Out of Office

Out of Office designation allows a user to assign another approver to act on their behalf while they are unavailable. When a delegate is set, any invoices that would normally route to the original approver are automatically redirected to the assigned delegate. Once the delegate reviews and approves the invoice, it will continue through the normal approval process based on the delegate’s approval limit.

Setting an Out of Office requires selecting a delegate who will receive routed invoices, along with defining a start and end date. The start date controls when invoices begin redirecting from the original approver to the delegate. Once the end date is reached, routing automatically returns to the original approver without any additional action needed.

You can set your own 'Out of Office' using the 'My Profile' option, or you can edit another user's 'Out of Office' using the Edit User option from User Management if you have security access.

First, you will need to access your 'My Profile'

Click on the People icon in the upper right-hand corner of the Dashboard

Then select 'My Profile' from the dropdown

'My Profile contains an ‘Out of Office’ option.

To activate your Out of Office option, click the blue toggle on the right side.

A Start Date, End Date, and Delegate are required.

Select the Start Date

This date can be in the past, current, or future.

If you set a Past date: If an approver is unexpectedly out of the office and is unable to set their own Out of Office, a manager can enter it on their behalf using a past start date. This allows the system to retroactively reroute any documents that were assigned to that approver during the specified time frame. All documents routed to the user from the selected start date through the end date will be automatically redirected to the assigned delegate.

If you set the Current date(today’s date): Within 15 minutes of saving your Out of Office, any documents routed to you with a route date of today will automatically be rerouted to the assigned delegate.

If you set a Future date: If a future start date is set for an Out of Office, documents will not reroute until that date is reached. Any documents already sitting in the approver’s ‘My Documents Pending Approval’ queue before the start date will remain there and will not be redirected. Only documents routed on or after the start date will be automatically sent to the assigned delegate.

Next select your ‘End Date’

On this date at midnight (based on user’s time zone), the OOO will toggle to inactive, and any routed documents will resume routing the normal user.

Finally select your ‘Delegate’

This is the user/approver who will receive and approve documents on behalf of the original approver while they are out of the office.

Click ‘Submit’ to set your Out of Office

For more information on 'My Profile' click here

Delegate Email Notification

At the time the approver submits the Out of Office, the delegate will receive an email informing them they have been selected to have document routed to them while approver is out of office. This email will contain the Start and End date for reference.

Any documents routed to the delegate will show in their ‘My Documents Pending Approval’ queue.

Example Delegate Notification Email:

Criteria For Out Of Office Functionality

Only documents with a routed date on or after the Out of Office start date will be rerouted. Any documents that were already assigned to the approver before the start date will remain in that approver’s queue and will NOT be automatically redirected. It is recommended that these items are reviewed and either approved, returned to Accounts Payable, or manually rerouted as needed.

If you do not wish a document currently routed to you to be re-routed per the 'Out of Office,' you can place the document 'On Hold'. For more information on placing a document "On Hold' click here

For the 'Out of Office' functionality to work effectively, the 'Routed Date' field must be populated on individual documents. If this field is not populating, please contact DataServ Support for assistance.

Users List Report

The Users List Report provides a column for ‘Out of Office Until’ and ‘Out of Office Delegate’ to provide information on which users are out of the office and the date they are set to return.

This report can be exported to CSV if an Out of Office listing is needed.

For more information on the ‘Users List Report’ click here

Video link: https://app.storylane.io/share/pjg0jy6q5cve

Coming with the June 2026 Release

The user icon will show that the user is Out of Office.

If you click on the arrow a drop down will appear and show end date for the OOO.