Acting on Behalf of Users in an Approval
Sometimes users may provide approval or feedback outside of the system, and may give you permission to communicate these changes in admation on their behalf. To access it, go to your Projects list and select the project of interest.
Scroll down to the Approvals section of your project and click More Details . Then click the Information icon next to the deliverable you'd like to comment on.
By default, you’ll see who’s approved your work so far. It’s shown as a set of icons under the Approval Status section. Here’s a quick guide on interpreting these icons.
Under the Settings icon , next to a person’s name, you can click Act On Behalf.
From this screen, you can also remind users to respond to a request.
Adding General Comments on Behalf of Another User
From this view, you will be able to either approve or request the item be changed. Admation will automatically record that you have acted on behalf of the approver, however it is best practice to add a comment stating that you are and why you are acting on behalf of the reviewer (ie. did you have a conversation at their desk)?
If the approval was give digitally as an email, you may also like to add a screenshot of the email as evidence this under the Attach Files section.
Any comments or files added when acting on behalf will show a message stating that you were acting on that other user’s behalf.
Once you are ready to Approve or Reject the item, click the appropriate button. Then click the Submit button to finalise your selection. Once the approval has been submitted, click Exit.
The status of the deliverable is then updated with your changes. If you hover over the Group icon in this view, you will see a tooltip stating you have acted on behalf of that other user.
This action is also audited, so choose wisely before you approve an item on someone else’s behalf without their permission. That user will also receive a notification when you act on their behalf.
You may opt to remind users to respond to a request instead.