Approval Delegation

The temporary approval delegation feature allows users with approval permissions to temporarily transfer their approval rights to designated colleagues during their planned absences.

Temporary approval delegation addresses an essential need in project management: keeping the approval flow moving even when primary approvers are absent. This feature allows delegation periods to be configured in advance, with precise start and end dates, during which one or more designated delegates can act on behalf of the primary approver.

Approval delegation applies to the following entities:

• Budget
• Purchase order
• Purchase order modification
• Payment request
• Invoice
• Project modification
• Project request
• Schedule task

Accessing the feature

1. Log in to your Aidi account.
2. Go to your Personal Space by clicking your first name at the bottom of the main menu.
3. Select Approval Delegation.

Setting up a delegation

On the approval delegation screen, Fill out the delegation form:

1. Delegate to: Choose a user to whom you want to delegate your approval rights.
2. Delegation period: Set the precise start and end dates of the delegation (both dates are included in the delegation period).
3. Comment (optional): Add additional information regarding the delegation.

Click Save to activate the delegation. You can repeat steps 1 to 3 to save multiple delegation periods.

What happens when sending for approval, or when sending to the next approver?

• The system checks whether the next approver in the chain has configured a delegation and whether the current date falls within the delegation period
• The next approver in the approval chain remains on record as the initial approver, but the delegate(s) can approve in their place
• The initial approver retains their approval authority during the delegation period
• Multiple people can be identified as delegates for the same period. They are all notified (by email and within the application), and the system will log the first approver who approved
• In the event of a rejection and a return to a previous approver who delegated their approval for the current period, the same principle applies, and the delegate(s) will be notified and will be able to approve when their turn comes
• If the delegation is saved while the delegator already has items awaiting their approval, their delegates will be notified in their notification center and will be able to approve the entity. However, in this case, no email notification will be sent to the delegate(s)

Approving as a delegate

When you receive an approval request as a delegate:

1. You will receive approval notifications by email (unless the approval was already pending before the delegation was saved) and in the notification center.
2. You can proceed with the approval normally according to your access rights.
3. The approval history will record your name and the action taken (approval or rejection) along with your comment.

Revoking a delegation

1. Locate the delegation you want to revoke in the My Active Delegations section.
2. Click the Revoke button.

Once revoked, the delegation will no longer appear in the My Active Delegations section.

Security considerations

The approval delegation feature includes several security mechanisms:

• Respect for access rights: Delegates can only approve items for which they already have access under their user profiles. The delegator must therefore ensure that the delegate(s) have the access profile necessary to approve on their behalf.
• Project restrictions: Delegates can only approve projects to which they have access (as a project contact). Delegation does not automatically grant access to new projects.
• Cascade limitation: A delegate cannot, in turn, delegate the rights that were transferred to them for the same approval period.
• Full traceability: All actions performed via delegation are recorded in the system logs.
• Strict time-bound delegation: Delegations automatically expire on the defined end date or upon revocation.
• Delegation control: Only the user concerned can create or revoke a delegation on their own behalf. System administrators do not have access to this information.