Delegate employee approval requests in my absence

Related module:

In this article:

• How delegation works
• Setting up delegation
• Delegation tips

How delegation works

Delegation allows you to transfer your approval duties to another user.

There are several types of approval:

• approval in case of absence, which will trigger automatically when you are absent.
• approval:
  • temporary, which will apply based on the specified dates.
  • permanent, which will apply as soon as it is set up and with no time limit.

Note: Delegation only applies to requests submitted for approval during the approval manager's absence or the delegation period (no retroactivity).

Example: The approval manager is absent from 01/07 to 15/07. Delegation therefore starts on 01/07 and ends on 15/07. Thus, a request submitted for approval on 30/06 will not be forwarded to the delegate, who will not be able to approve it.

The manager must therefore ensure that all pending requests are processed before becoming unavailable.

Setting up delegation

Access: Page d'accueil > Mes préférences

Delegation must be configured on the approval manager's record, or directly in their preferences, when they are unavailable to approve or decline requests from their subordinates.

• On my home page, I click my photo/trigram at the top right and select “mes préférences”,
• On the “Mes préférences” page, I expand the “Délégations” section,
• I click in the “En cas d'absence” or “Délégations ponctuelles ou permanentes” section,
• I select the name of the person to whom approval of requests submitted during the approval manager's absence will be delegated in the “Déléguer à” drop-down menu,
• I select the module(s) concerned by the delegation by checking them:
  • Tous les modules
  • Leave & Absences
  • Transfert de compteur à compteur
  • Expense Reports
  • Time & Activities
  • Demandes d'heures de travail exceptionnel
• I can add another delegation workflow if I want to delegate another duty to another manager,
• I save.

Delegation tips

• Temporary delegation takes priority over delegation in case of absence.
• If there is a delegation per module in addition to a delegation on “tous les modules”, both delegations will be taken into account.
• If an approval manager has a delegation and their delegate also has a delegation, the person responsible for approval will be the last delegate found by the application through inheritance.
• If one or more delegations are in place, all parties involved (whether approval managers or delegates) receive a notification email.
• Delegation is not retroactive; it is only taken into account at the time of submission for approval (or intermediate approval). If the delegation is defined after submission for approval, the delegate will not be informed. Administrator intervention will be required to cancel the leave request and then re-submit it so that it follows this new approval workflow, or approve this request directly.
• Delegations do not work for expense report reimbursements.
• Delegations do not work for approvals by analytical axis managers.
• You should check “Activer la délégation de validation” for the desired leave types.

Keywords: delegation · employees · request · approval · leave and absences · delegate · absences · manager