Representative (deputy)

Basics

Every user can name other users to be their representative (deputy).

The representative exclusively operates with the rights of the person to be represented, i.e. neither his/her own rights are added above that nor those from other representative regulations.

This applies for the

check of the rights (read, write) on dataset and field level in single data view
visibility (and with that the practicability) of reports and searches

Creating a representative (deputy)

How to determine a representative:

Open the main window Employee. Close the search window, if it is opened automatically when opening the main window.
Click the pull-down menu in the sub area and select Deputy. The tab 'Representative' is opened.
Now click Assign employee. The allocation window is opened.
From the list choose one person you want to be your representative and click again on the toolbar. The employee is assigned representative.
Confirm with OK.

Changes to new created and removed representatives only take effect once they are logged in anew.

Removing a representative (deputy)

How to remove a representative from the system:

Open the main window Employee. Close the search window, if it is opened automatically when opening the main window.
Click the pull-down menu in the sub area and select Deputy. The tab 'Representative' is opened.
Now click Assign employee. The allocation window is opened.
From the list choose an assigned person you do not want to be represented by any longer and click

in the toolbar. The employee is removed from the system as representative.
Confirm with OK.

Select identity at login

While logging in it is checked, whether the current user is entered as representative at least once. A dialog will appear if that is the case, in which you have to select the permissions you want to work with. The first entry represents yourself, after that, all employees are listed, for whom you are defined as deputy.

If there is no deputy arrangement done for you, then the dialog will not be displayed and you will be logged in with your own permissions.

Comments

If there are many representative regulations, you need to scroll the list in order to select the desired representative.
The visualization text for the possible deputy identities is created after the schema Deputy of <first name> <last name>.
When creating new data or editing existing information, the token of the actual user will be entered into the fields Create user / Update user and explicitly NOT the token of the deputy. Should e.g. Mr. Baumann log in as deputy for Mr. Muller and he changes a dataset, then the field Update user will contain the token of Mr. Baumann and not that of Mr. Muller.
To remove the representative regulation you have to remove the allocation of the corresponding employee dataset (analog to selection).
Every employee may only add resp. remove representatives himself/herself, i.e. it is explicitly not possible for a representative to define other representatives for his/her user to represent. The exception are employees, who have specific function rights. These users can add or remove deputy assignments for all employees. In the delivery version, only administrators have this right.

Functions in the application

The table gives an overview of how the system behaves after the deputy has registered.

Type	Login (normal)	Login as a deputy	Comments
^Reminder	Search for Delegated to is own user	Search for Delegate to is deputy
^{Broadcast call}	Restriction to the group of the own employee	Restriction to the group of deputies	the read status is always based on the logged on user, never on the deputy user
^{Invitation (BPM)}	Restriction to own employees or own group	Restriction to deputy or group of deputy	when continuing, the assignment remains with the deputy if the template 'Current user' or 'Current group' is used
^Notification	Search for employee is own user	Search for employee is deputy
^Message ^{(Mass data jobs)}	Search for employee is own user	Search for employee is deputy	when mass data tasks are continued in the wizard, the assignment remains with the deputy
^Calls	Search for employee is own user	System preference:	The user cannot make calls via the CRM, all CTI actions are deactivated Only the missed calls of the deputy are displayed No CTI dialog is displayed for incoming calls (own telephone)
		System preference:	The CTI functions are activated The user uses his/her own telephone (as always, since he/she does not change workstations) The call log shows your missed calls and the missed calls of the deputy The call log contains the active call from the own telephone The CTI dialog is displayed for incoming calls (own phone only)