Delegating tasks in Workday
Delegating tasks in Workday
Please remember to set a delegate in Workday together with setting an out-of-office message to Outlook. If a supervisor doesn't set a delegate for during their absence, no possible requests from subordinates, such as absence requests or other changes to employment details, can be processed before the supervisor returns.
If the employee heading to leave has no supervisor responsibilities, setting a delegate is not mandatory. However, for long absences (over 2 weeks), with reason code other than annual leave, a request to set a delegate will appear in your My Tasks after making the request and it must be skipped (Skip this task), if you don't wish to set a delegate.
Add delegation
Search for the correct business process in Workday by using the search function in the top bar. Search for My delegations. From the delegation view click Manage delegations.
- Choose the period of the delegation by setting the start and end dates.
- Set the delegate, i.e., the person who will take responsibility for approvals and other tasks during your absence. In addition, you must also set an alternative delegate.
- You can't delegate to just anyone. The delegate must be part of your team or a person outside your team, who can be given the responsibility to manage the tasks. Usually, this person is e.g. a superior's superior or HR operator.
- You can also give the delegate permission to start processes, such as applying for recruitment permission, on your behalf in the section Start on my behalf.
- Give the delegate permission either to specific tasks in your My Tasks folder, or to all tasks. At the same time, you can decide whether you want to retain access to the tasks during your vacation, or if they are directed only to the delegate: Retain Access to Delegated Tasks within My Tasks.
- You cannot delegate tasks related to, for example, your personal information. See the list of delegatable tasks from the table that opens from the section Business Processes Allowed for Delegation.
- Press Submit to save your delegation.
By clicking on the images below, you can see the images in a larger size.
Edit delegation
Once the delegation has been entered, you can edit it if necessary. Search for the My delegations process again using the search function in the Workday top bar. Click on Manage delegations from the delegation view that opens.
- By clicking the minus sign, you can remove the entire delegation if your absence is cancelled or if it is not necessary to delegate tasks anymore. Do not delete the delegation information, if the delegation is meant to remain in effect. From the plus sign above the minus sign, you can also add a completely new delegation.
- Edit the delegation information as needed. For example, you can change the end date of the delegation, who your tasks are delegated to, and what tasks are delegated.
- Press Submit to save your changes.
By clicking on the images below, you can see the images in a larger size.
More instructions
Workday is Aalto University's HR-system. Workday is also a self-service system for all Aalto's employees and visitors for all employment and personal information related data.
You can set an automatic out-of-office (automatic reply) message to email when you go on holiday, for instance. You can set an automatic out-of-office message to both your personal email and to the resource mailbox.
HR Services
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