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Delegating Approvals

Sometimes you need someone else to handle your approvals -- for example, when you are on vacation, out sick, or temporarily unavailable. Mod AI's delegation feature lets you assign your approval responsibilities to another user for a specific time period.

What Delegation Does​

When you create a delegation, all approval requests that would normally be routed to you are sent to your delegate instead. Your delegate can approve or reject documents on your behalf during the delegation period. Once the delegation ends, approval requests go back to you.

Creating a Delegation​

To set up a delegation:

  1. Go to Approvals in the left sidebar, then click the Delegations tab.
  2. Click Create Delegation.
  3. Select the delegate -- Choose the user who will approve on your behalf. Use the search field to find them by name.
  4. Set the date range -- Pick the start date and end date for the delegation. The delegation is active from the start of the start date through the end of the end date.
  5. Add a reason (optional but recommended) -- Note why you are delegating, such as "Vacation Feb 15-22" or "Out for conference." This helps your team understand the delegation.
  6. Click Save.
tip

Set up your delegation before you leave, not on your way out the door. Create it a day early so you can confirm it is working and your delegate knows to expect approval requests.

Delegation Rules​

Mod AI enforces several rules to keep delegations straightforward:

Single-Level Only​

Your delegate cannot further delegate your approvals to a third person. If you delegate to Sarah, Sarah must handle the approvals herself -- she cannot pass them along to someone else.

Circular Prevention​

You cannot delegate to someone who has already delegated their approvals to you. This prevents circular delegation chains where approvals would loop endlessly.

One Active Delegation at a Time​

You can only have one active delegation at a time. If you need to change your delegate or date range, edit or cancel the existing delegation first.

note

Only the delegator or an admin can create or cancel delegations. You cannot create a delegation on behalf of another user unless you have admin access.

What Your Delegate Sees​

During the delegation period, your delegate sees your pending approvals in their own approval list. The documents are clearly marked as delegated, showing that they are approving on your behalf.

Your delegate has the same approval and rejection capabilities that you would have. They can:

  • Approve documents to move them to the next step.
  • Reject documents with a reason, sending them back to the submitter.

Managing Delegations​

Viewing Active Delegations​

Go to Approvals then the Delegations tab to see all active and upcoming delegations. Each delegation shows the delegate, date range, reason, and status.

Editing a Delegation​

To change the date range or other details of a delegation:

  1. Go to Approvals then Delegations.
  2. Click on the delegation you want to edit.
  3. Make your changes.
  4. Click Save.

Cancelling a Delegation Early​

If you return earlier than expected or no longer need the delegation:

  1. Go to Approvals then Delegations.
  2. Click on the active delegation.
  3. Click Cancel Delegation and confirm.

Approval requests immediately stop going to your delegate and are routed to you again.

Learn More​

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