Alternate Actors

An actor is a user who is responsible for acting on a task or an activity. An alternate actor is another user who can be given the required rights to act on the task or activity on behalf of the actor.

You can set an alternate actor for an user in one of the following ways:

• Use the Alternate Actor menu item in the Settings tab of the Enterprise Console. This Alternate Actor menu item is visible by default for Administrator and Contributor security groups. For Custom or customized Security Group, set the permissions Can Design Workflow and Can Set Alternate Actor for that group.

• Assign alternate actors to a workflow. This alternate actor will have rights to approve or reject an activity in the absence of the original actor. For more information about how to set an alternate actor in the Process Designer, see Steps to set an Alternate Actor in the Process Designer.

• Set an alternate actor in the Inbox.

Steps to set an Alternate Actor in the Enterprise Console:

1. In the Enterprise Console, click the Menu button, click Settings, and then click Alternate Actors.

   The Alternate Actors page appears.

   This page lists the alternate actors set for the particular repository.

   The following image shows the Alternate Actor page:

   

2. Click Add New Actor to add a new alternate actor.

   The Add Alternate Actor dialog box appears.

   

3. Enter the required inputs for each work item field:

   1. Workflow: Specify the workflow for which the alternate actors are being added.

   2. Activities: Specify the activity for which the alternate actors are being added. The field will be displayed to the actor with this label name in the Work items list.

   3. Type: Specify the type of activity transfer from the original actor to the alternate actor.

      • Delegate: Delegate the task to the alternate actor.

      • Assign: Shift the task assignment to the alternate actor.

        Only one type of setting (Delegate or Assign) is allowed for an Actor, Alternate Actor, and Workflow combination.

        In an upgraded environment where Delegate and Assign is already set for an actor, Delegate takes precedence over Assign.

        Note: At runtime, only a single level of delegation or assignment occurs at any given point of time. For example, consider an actor Jim. An alternate actor, John is configured with delegation type as Delegate. Again, an alternate actor, Kevin is configured considering John as an actor with delegate type as Assign. Then, the task goes to John from Jim.

   4. Search: Specify the actor and the alternate actor. 

      1. Click the User Lookup button to select the Actor or the Alternate Actor.

         The User Lookup dialog box appears.

      2. Select the required users, and click Update.

         The same user cannot be set for both Actor and Alternate Actor.

         Click Existing Actors to view the list of all the existing alternate actors of the selected actor. The list of existing actors and the associated details get populated in the grid at the bottom section of the dialog box as shown in the following image:

         

   5. Select Date: Specify the period for which the alternate actor is being assigned to the original actor.

      3. From: Click the calendar to select the start date.

      4. To: Click the calendar to select the end date.

      5. Consider Only During Absence: Select to specify that the alternate actor is to be considered only during the absence of the original actor.

      Note that the From date cannot be older than the current date.

4. Click Save to add the new alternate actor.

   The Alternate Actors window opens showing the newly added alternate actor.

Audit History:

You can view the complete change history for an actor, when the alternate actor settings were added or deleted.

• Click Audit History.

  The Audit History dialog box appears.

  The Audit History dialog box contains the complete change history when an alternate actor was added or deleted. You cannot edit the audit history.

By default, the audit history is enabled. To disable the audit history, do the following:

5. Go to SKRepository table in the Farm Database.

6. In the Properties Column, set the property key isDeletedListItemsTraceEnabled to False.

   After upgrading to the required version of AVEVA Work Tasks, if the Audit History button is not visible, then set the property key isDeletedListItemsTraceEnabled to True.

   For more information about enabling and disabling the audit history, see Enable or Disable Deleted List Items feature for a Repository.

See Also: To set the security rights for showing an alternate actor, see Secure Work Item Control - Show Alternate Actor.