The Out of Office delegation alert is an email alert that is sent to a delegate when someone switches their out of office settings on and a transaction is routed to them.
Effectively, the alert is to advise the delegate that they will need to approve something on someone else's behalf. The alert itself is setup in the same way as alerts on any other transaction type and is found underSystem Options, Global Options, Out of Office Options and then on the Alert tab.
You have the following fields:
Email Subject - The subject of the email. Remember this is a generic alert that will be sent every time someone switches on the out of office and sets a delegate
Email Body - The main content of the email
Available fields - These fields are hard coded into FocalPoint and can be inserted into either the subject or the body of the email. Bear in mind the email will always be sent to the delegate and that these fields to not affect who the email comes from or goes to - only the content of the sent email. the fields are as follows:
Initiator: the user who is setting the out of office
Approver: The delegate who will be approving on their behalf
RecordName: The type of approval that has been delegated (for example Purchase Request, Invoice register etc). the record names correspond with the list of records types available when the delegation is set.
Note that the available fields on the alerts cannot be changed. Unlike alerts in the other areas of FocalPoint (such as approval alerts), only three things are relevant for out of office - the person going out of the office, who is approving in their absence and the type of records they are approving.