When you disable a user, it is prudent to set up a substitute user to assume all responsibility for the disabled user's documents and activities within the Precoro system. 


TABLE OF CONTENTS

To delegate documents: 

  • Go to Configuration β€”> User Management;
  • Locate the respective user you wish to disable and press the Edit User button;
  • Move the Enable switch to 'off' and press Update;
  • You'll then be proposed to choose a substitute user in the dialog window;
  • Click on the dropdown menu and choose a substitute user from the list;
  • Confirm your actions by pressing the 'Yes' button.

 

What does the newly created substitute User get after access delegation?

  • All documents that have to be matched and revised by the disabled user;
  • All future documents that will demand matching and revision of the disabled user;
  • The substitute user will get Precoro and e-mail notifications about required actions;
  • Any and all actions with documents and items will be available for the alternative user;


The substitute user will also have the info cards in the document lists. These cards will help manage the documents within the disabled user's account.


 


Please note: 

  • Only users with the same roles and access to the same locations and Documents Custom Fields will be proposed as substitutes.
  • The substitute user will be asked to undertake certain actions in documents:
    • to accept Invoices if/when there are changes
    • to make any revisions when the approver sends the document to fix something
  • An alternative user will get emails if/when actions are requested.
  • You can learn the identity of the substitute for the disabled user in User Management:



How to choose a substitute for an already disabled user:

  • Go to Configuration β€”> User Management;
  • Find the disabled user by clicking the Show Filters button and setting the Enabled filter as 'no';
  • Find the respective user you wish to choose as a substitute and press the Edit User button;
  • Move the Enable switch to 'on' and press Update;
  • Then disable the user by the same switch and press Update;
  • In the dialog window, you'll be proposed to choose a substitute user;
  • Click on the dropdown menu and choose a substitute user from the list;
  • Confirm your actions by pressing the 'Yes' button.


What if you don't see the necessary substitute user in the list:

  • Make sure that the user you are attempting to set as a substitute has all the needed roles and accesses to Locations and Documents Custom Fields.
  • Repeat the process to set up the substitute user.