Task Delegations

{Login Name} > My Settings > Task Delegations

About Task Delegations

Delegated tasks that have a due date are visible to the assignee along with tasks they own. When viewing "My Tasks", for example, you see all tasks that were specifically assigned to you, as before, but you also see all tasks owned by others that are delegated to you.

Note:
Tasks that do not have a due date can be reassigned, but cannot be delegated. (Delegation is intended to ensure that time-dependent tasks are carried out within the required time frame.)

When viewing a list of tasks:

• There is a view that is restricted to delegated tasks.
• When defining a View or Report, you can include delegated Tasks only.

Learn more: Filter by Record Ownership

When viewing a delegated task:

• If the task was delegated, the summary shows who it was delegated by.

When completing a delegated task:

• The summary shows who completed it, and who it was completed "on behalf of". So if Fred's task is delegated to Mary, the completion message shows that it was completed by Mary, "on behalf of Fred".

Working with Delegated Tasks

Creating and Editing Delegation Rules

Delegation Rules make Tasks owned by one person visible to someone else. You specify the conditions that determine which tasks are delegated, and the period of time for which the delegation rule is active.

To create or edit a Delegation Rule:

1. Go to {Login Name} > My Settings > Task Delegations
2. Select an existing rule or click [New Delegation Rule]
3. Fill in the settings.
4. Click [Save].

Settings

From User

The user whose tasks are to be delegated. If there are people who report to you, you can set up delegation rules for them, as well as for yourself. Otherwise, you can set up rules only for yourself.

To User (assignee)

The user who is to be assigned the tasks. All tasks that meet the conditions specified in this rule appear in that user's list of tasks.

Application

The application in which the user's Tasks are delegated.

Use this setting to fully or partially disengage a user from an application, by delegating all tasks they own in that application.

(If there is a rule for each of the roles they can assume, they are fully disengaged from the application. If they can assume multiple roles, and only some are delegated, they are partially disengaged.)

Role

Select the user's role in the application. All tasks that can be seen by someone in that role are added to the assignee's view of tasks. (Although manually-created tasks are assigned to a specific user, tasks created by Processes and Rules can be assigned to a Role. With this setting, all tasks visible to that role are visible to the assignee.)

• Use this setting to transition a user out of a role, by delegating tasks visible to that role.
• For example, a manager/agent could transfer agent tasks, while retaining manager tasks.
• Alternatively, manager tasks and agent tasks could be delegated to different people.

From Date

Tasks with a due date on or after this date are shown in the assignee's task list.

The delegation rule applies at midnight, at the start of that day.

To Date

Optional. If this value is not specified, the rule is open-ended.

Otherwise, tasks with a later due date are not shown in the assignee's task list.

The delegation rule stops at midnight, at the end of that day.