Out of Office

Use the Out of Office tool to designate a backup employee to handle your Suspense items, Renewal Management items, and Doc360 documents while you are on leave. As a manager or department head, you can use Out of Office to designate a backup for an employee who is absent.

On the 360 Toolbox menu , click User Settings and Tools >Out of Office Assistant.

 

If you are an administrator you can assign out of office status for another employee on the Employee setup form. In the Name & Address section, click Out of Office Assistant.

You must have security access to Employee setup to access another employee's out-of-office status.

Through these selections, you can implement one or more of the back-up assignment options available as part of the Out of Office feature. You can also select back-up employees for use at a future time, without implementing the Out of Office feature.

Note regarding Doc360 Options The back-up employee who receives the documents must have the proper security setup to access the documents. See the Workflow: Set Up Doc360 Security topic for more information.

Field Name/ Group What is this?

I am currently Out of OfficeEmployee is Out of Office

You must select this box before you can make the backup assignment options below.

  • If you accessed the Out of Office feature form from the Toolbox menu, the box is labeled "I am currently Out of Office."
  • If you accessed the Out of Office feature form via the Out of Office link on the Employee form, the box is labeled "Employee is Out of Office."

Doc360 Options

The backup employee that you assign to receive the documents must have the proper security setup to access the documents. See the Workflow: Set Up Doc360 Security topic for more information.

Field Name What is this?

Active

Select this check box if you want to implement the Out of Office backup designation for Doc360 documents immediately.

If you want to select a backup employee for future use, but you do not want to implement this Out of Office feature at this time, leave this box unchecked.

Backup Assignment

From the list, select the backup employee to receive Doc360 documents assigned to the employee on leave:

  • If you accessed this form via the Toolbox menu, then select the backup to receive documents assigned to you.
  • If you accessed this form via the Out of Office link on the Employee form, then select the backup to receive documents assigned to the current employee open in the center.

Suspense Options
Field Name What is this?

Active

Select this check box if you want to implement the Out of Office backup designation for Suspense items immediately.

If you want to select a backup employee for future use, but you do not want to implement this Out of Office feature at this time, leave this box unchecked.

Backup Assignment

From the list, select the backup employee to receive Suspense items assigned to the employee on leave:

  • If you accessed this form via the Toolbox menu, then select the backup to receive Suspense items assigned to you.
  • If you accessed this form via the Out of Office link on the Employee form, then select the backup to receive Suspense items assigned to the current employee open in the center.
 

Suspense items flagged as Personal are not assigned to the backup employee.

Renewal Management Options
Group Box What is this?

Select Backup for Renewal Lists
Field Name What is this?

Active

Select this check box if you want to implement the Out of Office backup designation for Renewal Lists immediately.

If you want to select a backup employee for future use, but you do not want to implement this Out of Office feature at this time, leave this box unchecked.

Backup Assignment

From the list, select the backup employee to receive Renewal Lists assigned to the employee on leave:

  • If you accessed this form via the Toolbox menu, then select the backup to receive Renewal Lists assigned to you.
  • If you accessed this form via the Out of Office link on the Employee form, then select the backup to receive Renewal Lists assigned to the current employee open in the center.

Select Backup for Renewal Policies
Field Name What is this?

Active

Select this check box if you want to immediately implement the Out of Office backup designation for assigned expiring policies.

If you want to select a backup employee for future use, but you do not want to implement this Out of Office feature at this time, leave this box unchecked.

Backup Assignment

From the list, select the backup employee to receive expiring policies assigned to the employee on leave:

  • If you accessed this form via the Toolbox menu, then select the backup to receive expiring policies assigned to you.
  • If you accessed this form via the Out of Office link on the Employee form, then select the backup to receive expiring policies assigned to the current employee open in the center.

OK

Click OK to save changes. Any Out of Office features that you've just set up for immediate implementation will become enabled.

Cancel

Click to cancel and close the form without saving changes.

The system does not automatically notify you if you are assigned as a backup for an out-of-office employee.

Be sure to communicate with the backup employee in any case that you have assigned such responsibilities to another - whether you are an out-of-office employee assigning your own backups, or whether you are a supervisor assigning one employee as the backup for another employee.

To view the backup Suspense items assigned to you, follow these steps:

  1. In your Home Center, open the Suspense view.
  2. Expand the View Options section.
  3. Check the box labeled Include Backup Suspense Items.
  4. Refresh the view. Backup Suspense items are displayed in order by date.

    To return to the view that includes only your Suspense items, uncheck the Include Backup Suspense Items box and refresh the center once more. The backup items are hidden.

To view the backup documents assigned to you, follow these steps:

  1. In your Home Center, open the My Documents view.
  2. Expand the View Options section.
  3. Check the box labeled Include Backup Documents.
  4. Refresh the view. Backup documents are displayed in order by date.

To return to the view that includes only your documents, uncheck the Include Backup Documents box and refresh the center once more. The backup items are hidden.

To view the backup documents assigned to you, follow these steps:

  1. In your Home Center, open the My Renewals view.
  2. Expand the View Options section.
  3. Check the box labeled Include Renewal Lists/Policies where I am set as Backup.
  4. Click Apply. Backup documents are incorporated in the My Renewals view, in the Renewal Lists section.

To return to the view that includes only your documents, clear the Include Renewal Lists/Policies check box where I am set as Backup box and click apply. The center refreshes and the backup items are hidden.

To view the backup renewal policies assigned to you, follow these steps:

  1. In your Home Center, open the My Renewals view.
  2. Expand the View Options section.
  3. Check the box labeled Include Renewal Lists/Policies where I am set as Backup.
  4. Click the Apply button. Backup expiring policies are incorporated in the My Renewals view. (They appear in both in the Renewal Lists section and Expiring Policies sections, as applicable.)

To return to the view that includes only your assigned expiring policies, uncheck the Include Renewal Lists/Policies where I am set as Backup box and click Apply. The center refreshes and the backup items are hidden.

If you are assigned as a backup to receive another employee's documents, then when you launch the Get Documents tool from your Home Center, you see the out-of-office employee's name in the Get Documents grid.

You can choose to import the other employee's documents along with your own by checking the Select box next to each employee Name.

Alternately, you can choose to import each employee's documents separately by checking only the Name of the employee for whom you want to import at that time.

Yes, you still see your own Suspense items, Renewal Lists, expiring policies, and documents; you can work with them as always. If you complete a Suspense item from home, or if you process a document from home, then your backup no longer sees that item when he or she next accesses or refreshes his or her Home Center. If you complete a renewal, the Complete check box for the expiring policy will appear checked in your backup's Home Center too.

If your backup completes a Suspense item, then the Suspense is logged as completed by the backup employee. When you next access your Home Center Suspense view, that item no longer appears.

If your backup processes a document, then the document's history is logged as having been processed by the backup employee. When you next access your Home Center > My Documents view, that document no longer appears.

If your backup completes a Renewal List, you will still see the list in the view as long as your Renewal Lists View Options are set to List Status: All or Complete. (Completion of a Renewal List entails that all the policies on the list are Completed.)

In your Home Center, you will see the List Status message is Complete rather than Active.

If your backup completes an expiring policy, you will still see the policy in the view as long as your My Expiring Policies View Options are set to Status: All or Completed.

You will see the Complete check box for the policy is checked in your Home Center. Additionally, the backup personnel may have entered information about the completion in the Renewal List - Policy Comments form.

No. Suspense items flagged as Personal are not assigned to the backup employee.

Incomplete Suspense items, policy renewals, Renewal Lists, and unprocessed documents assigned to you remain in your Home Center. When you return to work and change your Out of Office status, you disable the tool. Your Suspense items, renewal items, and documents are no longer accessible to the backup employee.

What's Next?

For more information about Doc360, see this topic: Doc360 - An Overview. For more information about Suspense items, see the Activity/Suspense topic. To learn about Renewal Management, read the topic Workflow: Use Renewal Management Features.

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