Hierarchy & delegates (Admin User)

As an admin user you have the ability to create and set up delegates for RSM users. By setting up hierarchies and delegates, messages can be automatically forwarded to a chosen delegate when an RSM user's out of office is on. 

To create or edit these settings for a user go to admin in the top menu bar and users. Search for the user you need. 

Setting up hierarchy, manager, and a delegate

Firstly, select the hierarchy type. There are 5 types and every RSM user has been assigned a type. 

Once you have selected the hierarchy type, the manager dropdown will become available for you to select. The manager will be 1 level above the hierarchy type. For example, a payroll executive type will have their team leaders shown in the manager dropdown. 

Once the manager has been chosen, the delegate dropdown becomes available. A delegate will be someone within RSM user's team and will be the person who receives notifications and messages when that user's out of office has been activated. The RSM user will also be able to choose a delegate themselves when they set an out of office. 

Please note: you will also need to add the delegate as a contact user to the client, this means that when the client logs into the client portal they will be able to see not only the primary contact, but the delegate as well. 

Go see how to do this go to managing clients. This client contact list will be used to populate the RSM recipients in the message centre.

Setting the out of office message for another RSM user

You will also be able to set an out of office within this screen. If the delegate that is set, is also out of the office you can choose another delegate from the dropdown. 

By setting an out of office, an [out of office] will show next to the RSM user's name within the recipient dropdown field in the message centre. Tick enable out of office status. this will stay active until you untick enable out of office status. 

Alternatively, you can set a specific time range for the out of office to show. You can select dates by using the calendar and the time by using the dropdowns, or you can type directly into the time range field. When you have set the required period, click apply. The out of office will then automatically switch on and off. 

You can set a message to be shown during the out of office period. This message will appear below any reply message boxes, and under the subject heading within a new message. This out of office can be used to advise who the user should select as a recipient and that a chosen delegate will receive notifications for any emails that are sent to the RSM user while their out of office is on.  

If you do not enter any text in the message box, the out of office message will show an empty red box for any user trying to send a message to the RSM user. 

Setting up an RSM user with a hierarchy admin role

There may be requirements for RSM users to set up delegates or out of office statuses for other users and not just people below them in the hierarchy. A new role of hierarchy admin has been created. 

Go to admin in the top menu bar and users. Search for the user you need. Go to the roles section at the bottom of the page and select hierarchy admin in the dropdown and click on the green plus. Once selected scroll down and click save.