Level of Access for Substitute User

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  • Idea
  • Updated 3 years ago
  • Under Consideration
When adding a substitute user, it looks like the only level of access is "Full Access". Can there not be varying levels of access? For ex: "view only"
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Holly Fowler Hamilton

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Posted 3 years ago

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Lingaraj Dharwad, Product Champion

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Hi Holly,

Thank you for using Replicon community,

We are reviewing your idea.

Thanks,
Lingaraj
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Charlene Eriksen, Product Manager

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Hi Holly, 

Can you give some examples of when you would want different levels of access and why?

Thanks,
Charlene
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Holly Fowler Hamilton

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Hi Charlene

At our company we have Managers/Directors who have Team Leaders that report to them that they would like to have view only/read only access to the other teams that report to them. They do not want the Team Leads to have the ability to approve or make changes but rather just have a view into the other teams and their reasons for being out. Currently, we can make them a substitute user but only with full access, which means they could potentially make changes, book on behalf of others, etc. 

Holly
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Charlene Eriksen, Product Manager

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Thanks for the info. A few other questions...

Do the team leads just need to see other teams' time off? Or are there other things they need access to view?

Are you aware of the option to view other users' time off in time off templates?  Would that work to give access?  Or is that too broad (since it gives access to all users' time off)?

Are the team leads all under the same manager - ie are they all within the same branch of the department structure?

Charlene
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Purczynski, Ron

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I think it's a common business case for an executive to have his administrative assistant create his expense reports, but he may not wish to delegate approval authority for his team's reports to the administrative assistant.

It would be very useful to have a reduced level of substitute user permissions to only allow create and submission of expense sheets but not approvals.
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Lingaraj Dharwad, Product Champion

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Hi Ron,

Thank you for sharing that feedback. 

Regards,
Lingaraj
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Cummings, Rochelle

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This reply was created from a merged topic originally titled Substitute User Permissions.

Why can't we isolate the substitute user permissions in Gen 3 as we did in Gen 2?  It only allows for full access when only partial access is needed at times.
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Charlene Eriksen, Product Manager

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Hi Rochelle,

Can you please provide details of why/when you use the partial access?

Thanks,
Charlene
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Cummings, Rochelle

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Yes.  Sometimes we only want a substitute user to only approve time on behalf of someone else.  They don't need access to the individuals timesheets, timeoff, expenses or any of the email notifications.
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Charlene Eriksen, Product Manager

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Are these temporary substitutes - for eg, filling in when someone is on vacation? Or are they set up a permanent substitutes - for eg someone who is continually available as an alternate approver?
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Cummings, Rochelle

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It could be for either scenario.
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Ron Purczynski

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We have scenario's where the execs want their administrative assistants to create their expense sheets but they do not want their admin assts to approve their subordinates expense or time sheets.