How do I add a substitute approver?

Learn how to add a substitute approver and automatically reassign your approval requests during a designated period

Admin and Manager users can select a substitute approver in their Profile settings to automatically designate approval requests to another user in their organization during a selected time period. 

 

How to Add a Substitute Approver 

1. Go to your Profile settings page

2. Click Add substitute approver

add substitute approver

3. If you belong to more than one organization, select the appropriate one

4. Set a Start date, and optionally, an End date

5. Choose a substitute approver from the drop-down menu

6. Click Save

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Note: You can assign only one substitute approver per organization for any given delegation period. 


Notifying Substitute Approvers 


Once assigned, the substitute approver will receive email notifications for:

  • When they are delegated as the substitute approver

  • All approval requests that are reassigned to them

  • When they are removed as the substitute approver

Triggering Substitute Approvers


When a substitute approver is active, approvals will automatically be reassigned to the user when approvals are triggered by:

  • Generating or redrafting a document from a template

  • Resetting approvals

  • Requesting final approval

  • A former approver in the list giving approval, if 'require approval in order' is enabled on the template 

Displaying and Auditing Substitute Approvers

When a substitute approver is active, the approvals list in the project will display both the substitute approver's name and the original approver's name.

Admin users can also audit all approval actions using the activity log. Learn more

Note: The original approver will still have access to the projects and can give approval, even when their substitute approver is active on a project.