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Administrator Guide
Last Updated: 2024-06-14
Concept: Delegation - Act On Behalf Of Another User

Concept: Delegation - Act On Behalf Of Another User

Workday makes it easy for you to manage and perform delegated tasks. When tasks are delegated to you, you can switch accounts to perform the tasks on behalf of another user. Workday displays the
Switch Account
 option in:
  • The menu displayed when you click your name or photo in the application header.
  • Delegated My Tasks items.
Selecting
Switch Account
 presents you with a list of users who have delegated My Tasks items or Initiating Actions to you. Select the user for whom you want to act as a delegate. When you set up delegations, Workday recommends that you avoid assigning a large number of delegations to a single user to prevent performance issues. Note that if you start a proxy session as a user that has tasks delegated to them, you won't be able to select
Switch Accounts
.
Once you switch accounts, Workday displays:
  • On Behalf of
    , followed by the name and photo of the delegator.
  • The Delegation Dashboard, which includes the
    Delegated Actions
     worklet, and from which you can take Initiating Actions on any business processes that have been delegated to you by the user on whose behalf you are acting.
  • My Tasks, which (when selected) contains only the items delegated to you by the user on whose behalf you are acting, and from which you can view the details and complete the tasks.
    Delegated items are displayed in My Tasks (for your Workday account) as well. The action item titles display
    On Behalf of
    , followed by the name of the delegator to indicate that they are delegated tasks. However, you cannot view the details or complete the tasks until you switch accounts. In addition, you cannot view the details of or complete delegated
    Tasks
     steps, such as those found in the
    Onboarding
     business process.
To switch back to your Workday account, select
Switch Account
 again, and select your own name.
When you configure an
Action
,
Approval
, or
To Do
 step to be excluded from My Tasks and you delegate the task:
  • The delegate and delegator won't be able to access the excluded items from their My Tasks.
  • The item won't display in My Tasks when the delegate switches account to act as the delegator. Also, the delegate won't be able to run the
    Business Process Transactions Awaiting Me
     report as the delegator.
Workday recommends that you don't configure the exclude functionality on delegation heavy tasks. If you can't access a delegated task that's been excluded, the:
  • Business Process Administrator can stop delegation by accessing the
    Manage Delegation Setting
     task.
  • Delegator can stop delegation though single task delegation.