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Version: Current

Delegations

Overview​

The Delegation feature in IntelliBuddies allows users to temporarily delegate their assigned human tasks to another user when they are unavailable.   Typical scenarios include vacations, sick leave, temporary role changes, or short-term redeployment.

Delegation ensures that business processes continue without interruption by automatically reassigning eligible tasks to a designated delegate during a defined time window.

Delegations are time-bound, controlled, and auditable, ensuring operational continuity while maintaining full governance.

Permissions & Access Control​

Role-based permissions govern delegation operations.

  • By default, users can create delegations for themselves.
  • To create, edit, or manage delegations on behalf of other users, the appropriate Create Delegation / Manage Delegation permissions are required.

Refer to Base Permissions for details.

Delegation List & Views​

You can manage delegations from:

Administration → Delegations

The Delegation list supports multiple views to help you filter records efficiently.

ViewDescription
AllDisplays all delegations visible to the user based on assigned permissions
ActiveDisplays only currently enabled (active) delegations
InactiveDisplays only disabled or expired delegations

Context Menu Options​

On the Delegations page, you can perform the following actions using the context menu (subject to permissions):

OptionDescription
ViewView delegation details in read-only mode
EditUpdate delegation configuration
Enable / DisableActivate or deactivate the delegation
DeletePermanently remove the delegation
AuditView audit logs for the selected delegation

Creating a New Delegation​

To create a delegation:

  1. Log in to the AI Command Center.
  2. Navigate to Administration → Delegations.
  3. Click Toolbar → New Delegation.

Delegation Configuration​

Configure the delegation using the following properties:

PropertyDescription
NameA meaningful name for the delegation
Description(Optional) Additional details or purpose
From UserThe user whose tasks will be delegated (defaults to the logged-in user)
To UserThe user who will receive the delegated tasks
From DateStart date of the delegation
To DateEnd date of the delegation
Task ScopeChoose whether to delegate All Tasks or Specific Tasks
Day RangeDelegate tasks on all days or selected weekdays
Business CalendarDetermines which user’s business calendar applies
ProcessesSelect the processes included in this delegation
EnableActivates the delegation

Task Scope​

  • All Tasks   Automatically delegates all current and future eligible tasks during the delegation period.

  • Specific Tasks   Allows manual selection of specific tasks to be delegated.

Day Range​

OptionDescription
All DaysDelegates tasks on every day within the date range
Specific DaysDelegates tasks only on selected weekdays

Business Calendar Selection​

If the From User and To User have different business calendars:

  • Delegated User – Uses the delegate’s calendar
  • Assigned User – Uses the original task owner’s calendar

This ensures task due dates and SLAs are calculated correctly.

Updating a Delegation​

To modify an existing delegation:

  1. Navigate to Administration → Delegations.
  2. Select the delegation.
  3. Right-click and choose Edit.
  4. Update the required fields.
  5. Click Update to save changes.

Enabling or Disabling a Delegation​

You can temporarily turn a delegation on or off without deleting it.

Steps:

  1. Navigate to Administration → Delegations.
  2. Select the delegation.
  3. Right-click and choose Enable or Disable.
  4. Confirm the action.
  • Enabled delegations actively reroute tasks.
  • Disabled delegations are ignored during task assignment.

Deleting a Delegation​

To permanently remove a delegation:

  1. Navigate to Administration → Delegations.
  2. Select the delegation.
  3. Right-click and choose Delete.
  4. Confirm the deletion.

⚠️ Deleted delegations cannot be recovered.

Auditing Delegations​

Delegation actions are fully auditable.

To view audit logs:

  1. Navigate to Administration → Delegations.
  2. Select the delegation.
  3. Right-click and choose Audit.

Audit logs capture:

  • Creation
  • Updates
  • Enable / Disable actions
  • Deletion
  • User who performed the action
  • Timestamp

This supports compliance and traceability.

Key Behavioral Notes​

  • Delegation affects human tasks only.
  • Delegation does not modify process definitions.
  • Delegation applies only during the configured date range.
  • Existing tasks and newly created tasks are handled based on the selected scope.
  • Multiple delegations are evaluated based on system rules and permissions.

Summary​

The Delegation feature ensures uninterrupted task execution by allowing controlled, time-bound task reassignment.   It provides operational flexibility while maintaining governance, auditability, and role-based security.