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Manage Delegations

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This job aid outlines the process for managing delegations for future Workday tasks. Delegation temporarily reassigns tasks to another user, enabling that user to perform individual actions on the Delegator’s behalf.

Important Information

  • Delegations can be set up for a maximum of twelve month periods at one time.
  • Initiation of any business processes cannot be delegated. Only Inbox items can be delegated; thus, the Start On My Behalf section will not be used at this time.
  • The As Self security roles (Employee As Self, Retiree As Self, etc.) cannot set up a delegation.
  • When a Delegate terminates, the Delegator will receive a notification in Workday indicating the delegation is no longer valid and needs to be updated.

Getting Started

Add Delegation

  1. Search for the My Delegations report in Workday.The search bar with My Delegations entered
  2. Select Manage Delegations.The current delegations tab with the Manage Delegations Button emphasized
  3. Under New Delegation, fill out the following fields:
    • Begin Date. This is the date that the delegation will begin.
    • End Date. This is the date the delegation will end. If you do not know the End Date, you can leave this blank. However, delegations can only last up to twelve months.
    • Delegate. This is the individual to which you want to delegate the business process to as of the Begin Date.

The left side of the New Delegation table showing the begin date, end date, delegate fields as well as the use default alternate checkbox

Note: When the Delegate is excluded from the task, Workday will route the delegated task to your Default Alternate (your Primary Manager). You can choose your own Alternate Delegate by unchecking the Use Default Alternate box and selecting an Alternate Delegate.

The use default alternate checkbox and Alternate Delegate field

  1. Under the Do Inbox Tasks On My Behalf section, select one of the following options:
    • For all Business Processes. All business processes with steps that would route to you will route to your Delegate.
    • For Business Process. Only steps in the specific business process you select will route to your Delegate.
    • None of the Above. Nothing will route to the Delegate.
  1. Check the Retain Access to Delegated Tasks in Inbox checkbox if you want to continue to have the steps routed to you as well as your Delegate. Otherwise, leave this unchecked.The right side of the New Delegation table showing the do inbox tasks on my behalf column
  2. Leave the Delegation Rule field blank.
  3. Enter any comments, as needed.
  4. Upload supporting documentation, as needed.
  5. Select Submit.

Edit/Delete Delegation

  1. Navigate to the My Delegations page as described above. Your current delegations will display.
  2. Select Manage Delegations.The Current Delegations table with the manage delegations button emphasized
  3. On the Manage Delegations page, you may edit your current delegations. To delete a delegation, select the Minus Sign (−) icon next to the delegation.The new delegation table with the minus button and submit button emphasized
  4. Select Submit.

This completes the Manage Delegations process.