Manage Delegation

Training

Note: The security profiles of individual users determine the visibility of sensitive information. Consequently, you may not have access to all the information in this Job Aid. Furthermore, some changes may require approval from an HR Partner or another department to complete the process.

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The Search Box, located in the center of the Home page, allows you to quickly find people, tasks, reports, and business data you need to access.

This job aid outlines the various ways that you can search in Workday. It also provides some tips and tricks to get the most out of Workday Search.

This job aid demonstrates how to Delegate tasks to a Subordinate and/or Peer and/or Superior.

Note: Delegation is critical for the continuity of initiating or approving business processes such as time/time off, work schedules, expenses, reimbursements, allowances, etc.

Note: Delegation does not remove responsibility (ownership) for the task from the delegator to whom it was initially assigned, and when the delegation period ends, any incomplete delegated tasks revert to the original owner. 

Note: Delegation Management is not available on the mobile app. 

Note: Apply Routing Restrictions have been enabled during delegation. This setting applies routing restrictions that exclude the initiator from approval or review steps in the business process.

When this checkbox is selected, the alternate name will populate automatically. If the checkbox is cleared, you may manually choose from the categories listed below.

Reminder: Your Delegate should be in place before your absence (time off, leave, out of office, etc.) to avoid delays in daily business activities.

Reminder: Not all processes can be delegated. See Businesses Processes Allowed for Delegation for a list of allowable delegation tasks.

In the Search (upper left) window, begin typing My Delegations. Match results appear as you type. Select My Delegations from the list.

Note: This option will be used when switching accounts to “on behalf of John Doe””.

 Click View Profile in the upper right corner of the home page.

MY DELEGATIONS (DELEGATORS) 

Select Actions > Business Process > My Delegations.

Select Manage Delegations to add a new delegation or edit an existing one.

Any existing delegations are listed.

If no current delegations are listed, begin creating delegation. If existing delegations click the plus

to add a new row for the new delegation.

CREATING THE DELEGATION 

Select the Begin Date and End Date for your delegation to start and stop.

Reminder: Select your delegate carefully, with consideration of confidential information they may now have access to about your staff as a delegate.

Select the Delegate(s) (more than one delegate can be selected for the same business process/tasks). Choose from your Peers, Superiors, or Subordinates.

Select from the Start on My Behalf list any tasks you want/need the delegate to start or initiate on your behalf (can be left blank).

Note: Not all tasks/processes can be delegated.

In Do Inbox Tasks On My Behalf, choose what authority you are providing to the delegate

For all Business Processes = anything/everything in your Inbox

For Business Process = only those items you include in the list

None of the above = they cannot see/approve/do anything in your inbox. Select this when you only want them to initiate the tasks you selected in Start on My Behalf

Retain Access to Delegated Tasks in Inbox = select and you will be able to see the status of Inbox processes, even those processed by your delegate

Reminder: You must check the box labeled 'Retain Access to delegated Tasks' within the My Tasks section.

Select Submit (lower left corner). The delegation will route to your Manager for approval.

Note: Depending on the type of delegation, you may receive an information Alert.

Click Submit again to complete the process.

When the Manager approves, the delegation is completed (active) for the times specified.

YOU’RE DELEGATE (DELEGATEE) 

Your Delegate (delegatee) receives Notifications of the delegation (click the Notifications icon).

Delegatee selects View Entire Delegation Inbox to view tasks to complete on your behalf.

Tasks that require delegate approval will show up in their Workday inbox.

Delegatee clicks on Switch Account and then clicks on OK to confirm that you want to continue.

On the “Delegation Dashboard”, click on the Inbox icon at the top right to view the task details and approve as needed

MY DELEGATION’S REPORTS 

Type My Delegations in the Search field. Select My Delegations  

Current Delegations - This shows the business process delegations that you have defined for your Inbox tasks.

Note: Delegations are only shown as long as they are active. They are removed as soon as the End Date has passed, or the delegation has explicitly been stopped.

Current Task Delegations - This shows all tasks that you have delegated using Delegate Task and that have not yet been completed by the delegate.

Delegation History - This shows all the delegation requests that you initiated. This tab contains the same delegation requests as the Current Delegations tab, except that here, the requests are not removed once they have expired or been stopped.

Delegated Tasks - This shows all tasks that have been completed by a delegate on your behalf.

Business Processes allowed for Delegation - Lists all the business processes that can be delegated.

CANCEL CURRENT DELEGATION TASK

Reminder: If the assigned individual is unable to carry out the task, you are permitted to terminate or reassign the delegation.

Type "My Delegation" in the search bar and select it.

Click on the "Current Task Delegations" tab.

In the Business Process column, locate the task you want to cancel.

Hover your mouse over the task and click on the three dots (…) under Actions.

Select Business Process > Delegate Task.

Under Current Delegates, click Stop Current Delegations or Proposed Delegates (click on the hamburger to choose another delegate. Only those listed can be chosen).