Setting up user delegation

Managing expenses efficiently is crucial for any organization, and one key aspect of this process is ensuring a seamless submission flow. Delegations play a vital role in streamlining expense submissions, allowing designated individuals to submit expenses on behalf of others. This flexibility is particularly beneficial for scenarios such as business travel or team-related expenses.

The user delegation functionality is available in the Continia Expense App and the Continia Expense Portal. With this feature, you can delegate expense submissions to other users while still updating and submitting your own documents.

To add a delegated user

By adding a delegated user, you can give team members the power to handle expense-related tasks for others. This helps improve efficiency and teamwork within your organization.

To add a delegated user:

1. Search for and select Expense User Delegation.

2. On the action bar, click New and fill in the following information in the provided fields:

   Field	Description
   Owner User ID	Specify the user ID of the document owner who will delegate their expense submission responsibility.
   Owner User Name	Enter the name of the document owner who is delegating the responsibility for their expense submission(s).
   Delegated User ID	Specify the user ID of the person responsible for handling documents on behalf of the owner.
   Delegated User Name	Enter the name of the person who will be responsible for handling documents on behalf of the owner.
   Valid From	Set the start date of the delegation period during which the delegated user can access, update, and submit documents on behalf of the owner. To indicate a process that is neither time-bound nor dependent on a specific period, leave the Valid From field blank.
   Valid To	Set the end date of the delegation period to determine when the delegation ends. During this period, the delegated user can access, update, and submit documents on behalf of the owner. To indicate a process that is neither time-bound nor dependent on a specific period, leave the Valid To field blank.
   Disabled	Specifies whether the delegation is disabled or not. A delegation is automatically disabled if the user is not an Expense Management user.

   The delegated user can log in as the document owner in both the app and the portal, and submit expenses on behalf of the owner. A delegated user has access to all documents saved by the owner.

Delegate an expense

You can delegate expense handling after you've uploaded your receipts, which allows you to grant permission to another person to manage those expenses on your behalf. For instance, it can be beneficial during a team event when multiple expenses must be recorded and organized. By delegating the task to a colleague (the team lead for example) you can streamline the expense management process and collaborate efficiently to ensure all team-related expenses are accurately handled. The delegated colleague can also forward all of the receipts in an email. For more information, see Submitting an expense on behalf of another in Submitting expenses by forwarding an email, and the video Delegation in Expense App and Portal.