In some situations like when you are too busy with some urgent task and have no time to deal with your waiting tasks or when you are out of the office to do some other work such as meeting a client or when you went on leave; you may want to delegate someone else in the office to take care of your tasks. In Emakin, there are several ways to delegate your tasks to another person depending on your choice.
Delegation For a Specific Task
When you delegate someone for specific task(s), the assigned person becomes responsible only for the specified task(s).
By the User
If you have something urgent and you know you can’t make time for the tasks that assigned to you, open the related task window and you will see the “Forward” button in the navigation as shown below in the picture with three options;
Recently Used
You can see last selected in there.
Organization
When clicked on the organization text box a pop up window appears and also when you click on the plus you will see department name and when you click on plus the near to department then you will see users name or users position.
Search Results
If you cannot find the user or users you need, you can type her/his name to search for it or you can just click on the search results button to look for it.
After this when you click OK button, the person you selected will be assigned to the task you wanted to.
Delegate Someone In Your Organization For a Time Period
If you will be out of the office for a period of time, let’s say for a week or month, you might need to make sure that someone should be assigned to your possible forthcoming tasks. To achieve this go to your calendar by clicking on the “My Calendar” link on the left hand side menu.
On your calendar page switch to the preferred view out of Month, Week or Day by clicking on it from the page navigation. Then on the calendar, select the time interval that the person will be delegated for. You can do this in two ways, let’s say we are in the monthly view:
First one is clicking on a day and selecting the delegate from the menu as we have done before and then by clicking the “Add New” button on the pop-up. After this, clicking on the right end of the delegation and dragging it along the x axis will stretch it in the steps of one day.
In the Week and Day views you need to click the bottom side and drag it along the y axis.
Second one is clicking on the start point of the decided interval and then dragging to the end point. After this selection, you only need to select the delegate and to press “Add New” button.
You can always extend or shorten the delegation time after the creation using the first option described above.
By the Admin
As similar to the previous one when you are busy doing some other works but now if you are not able to delegate someone else in your place or you forgot doing it before leaving, you can ask your admin to do it for you. As the admin user, go to the Administration page by clicking the button shown in the picture;
and on the Administration page, click on the Search Work Item.
In this page you can search by following field criterions;
- Instance Number
- State
- Assigned To
- Start Date
- End Date
Instance Number
Instance number is incremental number for every initiated workflows in Emakin. You can find this number from user's work list.
State
Specifies the state of work item.
All Items
Searches in all work items without regarding the state.
Waiting Items
Searches in all waiting state work items that no action taken.
Completed Items
Searches in all completed work items that action taken.
Terminated Items
Searches in all terminated work items.
Error Occurred Items
Searches in all error occurred items.
Assigned To
Users can select three options; recently users, organization and search results.
Start Date
Start date option is provided to define a start point which the tasks might start.
End Date
End date option is provided to define an end point which the tasks might end.
Work Items
After clicking search button, the work items associated with the typed name will appear under the Work Items title.
Find the task that you want to delegate another person and click the little downward arrow next to it to open the operation menu. Then select the “Assign To Another Person” option and find and select the person you want to assign the task to. After that click the save button on the page’s navigation complete delegation.
