Defining out of office settings

About this task

Out of office settings help ensure that there is coverage for your tasks, approvals, and requests when you are out of the office.

Procedure

  1. Select Settings > Marketing Operations Settings.
    The Administrative Settings page opens.
  2. Click Out of Office Settings.
    The Out of Office Settings page opens.
  3. At the top of the page, indicate whether you are currently in or out of the office. Your selection goes into effect when you click Save Changes.
  4. Specify the Marketing Operations user who covers for your responsibilities when you are out of the office. You can specify the same user or different users for:

    • Workflow Tasks and Approval Tasks: only tasks that are ready to start are assigned to your delegate when you are out of the office. Tasks with other statuses that are assigned to you are not automatically reassigned to your delegate.

      Your system administrator defines whether you can select any other user as a delegate, or only a user who is already a member of the same project teams and with appropriate permissions. If your system or any of your projects uses the more restrictive setting, an error displays if you attempt to delegate tasks to a user who cannot perform them.

    • Standalone Approvals and Budget Approvals: approvals that are waiting for your response are assigned to your delegate while you are out of the office.

      An error displays if you attempt to delegate approvals to a user who cannot respond to them.

    • Project Requests: requests that are waiting for your response are assigned to your delegate while you are out of the office.

      An error displays if you attempt to delegate project requests to a user who cannot respond to them.

  5. Enter an optional message to include with all of the activities that are delegated while you are out of the office.
  6. Click Save Changes.
    When you indicate that you are Out of Office:
    • The Item Delegation History at the bottom of this page logs all of the activities that are delegated in your absence.
    • A reminder displays each time you log in to Marketing Operations.
    • Project and request owners can review a list of team members who are out of the office on the People tab. The assigned delegates and when delegation begins also display.