Configure process delegation

Let a Designated Personnel handle Process tasks during the Delegation time.

Overview

Process Delegation applies when a Delegator is on a business trip, on leave, temporarily authorizes another person, or needs role collaboration. The Delegate handles Process tasks within a Specified Range for the Delegator. Administrators can Configure Tenant-level Delegation in Setup. Users can Configure Personal Level Delegation in personal settings.

Delegation settings Support scope control by Process Type, Object, or specific Process definition. This prevents unrelated Process tasks from being delegated together.

Key capabilities

Process Delegation mainly Supports these capabilities:

• Support Tenant-level Delegation: Administrators can View, New, Edit, and Disable Delegation relationships in Setup. This suits leave, business trips, transfers, or Enterprise-wide task substitution Within Enterprise.
• Support Personal Level Delegation: Users can maintain their own Delegation relationships in personal settings. This suits temporary absence or short-term substitution.
• Support multiple Delegation Method options: Delegate by Process Type, by Object, or by Process definition to control the Delegation scope at different levels.
• Support specified Process scope: When you select By Process Definition, select specific processes from Approval Process, Business Process, Stage Advancement, and Pipeline separately.
• Support Delegation time settings: Configure the Effective Time and end Time. When the end Time arrives, the Delegation becomes invalid automatically.
• Support Status management: The Delegation list displays Enable Status and Supports Edit and Disable.
• Support record query: The list displays Delegator, Delegate, Process Type, Delegation start Time, Delegation end Time, Notes, Status, Last Updated On, and Operation, so administrators can track Delegation relationships.

Before you begin

• You have Delegation settings permission, or the System allows personal Delegation configuration.
• You have confirmed the Delegator and Delegate.
• You have confirmed the Delegation Effective Time and end Time.
• You have confirmed the Delegation scope, such as all processes, a specified Process Type, a specified Object, or a specified Process definition.

Configure Tenant-level Delegation

Tenant-level Delegation is configured by administrators in Setup. It suits centralized maintenance of Delegation relationships Within Enterprise.

1. Go to Setup > Process management > Delegation.
2. Click New.
3. In Delegator, select the Personnel whose Process tasks need substitution.
4. In Delegate, select the Personnel who handles Process tasks on behalf of the Delegator.
5. In Delegation Method, select the Delegation scope.
6. Configure Process Type, Object, or specific Process definitions based on the selected Delegation Method.
7. Set Delegation time, including start Time and end Time.
8. To explain the Delegation reason, enter Notes.
9. Click Confirm.

The Tenant-level Delegation list displays:

Field	Description
Delegator	Original Process task Handler
Delegate	Personnel who handles Process tasks on behalf of the Delegator
Process Type	Process Type to which the Delegation applies, such as Approval flow, business flow, or Pipeline. If unrestricted, -- is displayed
Delegation start Time	Time when Delegation starts to take Effect
Delegation end Time	Delegation end Time
Notes	Delegation Description
Status	Whether the current Delegation is Enabled
Last Updated On	Most recent Modified On Time
Operation	Supports Edit and Disable

Select a Delegation Method

When you create or Edit Delegation, select a Delegation Method based on business needs.

Delegation Method	Description	Use case
By Process Type	Set Delegation scope by Approval flow, business flow, Pipeline, or another Process Type	Delegate only one Type of Process task
By Object	Set Delegation scope by Object	Delegate only Process tasks related to one Object
By Process Definition	Select exact Approval flow, business flow, or Pipeline definitions	Delegate only specified processes, such as selected Account filing Approval flows

Delegate by Process definition

By Process Definition precisely controls which Process tasks the Delegate can handle.

During configuration, you can select:

• Approval flow: Select one or more Approval Process definitions.
• Business flow: Select one or more Business Process definitions.
• Pipeline: Select one or more Pipeline definitions.

For example, if a User only needs to delegate Target Management Approval flows such as major Account filing application and Account qualification and agreement Approval to a target administrator, select By Process Definition and choose only those Approval flows.

Configure Personal Level Delegation

Personal Level Delegation is configured by users in personal settings. It suits short-term absence or temporary authorization.

1. Go to Personal settings > Delegation.
2. Click New or Edit an existing Delegation.
3. In Delegate, select the Personnel who handles tasks on your behalf.
4. In Delegation Method, select By Process Type, By Object, or By Process Definition.
5. Select Process Type, Object, or Process definition based on the selected Delegation Method.
6. Set Delegation time.
7. Enter Notes.
8. Click Confirm.

The Personal Level Delegation list displays only records related to the current user. During personal configuration, the Delegator defaults to the current user.

Manage Delegation records

In the Delegation list, you can View and maintain Delegation records.

Common operations Include:

Operation	Description
Edit	Modify Delegate, Delegation Method, Process scope, Delegation time, or Notes
Disable	Stop the current Delegation relationship. After Disable, subsequent tasks are no longer handled by the Delegate

Management suggestions:

• When substitution is no longer needed after Delegation ends, Disable it promptly or wait for automatic expiration.
• After changing the Delegation scope, use a test Process to verify whether delegated tasks are assigned as expected.
• For long-term Delegation, regularly review whether the Delegate still has processing permission.

Configuration limits and notes

• Delegator and Delegate cannot be the same person.
• Delegator and Delegate usually Support selecting only one Personnel each.
• Avoid Duplicate Setting for the same Delegator, same Delegation scope, and same Time range.
• After the Delegation end Time expires, Delegation becomes invalid automatically.
• The Delegate can handle Process tasks only within the Delegation scope and cannot exceed the configured scope.

Expected result and validation

1. Create a Delegation record.
2. Use the Delegator account to initiate or Receive a Process task that matches the Delegation scope.
3. Use the Delegate account to check whether the corresponding To-Do item is visible and can be processed.
4. After you Disable Delegation, verify again that newly generated To-Do items are no longer delegated to the Delegate.
5. If you use By Process Definition, validate the Delegation Effect for selected and unselected processes separately.

Related topics

• Process global configuration overview
• Configure process global settings
• Configure process and To-Do handover
• Configure common comments
• Handle To-Do tasks