Run the Role Delegation Assistant

Explanation

This activity is used to select a substitute that will take over responsibilities of another employee. This can be purely an informational entry with no further system effects. However, supervisors can delegate access over their subordinates. This will allow their substitute to do whatever they can do themselves. It is not mandatory to share all of supervisor's access, as it is possible to share only a portion of access rights.

Note:
If you are delegating access rights and not just reporting who is your substitute, keep in mind that only supervising access to other employees can be given. Access to self cannot be delegated.

Prerequisites

In order to perform this activity:

• Persons/Employees have to be registered in the system (Mandatory)
• If delegating supervision - Access Roles have to be defined in the system. (Optional)

System Effects

As a result of this activity, a substitute of an employee will be selected to take over responsibilities (and optionally access rights) of a different employee over a specified time period.

Window

Role Delegation Assistant

Related Window Descriptions

Role Delegation Assistant

Procedure

1. Open the Role Delegation Assistant.
   Note: During absence request registration, you can open it by right-clicking the absence request and clicking Substitute Assignments... In this case go to step 4.
2. In the Person ID field, enter the identifier of a person who will share their access. If there are several Employee IDs connected to a person, picking one will allow assistant to share only access rights assigned to this particular employment.
   Note: Once you select a Person or Employee identifier, the Access Details button at the bottom of the assistant activates. You can press it for a preview of what employees are accessible through each access role.
3. In the Absence Request ID, you can link access delegation to an absence request. If you do this and the request is approved, access will be shared from the beginning of the absence until its end.
4. In the Assistant Type field, select if you want to go through the basic or advanced version of the assistant.
   • The Lite version lets you delegate your entire access roles.
   • The Advanced version lets you delegate specific access attributes, determine transaction access period.
5. Press Next.

If you selected the Lite version of the assistant:

1. In the Substitute Company ID field, enter the identifier of a company from which you will pick the employee to share access with.
2. In the Substitute Emp ID field, enter the identifier of an employee to share access with.
3. In the Authority To Be Granted field, select how much of the access will be shared with the substitute.
   Following values are available:
   • No Access - no access rights will be given to the selected employee. That way there will be an information in the system who is the substitute during an absence, but no system access rights will be given. If you select this option, click Finish to end the assistant.
   • Full Access - all access rights will be given to the selected employee. If you select this option, click Finish to end the assistant.
   • Partial Access - a portion of the access rights will be given to the employee. If you select this option, click Next.
4. In the Access Valid From and Access Valid To fields, enter the period during which the employee should have the delegated access rights.
5. In the table, select the Delegate check box to delegate an access role.
   Note: You can press the Access Details button to see what employees are accessible through which role.
6. Click Finish.

If you selected the Advanced version of the assistant:

1. In the Employee/Person field, select if access is supposed to be delegated to a specific person or employment.
2. In the Substitute Company ID field, enter the identifier of a company from which you will pick the employee to share access with (only valid if you selected Employee in the step above).
3. In the Substitute Emp ID / Person ID field, enter the identifier of an employee/person to share give access to.
4. In the Access Valid From and Access Valid To fields, enter the period during which the employee/person should have the delegated access rights.
5. By default, a substitute can access only transactions registered during his access delegation (entered above). You can extend or shorten this period by altering the Trans. From and Trans. To fields. The substitute will see only transactions from a period specified in these fields. If you want to modify them, select Manual Entry Trans. From and/or Manual Entry Tran. To check boxes.
6. In the Authority To Be Granted field, select how much of the access will be shared with the substitute.
   Following values are available:
   • No Access - no access rights will be given to the selected employee. That way there will be an information in the system who is the substitute during an absence, but no system access rights will be given. If you select this option, click Finish to end the assistant.
   • Full Access - all access rights will be given to the selected employee. If you select this option, click Finish to end the assistant.
   • Partial Access - a portion of the access rights will be given to the employee. If you select this option, click Next.
7. In the upper table, select the Delegate check box to delegate an access role.
   In the lower table, you can see the access attributes of an access role selected above. You can disable attributes you don't want to share by clearing the Attribute Granted check box.
   Note: You can press the Access Details button to see what employees are accessible through each role.
8. Click Finish.