The My Substitutes screen provides a centralized location to manage substitute assignments for supported workflows, including Approval Flows, P-Card Processing, and Budget Maintenance.
When an Approval Flow is selected for a substitute assignment on the My Substitutes screen, a corresponding substitute record is created in Setup > Approval Flow > Substitutes. This allows the associate user to act as a substitute for that approval flow.
Changes made on the My Substitutes screen affect the associated Approval Flow substitute records.
The following behavior applies:
- Adding an Approval Flow to a substitute assignment on My Substitutes creates the corresponding record in Approval Flow > Substitutes.
- Removing an Approval Flow substitute from Approval Flow > Substitutes removes that Approval Flow from the substitute assignment on My Substitutes.
- Deleting an Approval Flow substitute does not delete the entire substitute assignment from My Substitutes.
- Changes made directly on Approval Flow > Substitutes (such as updating approval flow-specific details) do not update the substitute assignment on My Substitutes.
Permission to this screen and the actions available within it are controlled by profile permissions via Setup > Profiles > Setup tab. Depending on your assigned permissions, you may have view-only access, be able to manage your own substitute assignments, or manage substitute assignments for all staff members.
1. In the Setup menu, click My Substitutes.
2. Select the User from the pull-down to specify the staff member whose approval workflow responsibilities can be delegated to a substitute.
3. Select the Associate User from the pull-down to specify the staff member who will act as the substitute for the selected user's approval workflow responsibilities.
4. Select the Submission from the pull-down to determine which type of submission the associate user can act on behalf of the selected user, such as Budget Maintenance or P-Card Processing.
5. Select the Approval Flows from the pull-down to determine the specific approval flow in which the associate user will act as the substitute for the selected user.
6. Enter the Start Date and End Date to determine when the substitution is active.
7. Press the Enter/Return key to save the substitution.
1. In the Setup menu, click My Substitutes.
2. Click the applicable field and make edits as needed. Changes save automatically.
3. Click the delete button (red minus sign) to remove a substitution.
