Hello Developers,
Have you observed that sometimes you receive emails in your instance even if you are not a member of any group that receives emails or have subscribed to any notifications?
It is as a result of ServiceNow's Delegate functionality.
What is Delegation?
Delegation is the power to assign other users to receive and participate in approvals, tasks that have been assigned to you or emailed to you, and copies of all email alerts that ServiceNow has provided to you in your absence.
What is Delegates?
Delegates are stored in the sys_user_delegate table.
If you want to make someone as your delegate then follow the below steps -
Open your instance and from banner go to User menu ->click on Profile -> Check related list - Delegate->User is available or not.
If the related list is not available then click on the context menu and configure Related List and then you can add it in the form. In the Delegate->User Related List you can add the new Delegate by clicking on New Button.
Below fields you can see on the Delegate form -
User - It will auto populate with Logged in user name. It uses the Dynamic Default Value named as Sender. Delegate - Select any user that you want to make your delegate. You must select an active user as your delegate.
The instance only delegates to active users. You can remove delegates from this list at any time.
Starts - Delegates can start working from this date.
Ends - Delegates can end working till this date.
A delegate does not have delegation access outside of these dates.
Approvals - By selecting this checkbox you can delegate users for approvals. So that the user can approve tasks, items on your behalf.
Assignments - The delegate can view and work on tasks assigned to you.
All Notifications - Delegate will receive a copy of all emails sent to you, except those marked as Meeting Invitation.
Note: If the Approvals check box is selected but All notifications are not, the delegate does not receive approvals. You can use the Exclude delegates checkbox from the Who will receive tab on the Notification form if you don't want to send any important emails to the delegate.
Meeting Invitations - The delegate receives a copy of email notifications sent of the type Meeting Invitation.
Enhancement - I have created a notification on the sys_user_delegate table to notify the delegate whenever a user adds him or her as a delegate.
Please mark my article as helpful and bookmark if it helps you to understand Delegates in ServiceNow.
Thanks and Regards,
Namrata Ghorpade
