Role Delegation¶

Role delegation lets a user temporarily share their portfolio role capabilities with another user—without changing permanent role assignments.

Use delegation for short-term coverage: out-of-office periods, workload spikes, or when someone needs to approve or act in your place for a specific portfolio and role.

Definitions¶

How Delegation Differs from Permanent Role Assignment¶

Permanent assignments define a user's ongoing portfolio and role access. Delegations are separate records that grant additional capability to someone else for a limited time.

See Roles for how permanent roles work and Overview & Concepts for how scope and capability fit together.

Additive Access¶

Delegation is additive:

• The delegatee gains the delegated portfolio and role capabilities while the delegation is active.
• The delegator retains full access. Nothing is removed from the delegator.

If the delegatee already has their own assignments on the same portfolio, capabilities from permanent assignments and active delegations are combined.

Active delegations also extend the delegatee's portfolio scope for record visibility—the same way a permanent assignment would—without creating a permanent assignment row.

Who Can Create or Cancel a Delegation¶

Delegation is managed from a user profile (see Where to Manage Delegations).

Users who have the Delegate role capability (customer.delegate_role, granted through permission groups on a portfolio role) may, on their own profile only:

• Create delegations for themselves (they are always the delegator).
• Cancel their own outgoing delegations.

They cannot create or cancel delegations on behalf of another user—even when they can otherwise administer users or roles.

What Can Be Delegated¶

Delegations are granular: one portfolio and one role per delegation record. A user may create multiple delegations for different portfolio and role combinations.

Eligibility rules¶

A delegation can be created only when all of the following are true:

• The delegator has a direct, permanent role assignment for the selected portfolio and role. Delegated access received from someone else can not be delegated.
• The delegatee is a user who passes all of the following:
• Active account — deactivated users cannot receive delegations.
• Selectable by the person creating the delegation — users belonging to your organization, plus external users who already have access to at least one portfolio your organization owns (for example, a third-party property manager already working in Credence on your portfolios).
• Not the delegator — you cannot delegate to yourself.
• There is no other scheduled or active delegation for the same delegator, delegatee, portfolio, and role.
• Any role may be delegated, including roles with administrative capabilities, when the delegator holds that role directly.

Re-delegation is not allowed¶

If you received a portfolio and role only through someone else's delegation, you cannot delegate that same portfolio and role to a third person. Only capabilities from your permanent assignments can be delegated.

Optional Start and End Dates¶

Each delegation may include:

• Start date (optional) — If omitted, the delegation is effective as soon as it is created. If set in the future, the delegation is scheduled until that date.
• End date (optional) — If omitted, the delegation stays in effect until it is cancelled.

Dates are calendar dates evaluated in the application timezone.

Date validation¶

When creating or editing a delegation:

• Start date cannot be in the past.
• End date cannot be in the past.
• End date cannot be before the start date.
• End date cannot be more than one calendar year after the effective start date (the start date you enter, or today if the start date is omitted).

Delegation Status¶

Scheduled delegations appear on the profile Delegations tab but do not appear on the profile Access tab and do not grant capabilities until they become active.

Notifications¶

Credence notifies both the delegator and the delegatee when:

• A delegation starts (becomes active, including when a scheduled delegation reaches its start date).
• A delegation ends (cancelled or expired).

Check your notification inbox for these events so both parties know when coverage begins and ends. You can turn delegation alerts off on Edit User under Notification Preferences; see Notification Preferences.

Workflow and Approvals¶

While a delegation is active, the delegatee can act with the delegated role's capabilities on the delegated portfolio—including workflow steps that require that role. The delegator remains eligible to approve or act as well.

Actions taken under delegation are attributed to the person who performed them. Delegation create and cancel events appear on the user profile Audit Log.

Where to Manage Delegations¶

All delegation management in v1 happens on the user profile. There is no separate navigation item for delegations.

Access tab¶

Shows the user's effective portfolio access today:

• Direct assignment — permanent portfolio role assignments.
• Delegated by — active incoming delegations only, with the delegator and delegation date range.

Scheduled delegations do not appear here because they do not grant access yet.

Delegations tab¶

Shows both incoming and outgoing delegations in one table:

• Delegator and Delegatee
• Portfolio, role, start date, end date, and status (Scheduled, Active, Cancelled, or Expired)

Cancel is available only on your own outgoing delegations when you have the Delegate role capability on that portfolio.

Delegate action¶

On your own profile, use Delegate in the action bar to open the delegation form. You can create one or more portfolio+role delegations in a single save, or use Save and Add Another to create another delegation after each save.

Which profile to use¶

• Your own profile — Create and cancel your outgoing delegations if you have the Delegate role capability.
• Another user's profile — View the Access and Delegations tabs only. Delegation actions are not available on another user's profile.

Access Matrix Report¶

The Access Matrix report (Reports Dashboard → Admin) lists portfolio role access for users with assignments or active delegated access.

In the web report, roles granted only through delegation are labeled Delegated under the role name. Hover the label to see who delegated the access.

Downloaded exports list role names only and do not distinguish delegated access.

What Is Not Included in This Release¶

The following are out of scope for the initial role delegation release:

• A customer-wide list of all delegations across users (administration is per user profile only).
• Substitute mode (temporarily removing the delegator's access while someone else covers).
• Re-delegation (passing delegated access on to another user).
• Approval workflow before a delegation becomes active.
• Replacing permanent role assignment changes—use existing user and role administration for standing access updates.

Governance Notes¶

• Prefer delegation over permanent assignment changes when coverage is temporary.
• Review outgoing and incoming delegations during access reviews.
• Cancel delegations promptly when coverage is no longer needed.
• Use the Access Matrix report to confirm who holds delegated access across portfolios.

Related Documentation¶

• Overview & Concepts — Scope vs capability
• Roles — Permanent role design and assignment
• Permission Groups — Capability bundles attached to roles
• Permission Catalog — Including the Delegate role permission