Delegate items

Delegate an item to assign an item to a user who does not currently have a role for the item.

If an item is in your inbox, you can delegate it to enable another user to action the item in your place. If you have the necessary privilege, you can delegate an item to override the existing privileges. For example, you could delegate an item to a backup person.

Guidelines and requirements:

  • To delegate an item, you need the Delegate Item privilege.

  • The users that can delegate requests are defined in the Administration Console > Users and Roles > Role assignments. For details, see Set up the process model.

To delegate items:

  1. In an Items list, select one or more items.

    You can select multiple items if they belong to the same product and have the same item type.

  2. Select Item > Delegate, or click the Delegate Item button.

  3. If you have selected multiple items, clear any that you do not want to delegate, and then select the Roles tab.

  4. From the Select the role to delegate list, select the role that you want to delegate.

    To view the users who currently have role assignments for the item, select a role. The users who have the role are displayed in the Assigned Users list.

  5. Select the level of responsibility for the role:

    • To assign a role with sole responsibility for the item, select Leader.

    • To assign a role with primary responsibility for the item, select Primary.

    • To assign a role with more than one user to hold responsibility, select Secondary.

  6. In the Available Users list, select one or more users to delegate the role to, and click Assign.

    To replace all the users assigned in that role with the users you selected, click Replace.

    To remove the role assignment from a user, select the user in the Assigned Users list, and click Remove.

    Note: You cannot delete role assignments that were specified as part of the design tree structure. Users with these assignments are identified as follows: {Secondary, From Tree}.
    You can replace all of the existing user assignments for a given role.

  7. Click Close.

The users receive an email informing them that the item is in their inbox.

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