2080882 - Employee Central - Workflow Delegation

This article provides a general overview of the Workflow Delegation functionality.

SAP SuccessFactors Employee Central

For general information Please refer to Handbook: Implementing and Configuring Workflows in Employee Central

Index

• Is my system enabled for Workflow Delegation?
• How to enable workflow delegation?
• Automatic and Manual Delegation
• Assign an approver for Auto Delegation
• Assign an approver for Manual Delegation
• Frequently Asked Questions (FAQs)

Is my system enabled for Workflow Delegation?

The Auto-Delegate feature is a Universal feature.

1. Navigate to Admin Tools > Manage Organization, Pay and Job Structures > Select “Workflows”.
2. Select any workflow.

• If you can see the field “Is Delegate Supported”, then your instance can be configured with no additional actions from Customer Success.
• If you do not see this field, the following can be added to the Corporate Data Model, under workflow HRIS element: 

<hris-field id="is-delegate-supported" visibility="both">
<label>Is Delegate Supported</label>
<label xml:lang="ar-SA">تفويض مدعوم</label>
<label xml:lang="bg-BG">е подкрепен делегат</label>
<label xml:lang="bs-BS">Adakah Wakil Disokong</label>
<label xml:lang="bs-ID">Merupakan Delegasi yang Didukung</label>
<label xml:lang="cs-CZ">Je podporováno delegování</label>
<label xml:lang="da-DK">Stedfortræder understøttes</label>
<label xml:lang="de-CH">Wird Delegieren unterstützt</label>
<label xml:lang="de-DE">Wird Delegieren unterstützt</label>
<label xml:lang="el-GR">Υποστηρίζεται από Αντιπρόσωπο</label>
<label xml:lang="en-GB">Is Delegate Supported</label>
<label xml:lang="es-ES">¿Se admite delegar?</label>
<label xml:lang="es-MX">¿Se admite delegar?</label>
<label xml:lang="fi-FI">Tuetaanko edustajaa</label>
<label xml:lang="fr-CA">Est pris en charge par un délégué</label>
<label xml:lang="fr-FR">Est pris en charge par un délégué</label>
<label xml:lang="he-IL">האצלה נתמכת</label>
<label xml:lang="hi-IN">क्या प्रतिनिधि समर्थित है</label>
<label xml:lang="hr-HR">Podržava ga delegat</label>
<label xml:lang="hu-HU">Kiküldés támogatásának jelzője</label>
<label xml:lang="it-IT">È supportata la delega?</label>
<label xml:lang="ja-JP">代理サポート済</label>
<label xml:lang="ko-KR">위임 지원</label>
<label xml:lang="nb-NO">Delegeringsstøttet</label>
<label xml:lang="nl-NL">Met ondersteuning afgevaardigden</label>
<label xml:lang="pl-PL">Jest obsługiwanym delegatem</label>
<label xml:lang="pt-BR">É delegador sob suporte</label>
<label xml:lang="pt-PT">É compatível com delegado</label>
<label xml:lang="ro-RO">Este delegat suportat</label>
<label xml:lang="ru-RU">Поддерживается ли делегат</label>
<label xml:lang="sk-SK">podporuje používanie delegátov</label>
<label xml:lang="sl-SI">Podpirajo zastopniki</label>
<label xml:lang="sr-RS">Da li je delegiranje podržano</label>
<label xml:lang="sv-SE">Finns stöd för ställföreträdare</label>
<label xml:lang="th-TH">สนับสนุนการมอบหมายหรือไม่</label>
<label xml:lang="tr-TR">Delege Destekleniyor</label>
<label xml:lang="vi-VN">hỗ trợ</label>
<label xml:lang="zh-CN">支持委派</label>
<label xml:lang="zh-TW">支援委派</label>
</hris-field>

How to enable workflow delegation?

How to enable Workflow Delegation (once the “Is Delegate Supported” available).
  
There are 2 parts to enabling workflow delegation.

• Enabling the workflow delegation on individual workflows.
• Selecting an individual to assume approval rights.

Enable individual workflows

1. Navigate to Admin Tools > Manage Organization, Pay and Job Structures > Select “Workflows”.
2. Select a workflow that you would like to enable users to delegate approval rights.
3. Select “Take Action”.
4. Select “Make Correction” and update the “Is Delegate Supported” from “No” to “Yes”.
5. Select “Save”.
6. This process should be repeated for all workflows that will be enabled for delegation. Once saved this will allow “Auto-delegation” and “Manual Delegation”

Automatic and Manual Delegation

There are two types of delegation auto delegation and manual delegation. Enable individual workflows

Auto delegation allows a user to define an individual to approve workflows on their behalf. This delegation is either on or off. The most use case is an Administrative Assistant that would approve workflows on behalf of their manager. Once the auto delegation is enabled, all new eligible(delegation enabled in FO configuration) workflow requests will be routed to delegatee for approval.
 
Manual delegation is where a user opens an individual workflow and delegates an alternate approver for only that workflow. The most common use case is that a manager might not have the needed information to actually “validate” the transaction, so it is delegated to a peer or subordinate that is directly involved in the action.

Assign an approver for Auto Delegation

1. Navigate to the Home Page, Select the My Info tile.
2. Select the Auto-delegation item.

3. Select the Slider to change from "Off" to "On"
   
4. Select the "user you want to delegate workflows for approval", start date & time, and end date & time.
   
5. Search for the user that you want to grant your Approval Rights to, and click on their name
6. Click Ok
7. Selected user will be able to see delegation info in their home page under "For you today".
   

 NOTE: When the auto delegation is enabled for user this will not change the system behavior when the workflow is triggered. The request confirmation screen will still show the original approver.

Assign an approver for Manual Delegation

1. Navigate to the workflow approval that you would like to delegate.
2. If the workflow is enabled for delegation, you have the option to delegate the approval.
   

After successful delegation, system will perform the following tasks -

1. Activity Log: system logs a workflow activity delegate action.
2. Email Notification: system sends email notification to the initiator.
3. To-Dos: Update To-Do entry for delegator and create To-Do entry for delegatee.

Frequently Asked Questions (FAQs)

• What is workflow delegation?
   
  Workflow delegation is the ability for a user to grant another employee rights to approve a workflow on his/her behalf.
   

• What kind of workflow steps can a user delegate approval rights?
   
  Workflow steps of type Role, Dynamic Role, Dynamic Group and Position are currently supported (ECT-34293, ECT-29247, ECT-34291)
   

• What is the difference between manual and auto delegation?
   
  Manual delegation is when a workflow is accessed by the approver and selects an individual to
  approve ONLY that workflow.
   
  Auto-delegation is when an individual is selected to approval ALL eligible (delegation enabled) workflows.

• If a workflow has been auto delegated, can the delegatee manually delegate the workflow to another user ?

        No, they will not have the option to delegate the already delegated workflow to another user. 

• Can I disable the “Auto Delegate” option under “My Links”?
  
  No.
  
  
•  Can I enable Auto-delegation without having Employee Central?

        No.

• If I select a person as my Delegatee, will all workflows be routed to this person?
   
  No – Only workflows that have "Is Delegation Supported" set to "Yes".

• Is there any effect if I select a Delegatee and no workflows are enabled?
  
  No – both must be completed any effect on workflows.

• If I enable Auto-delegation, will this enable delegations in workflows already launched?
   
  No – enabling delegations in workflows will only effect workflows created after the workflow has "Is Delegation Supported" set to "Yes".
   

• Can an Administrator change an approver’s delegatee?
  
  Yes – Administrators could “Proxy” as the employee and change the delegate.
   
  OR
   
  Navigating to Admin Center > Manage Data > Select “Auto Delegate Config”. Any employee with a delegate selected will be visible here. The administrator can change, disable, or delete the delegate.
   

• How do the users (managers) know whether a particular workflow allows delegation?
   
  The primary communication should be from system administrators. This will set the appropriate expectations, consistent with your organization’s practices. For example; workflows for position changes may be allowed for delegation but not any pay related actions.
   
  Workflow approvers would see the “delegation” option on the actual workflow approval screen. The absence of this option would indicate that the workflow is not eligible for delegation.
   

• Will the system handle multiple tiers of approvers?
   
  No - For example: if A-> B -> C, auto delegatee will be B when step owner = A.
   

• Can an approver select multiple delegatees?
   
  No – Users can only select one delegatee.
   

• Can auto delegate be enabled for Foundation Object workflows?
   
  Yes.
    
• Can a delegatee decline the delegated approval?
   
  Yes- The delegatee can decline the delegated approval. The approval responsibility would then revert to the original approver.
   
• What occurs to the workflow if a delegatee become inactive?
   
  The workflow will revert to the original approver.
  
  
• If a workflow has been escalated, can you delegate it?
  
  No. You cannot Escalate the workflow and then Delegate it. You can only Delegate it first and then Escalate it.
  
  
• What happens if I delegate the workflow to a non-step approver?
  
  The system will default to permissions set for the delegated user, with regards to the employee that the workflow was triggered for, and the employee will have to be apart of the Delegates RBP Target Population.
  
  
• What happens if the delegatee is equal to the workflow subject user, the delegator, the Workflow Initiator, or the delegatee user becomes inactive in workflow creation and through the transition time?
  
  Auto delegation will not happen.  The step owner  is still the original approver

• Can I delegate to a user who has no Employment Information in the system?

         Currently this is not possible/not supported, The user must have an Active Employment Record in the system.

• Will Delegation work retrospectively once it has been activated?

         Delegation does not work retrospectively. It will only work once it has been set up and the workflow has 'Is Delegate Supported' set to Yes.

• Can we define the delegation be enabled only for specific approval step?
  
  No, the funtionality is applied for the workflow and cannot enabled just for one single step.

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