Out of Office

Out of office delegation enables a user to delegate another approver to approve invoices on their behalf.  While the 'Out of Office' has a delegated approver, invoices routed to the initial approver will automatically re-route to the delegated approver.  The invoice will then follow any approval routing based on the new approver's approval limit.

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' has a field where you can select the user you want to set for your out-of-office delegated approver.

• Click the arrow on the right side of the Out of Office field and select the appropriate user.
• Click Submit

In order to return invoice approval back to the normal workflow, you will need to remove your 'Out of Office'. Once you have returned, you will need to once again edit your Profile.

• Click the People icon from the Dashboard.
• Click 'My Profile'
• Remove the Username from the Out of Office field, leaving it blank
• Click Submit

For more information on 'My Profile' click here

Criteria For Out Of Office Functionality

'Out of Office' does NOT take effect immediately, but a process runs once a day at 4:00 am CST that re-routes everything with a 'Routed Date' from the previous day. If you set your 'Out of Office' today, documents will continue to be routed to you until 4:00 am CST, when the process runs.

For example, if I set my 'Out of Office' at 8:00 a.m. CST on Monday, documents will be rerouted at 4:00 a.m. CST on Tuesday.

Since only documents with a 'Routed Date' of the previous day will be rerouted, any documents already routed to you before the 'Out of Office' takes effect will remain in your approval queue and will NOT be rerouted. It is suggested that you take action on those items, return them to AP, or manually reroute them.

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.