Introduction
Delegations in SurePact allow users to transfer record responsibilities and/or ownership to another user. This is useful when someone is on leave, changes roles, or is offboarded. Delegating records ensures continued oversight and prevents disruptions in record management.
Delegations can transfer:
🔄 Record Ownership & Management – Updates the assigned Record Owner or Record Manager.
✅ Tasks & Activities – Reassigns all open tasks and activities assigned to the selected user.
🗑️ Membership Removal – Option to remove the previous user from the delegated records.
Delegations can be applied to:
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Portfolios
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Projects
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Contracts
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Grants
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Assets
What is a Delegation?
A Delegation is the process of transferring control of specific records, tasks, or activities from one user to another.
Key Points About Delegations:
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Delegations can update both the Record Owner and/or Record Manager, depending on where the selected user is assigned.
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A user can only delegate their own assigned records unless they are an Administrator, who can delegate records on behalf of others.
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Delegations apply to all records of a specific type (e.g., all grants, all projects, etc.), but individual record selection is available.
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Delegations include tasks and activities assigned to the selected user.
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All delegation history is recorded in the Governance Log for each record.
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All historical delegations can be viewed in the Delegations tab under Profile, which includes:
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Date of delegation
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Type of record delegation
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Record title (e.g., Grant, Portfolio, etc.)
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From User and To User
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Filtering options to view delegations for a specific user via the dropdown menu on the top-right
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How to Create a Delegation
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Click on the User Icon in the top-right corner.
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Select Delegations from the dropdown menu (
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Click Create Delegation.
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In the Delegation Wizard:
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Select the From User (from a dropdown list of users in your tenancy).
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Select the To User (the newly assigned user).
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Choose whether to remove the From User from the records.
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- Click Next.
- Select the relevant records to be reassigned:
- Use the header bar to quickly locate records by type.
- Apply filters to refine the record list.
- Tick the option to include archived records if needed.
- Click Add New Delegation.
- A popup will then appear, asking you to confirm the records being delegated.
- If correct, click Ok, and the delegation is complete!
💡 Tip: Use the filter and search options to quickly locate records assigned to the From User.
Best Practices for Delegations
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Delegate records before offboarding a user to ensure no records are left unmanaged.
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Include open tasks and activities in the delegation to avoid delays in approvals or assignments.
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Remove the previous user from records if they no longer require access.
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Assign delegations in advance when users take extended leave or move to another department.
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Ensure the receiving user is aware of their new responsibilities after a delegation.
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Regularly review records to confirm appropriate managers and owners are assigned.
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Use the Delegations tab to review past delegations and confirm assignments.
Troubleshooting Delegations
❓ Cannot find the user in the delegation list? → Ensure they have an active SurePact account.
🔄 Records did not transfer? → Verify that the delegation was saved correctly and that the intended records were selected.
✅ Tasks or activities were not reassigned? → Tasks and activities will only transfer if they were originally assigned to the selected From User. If they were assigned to a different user, they will not be included in the delegation.
🔁 Can delegations be undone? → No, delegations cannot be reversed. However, you can create a new delegation to transfer records back to the original user. Alternatively, if you are the Record Manager, you can manually reassign the record or activity.
📂 Where can I review past delegations? → Navigate to the Delegations tab under Profile and use the filter to view delegations by user.