# Delegation Setup

Once delegation is set up and activated, the delegates can view (and action) the delegator’s workload, such as tasks, from the Workload, Requests Outstanding or Tasks Outstanding windows.

A list of delegates can be set up in advance. Then, when the need arises, the delegation feature can be activated and individuals selected to action the delegator’s workload.

There are two ways to set up delegation:

* From the **Delegation Setup** window within the System Administration menu. This is the best method to set up delegation for yourself, and is explained in this topic.
* From the **Delegation** explorer option. This is the best method to set up delegation for other analysts.

{% hint style="info" %}

### Before you start

The **Delegation Setup** and checkbox must be selected in the Admin tab of your **General Access Security Role** to allow you to set delegation permissions.

Delegates should have permissions to action the same work as the person delegating the duties.
{% endhint %}

## Adding a Delegate

1. Select **Menu** > **Admin** > **Delegation Setup**.

   The **Delegation Setup** window appears.
2. Select either **User** or **Analyst**.

   The delegation options vary depending on the type of person selected.
3. Select **Add**.

   The **Person Search** screen appears with the **Analyst** or **User** filter applied. Search for the person.
4. Double click on the person in the search results table. The Person Search window is closed and you are returned to the **Delegation Setup** window. The selected person is on the Delegation List.
5. Repeat to create a list of possible delegates. If this person belongs to more than one partition, repeat for each of their partitions in which you need to assign delegates.
6. Select the checkboxes in the Delegation List columns to notify the delegator and/or activate the delegates. You can adjust the column widths if required.You can also scroll across using the scroll bar at the bottom of the window if necessary.

<table><thead><tr><th width="213">Delegate Name</th><th>The name of the delegate</th></tr></thead><tbody><tr><td>Take Over Calls</td><td><p>Select to indicate that this delegate can action the delegator’s calls.</p><p>This column only appears if the <strong>Analyst</strong> option is selected. The delegate must have <strong>Take Over Calls</strong> selected in the Options tab of their <strong>IPK Management Security Role</strong>.</p></td></tr><tr><td>Take Over Requests</td><td><p>This checkbox indicates this delegate can action the delegator’s requests.</p><p>This column only appears if the <strong>Analyst</strong> option is selected. The delegate must have <strong>Request Take Over</strong> selected in the Requests tab of their <strong>Workflow Management Security Role</strong>.</p></td></tr><tr><td>Take Over Tasks</td><td><p>This checkbox indicates this delegate can action the delegator’s tasks.</p><p>This column only appears if the <strong>Analyst</strong> option is selected. The delegate must have <strong>Task Take Over</strong> selected in the Requests tab of their <strong>Workflow Management Security Role</strong>.</p></td></tr><tr><td>Action Approvals</td><td><p>This checkbox indicates this delegate can action the delegator’s approvals.</p><p>This column only appears when the <strong>Analyst</strong> option is selected. The delegate must have <strong>Approval Take Over</strong> selected in the Requests tab of their <strong>Workflow Management Security Role</strong>.</p></td></tr><tr><td>Notify Delegate</td><td><p>By default, this box is checked, indicating the delegate will be notified when a call, request, task, or approval is delegated to them. If you do not want the delegate to be notified, clear this checkbox.</p><p>The delegator will always be informed when they receive a call, request, or task.</p></td></tr><tr><td>Active</td><td><p>Select this checkbox to activate this individual delegate. This feature allows you to set up multiple possible delegates on the list in advance and activate them individually as needed.</p><p>The <strong>Active</strong> checkbox for at least one person and the <strong>Activate Delegation</strong> checkbox must both be selected to activate delegation.</p></td></tr></tbody></table>

## Activate Delegation

1. If you wish the delegation to begin, select the **Activate Delegation** checkbox. This feature allows you to set up the delegation in advance and activate it as needed. At least one delegate must also be flagged as **Active** to activate delegation.
2. Select the **Visible on Forward Internally Screens** checkbox to indicate that the person is currently available to receive service desk calls. This ensures that calls are not forwarded to him or her in their absence. This checkbox should be selected when the Analyst is available, and cleared when they are not. When the option is not selected, the person’s name does not appear on the **Forward Internally** window.

## Deleting a Delegate

1. From the **Delegation Setup** window, select the delegate from the browse table and click the **Delete** button below the list.
2. The **Delete Delegate?** confirmation box appears. Select **Yes** to confirm deletion.
3. Select  from the toolbar or **Return To Main** at the top of the Explorer pane to return to the **Details** window.