Enabling Submit on Behalf of Another User

The Allow submit on behalf of another user option enables privileged users to submit new items on behalf of other users in your system. For example, you might enable this feature for service desk technicians to quickly and easily submit tickets on behalf of business users that call the Help Desk.

The Allow submit on behalf of another user option appears in the Options tab of the transition Property Editor in the parent workflow's Submit transition. The option is not editable in the Submit transition in sub-workflows; however; administrators can override this setting at the project level in SBM Application Administrator.

To allow users to submit on behalf of other users:

1. Enable the Allow submit on behalf of another user option in the parent workflow's Submit transition.
2. Optionally, select the Allow update of submitter check box on non-Submit transitions (except the system Update transition). This enables users to change the Submitter value after the item is submitted in the event of a mistake or required change. For example, if the original submitter leaves the company and tickets need to be associated with a different submitter, select this option to make the Submitter field accessible for users with the Update Submitter Field privilege.
3. Add the Submitting Agent field to your primary table. This system field is automatically populated with the name of the user who physically executes the submit transition on behalf of another user.
   Important: You must add the Submitting Agent field to your primary table in order to deploy the process app without validation errors after you select the Allow submit on behalf of another user option.
4. Grant the Submit on Behalf of Another and Update Submitter Field privileges to the necessary roles. By default, these privileges are granted to the Administrator role for new applications. You must explicitly grant these privileges to other applicable roles.
   Tip: These privileges are only applicable to users with Regular User or Managed Administrator product-access. External Users and Occasional Users cannot submit items on behalf of another user.
5. Add the Submitter field to any custom forms as necessary. If you use the quick form on your Submit transition, you do not need to make any changes; the Submitter field automatically appears the top of the Standard Field section for users that have the Submit on Behalf of Another privilege.
   Tip: If you enable the Allow submit on behalf of another user setting, and your submit form contains the system Contact and Company fields, the values for these fields are automatically populated with the contact and company that are associated with the user that is manually set in the Submitter field. The Contact and Company fields are set to (Auto) when Allow submit on behalf of another user is enabled.
6. Administrators can log in to SBM Application Administrator and override the Submit transition settings at the project level as necessary. For example, you can disable the feature for a certain project by editing the project's Submit transition and turning Submit on Behalf of Another User off. Similarly, for non-Submit transitions, edit the project, select the desired transition, and turn Update Submitter off if you do not want users to edit the Submitter field.
7. In SBM Application Administrator, administrators can grant the Submit on Behalf of Another and Update Submitter Field privileges to individual users and groups as needed.
8. In SBM Application Administrator, create and subscribe users to notifications that notify the submitter when a new item is created on his or her behalf. For example, use a rule like Any issue is Submitted on Behalf of Another and Submitter is Equal to (Current User), and then subscribe one or more users to the notification. These users will receive a notification when an item is submitted on their behalf.