• To access your own Out of Office tool under your logged-in user ID, select Out of Office Assistant from the Toolbox menu. The Out of Office form opens. Use this method if you wish to set your own out-of-office status and designate backup assignments.

• To assign backups and out-of-office status for another employee, open the Employee setup form; under the Name & Address section, click the Out of Office Assistant link. The form opens.

You must have security access to Employee setup in order to access another employee's out-of-office status. By default, Owner and Administrator security groups have access to other employees' Out of Office setup.

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.

• If I am assigned as a backup for another employee, how will I know?

  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.

   

• If I am assigned as a backup to receive Suspense items for another employee, how will I see these items in my User Center?

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

  1. In your User Center, open the Suspense tab.

  2. Expand the View Options section.

  3. Check the box labeled Include Backup Suspense Items.

  4. Click (Refresh). Backup Suspense items are incorporated in the Suspense tab rows, 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.

   

• If I am assigned as a backup to receive documents for another employee, how will I see these items in my User Center?

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

  1. In your User Center, open the My Documents tab.

  2. Expand the View Options section.

  3. Check the box labeled Include Backup Documents.

  4. Click (Refresh). Backup documents are incorporated in the My Documents tab rows, 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.

   

• If I am assigned as a backup to receive Renewal Lists for another employee, how will I see these items in my User Center?

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

  1. In your User Center, open the My Renewals tab.

  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 documents are incorporated in the My Renewals tab rows, in the Renewal Lists section.

  To return to the view that includes only your documents, 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 I am assigned as a backup to receive expiring policies for another employee, how will I see these items in my User Center?

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

  1. In your User Center, open the My Renewals tab.

  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 tab rows. (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 my agency uses the Doc360 Get Documents tool to import documents, can I use Get Documents to import documents for an out-of-office employee?

  If you are assigned as a backup to receive another employee's documents, then when you launch the Get Documents tool from your User 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.

   

• If I set a backup to receive my documents , Renewal Management items, and Suspense items while I'm away, but I am also able to work from home, will I still be able to access these items?

  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 User Center. If you complete a renewal, the Complete checkbox for the expiring policy will appear checked in your backup's User Center too.

   

  Yes, you still see your own Suspense items and documents, and 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 User Center.

   

  Yes, you still see your own Suspense items and documents, and 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 User Center.

   

• What happens if my backup completes one of my Suspense items while I'm out of the office?

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

   

• What happens if my backup processes one of my documents while I'm out of the office?

  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 User Center My Documents tab, that document no longer appears.

   

• What happens if my backup completes one of my Renewal Lists while I'm out of the office?  

  If your backup completes a Renewal List, you will still see the list on the tab 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 User Center, you will see the List Status message is Complete rather than Active.

   

• What happens if my backup completes one of my expiring policies while I'm out of the office?

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

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

   

• Will my backup have access to personal Suspense items assigned to me?

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

   

• When I return to work and change my Out of Office status, what happens to the documents , renewal items, and Suspense items that my backup has already received on my behalf?

  Incomplete Suspense items , policy renewals, Renewal Lists, and unprocessed documents assigned to you remain in your User 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.

  Incomplete Suspense items, policy renewals, Renewal Lists, and unprocessed documents assigned to you remain in your User 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.

  Incomplete Suspense items , policy renewals, Renewal Lists, and unprocessed documents assigned to you remain in your User 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.