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Administrator Guide
Last Updated: 2024-06-14
Delegate My Tasks

Delegate My Tasks

Enable delegations in your tenant.
  1. Access the
    Manage Delegations
     task:
    • From your My Tasks, click
      My Delegations
      . On the
      Current Delegations
       tab, click
      Manage Delegations
      .
    • Select
      Business Process
      My Delegations
       from the related actions menu next to your name. On the
      Current Delegations
       tab, click
      Manage Delegations
      .
  2. Specify a
    Begin Date
     and an
    End Date
    , if the tenant is configured to require end dates.
    Example: Delegation begins at 12:00:01AM on the
    Begin Date
     and ends at 11:59:59 PM on the
    End Date
    . To delegate for a single day, enter the same
    Begin Date
     and
    End Date
    .
    Delegation begins and ends according to the time zone of the delegator. Example: if the delegator and the delegate are both in Central Europe, delegation will begin and end at the specified times in Central European Time. However, if the delegator is in San Francisco, and the delegate is in Central Europe, delegation will begin at 9:00:01 AM on the Begin Date and end at 8:59:59 AM on the day following the End Date in Central European Time.
  3. Select a
    Delegate
     from the prompt. Workday might restrict the available delegates, depending on the
    Edit Tenant Setup – Business Processes
     task configuration, specifically the
    Users Can Delegate Tasks To
     prompt and security.
    Example: When you select
    Subordinates
     in the
    Users Can Delegate Tasks To
     prompt, we display
    Subordinates by Supervisory Organization
     prompt in the
    Delegate
     field. You can drill down on the organization hierarchy when selecting a subordinate.
  4. Optionally, select the
    Use Default Alternate
     check box (selected by default). Workday populates the
    Alternate Delegate
     field with the primary manager of each delegate, and automatically adds the primary manager of each new delegate that you add.
    Workday routes business process steps to an alternate delegate only when the delegate is excluded based on routing restrictions. Alternate delegates can't initiate business processes on behalf of a delegate.
    The
    Use Default Alternate
     check box is only visible if you select the
    Apply Routing Restrictions during Delegation
     check box on the
    Edit Tenant Setup – Business Processes
     task.
  5. Optionally, select an
    Alternate Delegate
     from the prompt, if the
    Use Default Alternate
     isn't selected.
    If you're only delegating My Tasks items, leave the
    Start On My Behalf
     prompt empty. This option is for delegating the Initiating Action of business processes, not for delegating My Tasks items.
  6. In the
    Do My Tasks On My Behalf
     section, select whether to delegate My Tasks items:
    • For all Business Processes.
    • For a specific Business Process.
    • None of the above (removes the ability to do My Tasks items while retaining the ability to initiate specified business processes on your behalf).
    When you add a new delegation configuration and select the
    For all Business Processes
     and
    For Business Process
     options, Workday enables the
    Retain Access to Delegated Tasks within My Tasks
     check box by default.
    For current delegation settings that don't have the
    Retain Access to Delegated Tasks within My Tasks
     check box selected, Workday enables the check box when you update the row to select the
    For all Business Processes
     or
    For Business Process
     option.
  7. Optionally, clear the
    Retain Access to Delegated Tasks within My Tasks
     check box if you don't want to get notifications and access your My Tasks items as usual. If you retain access, then either you or your delegate can complete each task.
    You can also apply a
    Delegation Rule
     to the business processes you're delegating. When you select
    For all Business Processes
     or specific business processes, configured delegation rules that are applicable to the business processes display in the
    Delegation Rule
     prompt. Select 1 or more delegation rules to further restrict which business processes or tasks to delegate. Example: When an expense report is less than $1,000, the delegate can approve the expense report.
    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 task from their My Tasks.
    • The task 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.
  8. Optionally, attach any supporting files, such as an email message accompanying the requested delegation change, to be included as part of the business process event. You can:
    • Drag and drop files into the
      Attachments
       section of the business process toolbar.
    • Use the
      Attachments
       icon to select one or more files to attach to the business process event.
    You can view attached files associated with the event in the
    Attachments
     column on the
    Delegation History
     tab.
  9. To add more delegations, add a row to the delegations grid by clicking the
    +
    icon, and then repeat steps 2 through 8. When you finish setting up your delegations, click
    Submit
    .
    To stop a delegation, remove the row associated with the delegation from the grid, and then click
    Submit
    .
Delegations might require reviews and approvals depending on how Workday is configured and which tasks you’re delegating. Both you and either the delegate or the alternate delegate receives confirmation notifications when the delegations go into effect.
For the duration of the delegation, either the delegate or the alternate delegate receives any tasks that would have been directed to you for allowed business processes, as well as any related process notifications, including alerts. Delegates can also request reassignment for any delegated tasks, but they can’t delegate any delegated tasks to another worker.
If you need to modify your current delegations, click
Request Delegation Change
 from the
Manage Delegation Settings
 page and enter the new information. The page displays your current delegations and your delegation history. Click each link to see details of your past delegations.
Business process administrators can access the
Business Process Tasks Not Delegated
 report. This report displays all tasks for which both the delegate and the alternate delegate are excluded based on routing restrictions.