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: You are provided three options in Out-of-office settings for Delegating users for workflow tasks and approval tasks:
      • Do not auto-delegate: The workflow tasks and approvals which are currently ready to start and assigned to the user will not be delegated. However, tasks and approvals that will become ready to start after enabling Out-of-office will be delegated automatically.
      • Auto-delegate all: All the workflow tasks and approvals which are currently ready to start and assigned to the user will be delegated. However, tasks and approvals that will become ready to start after enabling Out-of-office will be delegated automatically.
      • Auto delegate selected: Only the selected workflow tasks and approvals which are currently ready to start and assigned to the user will be delegated. However, tasks and approvals that will become ready to start after enabling Out-of-office will be delegated automatically.
      Note: Workflow tasks and approval delegation will happen if the project state is draft/in progress (started)/on hold (paused)/reconcile.Workflow tasks and approval delegation will not happen if project state is cancelled or complete.

      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: You are provided three options in Out-of-office settings for Delegating user for standalone approvals and budget approvals:
      • Do not auto-delegate: The standalone approvals and budget approvals which are currently ready to start and assigned to the user will not be delegated. However, standalone approvals and budget approvals that will become ready to start after enabling Out-of-office will be delegated automatically.
      • Auto-delegate all: All the standalone approvals and budget approvals which are currently ready to start and assigned to the user will be delegated. However, standalone approvals and budget approvals that will become ready to start after enabling Out-of-office will be delegated automatically.
      • Auto delegate selected: Only the selected standalone approvals and budget approvals which are currently ready to start and assigned to the user will be delegated. However, tasks and approvals that will become ready to start after enabling Out-of-office will be delegated automatically.

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

    • Project Requests: You are provided three options in Out-of-office settings for Delegating user for project requests:
      • Do not auto-delegate: The project requests which are currently ready to start and assigned to the user will not be delegated. However, project requests that will become ready to start after enabling Out-of-office will be delegated automatically.
      • Auto-delegate all: All the project requests which are currently ready to start and assigned to the user will be delegated. However, project requests that will become ready to start after enabling Out-of-office will be delegated automatically.
      • Auto delegate selected: Only the selected project requests which are currently ready to start and assigned to the user will be delegated. However, project requests that will become ready to start after enabling Out-of-office will be delegated automatically.

      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.