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Assigning a deputy
Who is this article for?Administrators responsible for user management.
Administration module access is required.
When a user is temporarily out of office, it is good practice for them to assign a deputy. Deputies will receive notifications for all Actions that require attention and can act on them in the original user's absence.
This article shows you where you can assign a deputy and lists the Actions deputies can act on.
1. Deputising a user
1.2. As a user
You can advise your users to set their own deputies using the instructions for deputising a user in the Windows Client.
1.2. As an administrator
You can assign deputies yourself if your users were not able to.
To set a user's deputy:
- Access the Administration module.
- Select Security.
- Choose People.
- Open the Person record.
- Switch to the Deputies tab.
- Click Edit (Pencil icon).
- Click Assign Deputy Permissions.
You can also use the Edit and Delete options to manage existing deputies.
- Assign the Deputy.
- Add a Description of the deputising scope.
- Set From and Until dates.
- Click Assign Deputy Tasks.
- Tick all tasks requiring input from the deputy.
- Click OK.
1. Deputising a user
1.2. As a user
You can advise your users to set their own deputies using the instructions below.
To set your own deputy:
- Click the People icon.
- Select Set Deputies.
- Click New....
You can also use the Edit... and Delete options to manage existing deputies.
- Assign the Deputy.
- Add a Description of the deputising scope.
- Set From and Until dates.
- Tick all tasks requiring input from the deputy.
- Click OK.
1.2. As an administrator
You can assign deputies yourself if your users were not able to.
To set a user's deputy:
- Access the Administration module.
- Select People (under Security).
- Open the Person record.
- Switch to the Deputies tab.
- Click New....
You can also use the Edit... and Delete options to manage existing deputies.
- Assign the Deputy.
- Add a Description of the deputising scope.
- Set From and Until dates.
- Tick all tasks requiring input from the deputy.
- Click OK.
4. Deputising overview
Below is a list of all Actions that can be deputised and the notifications that come with the reassignment.
| Action | Reminder | |
| CA/PA Complete |
NC Created |
Non-Conformance Due Non-Conformance Overdue Stage Due Stage Overdue Action Due Action Overdue |
| CA/PA Stage Complete | NC Created NC Stage Can Start NC Stage Complete NC Action Completed NC Stage Owner Changed |
Non-Conformance Due Non-Conformance Overdue Stage Due Stage Overdue Action Due Action Overdue |
| CA/PA Stage Action Complete | NC Created NC Stage Can Start NC Stage Complete NC Action Completed NC Stage Owner Changed |
Non-Conformance Due Non-Conformance Overdue Stage Due Stage Overdue Action Due Action Overdue |
| Document Acknowledge | Notify Copy Holders | Document With Outstanding Acknowledgement |
| Document Respond | Notify Draft Approvers | Document With Outstanding Approval Overdue |
| Incident Complete | None | None |
| Incident Stage Action Complete | None | None |
| Incident Stage Complete | None | None |