selecting a specific unit inbox, the “Unit” field appears. Here, the relevant unit inbox can be selected.
The “on behalf of” access can be given a duration. If a duration is not set, the access is active from the time it is assigned until it is removed again.
Click on OK to complete.
On behalf of a deactivated user
It may be necessary to act on behalf of a deactivated user. This could be to change the responsible user on a record or to adjust access restrictions on records and cases.
A deactivated user appears in italics in the "On behalf of" dialogue. Creation and use of "On behalf of" rights for deactivated users is identical to that of active users.
