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 a task is not the same as reassigning one. When an employee sets up a delegation, every task (within the specified process types, if any) that appears in their My Tasks is automatically redirected to the designated person for the duration of the delegation period. In contrast, reassigning a task applies only to a single, specific task and must be done manually. It does not occur automatically and does not affect other tasks.
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. Use the Hamburger Menu within the Start On My Behalf section to specify one or more business processes the designee will be allowed 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 allow both the delegator and their designee to view and complete the delegated tasks. If this box is left unchecked, the delegator will not have access to those tasks for the duration of the specified date range, only the designee will. Since completed tasks are archived in My Tasks, there should be no concern about duplicated efforts.
g. Use the Hamburger Menu within the Delegation Rule section to control which tasks will be delegated, only if such specification is necessary. Otherwise, leave this field blank. There are two options:
i. NOT Supervisoy Org and Superior Orgs for Human Resources - Delegation Rule – Select this option to delegate tasks OUTSIDE the designee’s supervisory organization and its superior organizations.
ii. Supervisoy Org and Superior Orgs for Human Resources - Delegation Rule – Select this option to delegate tasks WITHIN the designee’s supervisory organization and its superior organizations.
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. Under the Action column, locate the delegation to be canceled (its status must be In Progress). Hover over the delegation name and select the Related Actions icon that appears to the right.
iii. Under Actions, hover over Business Process and then choose Cancel.
iv. The Cancel Business Process page will appear.
v. Enter the reason for canceling the delegation. Scroll to the bottom of the screen and use the Comments box to provide this information.
vi. Select Submit.