When delegating user permissions, there are two forms of delegation to choose from: acting, and clerking. Clerking delegations exist to empower administrative staff to record the decisions of a senior official. This enables Proof to remain the source of truth for all approvals, even if the senior folks are not able to work in Proof directly.

Creating the Delegation

Suppose Fatima is the Executive Assistant to Jane, an ADM. Jane's department requires wet ink signatures, so to sign off on files Jane signs the hard copy and then logs into TRAC to mark her action as complete. Now, with the power of Clerking Assignments, Fatima can mark the action as complete on behalf of her ADM. This is how:

  1. Fatima asks Jane to log into TRAC. Jane visits her Profile, which she can access from the person icon in the top right-hand corner.

  2. On her profile page, Jane selects the orange Account Delegation button.

  1. Proof has two types of Delegations: Acting and Clerking. This article explains Clerking, but to learn more about Acting take a look at our Acting article.

Jane adds a New Clerking Delegation, selects Fatima from the drop-down list of team members, and enters the time frame which the delegation will be active. There's no requirement to select a date if this delegation will be continuous.

This is what Jane's screen will look like after she assigns a Delegation:

The clerk’s view

On Fatima's dashboard, she will now see her routings, plus Jane's routings on a separate row. You can see there is one action awaiting Jane's response.

When Fatima hovers over Jane's action, an icon appears on the right-hand side that allows her to record the action.

This clerking action is communicated to users in the routing steps (through a person icon that indicates who recorded the action), and through the timeline. When Fatima records an action she is automatically added as a participant and granted visibility to that routing.

This Clerking Delegation means that Executive and Administrative Assistants can record actions in real time, speeding up the process and providing greater transparency to the department.

Now Fatima can update her active clerking delegation for Jane quickly and easily. When she looks on her dashboard, she will see the option to "Manage Delegation" above Jane's routings.