Delegate Approvals

Did you know that users can set up delegation rules for approvals whenever they are going on vacation. Users have the option to assign approval tasks to others for a defined period. Administrators also have the authority to setup delegation rules on user’s behalf to assign manager’s approval responsibilities to someone else.

Setting up approval delegation can be done through the Me >> Roles and Delegation or BPM worklist.

In this discussion, we will focus on the below process from the “Roles and Delegation” page:

1. Set up delegate rules for self.
2. Setup delegate rules for others.

Set up delegate rules for self.

1. Navigate to Me > Roles and Delegation:

2. On the next page, go to the “Approval Delegations” section and click “Add”:

3. Enter values as indicated in these fields:
   • Rule Name: Enter a unique name.
   • Category: Select an approval category. Note that only approval rules that belong to this category will be delegated.
   • Start Date: The date from when the delegation is effective. You can also specify the time when you want the delegation to start.
   • Delegate To: Select the person who you want to delegate approvals to.
   • Optionally, enter an end date to indicate until when the delegation is effective. You can also specify the time when you want the delegation to end.
   • Select the Allow this user to approve their own transaction check box if you want to allow the delegated person to approve their transactions also.

Note: The approval delegation “Category” aligns with the category values set up on the Task Configuration tab of the BPM worklist. These categories serve to organize tasks into groups. For instance, tasks like ProfileCoreHumanTask and ApproveGoal are categorized under Talent.

4. Once you’ve made your adjustments, remember to save your changes. You have the flexibility to modify approval delegation rules you’ve established or delete existing ones. To delete a delegation rule, simply edit it and then click on the “Delete” button. Once the delegation rule is deleted, it becomes invalid, and approvals will no longer be routed to the delegated individual.

Setup delegate rules for others:

As administrators, you have the authority to assign the approval responsibilities of a manager to someone else. In the event that a manager in your organization unexpectedly goes on sick leave, it is imperative to maintain the workflow by delegating their approval tasks to another manager.

1. Navigate to My Client Groups >> Person Management >> Search for the person whose approvals you want to delegate >> click tasks >> Personal and Employment >> User Account:

2. On the User Account page, go to the Approval Delegations section and click Add. Enter values as needed. (follow the step# 3 from Set up delegate rules for self) and save your changes.

This is how the approval will get transferred to the delegated user:

Note: If notifications are enabled, the delegated person gets a notification when you create, edit, or delete approval delegation rules. If the delegation rule is for others, then the person for whom the delegation rule is created also gets a notification. This will be covered in detail in another post.

References:

• Oracle Document >> Using Common Features for HCM

** Oracle Document URL is subject to change with every upgrade.