A User Takes Extended Leave

When a user takes an extended leave, use this checklist to ensure the user’s accounts and activities are handled correctly.

Note: The system administrator and users with the appropriate role can access these features.

Before you begin, determine who will take over the user’s responsibilities while he or she is gone. (This person is referred to as the 'replacement user'.) Then, decide which of the following scenarios applies for your company:

A: Teams own accounts and both the user taking leave and the replacement user are on the same team(s).

B: Teams own accounts, but the user taking leave and the replacement user are not on the same team(s).

C: Individual users own accounts.

D: Your organization uses the system group Everyone for account ownership.

Complete the items in the checklist for the appropriate scenario followed by the items under All Scenarios.

Scenario A

No special steps are necessary for this scenario. Proceed to the All Scenarios section.

Scenario B

  • Use the User Detail view Team Membership tab to determine what teams the user who is taking leave is a member of.
  • Add the replacement user to each of the teams. Since the user will only need to be on the teams temporarily, write down which teams you added him or her to for future reference.
  • (Optional) If you want to restrict the replacement user's field-level security, modify the user's security profile to the accounts (for example, to give him or her 'read only' access).

Continue with the All Scenarios section.

Scenario C

  • Open the User Detail view of the user who is taking leave.
  • Click the User Team Members tab. Click add.png (Add). Use the lookup to find and select the replacement user. Adding this person to the user's team enables the replacement user to access the necessary accounts.

    If you are using a combination of teams and individual ownership, this gives the replacement user access to any team accounts where the user taking leave is the team owner.

  • (Optional) If you want to restrict the replacement user’s field-level security, modify the users security profile to the accounts (for example, to give him or her 'read only' access).

Continue with the All Scenarios section.

Scenario D

No special steps are necessary for this scenario. Proceed to the All Scenarios section.

All Scenarios

  • Use Activity Realignment in the Administrator to assign the user's activities to the replacement user. Set up custom conditions using the Query Builder (for example, a date range so that only activities occurring while the user is on leave are realigned).
  • (Optional) If necessary, you can prevent the user taking leave from logging on during his or her absence. Open the User Detail view and clear the Login Enabled check box.

When the user comes back to work, follow the User Returns From Extended Leave checklist.