A stand-in approves while the approver is away
Who is involved
| Role | What they do |
|---|---|
| Approver | Names a stand-in for the dates they are away. |
| Stand-in | Decides approvals addressed to the approver while the grant is live; holds a role that can decide approvals, such as Approver or Department head. |
| Correspondence officer | Submits letters for approval as usual. |
Step by step
- Approver
Creates a delegation naming a colleague, with a scope of approvals and start and end dates.
What they see:The grant in the delegation list. Overlapping grants are refused.
- Correspondence officer
Submits a letter for approval naming the away approver.
What they see:The approval reaches the stand-in, with the delegation recorded against it.
- Stand-in
Opens their queue and approves.
What they see:The decision is recorded as made through the delegation.
- Approver
Returns and reviews the Approvals screen.
What they see:The decisions taken through their delegation, shown as made by the stand-in.
- System
At the end date, the hourly job switches the grant off.
What they see:The stand-in no longer receives or can decide the approver's approvals.
Who is told what
Both people are alerted when a delegation is created, revoked or expires. The stand-in finds the approval in their work queue.
Related
- Correspondence Register
- An outgoing letter is approved before it is sent
- Classifying a record hides it from lower clearance and leaves an audit trail
- Incoming mail passes from the counter to the person who acts on it
- Register, classify and route letters by conversation
- Seven roles and the clearance ladder
- Team workflows