Task delegation

As part of Account Administration, the task delegation feature allows Super Admins to delegate future process tasks belonging to users out of the office to another user. Super Admins can choose between all and specific process-related tasks to another user.

Note:
Only new process tasks will be delegated, and existing tasks will still be assigned to the same user.

Task delegation table

The task delegation table lists all the existing delegations created by Super Admins and users. You can create new delegations and view, edit, and cancel existing delegations.

Adding a new delegation

To add a new delegation:

1. Click your profile picture > Account administration > Task delegation > + New.
2. Select the user whose tasks you want to delegate.
3. Select the start and end dates for delegation.
4. Select if you want to delegate tasks from all the processes the user is a part of or only specific processes.
5. Select the user(s) to whom you want to delegate tasks:
   1. If you have chosen All processes, select the user to which you want to delegate the tasks.
   2. If you have chosen Specific processes, you can select different users for each process to which you want to apply the delegation.
6. To delegate tasks from multiple processes to a single user, select the processes using the checkbox next to their name, click Delegate to, and select the user.
    
7. Once you’ve selected the users, click Create.
    

Note:
Notifications for all process related steps that is sent to the original user will be redirected to the delegated user, but Workflow completed notification alone will be received only by the requestor or initiator of the item, even if the initiator/requestor has delegated their task to another user.

You can also view and edit existing delegations by selecting the delegation from the Task delegation table and clicking Edit Delegation.

After the user returns to work, they will be greeted with a welcome message about the delegation. They can review the delegation and cancel it to continue acting on items. They can also cancel the delegation from My settings > Task delegation.
 

Overriding delegations set by users

As a Super Admin, you can override any delegation set by a user. Under the Set by users tab, hover over an existing delegation and click Override next to it. Make the necessary changes and click Override again to confirm.

A Super Admin’s override will always take priority. Once it ends, the user's original delegation will resume for the remaining duration.

Example:
If a user has set a 15-day delegation, and you override it with a 5-day delegation, your delegation will take effect first. After those 5 days, the user's delegation will automatically continue for the remaining 10 days.