Delegate your approvals while you are away

Steps

1. 1

   Open Access control and select the Delegations tab

   In Settings choose Access control, then the Delegations tab. A delegation lets a named deputy act for you for a set period. The audit log records both names. Mine shows the delegations you gave or received, and Everyone's shows the whole organisation's.

   • Select Delegations
2. 2

   Select New delegation

   Select New delegation. A form opens. Delegating already shows your own name. As an administrator you could choose another person there, to set up cover on their behalf.

   • Select New delegation
3. 3

   Choose your deputy

   Open Deputy and choose the person who will cover for you. Here it is Omar Khalid, the second administrator. You cannot choose yourself.

   • Select Choose a person
4. 4

   Check where the delegation applies

   Where is set to Whole organisation, so the deputy covers you everywhere. To cover one unit or one entity only, choose it here.

5. 5

   Switch on Only some permissions

   With the switch off, the deputy gets everything you hold in that place. Switch on Only some permissions to hand over part of your work. A permission box and an Add button appear.

6. 6

   Choose the permission and select Add

   Open Choose a permission, type access in the search box and choose Access control, Manage. That is the permission that approves role requests. Select Add. The permission is listed under the switch.

   • Select Choose a permission
   • Type Search permissions…: access control
   • Select Add

   

7. 7

   Set the end date

   Valid from is filled in with now. In Valid until, enter the date and time you are back. The form suggests two weeks. The delegation ends by itself at that moment.

   • Type Valid until *: 2026-10-24T18:00
8. 8

   Give the reason

   Type a short reason. It is required. It is kept with the delegation and shown in the list, so anyone reviewing access later can see why it was given.

   • Type Reason *: Annual leave: Omar covers access approvals
9. 9

   Select Delegate

   Select Delegate. The form closes and the delegation takes effect straight away. The new line shows who is delegating to whom, where it applies, what is covered, the dates and your reason.

   • Select Delegate
10. 10

    Select Revoke when you are back early

    If you return before the end date, select Revoke on the line. A box asks you to confirm.

    • Select Revoke
11. 11

    Confirm with Revoke

    Select Revoke in the box. The delegation ends at once and leaves the list.

    • Select Revoke
12. 12

    Switch on Show ended and revoked

    Switch on Show ended and revoked to see past delegations, each marked with how it ended. This history is what an access review looks at.