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Delegating Approval Requests

The process for viewing approval delegations differs depending on whether you are using the Home or My Work area:

Delegating Approval Requests in the Home Area

Understanding User Access for Delegated Approvals

During the designated approval period, the user to whom you delegate an approval request has the following abilities:

  • Can approve or reject existing approval requests where no decision has been made
  • Can approve and reject new approval requests that are received during a specified time period
  • Is granted View access to objects that are awaiting approval
    NOTE The system administrator can restrict users from accessing certain object types. When a user does not have access to an object type and an approval of that type is delegated to the user, the user does not have View access to the object. However, the user can still approve or reject approval requests from the Home page, as described in Approving Work.
    For example, User A belongs to Group A. The system administrator has restricted the access rights of Group A so that users in this group cannot view tasks within Workfront. If a task approval request is delegated to User A, User A cannot view the task that the approval is associated with. However, User A can approve or reject the approval request from the My Work page. 
    For information about how the system administrator can restrict access to object types within Setup, see "Creating or Modifying Access Levels." 

After the approval delegation stops or is canceled, the user designated as the approver:

  • No longer has access to approve work for items that require approval is removed
  • Continues to have View access to work items remains
    Users who have been granted View access to objects via an approval delegation retain that View access even after the approval delegation stops or is recalled. To remove View access to any objects that the user had access to during the time that approvals were being delegated, you must navigate to the object and remove access rights directly from the object.

Delegating Your Approvals to Another User

You can delegate the following types of approvals, regardless of how the approval was assigned to you (whether assigned directly to you, to a team you are a member of, or to your job role):

  • Project approvals
  • Task approvals
  • Issue approvals

You cannot delegate timesheet and document approvals. 

Consider the following when delegating approvals:

  • When you delegate approvals, all your approvals are delegated. You cannot delegate individual approval requests.
  • You can delegate approvals to only one user; you cannot delegate approvals to multiple users at the same time.
    All approvals for all projects, tasks, and issues are delegated to the user who you designate.
  • A maximum of 5 users can delegate approvals to the same user at the same time. In other words, a single user cannot be designated as a temporary approver for more than 5 users at the same time.
  • Activity regarding approvals displays on the Updates tab. Both the user delegating the approval and the user to whom approvals are being delegated receive an email notification regarding approval activity.

To delegate approvals to another user:

  1. Go to Home in the Global Navigation Bar.
  2. Click the Filter drop-down menu, then click Approvals.
  3. Click Delegate My Approvals.
    Delegate_Approvals.png
  4. Specify the following information:
    Delegate My Approvals To: Begin typing the name of the user who you want to forward approvals to, then click the name when it appears in the drop-down menu.
    Start Date: Select the date for approvals to begin being forwarded. Forwarding begins at 12:00 A.M. on the date that you select.
    The Start Date must be the current date or a future date.
    End: Do one of the following:
    • Select the date for approvals to stop being forwarded. Forwarding ends at 11:59 P.M. on the date that you select.
    • Select No end date to configure Workfront to forward approvals indefinitely.
  5. Click Save.

Updating or Stopping an Approval Delegation

  1. Go to Home in the Global Navigation Bar.
  2. Click the Filter drop-down menu, then click Approvals.
  3. Click Edit delegation.
  4. Do either of the following:
    • To update the existing approval delegation: Change the information displayed, then click Save.
    • To stop the existing delegation: Click Stop Delegation, then click Confirm.
      Stop_Delegation.png

Viewing Delegated Approvals

You can view only the following types of approval delegations in the Work List:

  • Project approvals
  • Task approvals
  • Issue approvals

To view delegated approvals:

  1. Go to Home in the Global Navigation Bar.
  2. Click the Filter drop-down menu, then click Approvals.
    All approvals display in the list by default, including approvals assigned to you and approvals delegated to you.
    delegated_to_me.png

Delegating Approval Requests in the My Work Area

Understanding User Access for Delegated Approvals

  • During the designated approval period, the user to whom you delegate an approval request has the following abilities:

    • Can approve or reject existing approval requests where no decision has been made
    • Can approve and reject new approval requests that are received during a specified time period
    • Is granted View access to objects that are awaiting approval
      NOTE The system administrator can restrict users from accessing certain object types. When a user does not have access to an object type and an approval of that type is delegated to the user, the user does not have View access to the object. However, the user can still approve or reject approval requests from the Home page, as described in Approving Work.
      For example, User A belongs to Group A. The system administrator has restricted the access rights of Group A so that users in this group cannot view tasks within Workfront. If a task approval request is delegated to User A, User A cannot view the task that the approval is associated with. However, User A can approve or reject the approval request from the My Work page. 
      For information about how the system administrator can restrict access to object types within Setup, see "Creating or Modifying Access Levels." 

    After the approval delegation stops or is canceled, the user designated as the approver:

    • No longer has access to approve work for items that require approval is removed
    • Continues to have View access to work items remains
      Users who have been granted View access to objects via an approval delegation retain that View access even after the approval delegation stops or is recalled. To remove View access to any objects that the user had access to during the time that approvals were being delegated, you must navigate to the object and remove access rights directly from the object.

Delegating Your Approvals to Another User

You can delegate the following types of approvals, regardless of how the approval was assigned to you (whether assigned directly to you, to a team you are a member of, or to your job role):

  • Project approvals
  • Task approvals
  • Issue approvals

You cannot delegate timesheet and document approvals. 

Consider the following when delegating approvals:

  • When you delegate approvals, all your approvals are delegated. You cannot delegate individual approval requests.
  • You can delegate approvals to only one user; you cannot delegate approvals to multiple users at the same time.
    All approvals for all projects, tasks, and issues are delegated to the user who you designate.
  • A maximum of 5 users can delegate approvals to the same user at the same time. In other words, a single user cannot be designated as a temporary approver for more than 5 users at the same time.
  • Activity regarding approvals displays on the Updates tab. Both the user delegating the approval and the user to whom approvals are being delegated receive an email notification regarding approval activity.

To delegate approvals to another user:

  1. Go to My Work in the Global Navigation Bar.
  2. Click the Approvals > My Approvals.
    (If you have only a Review license, click My Updates in the Global Navigation Bar, then click Approvals > My Approvals.)
  3. In the Approvals tab, click Delegate My Approvals.
    delegate_approvals_in_mywork.png
  4. Specify the following information:
    Delegate My Approvals To: Begin typing the name of the user who you want to forward approvals to, then click the name when it appears in the drop-down menu.
    Start Date: Select the date for approvals to begin being forwarded. Forwarding begins at 12:00 A.M. on the date that you select.
    The Start Date must be the current date or a future date.
    End: Do one of the following:
    • Select the date for approvals to stop being forwarded. Forwarding ends at 11:59 P.M. on the date that you select.
    • Select No end date to configure Workfront to forward approvals indefinitely.
  5. Click Save.

Updating or Stopping an Approval Delegation

  1. Go to My Work in the Global Navigation Bar.
  2. Click the Approvals > My Approvals.
    (If you have only a Review license, click My Updates in the Global Navigation Bar, then click Approvals > My Approvals.)
  3. In the Approvals tab, click the Your approvals are delegated to... link.
    delegated_approvals_link_mywork.png
  4. Do either of the following:
    • To update the existing approval delegation: Change the information displayed, then click Save.
    • To stop the existing delegation: Click Stop Delegation, then click Stop Delegation again to confirm that you want the delegation to stop and to recall all existing delegations.
      Stop_delegation_-_my_work.png

Viewing Delegated Approvals

You can view only the following types of approvals:

  • Project approvals
  • Task approvals
  • Issue approvals

To view delegated approvals:

  1. Go to My Work in the Global Navigation Bar.
  2. Click the Approvals > My Approvals.
    (If you have only a Review license, click My Updates in the Global Navigation Bar, then click Approvals > My Approvals.)
    All approvals display in the list by default, including approvals assigned to you and approvals delegated to you.
    Delegated_Approvals_My_Work.png
This article last updated on 2018-08-17 18:39:17 UTC