Permanent substitutes deactivate notifications

stefan

Hi, we have noticed that since Version 12.0.16 it seems, that all permanent substitutes do receive notifications for all task of users for which they are permanent substitutes. That's not good in our setup and leads to confusion. Our use case is, that only when users are not in office (having entered an absent time slot) the substitutes should get a notification - this was the case in former versions. Is there an option to deactivate this notifications? Thanks, BG

Lukas Giger

Hi @stefan ,

Thanks for your message.

This was a bug that has been fixed. See Release Notes > 12.0.16 > Bugs: XIVY-19034 Permanent substitutes do not receive notifications for new tasks of the substituted user. As the term "permanent substitute" implies, a permanent substitute should always take on the tasks of the substituted user.

If a user wants substitutes to only receive notifications for tasks during their absence, the user needs to create a "Substitutes for personally assigned tasks during the absence" substitute, not a "Permanent substitutes for personally assigned tasks" substitute.

Here's a screenshot from the user settings in the Portal:

Hope this helps.
Kind regards,
Lukas

stefan

Hi Lukas,

thanks für reply.

But our understanding of a "Permanent Substitute" is that this person acts as a permanent delegate, meaning they can view and process my tasks at any time in case I am unexpectedly absent or unavailable.

In our setup, all members of a team are registered as permanent substitutes for one another. This ensures that every team member can see and work on the tasks of their colleagues when necessary. However, notifications about a task should only be sent to the colleague to whom the task was intentionally assigned.

The purpose of a permanent substitute in our environment is not that the substitute should automatically handle all tasks of the represented colleague. Therefore, from our perspective, the current implementation is not useful. On the contrary, it creates unnecessary notification overhead and confusion.

We therefore need an option to disable these notifications, for example through a portal configuration variable.

As things currently stand, we will have to revert to version 2.0.15 and, for the time being, will not be able to upgrade to any higher version.

Best regards,

Lukas Giger

Hi stefan ,

Thanks for the detailed explanation.

I understand your use case and think it is valid. Sadly, there is currently no straight-forward way to achieve this.

The bug that has been fixed was reported by another customer and also reflects the way we think the current implementation should work. It is very unfortunate that this bug fix results in the removal of a feature from your point of view.

Of course, it would be possible to introduce some kind of configuration to define this behavior. Please create a feature request through one of our support channels if this is important enough for you, so we can analyze the feasibility and priority of this request through the official channels.

Kind regards,
Lukas

stefan

Please see the request here:
https://axon-ivy.atlassian.net/servicedesk/customer/portal/4/SUPPORT-2280

Thanks a lot. BG