Delegate Partial Access to Substitutes

Explanation

This activity is used to delegate a portion of supervisor's access rights to a substitute. Rights have to be delegated if the supervisor wants someone to perform duties that require access rights.

Prerequisites

In order to perform this activity, a supervisor has to have access roles assigned to him or her.

System Effects

As a result of this activity, a portion of supervisor's access will be given to a substitute for a specified amount of time.

Window

Role Delegation

Related Window Descriptions

Role Delegation

Procedure

1. Open the Role Delegation window.
2. Search or populate to find the supervisor whose access rights you want to delegate.
3. Click the Organization Tree root on the Organization Tree structure (located on the left). It will display all of the supervisor's access assignments. Make sure that the Organization Branch option is selected.
   Note: All access data are displayed on the date entered in the Valid on Date field, located in the header.
   You can navigate down the tree to narrow down the amount of assignments.
   • If the Selected Unit option is active, tabs will display only assignments from the selected tree node.
   • If the Organization Branch option is active, tabs will display assignments from the selected node and all subordinate nodes.
4. Select the access assignment you want to delegate from the Available Access tab from the upper table. You can see both position access and access granted through access roles.
   Note: On the lower table you can see what employees are accessible via the selected access assignment.
5. Right-click the access assignment you want to delegate and click Grant Partial Access. The Grant Partial Access dialog box will open.
6. In the Business Unit Type field, pick if a substitute will be selected based on their Person ID or Employee ID. You can use the list of values.
7. In the Substitute Person ID/Employee ID field, enter the identifier of a substitute. Depending on value selected in step 6, it will be an employee ID or a person ID.
8. In the fields beneath you can once again see what access will be given to a substitute.
   • If you are delegating position access, the Access Role field will be empty. Instead, a position will be displayed. Access rights of this position will be delegated.
   • If you are delegating access role, the Position Code and Position Name fields will be empty. Instead, an access role will be displayed. Access rights of this role will be delegated.
9. If the supervisor has access to subordinate organization units (meaning supervision over the entire organization branch), you can select or clear the Include Subordinates check-box. It determines if the delegate should also be able to see the organization branch.
10. Enter how long the substitute will have to fulfill his role in the Access Valid From and Access Valid To fields.
11. By default, a substitute can access only transactions registered during his access delegation (entered in step 10). You can extend or shorten the period during which they can access transactions in 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.
12. In the table, you can see all access attributes which belong to the position or access role you are delegating. If you do not want to delegate a particular attribute, clear the Attribute Granted check-box.
13. Click Save.