Who is this article for?Q-Pulse Administrators managing users.
LaunchPad or Administration module access is needed.
When a user is temporarily out of office it is good practice for them to assign a deputy. A deputy will receive notifications for all activities the deputising user has to perform.
For Example: Joe Bloggs is going on a much needed family holiday. As he leaves he assigns his trusted colleague, Jane Doe, as his deputy. Jane will be notified of any actions assigned to Joe so that she can perform those tasks in his absence.
However, if the user forgets to assign a deputy or doesn't have the chance to do so before leaving the office then this can also be set by the administrator.
This article outlines:
- What Actions Can Be Deputised?
- How to Assign a Deputy for Your Account
- How to Assign a Deputy for Another User
- How Deputies are Notified of Actions
- Further Reading
1. What Actions Can Be Deputised?
Deputies may be specified by a user for their own account (if the user has permission to do so) from the LaunchPad or an Administrator may set up deputies for accounts centrally from the Administration module. Where a deputy performs a function on behalf of a user, the system logs are identified as such, i.e. ‘performed by User A as deputy to User B’.
The following functions and tasks can be deputised:
- CA/PA Complete
- CA/PA Stage Complete
- CA/PA Stage Action Complete
- Document Acknowledge
- Document Respond
- Incident Complete
- Incident Stage Action Complete
- Incident Stage Complete
2. How to Assign a Deputy for Your Account
- From the LaunchPad menu click the people icon, then select the Set Deputies option.
- The Deputies List screen will appear and display the names of any Deputies already assigned .
- Click the [NEW] button to open the Assign Deputy Permissions window
- Choose the name of the Deputy, specify their active period and define which tasks to deputise.
3. How to Assign a Deputy for Another User
- Open the Administration module.
- Go to People and locate the user that needs to have a deputy assigned.
- Open the user account by double-clicking the name.
- Select the Deputies tab, in which the list displays the names of any deputies already assigned
- Click the New button to open the Assign Deputy Permissions window.
- In this window choose the name of the deputy, specify their active period and define which tasks to deputise.
4. How Deputies are Notified of Actions
Deputies are notified of actions by a Q-Pulse message notification which is sent as an email to the user and the deputy. A full table of actions and what notifications are sent out to the deputy is shown below. Notifications are sent out the same regardless if the task is completed by the owner or the deputy.
| Deputy Task | Reminder | |
| CA/PA Complete |
NC Created |
Non-Conformance Due Non-Conformance Overdue Stage Due Stage Overdue Action Due Action Overdue |
| CA/PA Stage Complete | NC Created NC Stage Can Start NC Stage Complete NC Action Completed NC Stage Owner Changed |
Non-Conformance Due Non-Conformance Overdue Stage Due Stage Overdue Action Due Action Overdue |
| CA/PA Stage Action Complete | NC Created NC Stage Can Start NC Stage Complete NC Action Completed NC Stage Owner Changed |
Non-Conformance Due Non-Conformance Overdue Stage Due Stage Overdue Action Due Action Overdue |
| Document Acknowledge | Notify Copy Holders | Document With Outstanding Acknowledgement |
| Document Respond | Notify Draft Approvers | Document With Outstanding Approval Overdue |
| Incident Complete | None | None |
| Incident Stage Action Complete | None | None |
| Incident Stage Complete | None | None |
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