A user on extended leave

You can use this checklist to ensure the user accounts and activities are handled correctly when a user takes an extended leave.

Note: The system administrator and users with the appropriate role can access these features. See What are Roles and Secured Actions?

Before you begin, determine who can take over the user responsibilities while the user is on leave. (This person is referred to as the 'replacement user'.) Then, you can decide which of these 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, however, 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.

You can 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

You can use the User detail view, Team Membership tab to determine what teams the user who is taking leave is a member.
You can add the replacement user to each of the teams. Since the user only require to be on the teams temporarily, write down which teams you added him or her to for future reference. See Adding Team Members
(Optional) If you restrict the replacement user field-level security, modify the user security profile to the accounts (for example, to provide the user 'read only' access).

Continue with the All Scenarios section.

Scenario C

You can access the User detail view of the user who is taking leave.
Click the User Team Members tab and click Add.
Note: 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
Use the Lookup to find and select the replacement user. Adding this person to the user team enables the replacement user to access the necessary accounts.
(Optional) If you restrict the replacement user field-level security, modify the user security profile to the accounts (for example, to provide 'read only' access).

Continue with the All Scenarios section.

Scenario D

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

All Scenarios

You can use Activity Realignment in the Administrator to assign the user 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 required, you can prevent the user taking leave from logging on during user absence. Access theUser detail view and clear the Login Enabled check box.

You can follow the User Returns From Extended Leave checklist, when the user returns back to work. See A user returns from extended leave