Get Started with Delegate Approvals

Overview

Within the Enterprise Service Management (ESM) system individuals can designate another person to review and approve items on their behalf while they're unavailable. This is often refereed to as a delegated approvals.

In this article:

• Set a Delegate Approver
• What Happens When There is a Delegated Approver

What materials do I need?

• Internet
• Web Browser
• TDWorkManagement Access

How do I use this technology?

Set a Delegate Approver

To set a delegated approver:

1. Navigate to the ESM Service Portal at https://service.alaska.edu/TDClient
2. When prompted, login with your UA Identity.
3. Click Services.
4. Click My Approvals.
5. Click Delegate Approvals.
6. Enter the following (all required):
   • Delegated Approver — search for and select the user who will act on your behalf.
   • Notify Delegated Approver — checked by default; uncheck to skip notifying them.
   • Start Date — defaults to today.
   • End Date
7. Save the delegation.

Once a delegation is active or scheduled, an info box appears on the My Approvals page reading Delegating approvals to [Full Name] from [Start] to [End], with two options:

• Edit — reopens the page to change the person or dates.
• Cancel — after confirmation, removes a future delegation or ends a current one early.

If one or more other individuals have delegated their approvals to you, a separate info box shows Showing approvals delegated by [list of Full Names]. A search filter, Include delegated approvals (checked by default), controls whether these items are shown.

What Happens When There is a Delegated Approver

When an approval is created, the system checks whether the approver has a current delegation. If so, the notification is sent to the delegated approver instead of the primary approver.

• Both the primary approver and the delegated approver can act on the item while the delegation is active, but only the delegated approver is notified.
• Delegations apply only to approvals created while the delegation is active — approvals already pending before the delegation started are not delegated to the new approver.
• When a delegated approver approves or rejects an item, the Feed entry notes that it was done "on behalf of [original approver's name]."
• Other users viewing a pending item see no indication that it has been delegated; once it's approved or rejected, the Feed entry identifies the delegation.

Is there any additional information I should know about?

ESM Enterprise Administrators can view and manage all delegated approvals across the organization.

Need additional help or have issues

For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for the appropriate support group.