Difficulty: novice
Content
| Table of Contents | ||||
|---|---|---|---|---|
|
Learning Objectives
After reading this article you will be able to:
Delegate tasks to other users.
What is task delegation and when do we use it?
One of the great features of Workplace is the authorization of access rights bases on tasks. A service desk employee will have different tasks than to a user working as contract manager. Task delegation allows for the allocation of tasks from one user to another. Task delegation is used when a user should take over the tasks of another user, during a limited time span, without permanently altering the access rights. Delegation is typically used when someone is on vacation.
Characteristics of delegation:
The access rights necessary to perform the tasks of the other user will be temporarily granted to the delegated user.
Tasks that are create after enabling the delegation, and lie within the set delegation period, are now also executable by the delegated user.
Workflow emails are also send to the delegated user.
If the delegated user executes a task, it will disappear from the users task list as well. Also if a user executes a task it will disappear from the task list of the delegated contact.
A delegated tasks shows up in the task list of the user to whom the task was originally assigned, and also to the user to whom the task is delegated.
No new task is created on the task tab (e.g. of a reservation), instead the delegate contact is filled out on the task that. So, when creating a report on Tasks it is important to configure the report in such a way that delegated tasks are also shown (so filter on tasks assigned to task.contactId or task.delegateContactId).
Task delegation set-up
Tasks
In Workplace Management, key users of a module or process can get tasks to execute. A task can be the approval of a reservation, handling a request or marking a visitor as arrived. These tasks are assigned to users with the correct authorization and are visible in the users task list.
...
Delegation
If a user is absent or not able to execute tasks in Workplace Management, delegation can be used to give another user the authorization to execute the tasks on behalf of the absent user. With delegation, it can be prevented tasks from not being executed at all or not in time. See chapter 'Manage delegation of tasks' in the Personal settings article on how to set it up for a user.
Below some important characteristics of delegation:
The user where the tasks are delegated to, will have the same (temporary) authorization in the process to execute the task properly
From the moment the delegation is enabled and until the delegation ends, tasks will be generated for the delegated user to execute
Emails send within a process will also be send to the delegated user
As soon as the delegated user executes the task, it will also disappear from the absent users task list and visa versa
In the task list, the (absent) user where the task is originally assigned to, is always visible per task
| Info |
|---|
Users can manage the delegation settings for their own user. An |
...
administrator can manage the delegation settings for all users |
...
To set up task delegation:
Navigate to the profile settings by clicking on the profile icon;
Select the user that that should receive the temporary access rights;
Fill in a start and an end date;
If no start date is filled, the delegation will start immediately
If no end date is filled in, the delegation will not end.
Set Delegation active to “Yes”.
Summary
...
. |