8.8 Task Delegation

The Task Delegation feature allows users to temporarily assign their pending approval and endorsement tasks to a designated colleague, ensuring smooth workflow continuity during periods of unavailability.

This Guide Covers:

• How to Delegate Your Tasks
• What Happens When You Assign a Delegate
• How to Modify or Remove a Delegation
• Tracking Delegation Actions
• Rules & Limitations
  

How to Delegate Your Tasks

1. Go to your Profile.
2. Scroll down to the Delegate Assignment section at the bottom of the page.
3. Click + New Delegate.

4. In the New Delegate form:
   • Select a resource as a delegate: Begin typing the name of the colleague you want to assign your tasks to. A list of matching names will appear based on your input.
     
   • Set the timeframe for delegation:
     • The start date defaults to the current day. Click on the date to change it using the calendar picker.
     • Select an end date the same way.
     • To delegate indefinitely, check the This Assignment Is Ongoing box.
       
5. Click Assign Delegate to confirm the delegation.

What Happens When You Assign a Delegate

The delegate will:

• Receive notifications for new tasks.
• See tasks created during the delegation period in their Home Page widgets and To Do module.
• Be able to complete tasks on your behalf.
  

Once the delegation ends, any unfinished tasks assigned to the delegate will remain in their system. You, as the delegator, will still be able to access and complete these tasks at any time, both during and after the delegation period.

*For a detailed explanation of the delegation process and its rules, click here.

Here is an example of what the delegate’s workflow looks like:

How to Modify or Remove a Delegation

1. Go to Profile > Delegate Assignment.

2. To modify the delegation:
   • Click Edit.
   • You can make the following changes:
     • To assign a different delegate, type and select a new colleague.
     • To adjust the delegation period, follow the approach described above.
3. To remove the delegation:
   • Click Delete, then confirm the removal.

Tracking Delegation Actions

All delegation assignments, modifications, and removals are logged in the system’s resource-level audit trail, ensuring full visibility into delegation history.

If a delegate completes a task, the Version History records it as performed on behalf of the original assignee.

• For example: Approval Step Skipped (Delegated to Marie Jones)
  

Rules & Limitations

Task Assignment & Ownership

• Only approval and endorsement tasks created during the active delegation period are automatically assigned to the delegate.
• The original assignee can still perform tasks even while the delegation is active.
• Tasks clearly indicate both the original assignee and the current delegate, visible in both the endorsement and approval action boxes as well as the audit trail.

Multi-Level Delegation

• In multi-level delegation, tasks will pass through multiple users, ensuring proper reassignment (e.g., User A → User B → User C).
• When the final delegate completes a task, the audit log will reflect all levels of delegation.

Notifications

• Delegates receive email notifications for new pending tasks (at the time the delegation becomes active).
• When a delegation ends, users are notified that they have resumed responsibility for their tasks.

Concurrent Delegation & Security Considerations

• Confirmation tasks cannot be delegated.
• For security reasons, the system automatically grants Read Latest permissions to the delegate (unless they already have higher privileges—e.g., Write or Delete).