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Workflow Delegation

Learn how to assign workflow cards to an alternative user for a set period of time.

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 Estimated Read Time: 3 Minutes

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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.
    settings
  2. Scroll to Workflow Management and click Create Delegation on the relevant workflow.
    Create Delegation
  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.
    delegation details
  5. Repeat Steps 2 - 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 the Settings option then click Users.
  2. Click on a user's name. (Do not click Edit from the 3 dots).
    click name
  3. Scroll to Workflow Management and click Create Delegation on the relevant workflow.
    create delegation for others
  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.
    delegation details
  6. Repeat steps 3 - 5 until all the workflows you need to delegate are reassigned.

Note: Users require the Administrator role and the Users additional permission to delegate workflow activities for others.

FAQ

Q: Can I delegate a workflow indefinitely?

A: 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.

delegate indefinitely

 

Q: Will the temporary owner receive a notification?

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

delegation email