Your Inbox includes notifications of tasks, approvals, due dates, and other items sent to you as part of your organization's business processes. You can access your Inbox using your desktop/web browser or mobile device.
Delegations are available only to employees (no students). For specific instructions on approvals and process status, please review the job aid "Approvals in Workday" |
Depending on your notification preferences, students, faculty, and staff will receive important emails with [ACTION REQUIRED] or [WORKDAY] in the subject line when certain required tasks or important notices become available in Workday. |
On this Job Aid:
Workday allows you to delegate your Inbox items to a colleague if you are unable to perform the actions yourself due to time off or a leave of absence.
Please monitor your delegations for staff changes and end dates. Delegations will disappear from your list once they expire. Make sure you extend delegations by changing the end date into a future date. |
From the Actions tab:
Select a user to delegate your tasks to in the Delegate field.
If you are only delegating Inbox tasks, leave the Start On My Behalf field blank. This option is for delegating the initiation of business processes. |
Select the Business Processes Allowed for Delegation tab from your My Delegations page to view which business processes you can delegate. |
Start on my Behalf
Function | Initiate Field | Business Process Type | Selection | Description |
---|---|---|---|---|
Procurement | Start On My Behalf | Expenses | Create Expense Report | Use this option to delegate creating expense reports on your behalf (both personal and Lynn T-EXP travel expense (brown) card). |
Procurement | Start On My Behalf | Expenses | Create Spend Authorization | Use this option to delegate creating Spend Authorizations (estimated costs to be reimbursed to the employee and cash advances). |
For Business Process (inbox tasks)
Function | Do Inbox Tasks Field | Selection | Description |
---|---|---|---|
Procurement | For Business Process | Expense Report Event | Use this option to delegate reviewing/approving expense request (inbox item) for regular and Lynn travel card expenses. |
Procurement | For Business Process | Procurement Card Transaction Verification | Use this option to delegate reviewing/approving procurement card transactions verification (inbox item) Lynn JPM procurement P-Card (black card) expenses. |
Procurement | For Business Process | Requisition Even | Approve Requisitions or changes in requisitions |
Time and Attendance | For Business Process | Correct Time Off | Use this option to delegate correcting time off (inbox item) |
Time and Attendance | For Business Process | Request time Off | Use this option to delegate approving absence/time off requests (inbox item) |
Time and Attendance | For Business Process | Update Time Off Requests | Use this option to delegate updating absence/time off requests (inbox item) |
Time and Attendance | For Business Process | Enter Time | Use this option to delegate entering time requests (inbox item) |
You are assigned to be a delegate by a co-worker to perform approval tasks on their behalf. Follow the instructions below to act on their behalf:
On your profile menu, click Switch Account to switch to the delegated account.
Click the user for whom you are a delegate.
Switching accounts brings up the delegation dashboard with delegated actions. From here, you can initiate business processes that have been delegated to you by your co-worker. |
Users can initiate tasks by clicking on actions under Reports & Tasks.
To switch to your personal Workday account, click the Switch Account and click your own name.
To view the Inbox that is delegated to you by your co-worker:
The Inbox is your personal activity stream. It includes Actions (e.g., approvals, to dos) sent to you by your organization's business processes.
Workday allows you to delegate your Inbox items to a colleague if you are unable to perform the actions yourself due to time off or a leave of absence.
You can only delegate Inbox items on a task-by-task basis using the Workday Mobile application. To delegate all Inbox items within a specific time frame, you must use Workday on a web browser. |
Make sure you check check the box to “Retain Access to Delegated Tasks” for business processes. If you leave the box unchecked, only your delegate will have access to those items and they will not show on your inbox.
If you would like to see those items on your inbox, go to your delegation and click the “Retain Access to Delegates Tasks in Inbox” Under Do inbox Tasks.