Initiate Delegation
This article walks you through the basics of Jodoo's new feature- Initiate Delegation.
What is the Initiate Delegation Feature?
The Initiate Delegation feature allows team members to assign their tasks to another colleague during periods of unavailability, such as when taking leave. This ensures that critical workflows continue seamlessly without disruption. Once the tasks are delegated, the assigned colleague will receive a notification and take responsibility for handling them, maintaining the continuity and timeliness of key business processes.
Please note that delegation can only be initiated on the desktop version.
Demonstration
Let's Erica wants to delegate her tasks to Estella. Once Erica initiates the delegation, Estella will promptly receive a notification about the delegation.
During the delegation period, Estella can navigate to Workflow Center > My Tasks and click Delegation tab to View and process all of Erica's delegated tasks, including pending approvals.
When Estella approves a delegated task, the workflow log will include:
- Delegator Information: Erica, as the original task owner.
- Delegate Information: Estella, as the person handling the task.
How to Enable the Initiate Delegation Feature?
To enable the Initiate Delegation feature, the business owner or super admin needs to go to Management > Business Settings > Initiate Delegation.
Locate the Initiate Delegation toggle switch and turn it on to activate the feature for your organization.
Once the Initiate Delegation feature is enabled, a new entry for "Initiate Delegation" will appear in the Workspace > Workflow Center. Team members can use this entry to start a new delegation process or view their delegation history.
How to Delegate Tasks?
Follow these steps to delegate your tasks efficiently:
- Navigate to the Delegation Page: Go to the "Delegated by me" section and click on "Initiate Delegation". The Delegation Settings window will pop up.
- Set Delegation Details:
Delegate | Choose the person you wish to assign your tasks to. You can select any internal team member except yourself as the delegate. |
Delegation Time | Specify the start and end times for the delegation. Please note that the delegation period cannot exceed one year, and the start date of the delegation must be within one year from the current date. |
Delegation Description | Add a brief explanation or instructions for the delegate. Optional. |
Delegation Scope | During the delegation period, the delegatee will handle all tasks within the delegation scope (including submissions, Returns, etc.) It is fixed to "All Processes" and cannot be modified. |
3. Confirm Delegation: Click "OK" to finalize the delegation.
During the specified delegation period, all your pending workflow tasks will be assigned to the chosen delegate for handling.
How to View Records of Tasks I Delegated?
You can check your task delegation records directly in the Workflow Center by navigating to: Workflow Center > Initate Delegation > Delegated by me.
Details available include: Delegatee (the person assigned to handle the tasks), Delegation Time, Delegation Scope, Delegation Description, Status and Actions.
How to View Records of Tasks Delegated to Me?
If tasks have been delegated to you, you can view them in the "Delegated to Me" section within the Initiate Delegation page.
Details available include: Delegator (the person who assigned the tasks to you), Delegation Time, Delegation Scope, Delegation Description, and Status.
How to View all Delegation Records?
Super admins or business owners can access and review all delegation records within the organization.
Go to Management > Business Settings > Initiate Delegation. Click on the "Delegation Records" button to view all task delegation activities within the organization.
Note: Only delegation records with a start date within the past two years are retained in the system. Delegations older than two years will not be available for review.
How to Cancel a Delegation
You can cancel delegations that are currently in "Delegating" or "Pending" status. Once canceled, the delegatee will no longer have access to or be able to handle the delegator's tasks.
Option 1 Cancel Through the Workflow Center
Delegators can cancel a delegation directly in the Workflow Center:
- Navigate to Workflow Center > Initiate Delegation > Delegated by me.
- Locate the delegation record you wish to cancel.
- Click "Cancel Delegation" to revoke the delegation.
Option 2 Cancel Through Management
System administrators or account creators can cancel delegations via the admin panel:
- Go to Management > Business Settings > Initiate Delegation.
- Click on the "Delegation Records" button to access all delegation records.
- Find the record you wish to cancel and click "Cancel Delegation" to complete the process.
What will happen if the Feature is Disabled?
When the Initiate Delegation toggle is turned off in Management> Business Settings, the following changes occur:
- The Delegation page in the Workflow Center will no longer be accessible. Team members will be unable to initiate or view delegation records.
- All active and pending delegations within the organization will be canceled. Delegations will not be restored even if the feature is re-enabled later.
- Only Super admins or business owners can view delegation records by navigating to Management > Business Settings > Initiate Delegation > Delegation Records.
More to Know
1. During the delegation period, the delegator can still view and process their own pending tasks. The delegatee can view and handle all the delegator's pending tasks in the Workflow Center > My Tasks section.
This includes:
- Unresolved historical tasks: Tasks that were pending before the delegation started.
- New tasks: Tasks assigned to the delegator during the delegation period.
Delegated tasks will be marked with a "Delegation" label for clear identification.
2. Delegation is only supported for workflows within the same organization. External workflows (e.g., if Company A assigns a task to Person A at Company B) cannot be delegated to another member.
3. Tasks completed by the delegate will not appear on their "Processed" page. Instead, they will be shown in the delegator's task records.
4. During the delegation period, only the delegatee will receive notifications related to the workflow. The delegator will not receive any notifications for the delegated tasks.
5. When the delegation period ends or is canceled, all delegated tasks will be removed from the delegatee’s "My Tasks" list and will no longer be visible to the delegate.
6. For workflows where the rule is "Proceed to the Next Node When all Approvers Submit," and the delegator and delegate are the approvers of the same node, the delegate must complete both their own tasks and the delegated tasks for the workflow to proceed.
7. Tasks completed by the delegate in the current workflow node will not support Auto-submit to the next node.
8. Delegates cannot transfer, add approvers, or reassign the delegated tasks back to the delegator while handling them.
9. Delegated tasks will still be treated as completed by the delegator in the following cases:
- API Usage: For querying workflow instance approvals, logs, or details, the delegator's username must be used in API requests. For actions like submission, adding approvers, returning tasks, transferring, or withdrawing workflows, only the delegator's username is supported.
- Work Handover: When the delegator hands over their work, delegated tasks will appear under "My Tasks" and can be included in the handover process.
10. When initiating or canceling a delegation, the system will automatically send a delegation notification to the delegate. If the selected delegate is a blocked member, no notifications will be sent to them.
11. If a blocked member is selected as the delegate when initiating a delegation:
- The delegation will not take effect.
- The blocked member will not receive any pending tasks or notifications.
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