How do notifications work for temporary replacements in Workflows?
Background
In the Company level Workflows tool, administrators can assign a temporary replacement to perform workflow actions on behalf of an assignee during a specified date range. During this period, workflow notifications are routed to the temporary replacement rather than the original assignee. This ensures that action items are monitored and processed without interruption when the primary assignee is unavailable.
Answer
All workflow notifications are sent to the temporary replacement user when a temporary replacement is active. The original assignee does not receive workflow notifications during the replacement period.
The following notification routing and duplication behaviors apply:
Notification Routing
|
Scenario |
Result |
|---|---|
|
Temporary replacement is active. |
All workflow notifications are sent to the temporary replacement user. |
|
Overdue notifications generated. |
Notifications are sent to the temporary replacement user. |
|
Ball in Court (BIC) notifications generated. |
Notifications are sent to the temporary replacement user. |
Duplicate Notifications
|
Scenario |
Result |
|---|---|
|
Replacement user is already assigned to the same workflow step. |
Notifications are duplicated based on the underlying user ID. Only a single notification is sent to the replacement per step. |
|
Replacement users are assigned through multiple workflow roles. |
One single notification is sent to the replacement user. |
|
Replacement user is assigned directly and as a temporary replacement. |
One single notification is sent to the replacement user. |