Configure Delegate Authority
When a manager expects to be unavailable, the manager (delegator) can delegate authority to another manager (the delegatee) to access and receive his or her notifications and complete tasks during the absence. For example, the delegate can approve time-off requests while the regular manager is on vacation.
There are two types of delegation:
- Manager Delegation is a direct request between Manager A and Manager B. Manager A (delegator) initiates a delegation request and Manager B (delegate) can accept or reject the delegation request.
- Admin Delegation is an indirect request between Manager A (delegator) and Manager B (delegate). A System Administrator initiates an admin delegation on behalf of Manager A and sends the request to Manager B. Manager B can accept or reject the delegation request.
Once you have configured delegate authority, you can use Dataviews and reports to collect information on delegation activity. See Reporting delegation information.
Note: To configure delegate authority, you must have administration rights to Application Setup. It is also useful to make note of the information about the delegator and delegate as you work through the configuration process.
Configure the Function Access Profile of both the delegator and delegate so they can delegate authority to other managers or accept delegation requests.
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From the Main Menu
, select Administration > Application Setup. - On the Setup page, select Access Profiles > Function Access Profiles.
- On the Function Access Profiles page, select the profile assigned to the delegator.
- On the Edit Function Access Profile page, do the following:
- Expand + Everyone, then set the Control Center access control point to Allowed.
- Click Save.
- Expand + Manager - Department Manager, then set the Manager access to Business Process Library access control point to Allowed.
- Click Save.
- Expand + Manager - Common Setup, then set the Delegate Profiles access control point to Allowed.
- Expand + APIs, then expand API Beans and set the Common Beans access control point to Allowed.
- Click Save & Return.
A Role Profile identifies a Function Access Profile (FAP) and a Display Profile. A FAP identifies what a manager can do, and a Display Profile identifies what a manager can see. To delegate authority, you assign a Role Profile to both the delegate and delegator.
When the delegator initiates the delegate authority process in Control Center, he or she must select the Role Profile appropriate for his or her delegate. The delegate's Role Profile must provide the level of functionality needed for the delegate to serve in the delegating manager's capacity. For example, if the delegator is able to approve timecards, the FAP in the Role Profile associated with the delegate should be configured to allow this as well.
To create a Role Profile for the delegator and delegate:
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From the Main Menu
, select Administration > Application Setup. - On the Setup page, select Common Setup > Role Profiles.
- On the Role Profiles page, create or edit a profile.
- To create a profile, click New, then enter a name and description.
- To edit a profile, select a profile and click Edit or Duplicate.
- On the Role Profiles Editor page, make sure there is a name and description, then select the applicable Function Access Profile and a Display Profile.
- Click Save & Return.
A Delegate Profile identifies the managers to whom a manager can delegate authority.
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From the Main Menu
, select Administration > Application Setup. - Select Common Setup > Delegate Profiles.
- On the Delegate Profiles page, create or edit a profile.
- To create a profile, click New, then enter a name and description.
- To edit a profile, select a profile and click Edit or Duplicate.
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On the Delegate Profiles Editor page, select managers who can be delegates.
- Click Search.
- From Available Delegates, select the applicable managers and click the right arrow
. Alternatively, click the double right arrow to select all items. - To remove delegates, select the applicable managers from Selected Delegatesand click the left arrow
. Alternatively, click the double left arrow to remove all items.
Alternatively, enter names and click Search to find delegates.
- Click Save & Return.
Now you must add a deployed Delegate Authority process model to a Process Profile.
- For a list of deployed Business Process, go to Administration > Application Setup > Business Processes.
- For information about process profiles, see Process Profiles setup page and for information about deploying process models, see Deploy Business Process Models
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From the Main Menu
, select Administration > Application Setup. - On the Setup page, select Business Process Setup > Process Profiles.
- On the Process Profiles page, create or edit a profile.
- To create a profile, click New, then enter a name and description.
- To edit a profile, select a profile, then click Edit. You cannot edit All Process Templates or Empty Profile.
- On the next page, the available deployed models are listed in the Available Items area.
- From Available Items, select the applicable process model and click the right arrow
. Alternatively, click the double right arrow to select all items. - To remove a process model, select the the model from the Selected items,and click the left arrow
. Alternatively, click the double left arrow to remove all items.
- From Available Items, select the applicable process model and click the right arrow
- Click Save.
Assign the Process Profile and Delegate Profile to the delegator and delegate.
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From the Main Menu
, select Maintenance > People Information. - On the People Information page, select a person, then do the following:
- Select Employee > Process Profiles and complete the following fields:
- Manager Profile — Select the Process Profile that can access the delegation process.
- Employee Profile — Select a Process Profile.
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Click Save
. - Select Employee > Access Profilesand complete the following fields:
- Notification Profile — Ensure that the profile listed includes the Control Center destination. (If you need to reconfigure the Notification Profile, go to Application Setup > Event/Notificaion > Notification Profile. and edit the applicable profile.)
- Delegate Profile — Select the Delegate Profile you configured in Step 3.
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Click Save
.
- Repeat as necessary for other people.
A workflow notification and corresponding Control Center notification mapping must be configured for task assignments to flow into the Control Center panels for both the delegator and delegate to act upon. These tasks include:
- The delegator's request for the delegate to assume responsibilities for the delegator in a time of absence or need.
- The delegator's ability to cancel an initiated delegation request.
To configure workflow notifications for delegating authority:
- From the Main Menu
, select Administration > Application Setup. - On the Setup page, select Event/Notification > Workflow Notifications.
- On the Workflow notification page, click tap New, then select Generic notifications from he Select Notification Type and click tap OK.
- Configure the following fields for the Workflow Notification:
- Name
- Description (optional)
- Priority — Select a priority level.
- Subject, Long Message and Short Message — Because there is only one mapping for Control Center Task Assignments, make the messaging as generic as possible to alert the user they have a task to take action on.
- Recipients — Select Recipient List will be supplied at runtime and Send to employee.
- Suppress Duplicate Alerts — Select Do not suppress duplicates.
- No other fields have to be configured.
- When finished, click tap Save.
To configure Control Center mapping for delegating authority:
Note: There can be only one Control Center notification mapping designation for a Business Process task assignment. Before going through this configuration, double check to see if this configuration is already set up.
- From the Main Menu
, select Administration > Application Setup. - On the Setup page, select Event/Notification > Control Center Notifications Mapping.
- On the Control Center Notification Mapping page, click tap Create, and complete the following fields:
- Event Name — Enter a meaningful name.
- Domain — Select Business Process.
- Event Type — Select Task Assignment.
- Notification — Select the Workflow Notification just created or select an appropriate notification.
- Navigation Page — Leave blank.
- Icon — Select an appropriate icon.
- Click Tap Save.
You can use Dataviews and reports to collect, organize, and evaluate delegation information such as:
- Who has requested to delegate their manager role
- What profile was associated with the delegation request
- Who received the request
- What time period the request covers
Note: Reporting delegation information requires deploying the Admin Delegation v14 or later and Manager Delegation v13 or later business process models. See Preconfigured Business Process models for more information.
See these related topics for more information on how to use delegation information: