Brightflag’s Invoice Delegation feature allows Admin users to temporarily assign invoice approval responsibilities to another user during absences, such as vacations or sick leave.
🔹 How It Works
Assigning a Delegate
Admin users can assign a delegate via the User Management page:
1️⃣ Navigate to Menu > Admin Settings > User Management
2️⃣ Select the user requiring delegation
3️⃣ Choose a delegate from the list of eligible users
4️⃣ Set the start and end dates for the delegation period
5️⃣ The changes will save automatically
📌 Notes:
Delegates must have the same or higher approval limits as the original user (if applicable).
Changes are retroactive for any invoices pending the absent user's review.
The "Delegate to" user will have access to approve invoices pending their own and the absent user's review.
Setting the "Start Date" to today's date will make the changes take effect immediately.
🔹 Delegate Permissions
✔ View and act on their own invoices
✔ Access & approve/reject invoices assigned to them within their approval limits
🔹 Email Notifications
🔔 Delegates receive automatic notifications when:
✔ They are assigned as a delegate
✔ Their delegation period is updated
✔ A new invoice is assigned to them for review
📩 Sample Email Notification:
"You have been delegated to review invoices on behalf of Joe Bloggs for the period 04 - 10 Oct 2024."
🔹 Preventing Delegate Conflicts
🚨 A delegate cannot be assigned if they are already delegated for another period.
💡 Error Message: If a conflict occurs, an error will block the action.
🔹 Can the Original User Approve Invoices During the Delegation Period?
❌ No. Once a delegate is assigned, they assume all invoice approval responsibilities until the delegation period ends.
Q: If I delegate a user to approve invoices while I am away, will they have to approve twice if they are already an approver on that invoice at a different stage?
A: Yes, in this scenario, the delegated user may have to approve twice.