Delegation Explorer Option

An Analyst can assign other people to action items in their place if, say, they are out of the office. Delegation can be set up, and then activated as needed. They can also set up delegation on behalf of colleagues if, say, they are unexpectedly out of the office.

There are two ways to set up delegation:

  • From the Delegation Setup window within the System Administration menu. This is the best method to set up delegation for yourself.
  • From the Delegation explorer option. This is the best method to set up delegation for other analysts, and is explained in this topic.

Before you start

The Person Object View checkbox must be selected in the People tab of your Configuration Management Security Role to give you access to this option.

The Person Object Update checkbox must be selected in the People tab of your Configuration Management Security Role to allow you to set delegation permissions.

Delegates should have permissions to action the same work as the person delegating the duties.

Adding a Delegate

  1. From the Details window, select the Delegation explorer option. This normally appears within the Data group. Scroll up to locate the group, and expand it if necessary.

    2. If there are already delegates saved, the Explorer option is orange, with a small dot to its left.

  2. We will look at the checkbox options at the top of the window after you have selected the delegation settings. First, select either the User or Analyst radio button. The delegation options below will vary depending on the type of person selected.
  3. The Person Search screen appears with the Analyst or User filter applied. Search for the person.
  4. Double click on the person in the search results table. The Person Search window is closed and you are returned to the Delegation Setup window. The selected person is on the Delegation List.
  5. Repeat to create a list of possible delegates. If this person belongs to more than one partition, repeat for each of their partitions in which you need to assign delegates.
  6. Select the checkboxes in the Delegation List columns to notify the delegator and/or activate the delegates. (You may like to adjust the column widths to see all of the columns.)You can also scroll across using the scroll bar at the bottom of the window if necessary.

    7. Delegate Name The name of the delegate
    Take Over Calls Select to indicate that this delegate can action the delegator’s calls.

    This column only appears if the Analyst radio button is selected. The delegate must have Take Over Calls selected in the Options tab of their IPK Management Security Role.
    Take Over Requests This checkbox indicates this delegate can action the delegator’s requests.

    This column only appears if the Analyst radio button is selected. The delegate must have Request Take Over selected in the Requests tab of their Workflow Management Security Role.
    Take Over Tasks This checkbox indicates this delegate can action the delegator’s tasks.

    This column only appears if the Analyst radio button is selected. The delegate must have Task Take Over selected in the Requests tab of their Workflow Management Security Role.
    Action Approvals This checkbox indicates this delegate can action the delegator’s approvals.

    This column only appears when the Analyst radio button is selected. The delegate must have Approval Take Over selected in the Requests tab of their Workflow Management Security Role.
    Notify Delegate By default, this box is checked, indicating the delegate will be notified when a call, request, task, or approval is delegated to them. If you do not want the delegate to be notified, clear this checkbox.

    The delegator will always be informed when they receive a call, request, or task.
    Active Select this checkbox to activate this individual delegate. This feature allows you to set up multiple possible delegates on the list in advance and activate them individually as needed.

    The Active checkbox for at least one person and the Activate Delegation checkbox must both be selected to activate delegation.

  7. If you wish the delegation to begin, select the Activate Delegation checkbox. This feature allows you to set up the delegation in advance and activate it as needed. At least one delegate must also be flagged as Active to activate delegation.
  8. Select the Visible on Forward Internally Screens checkbox to indicate that the person is currently available to receive service desk calls. This ensures that calls are not forwarded to him or her in their absence. This checkbox should be selected when the Analyst is available, and cleared when they are not. When the option is not selected, the person’s name does not appear on the Forward Internally window.
  9. Select from the toolbar or Return To Main at the top of the Explorer pane to return to the Details window.

Deleting a Delegate

  1. From the Details window, select the Delegation explorer option. This normally appears within the Data group. Scroll up to locate the group, and expand it if necessary.
  2. Select a delegate from the Delegation List and click the Delete button below the list.
  3. The Delete Delegate? confirmation box appears. Select Yes to confirm deletion.
  4. Select from the toolbar or Return To Main at the top of the Explorer pane to return to the Details window.