Lesson 8 of 20

Delegate your approvals while you are away

For: Data Protection Officer (the approver)About 5 min

What you will be able to do

This lesson is for approvers. Before going on leave you will hand your approvals to a named deputy for a set period, so requests do not wait for your return. You do not need to be an administrator to delegate your own work.

Before you start

  • You know who will cover for you, and they have agreed. Here it is Noura Salem, the legal counsel.
  • You know the day you are back. A delegation lasts at most 90 days.

Steps

  1. 1

    Open Access control from your account menu

    Select your initial at the top right, then Profile and preferences. In the Settings list on the left, select Access control. A note says you cannot view access settings, but your own delegations are available.

    • Select Account menu
    • Select Profile & preferences
    • Select Access control
  2. 2

    Select the Delegations tab

    Select Delegations. A delegation lets a named deputy act for you for a set period. The list is empty: No delegations.

    • Select Delegations
  3. 3

    Select New delegation

    Select New delegation. In the form, Delegating already shows your own name and cannot be changed: you can delegate only your own access.

    • Select New delegation
  4. 4

    Choose your deputy

    Open Deputy and choose the person who will cover for you: Noura Salem. Normally Noura cannot approve data protection records. The delegation lends her your permissions for the period.

    • Select Choose a person
  5. 5

    Choose where it applies

    Open Where and choose Meridian Souq Trading LLC, the entity where you hold your role. Whole organisation would cover every entity you have access to.

    • Select Whole organisation
    • Choose Meridian Souq Trading LLC
  6. 6

    Decide what to hand over

    Switch on Only some permissions if the deputy should cover only part of your work. A box appears where you choose the permissions one by one. Here, switch it off again, so that Noura covers everything you hold in this entity.

    The screen at step 6: Decide what to hand over
  7. 7

    Set the end date

    Valid from is filled in with the present time. In Valid until, enter the day and time you are back. The delegation ends by itself at that moment.

    • Type Valid until *: 2026-10-23T18:00
  8. 8

    Give the reason

    Type a short reason. 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: Noura covers data protection approvals
  9. 9

    Select Delegate

    Select Delegate. A message confirms Delegation created, and it takes effect straight away.

    • Select Delegate
  10. 10

    Check the delegation in the list

    The new line shows who is delegating to whom, where it applies, what is covered, the dates and your reason, and it is marked Active. Revoke at the end of the line ends it early when you are back.

  11. 11

    Know where past delegations are kept

    Switch on Show ended and revoked to include delegations that have finished. Each stays on record, marked with how it ended.

How to check it worked

A message confirms Delegation created, and the Delegations list shows your name, an arrow and your deputy's name, the entity, Everything they hold, the dates and your reason, marked Active.

Common mistakes

  • Sharing your password instead of delegating. A delegation keeps the deputy's own name on every decision; a shared password hides who really acted.
  • Leaving Valid until at the default of two weeks. Set the day you are actually back, so the deputy does not keep your access longer than needed.
  • Expecting the deputy to approve their own work. A deputy can never approve something they prepared themselves.

Check your understanding

  1. 1. Who can create a delegation of your own approvals?

    1. A.Only an administrator
    2. B.You, for your own access
    3. C.The deputy
    4. D.Nobody; approvals cannot be delegated
    Show answer

    Answer: B. You, for your own access

    The form says You can delegate only your own access. The Delegating box is fixed to your name unless you are an access administrator.

  2. 2. You are back three days early. What should you do?

    1. A.Nothing; the delegation ends on its own
    2. B.Ask the deputy to stop approving
    3. C.Select Revoke on the delegation so that it ends now
    4. D.Create a second delegation
    Show answer

    Answer: C. Select Revoke on the delegation so that it ends now

    Revoke ends the delegation at once. Waiting leaves the deputy with your access for longer than needed.