What is the difference between temporary and permanent replacements in Workflows?
Background
In the Company level Workflows tool, administrators can replace workflow assignees when responsibilities need to be reassigned. Replacements can be configured as either temporary or permanent, depending on whether the change is intended for a limited period or as a long-term update.
Answer
We recommend using temporary replacements for short-term absences and permanent replacements for structural role changes. The key differences between temporary and permanent workflow replacements are summarized below:
|
Feature |
Temporary Replacement |
Permanent Replacement |
|---|---|---|
|
Purpose |
Used when responsibilities need to be reassigned for a limited period. |
Used when workflow ownership changes permanently. |
|
Effect on Workflow Template |
It applies to running workflows for the duration of the override but does not modify the underlying workflow template. |
It updates the workflow template and is reflected in any future workflows that use that template. |
|
Running Workflows |
Applies to workflow steps assigned during the specified replacement period. |
Updates the assignee on in-flight workflow steps, in addition to future workflows generated from the template. |
|
Future Workflows |
Future workflows continue using the original assignee after the replacement period ends. |
Future workflows use the new assignee until another update is made. |
|
Duration |
An active override checked at each step within its date range (for example, the replacement start date and replacement end date). |
A one-time event. No replacement start date and replacement end date are required. |
|
Manual Reversal Required |
No. The original assignee is automatically restored when the replacement period ends. |
Yes. Administrators must manually update the workflow template to change the assignee again. |
|
Workflow History Visibility |
The history side panel shows when someone responds "on behalf of" another. |
Each replacement writes to workflow history: “User X replaced with User Y (bulk).” The original Item Creator will be shown in workflow history alongside the replacement. |
Note
To confirm that a temporary replacement is active, review the active workflow steps to verify it displays the correct replacement assignee. A banner on the workflow template also indicates when temporary replacements are in effect.See Also
- Where do workflows route if sent back using Review and Respond while a temporary replacement is active?
- How do notifications work for temporary replacements in Workflows?
- How are permanent replacements reflected in a workflow history?