Yeeflow system administrators can view and manage the workflow delegation settings from admin center. With this feature, system administrators can efficiently manage and oversee delegations initiated by end users within your organization, or help users to create and update their delegation settings.
1. Accessing Delegation Management
To access the Workflow Delegation Management function, log in to your Yeeflow account as a system administrator and navigate to the admin center. From the admin center, you will find the Delegation Management feature from the left navigation panel.
2. Viewing Delegations
Once you access the Delegation Management, you can see the list of all delegations created by users. You will have a comprehensive view of all the delegations created by end users within your organization.
Workflow: the workflow which are selected by users that they want to set delegation. All workflows means all the workflow under the specific user to be delegated to the delegated to user.
User: User refers to an individual within your organization who typically performs tasks and responsibilities within a workflow. This user is the one initiating the delegation, meaning they are temporarily transferring their tasks to another person while they are unavailable or unable to complete them. The user is responsible for creating the delegation and specifying the details such as the duration, tasks involved, and the person to whom the tasks will be delegated.
Delegated to: The "delegate-to user" refers to the individual to whom the user delegates their tasks during the delegation period. This user receives the temporarily assigned tasks and responsibilities from the user. They are responsible for carrying out these tasks in place of the user who initiated the delegation. The delegate-to user may have a different role or position within the organization, and they are granted the necessary permissions to perform the delegated tasks.
Start Time: The start time refers to the designated date and time when the delegation begins. It signifies the moment when the tasks and responsibilities of the user initiating the delegation are temporarily transferred to the delegate-to user. The start time is set by the user when creating the delegation, indicating the exact moment from which the delegate-to user assumes the delegated tasks.
End Time: The end time represents the designated date and time when the delegation concludes. It signifies the moment when the tasks and responsibilities are returned to the user who initiated the delegation. The end time is set by the user while creating the delegation, specifying when the delegate-to user's involvement in the tasks will end. Once the end time is reached, the delegated tasks are automatically reverted back to the user, and the delegation period comes to a close.
Created By: The "Created by" property indicates the user who initiated the delegation. This property specifies the individual responsible for creating the delegation and can have two possible scenarios:
User Created Delegation:
In some cases, the "Created by" property will be the same as the "User" property. This means that the delegation was initiated by the user themselves. The user decides to temporarily transfer their tasks and responsibilities to a delegate-to user during a specified period. They create the delegation directly, defining the start time, end time, and other relevant parameters.
Administrator Created Delegation:
Alternatively, the "Created by" property can be a Yeeflow system administrator who creates a delegation on behalf of a user. This occurs when a system administrator, from the admin center, assists a user in setting up a delegation. The administrator takes action on behalf of the user to create the delegation with the necessary details, including the start time, end time, and other relevant parameters. In this case, the system administrator's identity is recorded as the "Created by" user.
By capturing the "Created by" property, Yeeflow allows for clear tracking and accountability of delegation origins. It provides visibility into whether the delegation was initiated by the user themselves or by a system administrator on their behalf. This information helps in understanding the delegation workflow and the roles of different individuals involved in the process.
Created Time: The "Created time" property refers to the specific date and time when a delegation is created. This property captures the exact moment when the delegation is initiated by the user or a system administrator.
Status: Indicates the current state of a delegation. It can have four possible values: "Not started," "Disabled," "In Process," and "Expired." Let's delve into each of these status values:
Not Started:
When the status of a delegation is "Not started," it means that the delegation period has not yet begun. The current time is before the pre-set start time of the delegation. In this state, the delegation is pending and has not taken effect. Once the start time is reached, the status will change, and the delegation will become active.
Disabled:
If a delegation is marked as "Disabled," it means that the delegation has been manually disabled by the user or a system administrator. Even if the current time is within the pre-set start time and end time, a disabled delegation will not be effective. Disabling a delegation allows users or administrators to temporarily suspend the delegation, preventing the delegate-to user from assuming the tasks and responsibilities.
In Process:
The "In Process" status indicates that the delegation is currently active and in progress. The current time is within the start time and end time specified for the delegation. During this period, the delegate-to user assumes the tasks and responsibilities assigned by the user who initiated the delegation. The delegation is functioning as intended, and the tasks are being carried out by the delegate-to user.
Expired:
Once the end time specified for a delegation is reached, the status changes to "Expired." This means that the delegation period has ended, and the tasks and responsibilities are returned to the user who initiated the delegation. The delegate-to user no longer has authority over the delegated tasks, and the delegation is considered concluded.
3. Search for delegation settings
Yeeflow equips system administrators with advanced search functionality to streamline delegation management. You can search delegations based on various criteria such as status, users involved, delegated-to users, or even specific workflows. This enables you to locate specific delegations quickly, saving time and enhancing productivity.
Status: filter based on the status of delegations.
User: search delegations of a specific user.
Delegated to: search the user who are set as the delegated to.
Workflow: search delegation of a specific workflow.
4. Assisting Users in Delegation Creation
As a system administrator, you can help users create delegations directly from the Delegation Management function. To create a new delegation, click the "+ Add" button from the top-right.
This will trigger a pop-up window to appear, allowing you to create a new delegation.
Select the User:
In the pop-up window, select the user for whom you want to set up the delegation. This user is the one who will temporarily transfer their tasks to a delegate-to user.
Choose Workflows:
Select one or multiple workflows that you wish to delegate. You can also choose the option "All workflows" if you want to delegate all workflows associated with the selected user.
Set Start and End Time:
Utilize the "From" and "To" date pickers to specify the start time and end time for the delegation. These parameters define the duration during which the tasks will be delegated.
Select Delegate-to User:
Use the user picker control to choose the user to whom the selected workflows will be delegated. This delegate-to user will assume the temporarily assigned tasks.
Enable/Disable Delegation:
Toggle the "Enable" option to either enable or disable the delegation. Enabling the delegation allows it to take effect, while disabling it temporarily suspends the delegation.
Task Reminder Settings:
Toggle the "Receive task reminder" option on or off according to your preference. Enabling this option ensures that the user will still receive email notifications regarding the delegated workflow tasks.
Provide a Reason:
In the new creation window, you will find a "Reason" field. This text area is a required field where you should describe the reason for creating this delegation. Provide a clear explanation to facilitate understanding and communication.
Save and Confirm:
Once you have filled in all the necessary information, click the "OK" button to create the new delegation. The system will process the delegation creation, and both the user and the delegate-to user will receive email notifications regarding the delegation.
5. Email Notifications
When you create a new delegation for a user, both the user initiating the delegation and the delegated-to user will receive email notifications. These notifications enhance transparency and communication by informing all parties involved about the delegation creation. Users stay informed, facilitating seamless task and responsibility transitions during the delegation period.
6. Editing Delegation Settings
System administrators have the capability to edit delegation settings from the Delegation Management page. This flexibility allows you to modify delegation parameters based on evolving business needs. Users can seek assistance from administrators to edit delegation settings when necessary, ensuring a dynamic and adaptable workflow management environment.
To edit an existing delegation settings, firstly search to find the delegation, and click the "more" operation button. Then, from the pop-up menu, click "Edit" to open the delegation editing page:
From the editing page, you can change the workflow, start/end time, the delegate-to user, or change status etc. However, you cannot change the user.
7. Managing Delegation Policy
Within the Workflow Delegation Management function, system administrators can manage the delegation policy. This includes enabling or disabling the delegation function as per organizational requirements.
Once the delegation function is disabled from the system administrators. The end users will not be able to create new delegations. But the system administrators can still create delegations for end users from the admin center. Also, the previous created delegation will still work.
Additionally, administrators can choose to ignore delegation settings when the applicant and delegator are the same user, providing flexibility in specific scenarios.