This document provides employees directions on how to delegate Workday actions and tasks to a designee who can manage them on their behalf.
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· Setting up a delegation allows another employee to complete tasks and/or initiate business processes on your behalf.
· The period for which the delegation should be effective, along with the specific business processes to be performed on your behalf, can be specified.
· An employee should only delegate their tasks to someone who holds a similar role within their Supervisory Organization (e.g., Budget Partners can delegate their role to an HR Partner in the same organization). If there is another individual in the organization holding the same role as the employee (e.g., both are the HR Partners for an organization), there is no need to set up delegation since all the same tasks will appear in their My Tasks.
· Delegating an action/task is not the same as reassigning a task. If an employee sets up a delegation, every single task (for the specified process types, if any are specified) that hits their My Tasks will be automatically redirected to the designee during the given timeframe. On the other hand, reassigning a task, applies only to a single, specific task and does not happen automatically.
1. Log into Workday using your CNetID and password.
2. Type "My Delegations" in the search box at the top of the screen and select the suggested report that appears below the box. Alternatively, navigate to My Tasks by selecting the mail icon in the top-right corner of the page, and then choose the Manage Delegations option located on the left side navigation panel.
a. If the left navigation panel is collapsed:
i. Use the Navigation Pane icon, represented by an arrow next to a vertical line, and located at the top left corner the page, to expand or collapse the panel and adjust screen space.
ii. Conversely, with the panel collapsed, select the Manage Delegations icon, represented by a person icon with a plus sign on the bottom right side.
3. The screen My Delegations will show up. There are 5 tabs in this screen:
a. Current Delegations – It shows any active delegations.
b. Current Task Delegations – A list of all delegated tasks that have not yet been completed appears under this tab.
c. Delegation History – This is a log of delegations, both active and inactive, for your profile.
d. Delegated Tasks – It displays all tasks that a designee has completed on your behalf.
e. Business Processes allowed for Delegation – It shows an exhaustive list of all business processes that can be delegated.
4. To add or update an existing delegation:
a. Select the Manage Delegations button located under the Current Delegations tab.
b. Enter a Begin Date (it cannot be prior to the date the delegation is being created) and an End Date for the delegation.
c. In the Delegate field, enter the name of a person (or more than one person) to whom delegation will be assigned, or use the Hamburger Menu (the icon with 3 dots and 3 lines) to search for their names.
d. Using the Hamburger Menu within the Start On My Behalf section, choose one or more business processes the designee will be able to initiate on your behalf. This field is OPTIONAL and can be left blank.
e. To delegate your assigned action items and tasks so that someone else has the ability to see and act on them on your behalf, go to the section Do My Tasks On My Behalf, and select one of the following choices:
i. For all Business Processes.
ii. For Business Process – Select the Hamburger Menu and choose the specific business processes from a pre-populated list.
iii. None of the above – Choose this option if no one should act on tasks that come to your Workday My Tasks.
f. Check the box labeled Retain Access to Delegated Tasks within My Tasks to enable both the delegator and their designee to view and complete any assigned action items or tasks. If this box remains unchecked, access to the My Tasks items selected for delegation will be restricted for the duration of the specified date range. Items in My Tasks are archived upon completion, eliminating concerns over duplicated efforts.
g. Use the Hamburger Menu within the Delegation Rule section to specify which Supervisory Organizations tasks are or are not to be delegated for, only if such specification is necessary. Otherwise, leave this field blank. There are 2 options:
i. NOT Supervisoy Org and Superior Orgs for Human Resources - Delegation Rule – Choose this option to specify organizations for which tasks are NOT to be delegated.
ii. Supervisoy Org and Superior Orgs for Human Resources - Delegation Rule – Select this option to specify organizations for which tasks ARE to be delegated.
h. To create additional unique delegations, insert new rows by selecting the Plus (+) icon.
i. Once completed, hit the Submit button. Please note that all delegation requests require approval from the Workday Solutions team. If the designee does not have a confidentiality agreement on file, they will need to complete one. Please refer to the Uploading Documents to Worker Profile in Workday Knowledge Base Article to add this document to the worker's profile.
j. Select the Done button to complete the process.
k. A Workday notification will be generated to inform the delegator if the request was approved or denied. If the delegation is not approved, reach out to the Workday Solutions team to get more information about the denial.
5. To cancel or change an existing delegation:
a. Upon approval of the delegation, it is possible to modify dates, tasks, and other details. Additionally, new designees can be added, and existing ones can be removed.
i. Select the Manage Delegations button on the My Delegations page.
ii. Modify the delegation as desired or select the Minus (-) icon to delete it altogether.
iii. Select Submit.
b. If the delegation is not approved yet, it can only be canceled.
i. Select the Delegation History tab on the My Delegations page.
ii. Select the Related Actions icon of the delegation that is "In Progress".
iii. Select Business Process and choose Cancel.
iv. Enter a comment and select Submit.