Workflow Delegation

 Estimated Read Time: 3 Minutes

Sections in this article:

• What is Workflow Delegation? 
• Delegate Your Own Workflow Cards
• Create Delegations for Other Users
• FAQs

What is Workflow Delegation?

Workflow Delegation allows workflow cards to be assigned to an alternative user for a set period of time, after which time the ownership is returned as before. This is useful for covering absences, such as annual leave.

This also grants the necessary permissions to the new owner, so they can perform tasks as the original owner would. This means you don't have to reconfigure the temporary owner's permissions, or the workflow configuration.

Delegate Your Own Workflow Cards

1. Click your profile in the top right of Gatekeeper, then click Settings.
   
2. Scroll to Workflow Management and click Create Delegation on the relevant workflow.
   
3. Select the user to delegate responsibility to, then enter the dates you want this delegation to be active.
4. If required, enter some instructions, then click Create.
   
5. Repeat Steps 2 to 4 until all the workflows you need to delegate are reassigned.

Create Delegations for Other Users

 To create delegations on behalf of other users:

1. From the navigation menu, expand Settings, then click Users.
2. Click on a user's name. (Do not click Edit from the 3 dots).
   
3. Scroll to Workflow Management and click Create Delegation on the relevant workflow.
   
4. Select the user to delegate responsibility to, then enter the dates you want this delegation to be active.
5. If required, enter some instructions, then click Create.
   
6. Repeat steps 3 - 5 until all the workflows you need to delegate are reassigned.

FAQs

Does delegation give the temporary owner access to the contract or vendor record behind the workflow card, or just the card itself?

Delegation only grants the permissions needed to act on the workflow card. It doesn't automatically extend to the underlying contract or vendor record, so the temporary owner would still need their own access to view those directly.

Does delegation cover only the cards the user already owns, or also new cards assigned while it's active?

Workflow delegation is set at the workflow level, so it covers every card you hold on that workflow for the duration, including ones assigned to you after the delegation starts.

Can I delegate a workflow indefinitely?

While it's not possible to delegate a workflow without entering an end date, you can set the end date far in the future to achieve a similar result.

Will the temporary owner receive a notification?

Yes, the user that has been delegated ownership will receive a notification email, with details of the workflow and any instructions entered.