- Topics Covered
- Delegated Users
- Target Users
- Service Providers
- Organization Administrators
- Required Permissions
- Manage Positions
The goal of delegated users is to allow users to designate either another Employee or Household Member to fill in information for them.
Delegating Users will allow for users to delegate another Employee or Household Member to enter in user data for them. When a delegated user is acting as an employee, they won't have access to any additional permissions that the employee has and will only be given access to the employee dashboard. Individuals without @departmentofstate.onmicrosoft.com accounts will need to be requested by the User in order for them to become Delegated Users. A System Administrator will then need to approve the request in order for the Household Member or Delegated User to become a Delegated User. Individuals who already have @departmentofstate.onmicrosoft.com accounts will not need to be requested to be Delegated Users.
Requesting a Household Member to be a Delegated User
First, select your name in the Top Right menu and select Account Settings. You will see a short cut to Delegated Users page in the Top Right menu. On the left hand side under "My Account" Users will also see the tab Delegated Users. Both will take you to the same Delegated Users page. Please see Figure-1 below.
At the top of this page, Users will have the option to select "Add Household Member Account" or "Add Employee Account". Listed below will be all of the Current Delegated Users for the User, along with basic information including Name, Account Email, Account Type, Status, and Access Provided. Select the "Add Household Member Account" button. You will then need to enter in the account email for the individual you'd like to be your Delegated User, and then select request approval. Please see Figure-2 below.
Once the System Administrator approves the request, the Household member will be listed as a Delegated User.
Requesting an Employee to be a Delegated User
Select your name in the Top Right menu and select Account Settings. You will see a short cut to Delegated Users page in the Top Right menu. On the left hand side under "My Account" Users will also see the tab Delegated Users. Both will take you to the same Delegated Users page. On the Delegated User page, if you'd like to add an employee who already has an account set up, select "Add Employee Account". Search for the individual, and then select the employee. Please see Figure-3 below.
Once selected, the employee will show up in your list of Delegated Users, and will be able to fill in information for you going forward.
Delegated User Auditing
When a Delegated User enters in information for a user, any modifications to the employee's data are tracked and logged appropriately as the Delegated User acting on behalf of the employee. This will allow for Service Providers to affirm that the Delegated User has completed the request for information for the User.
When acting as a Delegated User, a blue banner should appear across the top, allowing for Employees and Household Members to clearly see when they are acting in another User's interest. This will allow for further Transparency and confirmation that the Household Member/Employee is acting as a Delegated User. If the account's only use is as a Delegated User, then the blue banner will always appear for them. For Employees with additional roles other than being a Delegated User, select the drop down menu under your name in the top right corner, and select Stop Delegating as User to return to your normal Home Page, and the blue banner will be removed. Please see Figure-4 below.