For Approvers, if you are Out of Office for any reason, keep approval workflows going in your absence by designating a substitute approver. They'll be able to approve all existing and new workflows, as well as receive notifications as if they were their Approval.
Setting up Out of Office (for yourself)
Open the user menu at the top right of Vic.ai, and click Schedule Out of Office.
Fill in all three fields and then click Schedule.
From: The date your OOO begins.
To: The date your OOO goes until.
Substitute Approver: The approver that will take your place in all of your Approval Flows.
Click Schedule to confirm your Out of Office Schedule and Substitute Approver.
Notify your substitute approver the dates they'll be in charge of your Approvals, the system does not currently notify them that they've been set as an Approver.
Optionally, you can choose to pause your email approval notifications during the OOO period by toggling on Pause notifications while away.
Your substitute needs to be an Approver for the same companies you do. An error message is shown if they don't, along with a note of the Organization Admins that can add access for them if you click Show Details in the error message.
Cancelling Out of Office
To cancel a scheduled Out of Office, click Clear at the top right of the scheduler.
Managing Out of Office (as an Admin)
As an Organization Admin, you'll be able to set up, edit, or cancel Out of Office for your users as necessary.
From the Users tab, find the Status Column.
Active: User is not Out of Office.
Out of Office: The user is out of office during the dates shown.
To add or modify someone's Out of Office, click into the Status column and set the Date Range and Substitute Approver as desired before hitting Schedule.
To cancel someone's Out of Office, click Clear in the top right.
While Out of Office
During the Out of Office period, for existing and newly created approval flows, the substitute approver will be shown in the approval flow, with the original approver shadowed above them.
Note: The substitute approver will receive email notifications as if they were the original approver if they are enabled.
To disable email notifications while Out of Office, make sure to toggle on Pause notifications while away.
The original approver in addition to the Substitute can approve the invoice.
The Approval Log in the I-icon will show when a substitute approved an invoice instead of the original approver.
