As long as Out of Office is enabled on a user's member record, anyone can set themselves as out of the office and assign their own delegates by clicking on their name in the top right corner of the FocalPoint website and then selecting "Preferences".
There is then an Out of Office section at the top of the page, where you can choose whether you are in or out of the office and set a message.
To ensure a user is enabled for Out of Office and can actually use it:
Log into FocalPoint Administrator
Click System Control, Security Profiles
Select the relevant profile for the user you want to enable the Out of Office for and click Members
Highlight the user in the list on the left hand side and then click on the Absence tab
Ensure that there is a tick in the "Enable Out of Office" box
Click OK to save the changes
However, to set the Out of Office up for other users, a user must be granted permissions to the Out of Office Administration area.
To do this:
Log into FocalPoint Administrator
Click System Control, Security Profiles
Select the relevant profile for the user you want to manage the Out of Office settings and click Edit
On the Security tab, in the left hand panel, click System Control
Ensure that Out of Office Administration has a green tick against it in the right hand panel. You can double-click on an item to change a red cross to a green tick and vice versa.
Click OK to save when you are ready.
Once you are happy the required user has permission, they should be able to login and can now set any user as out of the office and assign their delegates.
To do this:
Log into the FocalPoint website
Click System, Out of Office. A list of the staff appears, along with whether they are in or out of the office, with columns showing the transaction types and who their delegate is.
To set staff as out of office, double-click one of their lines. The out of office setup screen appears.
Set the required user as currently out of the office
Set any message regarding the out of office you wish to be shown to users
Set the delegates as appropriate for each of the modules in the list
Set the Cannot Approve Own? and Can Reassign? settings as needed - make sure to tick Can Reassign? if you want the transactions to move to the delegate
Click Save. On saving the record the system will ask whether you want to re-assign any transactions currently awaiting approval.
You can either say yes (all current approvals will be moved to the respective delegates), or no (approvals already in process will stay where they are).
Note: If you say no, only newly entered transactions will be delegated and if you say yes it cannot be undone.
If you miss a delegate, or you chose no instead of yes on the re-assign step, all you need to do is repeat the steps above to update it again.