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Administrator Guide
Last Updated: 2024-08-23
Delegate My Tasks

Delegate My Tasks

Configure delegation routing restrictions and the users to whom tasks can be delegated in your tenant.
Enable business process delegation on the business process security policy.
Configure the
Request Delegation Change
 business process security policy.
Security:
Business Process Delegation
 domain in the System functional area.
You can delegate all or specific items assigned to you in My Tasks to another user. You can customize the delegation to meet your needs by specifying the period of time in which you want to delegate items, identifying alternative delegates, and more.
As a business process administrator, you can delegate all or specific business process tasks on behalf of a worker.
The users that are available for delegation depend on the configuration of the
Users Can Delegate Tasks To
 field on the
Edit Tenant Setup - Business Process
 task.
  1. As business process administrator delegating a worker’s tasks:
    • Access the
      Manage Delegation Settings
       report.
    • Select a worker for whom you want to delegate a task for.
    • Click
      Request Delegation Change
      .
    If you’re delegating your own tasks:
    • From My Tasks, select
      Manage Delegations
       >
      Manage Delegations
      .
  2. As you complete the task, consider:
    Option
    Description
    Begin Date / End Date
    Specify a
    Begin Date
     and an
    End Date
     for the delegation, if the tenant is configured to require end dates on the
    Edit Tenant Setup - Business Process
     task.
    To delegate for a single day, enter the same
    Begin Date
     and
    End Date
    . Example: Delegation begins at 12:00:01 AM on the
    Begin Date
     and ends at 11:59:59 PM on the
    End Date
    .
    Delegation begins and ends according to the time zone of the delegator. Example: When the delegator and the delegate are both in Central Europe, delegation begins and ends at the specified times in Central European Time. However, when the delegator is in San Francisco, and the delegate is in Central Europe, delegation begins at 9:00:01 AM on the
    Begin Date
     and ends at 8:59:59 AM on the day following the
    End Date
     in Central European Time.
    Use Default Alternate
    Only displays when you select the
    Apply Routing Restrictions during Delegation
     check box on the
    Edit Tenant Setup – Business Processes
     task.
    When you select the
    Use Default Alternate
     check box (selected by default), Workday populates the
    Alternate Delegate
     field with the primary manager of the specified delegate. This occurs only on the first delegation configuration in the
    Request Delegation Change
     grid. If you configure multiple rows on this task, the
    Use Default Alternate
     check box is unchecked on subsequent rows and
    Alternate Delegate
     is blank by default.
    If you select multiple delegates in the
    Delegate
     prompt, the
    Alternate Delegate
     field populates with their primary managers in sequential order. Example: Delegate 1’s manager is listed first in the
    Alternate Delegate
     field, followed by Delegate 2’s manager, and so on.
    Alternate Delegate
    Only displays when you select the
    Apply Routing Restrictions
     during Delegation check box on the
    Edit Tenant Setup – Business Processes
     task.
    If the
    Use Default Alternate
     check box isn’t selected, specify an alternate delegate from this prompt.
    Start On My Behalf
    Leave blank. This option is only used when you’re delegating the initiating action of a business process, not when you’re delegating My Task items.
    Do My Tasks On My Behalf
    Select whether to delegate My Tasks items for all or specific business processes.
    When you select
    None of the above
    , Workday removes the delegate’s ability to do My Tasks items, while retaining their ability to initiate specific business processes on the worker’s behalf.
    Retain Access to Delegated Tasks within My Tasks
    Clear this check box when you don't want the delegator to get notifications or be able to access the tasks from their own My Tasks as usual.
    Select the check box for the delegator to retain access and enable either the delegator or the delegate to complete each task.
    When you add a new delegation configuration or update an existing configuration and select the
    For all Business Processes
     and
    For Business Process
     options, Workday automatically enables the
    Retain Access to Delegated Tasks within My Tasks
     check box.
    Delegation Rule
    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.
    Attachments
    (Optional) Business process administrators can 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.
    Workers can view attached files associated with the event in the
    Attachments
     column on the
    Delegation History
     tab of the
    My Delegations
     report.
  3. To stop a delegation as a business process administrator, access
    Manage Delegation Settings
     >
    Request Delegation Change
    . Then select
    Stop Current Delegations
     and
    Submit
    .
    For a delegation that requires approval,
    Stop Current Delegations
     is available only after the delegation is approved.
    If there are multiple rows configured, you can 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. Workday sends the worker and either the delegate or the alternate delegate a confirmation notification 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 the delegator 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.
You can view your delegation history on the
Delegation History
 tab when you access the
My Delegations
 report.
Business process administrators can view a worker’s delegation history on the
Delegation History
 tab on the
Manage Delegation Settings
 report. Click each link to see details of their past delegations.
Business process administrators can access the
Business Process Tasks Not Delegated
 report to view all tasks for which both the delegate and the alternate delegate are excluded based on routing restrictions.