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Enable substitute approval for an absent approver

When an approver is unavailable, TEM can route their pending and incoming approval requests to a delegate. Two things must be in place: a delegate configured on the approver's Employee Card, and an out-of-office period set on their portal login.

Before you start​

  • The substitute must be an active TEM user with their own Employee Card and portal login
  • The substitute must have approval rights (Can Approve Expenses enabled on their delegation record)

Steps​

1. Add the delegate on the approver's Employee Card​

  1. Open the approver's Employee Card in Business Central
  2. On the Truvio Expense Management tab, select Delegations
  3. Select + New and configure:
    • Delegate User - select the substitute's portal login
    • Expense handling permission - set to None (the substitute is covering approvals only, not submitting on the approver's behalf)
    • Can Approve Expenses - enable this checkbox

See Delegations for field details.

2. Set the out-of-office period on the portal login​

  1. In Business Central, search for AppsForDynamics365 Logins
  2. Open the approver's login record
  3. In the Out of Office section, set From and To to cover the absence period

TEM will route all pending and new approval requests to the delegate for the duration of this period.

After the absence​

Out-of-office routing is disabled automatically when the To date passes. Any approvals that arrived during the absence and were not yet actioned by the delegate will remain in the delegate's queue until processed.

If the approver returns early, clear the To field on their login record to deactivate routing immediately.