hello everyone my name is ryan cooley and i'm a product manager in the hrbu and today we're here to talk about granular delegation which is being released as limited access in quebec and generally available in rome this video is intended as a quick start guide for anyone who's trying to implement granular delegation or just looking at it as a feature for potential implementation later so let's dive right in so granular delegation was created to solve for some problems with the existing delegation feature mostly which revolve around it being essentially an all or nothing uh scenario where currently the delegation feature allows users to select a delegate a start and end date for that delegation but then from there on essentially everything that would have been assigned to that user is now assigned to that delegate there is no granularity there so for most hr customers that's a problem because we have some benign tasks that we don't mind being delegated to others and then we have some very very sensitive tasks that we do need to have tighter controls on and so that all or nothing part of the existing delegation feature was a non-starter for many of our hr customers additionally the current delegation feature doesn't really give the delegator the person who's delegating tasks um a good place to manage their delegations right this is mostly an an admin function that would go in and set up a delega a delegation be on behalf of someone else later on in the process we really wanted to give employee delegators the ability to manage their delegations um the common use case here is i'm going on leave i need to make sure that my tasks are being delegated to the appropriate people for the appropriate amount of time and then lastly the current delegation feature does not grant access to those users who did not already have access right so this delegation feature works if maria already had access to the records that gail was delegating it doesn't otherwise give access and again hr use cases that's not going to work because we don't have access to other users tasks most of the time all right so diving in to those personas which i've alluded to already we have the administrator so we want to give the administrator the ability to manage the rules that govern which types of tasks can be delegated by employees right so as a an organization i want to allow the delegation of hr tasks associated with new hire onboarding but i do not want to allow the delegation of tasks associated with employee relations for example so you want to allow the administrator to to create and manage those rules from a delegator's perspective i want to be able to manage my delegations i want to be able to select what kinds of tasks i want to be to delegate so again out of the list of tasks that my admin has made available i want to then select a subset of those tasks that i want to personally delegate to whom i want them to be delegated to and the time period and then lastly from the delegates perspective i want to be notified of these delegations so i'm not just getting inundated with these tasks and not knowing why i want to know who's delegating to me i want to know how long i'm being delegated how long that delegation is going to occur and i want to have access to these tasks right i want to have access to the extent that the assigned to would have access so that i can make the appropriate decisions take the appropriate actions to complete these tasks right um one thing to call out here is that we are not intending this to be used by agents this is really an employee facing feature the the agent delegation use case is really much better solved by advanced work assignment and we can cover that in another discussion so um i'm just going to quickly go through this um and then we're going to dump into the actual demo but again from the administrator's perspective we create rules which govern what can and what cannot be delegated and this is done through the platform ui and we'll take a look at that later from the delegators the employee delegator's perspective we have some new interfaces on the the esc which provide the delegator with the ability to manage their delegates and the duties that those delegates are being delegated and again the time period and the the dele um oh and also from the from the delegator's perspective we're also allowing the delegator to differentiate in their to-do page tasks that have been delegated from um and tasks that have not been delegated you can see here there's this icon here that denotes that this particular task has been delegated to whom it's been delegated to and you can see that these other tasks again have not been delegated and then lastly here from the delegates perspective under some examples of the notifications that you're sent so when any new delegation becomes active the the delegate is sent a notification and then they can work these delegated tasks out of their to-do list as they normally would one last thing to cover here is that we also built this functionality into the now mobile app so you um as a delegator as a delegate you can go in to the now mobile app and manage your delegations work on delegated tasks just as you would normally alright so with that let's jump out and go to the demo i'm here in the platform ui i'm logged in as my system administrator and i'm looking at my new granular delegation module so you can see here under delegation rules i have two rules active right now one is to allow the delegation of credit based credit card approval approvals and another one is to allow the delegation of new hire onboarding tasks so let's go create a new one here just so that you can see how it's done so uh this one i'm going to create that is going to be for tuition reimbursement and i want this this rule to allow the delegation of hr tasks associated with this hr service so which are tasks associated with and then what we're going to do here is we're going to select the table and again these are hr tasks so we're going to select the hr task table and then what again the condition here is the service so we want to make sure that we're selecting tasks associated with the hr service of tuition immersement and from the customers we've spoken to that's the common use case here that's how we're going to create most of these rules is we're going to slice them up by a service that said this is a condition builder so you can get as fancy as you want um but for this example we're just going to select hr service one thing to call out here is that we are delegating hr tasks but we are selecting the age we're selecting for the hr service that is not on a task that is actually on the parent hr case so what we need to do here is um dive down to not the hr service on the task but the hr service on the parent so we're going to go to the parent task fields we're going to go to the hr case and then from here we're going to go to hr service hr service is tuition reimbursement request so it's a little tricky there so again just to recap that you don't want to select the hr service on the task you want and this a little confusing it doesn't save kind of the the dot walking we did here initially but if we we save this and oops i didn't select assignments this is what selects the assignments associated so we go back into this hr service and then you can see that we're actually selecting from the parent the hr service from the parent case so again you want to select show related fields the parent record the hr case and then the hr service for that example that i showed all right so we have our rules here you can see here we're allow we have rules that specify what can be delegated so by default nothing can be delegated and if nothing can be delegated those um when you go to the esc there just won't be anything available you won't see any of those delegation features so we have allowed the delegation of these types of tasks so let's jump into an example i'm going to impersonate a manager here gail and go to the esc we're going to see that gail has a number of to-do's that are associated with new hire onboarding mostly she has a bunch of new hires a bunch of new tasks she's got to assign you know buddies and what and what not lots of tasks and dale's going on leave and gail wants to make sure that her new hire onboarding tasks are delegated to another manager who can take care of them while she's out so we'll go to her profile where she can manage her delegations so you can see here that we have a new my delegates widget we do not have any delegates specified right now so i'm going to dive in and select a new delegate who's going to be beth and i can see here some metadata about best make sure i'm selecting the right best i'm going to back date this a ways make sure i grab some older tasks and i'm going to say i'm going to be back on maybe next week and then i'm going to select what kinds of tasks i want best to to have access to or what kinds of tasks i want to be delegated to best so again you saw those rules that we created here are those rules now for um for dale to select i could choose to only select one i could choose to select all three if i wanted to i'm going to choose the select only my new hire on boarding tasks and i'm going to submit all right so now you can see i have bets selected as my delegate she's going to be delegated by new hire onboarding tasks and this delegation is active now because of the time period i selected this um can be scheduled for future and it would say scheduled or it can also be expired once this date has been passed and you would see an expired tag here and at any time i can go in here as gail and either remove or edit this delegation to change it so let's drop back into my to-do list and we can see here now all of these new hire onboarding tasks have been delegated to beth so we can see here that they've they've all been delegated um so real quickly what we're going to do is we're going to pop out and just to show you that this is working we're going to end impersonation of gail we're going to impersonate beth england and we're going to pop over back to the esc just to show you here that all those delegated tasks are now showing up in in beth's to-do list so that's a very quick and high level overview of the granular delegation feature in quebec we are building some enhancements um in the rome release for the generally available release of granular granular delegation um if you haven't again my name is ryan cooley if you have any questions please feel free to reach out but really excited for everyone to jump in and test this new feature out with your own with your own use cases and let us know what you think thanks for your time