On behalf of

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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:

A permanent allocation given by an administrator.
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:

“Can perform all actions”
“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.

It is possible to protect the assignment of "on behalf of" rights with an administrator approval.

Setting up “On behalf of”

On the “Administrator” tab, click on On behalf of to open the “On behalf of” dialogue.

Figure 1. The “On behalf of” menu item

The dialogue shows which users have the right to act “on behalf of” other users. It is possible to assign or remove the “on behalf of” rights in this dialogue.

Figure 2. The “On behalf of” 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:

“Can perform all actions”. These are the full “on behalf of” rights.
“Can handle approvals”. These are partial “on behalf of” rights.

Figure 3. Assigning “on behalf of” rights for all areas

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.

Figure 4. Select the location for approval notifications

When selecting a specific unit inbox, the “Unit” field appears. Here, you can select the relevant unit inbox.

Figure 5. Select a specific inbox

You can specify a duration for the “on behalf of” right. If no duration is set, the right is active from the time it is assigned until it is removed again.

Figure 6. Assign “On behalf of” rights for handling approvals

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.

Figure 7. A deactivated user in the "On behalf of" dialogue

"On behalf of" inboxes

If you have the "on behalf of" right to perform all actions, the "Inboxes" icon appears on the navigation line in F2’s main window. Click on the icon to see an overview of the number of unread records in the inboxes of users that you have the right to act on behalf of.

Figure 8. “On behalf of” inboxes

You can act on behalf of another user by right-clicking on the user’s inbox and selecting "Go 'On behalf of' [username]".

Figure 9. Right-click on inbox

Retrieval and display of the number of unread messages for "on behalf of" inboxes can be turned off. This means that F2 only loads unread messages into an inbox when you open it. F2 is configured in cooperation with cBrain.