As a default, the creator of an activity is also the responsible person. Activities with the delegation status can be Delegated by transferring the Responsibility for it from the creator of the activity or the person responsible to a different staff member. The status of the activity is also automatically adjusted, and the new assigned staff member will find the activity automatically in their Entry portal if the activity is not final and its date has been set accordingly. The processing status (e.g., delegated) is represented by the corresponding status icon. The activity now has a delegating status which the assigned agent can change to Accept, Refuse or Done. If the activity is accepted, the processing status is maintained by the new person responsible for the activity.
Delegating and monitoring tasks
Attention: Correspondences (letter, email, fax) and memos don’t have a Delegated status. You can change the responsible person, but there is no accepting or refusing.
Note: Best practice: The most secure and controllable way to delegate correspondences is to make a follow-up activity. This way, you can be sure that the activity is monitored, and additionally you can specify regulations for the delegation (e.g. who should be the sender, etc.).
By setting the Monitor (Additional data) checkbox for activities, you as the person responsible or delegator will be notified of deletion, escalation and any status change that you haven’t carried out yourself. The behavior is independent of whether the activity has been delegated or not.
By setting the Notification on acceptance/... Refusal checkbox, the delegating person will also be informed accordingly.
If a delegated task is accepted, rejected or completed by a third person, the person responsible so far will also be informed about this status change.