Delegations

User delegations

The purpose of delegation is to enable a user to temporarily delegate the processing of tasks to another user. You can only appoint one delegate per user. However, a delegate can replace several users at the same time.

The list of users to whom it is possible to delegate depends on the “Users whom I may delegate” privilege.

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Notify a delegate

The delegate will be copied on all e-mails from the person they are replacing and will receive the following notifications:

• The registration of a new delegation concerning them.

• Changes made to a delegation for which they are the recipient.

• New tasks assigned to the user they are replacing.

• Automatic reminders of unfinished tasks after a given period.

Enter a delegation

Prerequisites

You must be able to access a user's file.

Procedure

1. From a user's profile, open the User Delegation tab.

   The delegation form is displayed.

2. Click on to the right of the Delegate field to search for a delegate.

   The search window opens.

3. Enter the delegate's known characteristics.

4. Click on Search.

   A list of users appears.

5. Select the delegate from the list.

6. Click on Add user.

   The delegate's name now appears in the Delegate field.

7. (Optional) Define a delegation period by entering dates in the format mm/dd/yyyy hh:mm in the fields “From (mm/dd/yyyy hh:mm)”, for the start date, and “To (mm/dd/yyyyy hh:mm)” for the end date (if you don't enter any time, the default time is 00:00), or click on and to the right of each field to choose the date and time.

• It is possible to configure only the delegation start or end date.

• If you leave the date blank, the delegation will start as soon as it is registered and end when it is deleted.

8. Once you've completed the information, click on Save.

9. A confirmation message appears on the screen.

Modify a delegation

Prerequisites

• You must be able to access a user's file.

• The user must have a current delegation.

Procedure

1. From a user's profile, open the User Delegation tab.

   The delegation form is displayed.

2. Make the desired changes.

3. Click on Save.

   A confirmation message appears on the screen.

Delete a delegation

Prerequisites

• You must be able to access a user's file.

• The user must have a current delegation.

Procedure

1. From a user's profile, open the User Delegation tab.

   The delegation form is displayed.

2. Click on Delete.

   A confirmation message appears on the screen.

View delegation tasks

As part of a delegation, the delegate must carry out the tasks of the person they are replacing. There are two ways to do this:

From the “My tasks” section

Prerequisites

• The user must be a delegate.

• The delegation must include tasks.

Procedures

1. Click on your profile photo at the top right of your screen.

2. Open your profile via MY PROFILE.

   Your profile opens.

3. Open My tasks.

   A list of your tasks appears. In this list, the tasks of the user you are replacing appear with the words “Delegation of ...”.

From the “My delegations” section

The delegate can also log into the profile of the user they are replacing to carry out their tasks.

Prerequisites

• The user must be delegated.

• Delegation must include tasks.

• My delegations webpart must be enabled.

• The “Allow user to connect as another user” privilege must be configured for the delegate role.

Procedures

On the home page, in the My delegations section, a list of the people you are replacing is displayed, along with their replacement period.

1. Click on the name of the user whose tasks you wish to carry out.

   A confirmation window opens.

2. Click on OK.

   You are now logged in as the person you are replacing.

3. View the user's tasks.

4. Once the tasks have been completed, click on the profile photo in the top right-hand corner.

5. Click on Log out to return to your profile.