As a super administrator, you can let users on your AODocs domain delegate their workflow tasks to a colleague during absences, and manage those delegations when needed. Learn what delegation looks like for users: Delegate your workflow tasks.
A delegation is a time-bound, workflow-only proxy: while it's active, the delegate can perform the workflow actions the absentee is entitled to perform, and the absentee's pending tasks appear in the delegate's task list. It grants no document access, no roles, and no administration rights, and every delegated action is recorded with both identities.
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Activate workflow task delegation
Delegation is deactivated by default and is activated in two steps:
1. Ask AODocs to activate the feature on your domain: contact the Support team by email at support@aodocs.com or open a ticket.
2. Open the AODocs tenant administration, select Features, and switch on Workflow task delegation ("Allow users to delegate their workflow tasks to other members during absences.").
screen: The Features page of the tenant administration with the "Workflow task delegation" toggle switched on.
Note: The toggle applies to the whole domain. There is no per-library or per-workflow setting: a delegation covers all the workflow tasks of the absentee, in all libraries.
Deactivate delegation at any time
Switching Workflow task delegation off suspends all delegated permissions immediately: delegates can no longer act on the absentees' tasks, even for delegations that were active. The delegation records themselves are kept – they apply again if you switch the feature back on.
Manage delegations for your users
Users create and manage their own delegations. As a super administrator, you can additionally create, edit, and delete delegations for any user – for example, to cover an unexpected absence.
1. In the user menu, select Delegations. The Delegate tasks during absences page opens.
2. Open the All delegations tab. It lists every delegation on the domain, with the absentee, the delegate, and the start and end dates. Active delegations are tagged as started. You can filter by Absentee, Delegate, and Period (Past / Current & Upcoming).
3. Use the row actions to edit or delete a delegation. To create one on behalf of a user, click Create delegation and select the absentee.
screen: The All delegations tab with the Absentee, Delegate and Period filters, several delegations listed with "Started" tags, and the edit and delete row actions.
The same lifecycle rules apply to everyone, including super administrators:
- One delegation at a time per absentee (no overlaps).
- Start in the future or now – never in the past; the end date must be after the start.
- Once a delegation has started, only its end date can be changed; it can also be stopped immediately. Scheduled delegations can be edited freely or deleted.
- No delegation chains: a user can't delegate while acting as someone's delegate, and can't delegate to someone who is delegating away their own tasks over the same period. Conflicting setups are rejected.
Security and traceability
- Least privilege. The delegate can only perform workflow actions the absentee can perform, evaluated live at action time. If the absentee loses a permission during the delegation, the delegate loses it too, instantly. No document access is ever granted.
- Automatic revocation. Delegations start and end at their exact dates, enforced by the platform – no manual cleanup needed.
- Full attribution. The delegate always acts under their own identity. The document history and audit log record both the performer and the absentee on every delegated action – there is no impersonation.
- Auditable end to end. The tenant audit log records every delegation event – creation, update (with old and new values), start, end, and manual deactivation – and every delegated workflow action is flagged as executed by a delegate.
- Notifications. The delegate is notified by email when the delegation starts (with the absentee's pending tasks) and when it ends.
Note: AODocs doesn't verify that the delegate has access to the documents the tasks concern, or that the choice of delegate fits your organization's separation-of-duties policies – for example, in a workflow where two different people must approve, make sure approvers don't delegate to each other. The audit log makes every delegated action visible for review.