When delegating user permissions, there are two forms of delegation to choose from: acting, and clerking. Acting delegations are for situations where a team member is temporarily absent, and that team member is sufficiently senior that they or their team has appointed someone to execute their function in their absence. E.g. an Director might be appointed to act for an Assistant Deputy Minister if the latter has a sudden and unplanned absence.
For details on Clerking take a look at our article on clerking.
Suppose Jane, an ADM, is taking a leave of absence, and Steve, a director, has been designated to act as the ADM during her absence. With a few clicks, Jane can permit Steve to act on her behalf:
Jane visits her Profile, which she can access from the person icon in the top right-hand corner.
On her profile page, Jane selects the orange Account Delegation button.
Jane adds a New Acting Delegation, selects Steve from the drop-down list of team members, and enters the time frame which the delegation will be active. Jane’s screen will look like after creating the Delegation:
On Steve's dashboard, he will now see his routings, plus Jane's routings on a separate row. You can see there is one action awaiting Jane's response.
Through the use of a blue icon next to Jane's name, Steve is reminded that he has the ability to act on behalf of Jane.
When Steve has performed the action assuming Jane's authority, we communicate this to users in both the routing steps and the timeline. Because Steve wasn't originally on the participant list, he is automatically added and now has visibility on that routing.
While Steve is a delegate for Jane, the delegated powers include managing Jane’s delegations. This allows him to extend the timeline or cancel his delegated powers, or delegate Jane’s permissions to another user yet.
When he looks on his dashboard, he will see the option to "Manage Delegation" above Jane's routings.
