User Delegation lets a user assign one or more delegates who can perform actions on their behalf within the system for a set period of time. It is useful when a user will be unavailable, such as during vacation, parental leave, or another temporary absence, and a manager, co-worker, or colleague needs to carry out their responsibilities. Administrators enable delegation by role, which removes the need to temporarily change role permissions or reassign individual records. Delegation applies to both internal and external users.
Who: Global administrators, internal, and external users
When to Use User Delegation
Use User Delegation when:
- A user will be on vacation, and a co-worker needs to manage the user's records until they return.
- A user will be on parental leave or another extended absence, and a manager or colleague needs to handle the user's responsibilities.
- Coverage is needed for a short absence without changing role permissions or reassigning individual records.
Enable Delegation by Role
Enabling delegation requires global administrator access. Decide which roles can delegate and which roles can be delegated to, and then enable the feature in Global Settings.
To enable delegation by role:
- Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Security tab.
- Locate the Business Security section, and then click System Feature Permissions.
- Click the Features tab.
- Click the Delegation - Roles That Can Delegate and Delegation - Roles to Delegate fields, select the applicable roles from the drop-down menu, and then click Save.
Set Up a Delegate
A user preparing to be out of the office can delegate one or more users to act on their behalf during a set period.
To set up a delegate:
- Click the User Menu in the upper navigation bar, and then select Delegation from the drop-down menu.
- Click the Users to Delegate field, and then select the email address of each user who will act as a delegate.
- Click the First Day and Last Day fields and click the start and end dates for the delegation period.
- Optionally, click the Message field and enter a message to notify others of the out-of-office status.
- Click Save to send the email notification and activate the delegation.
Delegate Notification and Emulation
Once a user designates delegates, each delegate receives an email notification. After logging in, a delegate sees a new Delegation icon in the upper navigation bar that lets them temporarily emulate the user.
The delegate selects the user to emulate, then performs tasks on that user's behalf. The system records all actions the delegate takes in the audit logs.