I recently had a very frustrating time trying to figure out how we could use delegations when people are away. I see a few have posted on this subject. Here’s my two cents worth.
Current Method
User goes to Workfront Home/Worklist page. Click Delegations.
Enter a date range and delegate, Save.
This creates a delegation for the user's tasks that have a Planned Completion Date in the specified date range.
The delegate can now perform the delegated tasks, issues, approvals etc as long as they have the appropriate Access Level.
Problems
- Delegation delegates specific tasks to the delegate rather than just allowing the delegate to perform any of the delegator's tasks during their absence.
- The delegated tasks are those with a Planned Completion Date in the specified date range. The Start Date of that range cannot be earlier than today. Any tasks with a Planned Completion Date before the start date cannot be delegated. These would be the oldest tasks the delegator has outstanding and thus the most in need of delegation and work.
- The delegated tasks cannot be seen anywhere except in the Worklist. We don't use the Worklist at all. All users have a dash with reports of work that needs doing.
- The delegated tasks cannot be reported on. The only reference to delegations in the standard reporting system or API is the USRDEL object. This object can be used with an EXISTS filter to report ALL the tasks assigned to the delegator, viz:
EXISTS:1:$$OBJCODE=USRDEL
EXISTS:1:fromUserID=FIELD:assignedToID
EXISTS:1:toUserID=$$USERID
However there does not appear to be a method where that can be restricted to tasks that can actually be performed by the delegate i.e. those with a PCD in the range.
Suggestions
- Change the method of operation so that delegation provides the delegate with permissions to perform ANY of the delegator's assigned tasks/issues/approvals during their absence (given they have the appropriate access level). The date range should be when the person will be away - Planned Completion Dates then have nothing to do with it. OR
- If we must use the current method of delegating specific tasks by date range of Planned Completion Dates, allow the Start Date of the range to be in the past so older, urgent tasks can be included in the delegated work.
- Provide reporting tools so that delegated tasks can be included in reports of assigned and delegated work by user. How does the Worklist pick them up?
- Allow a user to delegate their work to multiple people, or perhaps a team, so the work can be spread around.
- Provide the facility for planners/managers to create delegations for others in their groups/teams.
No doubt others will also have some suggestions.
