update
All checks were successful
Deploy Static Site / deploy (push) Successful in 6m6s

This commit is contained in:
2025-05-29 16:42:45 +04:00
parent e217f89702
commit 00717a92fb
2681 changed files with 173810 additions and 0 deletions

View File

@ -0,0 +1,262 @@
<!DOCTYPE html>
<html lang="en">
<head>
<title>Create and work with substitutions</title>
<meta name="generator" content="Help+Manual" />
<meta name="keywords" content="" />
<meta http-equiv="Content-Type" content="text/html; charset=UTF-8" />
<meta http-equiv="X-UA-Compatible" content="IE=edge" />
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<meta name="description" content="You can work with substitutions in Administration &gt; Company &gt; Substitutions." />
<meta name="picture" content="" />
<meta property="og:type" content="website" />
<meta property="og:title" content="Full documentation for BRIX365 platform. Low-code developer guide. User guide. Admin guide. Developer guide." />
<meta property="og:url" content="https://brix365.com/en/help" />
<meta property="og:image" content="" />
<link rel="icon" href="favicon.png" type="image/png" />
<link href="https://fonts.googleapis.com/css2?family=Inter:wght@400;500;600;700&display=swap" rel="stylesheet" />
<link rel="stylesheet" href="./jquery-ui.min.css" />
<link rel="stylesheet" href="default.css" />
<link rel="stylesheet" href="./search-yandex.css" />
<link rel="stylesheet" href="./article.css" />
<link rel="stylesheet" href="./glossary.css" />
<link rel="stylesheet" href="./theme.css" />
<script type="text/javascript" src="jquery.js"></script>
<script type="text/javascript" src="helpman_settings.js"></script>
<script type="text/javascript" src="helpman_topicinit.js"></script>
<script type="text/javascript" src="highlight.js"></script>
<script type="text/javascript">
$(document).ready(function(){highlight();});
</script>
</head>
<body>
<script>!function(e,t,c,n,r,a,m){e.ym=e.ym||function(){(e.ym.a=e.ym.a||[]).push(arguments)},e.ym.l=1*new Date;for(var s=0;s<document.scripts.length;s++)if(document.scripts[s].src===n)return;a=t.createElement(c),m=t.getElementsByTagName(c)[0],a.async=1,a.src=n,m.parentNode.insertBefore(a,m)}(window,document,"script","https://mc.yandex.ru/metrika/tag.js"),ym(83179930,"init",{clickmap:!0,trackLinks:!0,accurateTrackBounce:!0,webvisor:!0})</script><noscript><div><img alt=""src=https://mc.yandex.ru/watch/83179930 style=position:absolute;left:-9999px></div></noscript>
<header class="header elma-365">
<div class="container">
<a class="header__logo" href="https://brix365.com/en/help">
<img src="./logo-en.svg" alt="header logo">
</a>
<!-- <div class="hero__search-form" id="search-panel">
<form class="search-form" onsubmit="ym(83180416,'reachGoal','poisk')">
<label class="search-form__label">
<span id="reset-search" class="search__icon"></span>
<input class="search-form__input" type="text">
</label>
<input class="search-form__submit" type="submit" value="Submit">
</form>
</div> -->
<div class="hero__search-form" id="search-panel"> <form class="search-form"> <label class="search-form__label"> <span id="reset-search" class="search__icon"></span> <input class="search-form__input" type="text"> </label> <input class="search-form__submit" type="submit" value="Submit"> </form> </div>
<div class="hero__search">
<a href="#" id="search-icon" class="hero__search-icon">
<img src="search-icon-white.svg" alt="search string">
</a>
<a href="#" id="side-menu-icon" class="hero__side-icon">
<img src="side_menu.svg" alt="side menu">
</a>
</div>
<div class="header__navi">
<ul class="header__list"><li><span class="solution-select"><span class="solution-select__selected"></span><svg width="7" height="4" viewBox="0 0 7 4" fill="none" xmlns="http://www.w3.org/2000/svg"><path d="M1 1L3.5 3.5L6 1" stroke="white" stroke-linecap="round" stroke-linejoin="round"/></svg><ul class="solution-select__list"><li><a class="project-link" href="https://brix365.com/en/help/platform/get-trial.html">Platform</a></li><li><a class="project-link" href="https://brix365.com/en/help/ecm/ecm-functions.html">ECM</a></li><li><a class="project-link" href="https://brix365.com/en/help/crm/crm_overview.html">CRM</a></li><li><a class="project-link" href="https://brix365.com/en/help/service/service-functions.html">Service</a></li><li><a class="project-link" href="https://brix365.com/en/help/projects/projects-functions.html">Projects</a></li><li><a class="project-link" href="https://brix365.com/en/help/business_solutions/-elma365-store.html">Business Solutions</a></li></ul></span></li><li><a href="https://api.brix365.com/en/" target="_blank">API</a></li><li><a href="https://tssdk.brix365.com/" target="_blank">SDK</a></li></ul>
</div>
</div>
</header>
<main class="main container">
<aside class="sidebar" id="sidebar">
<div class="sidebar__header">
<a class="header__logo" href="https://brix365.com/en/help">
<img src="./logo-light-en.svg">
</a>
<span class="sidebar__close elma-365-close" id="close"></span>
</div>
<div class="sidebar__wrapper" id="side-menu">
</div>
</aside>
<article class="article" id="article">
<div class="article-inner">
<div class="content">
<header class="article__header">
<div class="article__bread" style="display:flex; gap:10px;">
<span id="subcategory" class="search-res__item-category search-res__item-category_subcategory subcategory article__badge"></span>
<div class="topic__breadcrumbs">
<p>System settings &gt; <a href="360010244599.html">Substitute users</a> / Create and work with substitutions</p>
</div>
</div>
<div class="topic__title"><h1 class="p_Heading1"><span class="f_Heading1">Create and work with substitutions</span></h1>
</div>
</header>
<section class="article__content">
<div class="scroll-top-inner">
<a href="#h1-article" class="scroll-top"></a>
</div>
<!-- Placeholder for topic body. -->
<p class="p_Normal">You can work with substitutions in <span style="font-weight: bold;">Administration &gt; Company &gt; Substitutions</span>.</p>
<p class="p_Normal">Here a <a href="360006871932.html#administrators" class="topiclink">system administrator</a> can view, customize, edit, and delete substitutions. They can also configure reassignment of the absent persons tasks and set the rules by which they will be distributed.</p>
<h2 class="p_Heading2"><a id="substitution-type" class="hmanchor"></a><span class="f_Heading2">Types of substitutions</span></h2>
<p class="p_Normal">There are three types of substitutions in BRIX. They differ in the set of rights that can be granted. When selecting the type of substitution, we recommend you to follow the <a href="360003861992.html" class="topiclink">organizational chart</a> and internal rules of the company:</p>
<p class="p_Normal"><img alt="substitution-add-working-1" width="978" height="389" style="margin:0;width:978px;height:389px;border:none" src="substitution-add-working-1.png"/></p>
<ol style="list-style-type:decimal">
<li value="1" class="p_Normal"><span style="font-weight: bold;">Inform</span>. Shows users that an employee is absent. It is not necessary to specify a substitute for this type. For example, when current issues can wait or there is no one to delegate tasks to. <br />
&nbsp;<br />
If a substitute is specified, they will be able to solve current issues, but will not have access to tasks, apps, or documents of the absent employee.</li><li value="2" class="p_Normal"><span style="font-weight: bold;">Reassign tasks</span>. If this type is selected, the informing function is retained. In addition, the substitute will get all new tasks that users assign in the system during the substitution period, as well as tasks and notifications from business processes. To delegate to the substitute the tasks assigned before the substitution start date, use the <a href="substitution-add-working.html#reassign-active-tasks" class="topiclink">Reassign active tasks</a> option.</li></ol>
<p class="p_Normal"><a class="dropdown-toggle" style="font-style: normal; font-weight: normal; color: #000000; background-color: transparent; text-decoration: none;" href="javascript:HMToggle('toggle','TOGGLE0186A1')">Example</a></p>
<div id="TOGGLE0186A1" class="dropdown-toggle-body" style="text-align: left; text-indent: 0; line-height: 1.80; padding: 0 0 0 0; margin: 0 0 0 0;"><table style="border:none; border-spacing:0;">
<tr>
<td style="vertical-align:top; padding:0; border:none"><p class="p_Normal">&nbsp;<br />
As part of the process, an employee sends a document to the sales rep for approval and then leaves on an urgent business trip. The sales rep returns the document for revision. According to the process, the task to finalize the document should go to the employee who left. However, since a substitution with reassignment of tasks has been set up, the task is assigned to the substitute. They revise the document on their own behalf and send it for approval again without delaying the workflow.</p>
</td>
</tr>
</table>
</div>
<ol style="list-style-type:decimal" start="3">
<li value="3" class="p_Normal"> <span style="font-weight: bold;">Grant all access permissions</span>. This type of substitution includes both previous types. In addition, the substitute temporarily gets access to the system objects available to the absent employee: documents, files, workspaces, and apps. They will also be able to see the absent employee's events if they receive a notification or task with a link to the event. The exception is the <a href="360009293799.html" class="topiclink">My department</a> workspace, access to which is not shared.<br />
&nbsp;<br />
Please note that even if this type of substitution is selected, the employee who substitutes the system administrator but is not a member of the <a href="360006871932.html#administrators" class="topiclink">Administrators</a> group <span style="font-style: italic;">will not </span>have access to the <span style="font-weight: bold;">Administration</span> workspace, workspace and app settings, etc.</li></ol>
<p class="p_Normal"><a class="dropdown-toggle" style="font-style: normal; font-weight: normal; color: #000000; background-color: transparent; text-decoration: none;" href="javascript:HMToggle('toggle','TOGGLE0186A2')">Example</a></p>
<div id="TOGGLE0186A2" class="dropdown-toggle-body" style="text-align: left; text-indent: 0; line-height: 1.80; padding: 0 0 0 0; margin: 0 0 0 0;"><table style="border:none; border-spacing:0;">
<tr>
<td style="vertical-align:top; padding:0; border:none"><p class="p_Normal">&nbsp;<br />
On the day that paying vendor bills is due, the AP accountant is on sick leave. A payroll accountant was appointed as a substitute. The payroll accountant does not have access to the <span style="font-weight: bold;">Payments</span> and <span style="font-weight: bold;">Contractors</span> apps required to make the payments. However, since the administrator has selected the <span style="font-weight: bold;">Grant all access permissions</span> substitution type, the payroll accountant has temporary access to these apps automatically. Now they will be able to make all the necessary payments on time, without waiting for the AP accountant to come off sick leave.</p>
</td>
</tr>
</table>
</div>
<p class="p_Normal">If the <code><b>front_enable_substitution_rules</b></code> feature flag is enabled, when creating a substitution, you will be able to add rules for reassigning tasks and distribute them among several substitutes. For example, if a sales rep goes on vacation, their tasks for signing invoices can be reassigned to the team lead, and requests from new customers can be reassigned to another sales rep.</p>
<h2 class="p_Heading2"><span class="f_Heading2">Create a substitution</span></h2>
<ol style="list-style-type:upper-roman">
<li value="1" class="p_Normal">Go to <span style="font-weight: bold;">Administration &gt; Company &gt; Substitutions</span> and click <span style="font-weight: bold;">+ Substitutions</span> in the upper right corner of the page.</li><li value="2" class="p_Normal">Fill out the form:<br />
<img alt="substitution-add-working-2" width="988" height="753" style="margin:0;width:988px;height:753px;border:none" src="substitution-add-working-2.png"/></li></ol>
<ul style="list-style-type:disc">
<li class="p_Normal"><span style="font-weight: bold;">Type</span>. Select the <a href="substitution-add-working.html#substitution-type" class="topiclink">type of substitution</a> depending on what rights you want to grant to the substitute.</li><li class="p_Normal"><span style="font-weight: bold;">Absent user</span><span style="font-weight: bold; color: #ff0000;">*</span>. Specify the employee who will be absent.</li><li class="p_Normal"><span style="font-weight: bold;">Substitute</span><span style="font-weight: bold; color: #ff0000;">*</span>. Specify the substitute user. It is not necessary to specify a substitute for the <span style="font-weight: bold;">Inform</span> type.</li><li class="p_Normal"><span style="font-weight: bold;">Start date</span><span style="font-weight: bold; color: #ff0000;">*</span> and <span style="font-weight: bold;">End date</span><span style="font-weight: bold; color: #ff0000;">*</span>. Specify the start and end time of the substitution period. The substitution period is unlimited and can last for one hour or more than a year, for example, if the employee is on a long business trip.<br />
&nbsp;<br />
Customize the task reassignment options. They are available if you have selected the <span style="font-weight: bold;">Reassign tasks</span> or <span style="font-weight: bold;">Grant all access permissions</span> type:</li><li class="p_Normal"><a id="reassign-active-tasks" class="hmanchor"></a><span style="font-weight: bold;">Reassign active tasks</span>. Enable this option to assign to the substitute the tasks of an absent employee that were assigned to them before the start date of the substitution. Tasks without a specified due date or with a due date later than the substitution end date will not be reassigned.</li><li class="p_Normal"><span style="font-weight: bold;">Reassign tasks when substitution is finished</span>. Select <span style="font-weight: bold;">Yes</span> to have all tasks reassigned to the absent user at the end of the substitution period.</li><li class="p_Normal"><span style="font-weight: bold;">Rules</span>. If you need to distribute tasks among several employees, create rules and specify in them the substitutes and conditions for reassigning tasks.</li></ul>
<p class="p_CodeExample" style="page-break-inside: avoid;"><span class="f_CodeExample">начало&nbsp;внимание</span></p>
<p class="p_Normal">Creating rules for task reassignment is available if the <code><b>front_enable_substitution_rules</b></code> feature flag is enabled. For SaaS version, please contact your manager. For On-Premises version, read more about this in the <a href="change-settings-enterprise.html" class="topiclink">Modify BRIX Enterprise parameters</a> and <a href="change-elma365standard-parameters.html" class="topiclink">Modify BRIX Standard parameters</a> articles.</p>
<p class="p_CodeExample" style="page-break-inside: avoid;"><span class="f_CodeExample">конец&nbsp;внимание</span></p>
<h3 class="p_Heading3"><a id="rules" class="hmanchor"></a><span class="f_Heading3">Create a task reassignment rule</span></h3>
<ol style="list-style-type:decimal">
<li value="1" class="p_Normal">Next to the <span style="font-weight: bold;">Rules</span> field, click <span style="font-weight: bold;">+ Create</span>.</li><li value="2" class="p_Normal">In the window that opens, fill in the fields and save the data:<br />
<img alt="substitution-add-working-3" width="554" height="233" style="margin:0;width:554px;height:233px;border:none" src="substitution-add-working-3.png"/></li></ol>
<ul style="list-style-type:disc">
<li class="p_Normal"><span style="font-weight: bold;">Name</span><span style="font-weight: bold; color: #ff0000;">*</span>. Specify the name of the rule.</li><li class="p_Normal"><span style="font-weight: bold;">Rule</span><span style="font-weight: bold; color: #ff0000;">*</span>. Specify the parameters by which tasks will be selected for reassignment. For example, specify a keyword in the task name.</li><li class="p_Normal"><span style="font-weight: bold;">Substitute</span><span style="font-weight: bold; color: #ff0000;">*</span>. Select a substitute user who will receive tasks that match the specified parameters.<br />
&nbsp;<br />
Unassigned tasks will go to the substitute that is specified on the substitution form.</li></ul>
<ol style="list-style-type:decimal">
<li value="3" class="p_Normal">Customize the priority of rule execution if you have several rules. To do this, specify the sequence in the list by dragging and dropping the rules.<br />
<img alt="substitution-add-working-4" width="562" height="153" style="margin:0;width:562px;height:153px;border:none" src="substitution-add-working-4.png"/></li></ol>
<p class="p_Normal" style="margin: 0 0 0 31px;">Please note that if you <a href="actions-with-tasks.html#edit-task" class="topiclink">change the executor</a> on the task page manually, the added substitution rules will not be applied.</p>
<ol style="list-style-type:upper-roman" start="3">
<li value="3" class="p_Normal">Click <span style="font-weight: bold;">Save</span>.</li></ol>
<h2 class="p_Heading2"><span class="f_Heading2">Customize absence notification</span></h2>
<p class="p_Normal">By default, users see information about their colleague's absence only from the moment the substitution period has already started. You can set up a notification in advance so that they have time to solve urgent issues with the right employee.</p>
<p class="p_Normal">In this case, you specify how many days in advance the information about the upcoming absence should appear in the system.</p>
<p class="p_Normal">To do this, open the page with the list of substitutions and click <span style="font-weight: bold;">Settings</span> in the upper right corner.</p>
<p class="p_Normal"><img alt="substitution-add-working-5" width="1145" height="283" style="margin:0;width:1145px;height:283px;border:none" src="substitution-add-working-5.png"/></p>
<p class="p_Normal">In the opened window specify the required number of days.</p>
<p class="p_Normal"><img alt="substitution-add-working-6" width="556" height="212" style="margin:0;width:556px;height:212px;border:none" src="substitution-add-working-6.png"/></p>
<p class="p_Normal">Please note, this option applies to all upcoming substitutions.</p>
<h2 class="p_Heading2"><span class="f_Heading2">View a substitution</span></h2>
<p class="p_Normal">In <span style="font-weight: bold;">Administration &gt; Substitutions</span>, a <a href="folder_tree.html" class="topiclink">folder tree</a> has been configured, which makes it convenient to view and find the required substitutions:</p>
<ul style="list-style-type:disc">
<li class="p_Normal"><span style="font-weight: bold;">Active</span>. All currently active substitutions.</li><li class="p_Normal"><span style="font-weight: bold;">Upcoming</span>. All planned but not yet started substitutions.</li><li class="p_Normal"><span style="font-weight: bold;">Archived</span>. All completed and interrupted substitutions.</li><li class="p_Normal"><span style="font-weight: bold;">All</span>. All created substitutions.</li></ul>
<p class="p_Normal">You can view all information about a substitution by opening its page. To do this, select the substitution in the list and click its name.</p>
<p class="p_Normal"><img alt="substitution-add-working-7" width="1049" height="604" style="margin:0;width:1049px;height:604px;border:none" src="substitution-add-working-7.png"/></p>
<h2 class="p_Heading2"><span class="f_Heading2">Edit or delete a substitution</span></h2>
<p class="p_Normal">You can edit an active or upcoming substitution. To do this, open its page and click <span style="font-weight: bold;">Edit</span>.</p>
<p class="p_Normal">Please note that if the substitution has not yet started, you can change the users, type of substitution, start and end time, as well as the <a href="substitution-add-working.html#rules" class="topiclink">substitution rules</a>.</p>
<p class="p_Normal"><img alt="substitution-add-working-8" width="1108" height="890" style="margin:0;width:1108px;height:890px;border:none" src="substitution-add-working-8.png"/></p>
<p class="p_Normal">For substitutions that have already started, you can only change the date or end time.</p>
<p class="p_Normal">On the edit form you can use the buttons:</p>
<ul style="list-style-type:disc">
<li class="p_Normal"><span style="font-weight: bold;">Delete</span>. Deletes a substitution that has not yet started.</li><li class="p_Normal"><span style="font-weight: bold;">Interrupt</span>. Interrupts the current substitution.</li></ul>
<p class="p_Normal">A deleted substitution cannot be restored. To notify employees and grant the rights of the absent user, create the substitution again.</p>
<div class="bottom-nav">
<a id="prev-link" class="topic__navi_prev" href="360010244599.html">
<span class="bottom-nav__arrow bottom-nav__arrow--prev"></span> <span
class="bottom-nav__link">360010244599.html</span>
</a>
<a id="next-link" class="topic__navi_next" href="active-users.html">
<span class="bottom-nav__link">active-users.html</span> <span
class="bottom-nav__arrow bottom-nav__arrow--next"></span>
</a>
</div>
<!-- добавляет на страницу строку блок Была ли статья полезной? -->
<div class="feedback" id="feedback"><div class="feedback-help"><span><b>Was this helpful?</b></span><form action="" method="POST" class="feedback-form" id="feedback-form"><div class="feedback__popup feedback__popup-response" id="feedback__popup_thx" style="display: none;">Thanks for your feedback!</div><div class="feedback__popup" id="feedback__popup_why" style="display: none;"><div class="feedback__popup-header">Please specify why:</div><input type="radio" name="category" id="bad_recommendation" value="bad_recommendation"><label for="bad_recommendation">Recommendations did not help me</label><input type="radio" name="category" id="difficult_text" value="difficult_text"><label for="difficult_text">Article is hard to understand</label><input type="radio" name="category" id="no_answer" value="no_answer"><label for="no_answer">Didn`t answer my question</label><input type="radio" name="category" id="bad_header" value="bad_header"><label for="bad_header">Content does not match the topic</label><input type="radio" name="category" id="other_reason" value="other_reason"><label for="other_reason">Other</label></div><div class="feedback__popup" id="feedback__popup-other" style="display: none;"><div class="feedback__popup-header">How we can improve it?</div><textarea class="feedback__textarea" name="other" id=""></textarea><input type="submit" class="feedback__other-btn" value="Submit"></div><div class="feedback-form__btn-group"><input type="radio" name="useful" id="feedback__useful_yes" value="true"><label for="feedback__useful_yes"><img src="like.svg" class="small-img" alt="like"><spanclass="feedback-form__btn-group_yes-btn">Yes</spanclass="feedback-form__btn-group_yes-btn"></label><input type="radio" name="useful" id="feedback__useful_no" value="false"><label for="feedback__useful_no"><img src="dislike.svg" class="small-img" alt="dislike"><spanclass="feedback-form__btn-group_no-btn">No</spanclass="feedback-form__btn-group_no-btn"></label></div><select name="category"><option disabled="">Please specify why</option><option value="bad_recommendation" selected="">Recommendations did not help me</option><option value="difficult_text">Article is hard to understand</option><option value="no_answer">Didn`t answer my question</option><option value="bad_header">Content does not match the topic</option><option value="other_reason">Other</option></select><input type="submit"></form></div><div class="found_typo"><p style="margin: 0px; margin-top: 16px !important;"><span><b>Found a typo?</b></span> Select it and press <i>Ctrl+Enter</i> to send us feedback</p></div></div>
</section>
</div>
<aside class="article__sidebar" style="display:none">
<input type="checkbox" />
<div class="article__arrow"></div>
<div class="table-of-contents elma365-right" id="toc2Content">
<h3 class="h3-toc">In this topic</h3>
<nav id="toc2"></nav>
</div>
</aside>
</div>
</article>
</main>
<footer class="footer">
<div class="footer-container">
<div class="footer-mobile">
<ul class="footer-mobile__list"><li><a href="https://brix365.com/en/" target="_blank">BRIX</a></li><li><a href="https://tssdk.brix365.com/en/latest/" target="_blank">SDK</a></li><li><a href="https://api.brix365.com/en/" target="_blank">API</a></li></ul><ul class="footer-mobile__list"><li><a href="https://brix365.com/en/help/platform/get-trial.html">Platform</a></li><li><a href="https://brix365.com/en/help/ecm/ecm-functions.html">ECM</a></li><li><a href="https://brix365.com/en/help/service/service-functions.html">Service</a></li><li><a href="https://brix365.com/en/help/projects/projects-functions.html">Projects</a></li></ul>
</div>
<div class="footer-wrap">
<div><span class="mobile-question-popup">Send feedback</span><form method="POST" action class="question__popup question-xs" id="question__popup"><div class="question-wrap"><span class="close"></span><span class="title">Ask a question</span><label for="help_question" style="display: none;"></label><textarea name="help_question" id="help_question"></textarea><input type="submit" value="Send"></div></form><div class="hidden fade-in question-success-xs">Sent</div></div>
<div class="footer-flex-b">
<span class="footer-copy">&copy; 2025 BRIX</span>
<ul class="footer-list">
<li class="footer-item">
<a href="#" class="arrow-top" style="display: block;"></a>
</li>
</ul>
</div>
</div>
</div>
</footer>
<iframe name="hmnavigation" style="display:none!important"></iframe>
<script src="./jquery-ui.js"></script>
<!--script src="//cdn.jsdelivr.net/npm/featherlight@1.7.14/release/featherlight.min.js" type="text/javascript" charset="utf-8"></script-->
<script src="./jquery.tocify.min.js"></script>
<script src="./TypoReporter.min.js"></script>
<script src="./google-search.js"></script>
<script src="./main.js"></script>
<script type="text/javascript">
HMInitToggle('TOGGLE0186A1','hm.type','dropdown','hm.state','0');
HMInitToggle('TOGGLE0186A2','hm.type','dropdown','hm.state','0');
</script>
</body>
</html>