Time Away & Proxy Users
Why do this?
If you’re going to be away, you can designate one or more users to act as your proxy for workflows in which you are an assigned Phase Manager or sequenced phase participant in your absence.
Who can do this?
Users with the following roles can designate other users to act as their proxies during time away from the office:
Phase Owner
Phase Mediator
Reviewer
Approver
Signatory
Timesheet Approver
Timesheet Financial Reviewer
Admin, Moderator, and Contract Library responsibilities cannot be proxied. Proxyship is only for serving functions in a workflow, e.g. phase management or review.
Timesheet Reporters (Providers) cannot designate proxies via Time Away Settings. However, the Admin can designate a Timesheet Assistant to enter time on the Timesheet Reporter’s behalf.
Additional Considerations
You can set up time away without assigning proxies in your absence.
You can only set up time away and select proxies for yourself. You cannot set up time away or assign proxies for other users, nor can an Admin set up time away or assign a proxy for you.
In multi-organization tenants, for users with permissions for more than one organization:
Preferred proxies are organization-specific, so if you want preferred proxies in multiple organizations, you’ll need to add them separately.
The Assign proxies while I’m away? toggle and Time Away dates are tenant-wide, so if you change them in one organization, the changes will apply to all other organizations where you have permissions.
Because the switch from the original user to the proxy must be triggered by a date change, if you start your time away today, proxyship will not go into effect until tomorrow morning.
If a proxied user is added to the participant sequence when the phase begins, the Phase Manager will receive an automated email notification, and the Participant Sequence panel will indicate that the user is a proxy.
Proxyship extends to out-of-office users sequenced via form field triggers.
If you’re the Phase Owner or Mediator of an in-progress phase when your time away starts, phase management will switch over to your proxy. Phase management will remain with your proxy until the phase is completed, even if your time away ends.
In timesheet workflows, the proxy indicator will only appear alongside the Proxy Timesheet Approver’s name if the following conditions are met:
The Proxy Timesheet Approver is not the only Timesheet Approver for the timesheet.
The Proxy Timesheet Approver is not the Phase Owner.
These conditions are only necessary for the display of the (Proxied) designation in the workflow, not for the proxy functionality itself.
How to Set Up Time Away
Hover the cursor over your username in the top right corner, then select Account Settings.
In the Manage Profile modal, click the Time Away Settings tab.
If you want your workflow tasks assigned to a proxy while you’re away, switch ON the Assign proxies while I’m away? toggle.
If you have not selected any preferred proxies, or none of your selected proxies have appropriate permissions for a particular proxyship, then a user with appropriate permissions will be selected at random.
Under Time Away, select the date your time away begins and the date you’ll return.
Click Save.
OR
To close the modal without saving changes, click Cancel or ✖.
How to Turn Off or Delete Time Away
Navigate to Account Settings > Time Away Settings tab.
To turn off current time away, switch OFF the Assign proxies while I’m away? toggle.
To delete future time away, click Delete beside the date range.
In the delete confirmation modal, click Delete User Time-Away Setting.
OR
To close the modal without saving changes, click Cancel or ✖.
How to Select a Preferred Proxy
Navigate to Account Settings > Time Away Settings tab.
To the right of Preferred Proxies, click Manage.
In the Manage Preferred Proxies, select a user.
To add another user, click (+) Add Preferred Proxy, then select another. You can add as many users as you like, but you can only select each user once.
Because the application checks permissions when a user is added to an active workflow, you can select any active user with the organization as a proxy. However, only users with permissions matching the workflow will be added.
If multiple preferred proxies have appropriate permissions, then proxy selection will defer to the order in which you listed them.
If none of your selected proxies have appropriate permissions for a particular proxyship, then a user with appropriate permissions will be selected at random.
If no other users have permissions matching the workflow, then you will be added to the workflow.
To remove a user, click the red trash can to the right of the user name.
To reorder users, drag and drop by the drag icon to the left of the user’s name.
When finished, click Save.
OR
To close the modal without saving changes, click Cancel or ✖.
For proxyship to occur:
The Assign proxies while I’m away? toggle must be ON.
Time Away dates must be entered.