Delegations in Workday

Purpose

This job aid explains how to create, manage, and end delegations in Workday. Delegations allow another worker to complete assigned tasks or specific business processes on your behalf during a defined period of time.

When to Use

Use this job aid when you need to:
• Delegate your Workday tasks while you are away or unavailable
• Assign another worker to complete specific business processes for you
• Review, update, or modify existing delegations
• End a delegation before or after its scheduled timeframe

 

Steps

Access Delegation Settings

Step 1: Select My Tasks in the upper-right corner next to your Profile icon.

Step 2: On the left-side menu, click Manage Delegations (see screenshot below).

My Tasks - Delegations

Create a New Delegation

Step 1: On the My Delegations page, select Manage Delegations. (see screenshot below)

Step 2: In the New Delegation section (see screenshot below), complete the required fields:

  • Begin Date – Select the date the delegation begins.
  • End Date – Select the date the delegation ends.
  • Delegate – Search for and select the worker who will act on your behalf.

Step 3: In the Start On My Behalf field, leave it blank unless the delegate should initiate business processes on your behalf.

Step 4: Under Do My Tasks On My Behalf, select one option:

  • For all Business Processes
  • For Business Process (select a specific type)
  • None of the above (default)

Step 5: (Optional) Select Retain Access to Delegated Tasks within My Tasks to continue viewing delegated tasks during the delegation period.

Step 6: Add a comment and attachment if desired (optional).

Submit the Delegation

Step 1: Review all delegation details for accuracy.

Step 2: Click Submit.

All Delegations will require your manager's approval.

View and Manage Existing Delegations
After navigating to the My Delegations page, review the tabs below to view current, past, and eligible delegations (see screenshot below).

Step 1:Select the Current Delegations tab to review any active delegations. This tab displays all active delegations you have set up. You can view:

  • Delegation type (tasks or business processes)
  • Begin and End Dates
  • Delegate's name
  • Whether Retain Access to Delegated Tasks was selected
    • If no delegations exist, the message "No items available" will appear.

Step 2:Select the Current Task Delegations Tab. This tab shows task-level delegations only that are currently active.

Use this tab to:

  • Confirm which individual tasks are being delegated
  • Verify that tasks are routing correctly to your delegate
  • Review task-specific delegation coverage
  • This view is invaluable when troubleshooting missing or redirected tasks.

Step 3:Select the Delegated Tasks

This tab displays tasks delegated to you by another worker.

Use this tab to:

  • See tasks you are responsible for completing on behalf of another worker
  • Track delegated work separately from your own tasks
  • This view helps ensure delegated responsibilities are not missed.

Step 4:Select the Business Processes Allowed for Delegation

This tab lists the business processes you are permitted to delegate based on your role and security access.

Use this tab to:

  • Confirm which processes are eligible for delegation
  • Understand delegation limitations before creating a new delegation
  • Resolve questions about why a process may not appear during setup

To create, edit, or end a delegation, select Manage Delegations at the bottom of the page.

End a Delegation

Step 1:Return to Manage Delegations.

Step 2:Select the delegation you wish to end.

Step 3:Click End Delegation or adjust the End Date.

Step 4:Submit your changes.

 

Notes & Tips

  • Always set a clear start and end date to prevent unintended workflow routing.
  • Delegating tasks does not give the delegate full access to your profile—only to delegated actions.
  • Only delegate tasks to individuals who are trained and authorized to act on your behalf.
  • Use the Retain Access option to maintain visibility into delegated items while you are away.
  • Some business processes cannot be delegated due to role or security restrictions.

If you delegate to multiple people, ensure each delegation has clearly defined responsibilities

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