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Out of Office is used to put a replacement approver in place of the existing approver for a specific date range.
For example, if a manager is going on vacation for two weeks, they can replace themselves with another approver while they're out of the office.
Up to four different replacement approvers can be selected with approval types for expense, time or both.
Out of Office can be set by the approvers themselves, or by the administrator.
To Add a new Out of Office line:
- Click on Admin.
- Click on the plus sign next to Organizations to expand the menu.
- Click on the plus sign next to Group Approval.
- Click on Out of Office.
- Click Add.
- Fill in the details.
a. Main Approver* - Select the approver you are setting the out of office for.
b. Start and End Dates* - Dates the approver will be out of the office.
c. Approver 1*- Alternate approver (The alternate MUST be an existing approver that is set up in Databasics.)
d. Option *- Select whether the alternate will be approving for Both (Time & Expense), Time only, or Expense only.- Click Check Availability. A pop-up will generate letting you know if the substitute approver is available, if not, a system message will show stating they are out of office on the selected dates.
- If applicable, assign up to 4 additional delegate approvers
- Click Save.
* Indicates a required field