What if an employee is out of the office for an extended period, but their FireStart tasks still need to be completed in a timely manner? For this scenario, we recommend having a substitution rule in place.
A substitution rule allows you to appoint a user as a substitute for a specific period of time. During this period, the substitute user receives all tasks from the user they are substituting, including failed activity tasks.
Note: Process owners can still view tasks assigned to the substitute user during the substitution period. In the Supervisor tab of the Tasks section, process owners have visibility into all tasks belonging to their processes, regardless of whom the task is assigned to.
Create a Substitution Rule in the FireStart Client
Go to Menu > Preferences > Permissions > Substitution Rules and click Add substitution rule.
Create a Substitution Rule in the Process Portal
FireStart administrators can allow users to set substitution rules for themselves in the Process Portal. This can be configured either via the Substitution Rule section in the FireStart Client, or through the admin settings of the Process Portal.
To create a substitution rule, go to Settings (Gear Icon) > Substitution Rules and click Add substitution rule.
Users can view all substitution rules that apply to them via the Substitution Rule Widget on the Process Portal Dashboard.
Substitution Rule Configuration
Select user: Select the user whose tasks should be reassigned to another person.
Select substituted roles (optional): If only tasks assigned to a specific role of the user should be reassigned, you can select the relevant roles here.
Select substitute: Select the person who should receive the tasks during the defined period of the substitution rule.
Start date/End date: Set the time period during which the rule should be applied.
Reason: Select the reason for the substitution rule.
Redeploy: If checked, any open tasks assigned to the selected user prior to the substitution rule taking effect will be reassigned to the substitute.