Question:
What does it mean to have “proxy permission”? How can I proxy for someone else? Can I proxy for everyone else? Does this proxy permission help move documents that are stuck on a Seq because someone can’t or won’t route them? How do I give someone else permission to proxy for me?
Answer:
Proxy permission means that one user is allowed to route a document that has been routed to a different user’s Inbox, in place of that second user.
Note: access to any particular document depends on other role-determined access for the proxy user. In other words, if a proxy does not have access to a Budget document on a particular project, they will not be able to open that Budget document on someone else’s Inbox, even with proxy permission.
Proxy permission is given through the DOC | Can be designated as another users proxy role capability, so is usually set up by a System Administrator. Someone with proxy permission can open the Home Dashboard of another person in order to see what documents can be routed out of the Inbox. Whose dashboard can be opened depends on specific configuration.
To give a role the proxy permission:
- Add the DOC | Can be designated as another users proxy capability to a role as follows:
- R to allow the role to be selected as a proxy on a user’s Contact Details window.
- I to allow a user with this role, who also has the CSTM | Internal staff capability, to proxy for any routee who is not a user, not an employee, or not web-routed (i.e, an external contact).
- S to allow a user with this role to proxy for all other users (internal and external). Of course, the audit trail and route notes will reflect who routed the document.
To allow a user to proxy for another user:
- Give the role to all users who should be allowed to proxy for someone else. For example, if the capability has been included in the Project Assistant role, and you want Katie Flood to be a proxy, give Katie the Project Assistant role. Do not give the Project Assistant role to anyone who should not be allowed to proxy.
– - On the other user’s Contact Details window, select the role in the Allow Route Action Proxy field on the Connections tab. For example, if Project Assistants should proxy for William Flint, then type or look up Project Assistant. Katie (and all other Project Assistants) will be allowed to proxy for William (but remember that any Project Assistant without access to the same documents/projects as William will not be able to actually proxy for William).
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Note: this step is not necessary if the role includes the S permission, which gives blanket permission to proxy for everyone.
To proxy (for example, what Katie would do):
Normally, Katie would do her own work within Spitfire and know to act as a proxy on documents that require attention, that she knows she can route on behalf of someone else. For example, she might know that her boss is on vacation and that she has been told to route certain Spitfire documents during that vacation period.
- Click on your name on the blue sidebar (in Power UX) or at the top of your dashboard (in Classic UI).
- Select Proxy Dashboard or Open User Dashboard.
– - Select or look up the name of the user for whom you want to proxy. Note that only users who have been configured to allow proxying can be selected.
– - The user’s Inbox will appear as a new tab on your browser. As appropriate, open a document from the Inbox to route it as if you were William.
– - Route the document.
- Close the document. Documents that are routed via proxy do not close automatically.
Note: When a document is routed via proxy, a note on the route will so indicate that, for example:
KBA-01922; Last updated: May 5, 2026 at 11:50 am