Using Granular Delegation

  • Release version: Australia
  • Updated March 12, 2026
  • 6 minutes to read

    • Employees can use Granular Delegation to delegate their tasks to another eligible employee.

    Delegate on-demand tasks

    You can delegate an assigned task to another employee from your Employee Center.

    Before you begin

    Role required: none

    You can also delegate an assigned task from the ServiceNow® mobile. For more information, see Using granular delegation on ServiceNow mobile.
    Note:
    You must create delegation rules before you can delegate on-demand tasks. For more information, see Create delegation rules.

    Procedure

    1. Navigate to All > Self-Service > Employee Center.
    2. Select your login name or picture at the top, right corner.
    3. Select Profile.
    4. Scroll down to the My Delegates section and select the Add Delegate button.
    5. Fill in the form.
      Table 1. Select a delegate and duties
      Field Description
      Delegate The name of the person you are delegating your tasks to.
      Start date Select the Show calendar icon (Select date and time icon) and select the date you want delegations to start.
      End date Click the Show calendar icon (Select date and time icon) and select the date you want delegations to end.
      Duties Select the duties you want to assign to the delegate for the time period you select.

      If your admin organized the duties into categories, the categories are listed before the individual duties. When you select a category, all of the duties in that category are selected.
      Note:
      Setting up delegation does not automatically delegate the existing active tasks of delegator prior to the delegation start date. Tasks are delegated only in the following cases:
      • A new case is assigned to the delegator between the delegation start and end dates.
      • An existing case of the delegator updated during the delegation period.
    6. Select Submit.
      Note:
      You can also navigate to Granular Delegation > My Delegates and select New, or Granular Delegation > Create New Delegate to assign your tasks to another employee. For more information, see View my delegates.
    7. Select the edit icon, then select Remove delegate to remove the delegate
    8. Select the down arrow icon [Employee Center - Down arrow icon to show active delegations to view a list of delegates you have assigned your tasks to.
    9. Select the edit icon to remove delegates when you have multiple delegates.

    View my delegates

    Use the Granular Delegates list to view a list of employees that you have delegated your tasks to. You can also delegate your tasks to another employee as an alternative to using the Employee Center.

    Before you begin

    • Role required: any role with access to task tables such as HR Task [sn_hr_core_task]
    • Create one or more Delegation Rule records
    • Verify that your delegate has access to the records specified by your delegation rules
    Note:
    Admins can use the Create New Delegate form to assign tasks from a delegator to a delegate. For more information, see Create a delegate.

    Procedure

    1. Navigate to All > Granular Delegation > My Delegates.
    2. Click New.
    3. On the form, fill in the fields:
      Table 2. Delegate form
      Field Description
      User User (delegator) who delegates service tasks to a delegate.
      Delegate User you want to delegate tasks to.
      Starts Date when service delegation begins.
      Ends Date when service delegation ends.
      All notifications Option to send the delegate a copy of all notifications you receive during the delegation period. Select this option when you want the delegate to receive the delegation notification. For example, you want the delegate to receive notifications about activity stream or record updates. It is set to False by default to avoid concerns around getting notifications that has critical and sensitive data.
      Note:
      Notifications with the Exclude Delegates option enabled override the True setting of this option. Use the Exclude Delegates option to prevent delegates from seeing confidential or protected information.
      Meeting invitations Option to forward delegates meeting invitations. Select this option to forward the delegate any meeting invitations the instance generates or receives for you. It is set to False by default.
    4. Select Save.
    5. From the Delegation Rules related list, select Edit.
    6. Select the delegation rules records you authorize this delegate to have.
    7. Select Save.
      The Granular Delegate form returns.
    8. Select Update.

    View delegations assigned to me

    Use Granular Delegates list to view granular delegate records for the logged in user or employees that have delegated tasks to you.

    Before you begin

    • Role required: any role with access to task tables such as HR Task [sn_hr_core_task]
    • Create one or more Delegation Rule records
    • Verify that your delegate has access to the records specified by your delegation rules

    Procedure

    1. Navigate to All > Granular Delegation > Delegated to Me.
      A list of delegation records assigned to you appears.
    2. To view a delegation record, select the date link under the Starts column.
    3. To view the user record of the delegator, select the user link under the User column.
    4. To create a new the delegation, select New.
    5. Fill in the form.
      Table 3. Granular Delegate
      Field Description
      User Logged in user (delegator) who delegates service tasks to a delegate.
      Starts Date when service delegation begins. The default is the current date and time.
      Delegate User you want to delegate tasks to.
      Note:
      The default value is the logged in user. You need to change this to the user you are delegating tasks to.
      Ends Date when service delegation ends.
      All notifications Option to send the delegate a copy of all notifications you receive during the delegation period. Select this option when you want the delegate to receive the delegation notification. For example, you want the delegate to receive notifications about activity stream or record updates. It is set to False by default to avoid concerns around getting notifications that has critical and sensitive data.
      Note:
      Notifications with the Exclude Delegates option enabled override the True setting of this option. Use the Exclude Delegates option to prevent delegates from seeing confidential or protected information.
      Meeting invitations Option to forward delegates meeting invitations. Select this option to forward the delegate any meeting invitations the instance generates or receives for you. It is set to False by default.
    6. Select Save.
      The Delegation Rules related list appears.
    7. Select Edit to assign delegation rules to a delegate.
      You can use condition filters to search for delegation rules.
    8. Select delegation rules under the Collection column you want to assign to a delegate and move them to the Delegation Rules List column.
    9. Select Save.
      The Granular Delegate form returns.

    Using granular delegation on ServiceNow mobile

    You can use Granular Delegation to delegate tasks from ServiceNow® mobile.

    To delegate your tasks using the ServiceNow® mobile:
    • Select your HR profile
    • Add a delegate
    • Add details of the delegation
    • Submit the delegation

    For more information on the ServiceNow® mobile application, see ServiceNow Mobile.

    Delegate tasks using the ServiceNow mobile

    You can delegate tasks to other eligible users from the ServiceNow® mobile.

    Before you begin

    Role required: sn_hr_core.case_writer

    Procedure

    1. Navigate to the All > ServiceNow mobile home page.
    2. Select the HR profile icon in the top, right corner.
      Granular Delegation Mobile - Home page
    3. Select the edit icon (Edit icon).
      Granular Delegation mobile - Add delegate
    4. Select the Add a Delegate button.
    5. Fill in the form.
      Table 4. Granular Delegation mobile form
      Field Description
      Delegate Person authorized as a delegate.

      Select a person you want to delegate your duties to.
      Start date Date when the service delegation begins.
      End date Date when the service delegation ends.
      Duties The duties you want to delegate. A list of duties appears after you select Duties.

      Select the duties you want to delegate and a check mark appears next to the duty.
    6. Select Submit.
      Your Employee Profile appears. To see a list of people you have delegated tasks to, select the Delegates tab.

    View tasks delegated to you on the ServiceNow mobile

    You can use the ServiceNow® mobile to view tasks delegated to you.

    Before you begin

    Role required: sn_hr_core.case_writer

    Notification of delegated tasks are sent to your email address if your HR profile contains that information. For more information, see HR Profile.
    Note:
    If your company uses Connect, you can choose what notifications you receive. For more information on notifications, see Enable or disable Connect notifications globally.

    Procedure

    Navigate to the mobile All > Home > My Tasks.
    A list of tasks delegated to you appears.