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Out of Office

Caroline Buckland Updated by Caroline Buckland

The purpose of this screen is to allow you to set up a temporary re-direction of Business Event Notifications from Advanced Financials to someone else, typically for short periods of absence such as holidays. Your internal procedures should ensure that the people you nominate do have the necessary security permissions to enable them to action the events being re-directed to them.  For example, Authorisation of documents, the proxy user will need to be nominated as a parent or have the same rating in the Structure hierarchy.

Access the Out of office screen

User out of office Proxy Set up.

The following screen will be displayed.

Enter the User you wish to send the messages too, including From and To Dates.

You can also flag the Keep Original BEM to keep copies of any BEM Messages which are subsequently forwarded on.

Note: this option is only available for you, another user cannot use this screen to transfer events to another user.

Transfer events for the diary screen to another user

Access the Diary List screen

The steps below describe the process.

Access the Diary list by selecting the Diary drop down menu and selecting Worklist.

The following screen is displayed.

Nominate the User to transfer your events too

Click on the ‘Transfer From’ button. The from field will then default to your user ID.

Enter the Date From and Date To followed by the User Id of the user you wish to transfer you actions to in the User To field.

If you select Transfer To – this allows you to enter another User Id in the From field.
This could be used when a user is absence, and you need to divert the Business Event Messages are their behalf.

Update the transfer                                                                                 

 Click on Update – you will receive a message.

Using the Selection Window  

The selection window can be used to retrieve actions specific actions, only the relevant actions are listed here.

Below lists which fields

Date from and To – enter from and to dates to receive specific events

Object – use the prompt to search for certain events e.g order authorisation events only

Source User – enter the user id of the originator of the diary event

Action User – enter the action user who is responsible to action the event

Click on OK once your selection is complete.

Flag All Entries - to include diary entries regardless of the action user.                                                                           

Flag Include Complete – to include diary entries with a status of 'complete' in the list. If blank only entries that are outstanding will be included on the list.

Click on OK once your selection is complete.

Note: this action allows you to transfer to others users events to another user

Procurement Portal Out of Office

Access the Out of Office screen

The steps below describe the process.

Click the down arrow Icon on top right hand of the screen, select the option ‘Out of Office’.

Selecting an Alternative Use

Click on the wording ‘Add an Alternative User’. 

Search by entering a user name in the User Id field.

Enter From and To dates.

Once complete click on the Save button.

A message will be displayed to confirm the action.

If you wish to retain a copy of the original event notifications in your in box tick the box to ‘Retain diary messages’, else leave unchecked.

All proxy users will be listed. To delete any old details click the Delete button.

Use Edit button to make any changes.

Note: this option is only available for you, another user cannot use this screen to transfer events to another user.

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