Who is this article for?

Administrators managing task delegation.

Out of Office Administrationpermissions are required.

Out of Office Manager allows Document and Workflow processing tasks to be delegated from one user to another during an extended absence. It forwards all currently active tasks along with anything that's assigned while someone is away to the chosen person's Inbox. Tasks not completed are returned to the user's Inbox on their return.

1. Accessing Out of Office
2. Managing Out of Office
   1. Set Out of Office
   2. Set in Office

1. Accessing Out of Office

To access the facility:

1. Open Administration in the Navigation Menu.
2. Select Out of Office.

This will take you to the Out of Office manager, where you can set Out of Office delegates in cases where a user forgets to do so.

2. Managing Accessing Out of Office

2.1. Set Out of Office

To set someone as Out of Office:

1. Select the User.
2. Set their Out of Office Manager.
   This is the delegate their tasks will be migrated to for the duration.
3. Click Set Out of Office.

Documents in edit are not forwarded to the delegate since they may have changed. To forward these, open the Document and use the Change Editor feature.

Any Documents placed in edit either manually or due to expiration while the user is are forwarded to the delegate. If the delegate's permissions differ from the original user's, they temporarily receive the permissions necessary to complete the assigned tasks.

One exception to this rule is the IconKey2 Document Manager permission. If the person who's out of office is the only Document Manager in the Document's approval group and a delegate is chosen who does not have this permission, it's not possible to release the Document for approval.

Test and training items are also not forwarded.

Any tasks completed by a delegate are recorded as "on behalf of" in each Document’s revision History and in the header information for any Workflows.

For instance, if Steve approves a document for Barry while Barry is set out of office, the approval is recorded as "Steve approved (On Behalf of Barry)".

2.2. Set in Office

To set someone as in Office:

1. Find the user in the list.
2. Click Set in Office in their row.

This will return any tasks that weren't completed to the person's Inbox.