Introduction
If you are going away on holidays or extended leave it is important that your work is continued in your absence. This is where the delegation feature in OneCouncil is useful. You can delegate your role to a member of your team. This will enable the other members of your team with delegated access to register documents, complete tasks & check out & check in documents on your behalf. If they will also need your financial delegation (to approve Goods Receipts etc) or access to items that are not explicitly a part of a workflow (changing records that are under your name etc), you may need to request from the Governance Team a Full delegation - click here to learn more.
It is important to remember that if you delegate to a member of your team and you have a higher level of security access (example Manager access) than the user you are delegating to, they will inherit the same level of access for the duration of the session that they are logged in under your account.
While users are logged in under a delegates account, all access is audited.
How to Setup a Delegation
To set up a delegation, please follow the below steps;
1) Navigate to your My Account page located in the drop down menu after you select your name from the top right of the screen.
2) Navigate to the Delegations Panel and then select the Orange +Add button to start delegating. At this point you have the option to delegate all of your access (excluding financial delegations which need to be raised with the Service Desk) or to only delegate your tasks.
3) You are then required to fill out who you want to delegate access to and the start date to begin delegating access.
You will notice that the End Date is not a mandatory field, this is as users have an option of setting up a rolling delegation. This means that there is no end date on a delegation and it can be utilised in teams whereby members may be on unexpected sick leave and they have a document checked out. If this is the case, users can log in to the delegation and check in the required document on their behalf. Information Management recommends setting this up in your teams.
Please note, the delegator & delegate will not receive an email to say the delegation has been enlisted.
4) To access a delegated role, go to the OneCouncil Home Screen & you will see a yellow bar per the below image. Once you click on the hyperlink, it will take the user to a screen to select an account to log on as. The user will then be required to follow the prompts.
If you have any questions regarding the instructions in this article, please give any member of the Corporate Applications team a call and we will be happy to assist you.