HR agenda and agenda handover

Substitution
By user
- User agenda
Hand over complete agenda
By variable
Logs

The HR agenda keeps work from stalling when someone is absent or leaving. Here you can set up substitutions for other users, see how many cases, tasks and variables each user is responsible for, and hand over a user's agenda to another user. The page is available to administrators and HR managers (role $HRmanager). Open it from Administration using the HR agenda tile.

No.	Element	Purpose
1	Close	Takes you back to Administration.
2	Substitution	Substitutions of all users. Only users with the $HRmanager role can see this tab.
3	By user	The agenda of individual users and its handover.
4	By variable	Business variables in cases where the user is specified.
5	Logs	Record of changes made in the HR agenda.
6	Active	Substitutions that have not ended yet.
7	Finished	Substitutions whose last day has already passed. Read-only.
8	Create substitution	Opens the dialog for a new substitution.
9	Permissions	The text "User has permission to insert documents and notes" if the substitute is allowed to attach documents and notes.
10	Row actions	Edit, Copy and Delete. Only on the Active tab.

The substitutions table also has the columns Substituted user, Substitute, From and To, and is sorted by the From date. On all tabs except Substitution, there is also a Hand over complete agenda button in the top right.

Who can see the Substitution tab
Only the HR manager sets up substitutions for other users. An administrator without the $HRmanager role does not see the Substitution tab, and the HR agenda opens on the By variable tab.

Substitution

To set up a substitution for another user, click Create substitution. It works the same way as a substitution users set up for themselves, except that you also select the substituted user.

Field	Purpose
Substituted user	Required. Who will be absent.
Substitute	Required. Who will stand in for them.
From	Required. The first day of the substitution.
To (inclusive)	Required. The last day of the substitution; the whole day is included. Must not be earlier than the From date.
Rights to insert documents and notes	The substitute may attach documents and notes to the substituted user's cases. Selected by default.
Copy, bin	The icons on the right copy or delete the row.
Add another substitution	Adds another row so you can set up several substitutions in one step.
Save substitution	Saves all rows.

Substitutions for the same user must not overlap; TAS checks this both between the rows in the dialog and against substitutions already saved. After saving, both the substitute and the substituted user receive an email stating who set up the substitution.

In the row menu of an active substitution, you can Edit it (also by double-clicking), Copy it to a new dialog with prefilled details, or Delete it.

By user

An overview of users who still have some agenda assigned. Useful mainly when an employee is leaving.

No.	Element	Purpose
1	Hand over complete agenda	Opens the dialog for handing over one user's entire agenda to another user.
2	Locked users, Active users, All users	Which users you want to see. The default is locked users, typically those who have left and have not yet handed over their agenda.
3	Cases, Tasks, Variables	What should be counted.
4	Search	Filters users by name.
5	User card	Name and number of items. Click it to open the user's agenda.

The number on the card means:

Cases: cases owned by the user.
Tasks: active, waiting and postponed tasks in running and suspended cases where the user is the solver.
Variables: business variables of type user in active cases where the user is specified.

User agenda

The dialog has the tabs Cases, Tasks, Variables and, under More, also Task solver and Case owner. Select the rows you want to hand over. The button in the top right changes depending on the tab: Hand over cases, Hand over tasks, Hand over variables, Change task solver or Change case owner. At the bottom is the Hand over complete agenda button for this user.

After clicking the handover button, choose whether to hand over Selected only or all rows, and select the new user in the Hand over to user field. For variables, you can select Add access to case. Without it, the new user replaces the original one in the variable but does not get access to the case.

Hand over complete agenda

Field	Purpose
User	Required. Whose agenda you are handing over. Prefilled when you open the dialog from the user's agenda.
Hand over to user	Required. Who takes over the agenda. Must be active.
Confirm handover	After a further confirmation "Do you really want to hand over the complete agenda…?", performs the handover.

The handover is performed in a single step, either completely or not at all. During it, TAS:

Transfers case ownership. The new user becomes the owner of all the original user's cases and gets rights to them, as do their managers. The original owner loses the rights derived from ownership. The case history records that the owner was changed by HR.
Hands over tasks. All active, waiting and postponed tasks in running and suspended cases where the original user was the solver are assigned to the new user. The task is also assigned to the new user's organizational unit, and the change is recorded in the task history.
Hands over business variables. In all active cases where the original user is specified in a business variable of type user, they are replaced by the new user. The new user and their managers get access to the case. The change is recorded in the case history.

What the handover does not change
Handing over the complete agenda does not change roles, competences, the organizational unit, management of organizational units, substitutions or template ownership. The original user remains active. If they are leaving, lock them afterwards on the Users page and hand over their roles and unit management manually.

By variable

A list of business variables of type user across cases. A business variable is a variable that the template author has marked as business-relevant, for example requester or approver.

No.	Element	Purpose
1	Locked users	Variables in which a locked user is specified, in cases in any state.
2	Active users	Business variables in active cases. The table has an additional column with the user's status.
3	Selected	Number of selected rows.
4	Agenda handover	Hands over the selected variables to another user. Enabled only when at least one row is selected.
5	Row selection	The checkbox in the header selects all rows.

The table has the columns Case name, Case ID, Case state, Status (Active or Finished), Template, Header, Variable and Value, with the header and variable also available in language variants. Use the Case row action to open the case.

In the Agenda handover dialog, choose whether to hand over Selected only or all variables, select the New user, and optionally select Add access to case.

Logs

A list of changes made by HR, newest first. Columns: Case ID, Changed by, Changed (when) and Detail, which describes which variable HR changed and to whom. By default, it shows changes to business variables made in the HR agenda.

Related: Substitution and vacation, Users, Organizational structure.

XML Process Import

Logs

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