Allow others to publish documents in my name

With this function, you can allow other users to approve documents for publication in your name.

At times, it may be beneficial to allow other users to publish documents on your behalf. This feature acts like a "secretary," enabling you to delegate the responsibility of approving documents while retaining your name as the author.

To enable this feature

Start by clicking on your name in the main menu.
Next, select My Settings.
From there, navigate to the Settings menu.
Finally, click on Allow others to publish documents in my name.

my settings

Select Users

Once you click on Allow others to publish documents in my name, a dialog box will appear. If you haven't added any users previously, this dialog will be empty. To begin, click the "+" icon in the upper right corner of the dialog. You will then have the option to select one or more users who will be authorized to approve documents on your behalf. The list of selectable users includes only those who have access to the Document module and possess the profile setting to Approve and Publish Documents. For more information about the Approve and Publish Documents setting, please refer to the related article.

After selecting your users, you will have three options for each user:

allowPublish2

Only new documents

This option allows the selected user to approve documents exclusively for the publication of new documents, meaning they can only authorize the very first version.
Only new editions

This option allows the selected user to approve documents for publication only for already existing documents, meaning they can authorize the publication starting from version #2.
Send notification

If you would like to receive a notification as soon as a user approves a document for publication in your name, you can activate this feature here.

If you select both options (Only new documents and Only new editions), the designated user will be able to approve documents for publication in the categories where you have the authority to approve and publish documents. Additionally, the user can still approve and publish documents under their own name in categories where they have the appropriate permissions.

How does a user publish a document on behalf of another user?

Just like with any publication, an approver must be selected through the publication dialog.

Users authorized to approve documents on behalf of another will see additional options when choosing an Approver in connection with publication.

In the dialog, the user will see their name along with the name of the user who has granted them the ability to approve documents in their name. This option will be located at the bottom of the list.

How to see if a document has been approved in someone else’s name.

When a user approves a document for publication on your behalf, your name will appear as the approver in areas such as the header and document properties. However, the document log will indicate who actually approved the document in your name.