--- title: Creating Delegations in SurePact description: 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 e --- [Skip to content](https://support.surepact.com/creating-delegations#main-content) English Show submenu for translations [Submit a ticket 🎫](https://support.surepact.com/kb-tickets/new?hsLang=en) [Customer portal](https://portal.surepact.com/tickets-view?hsLang=en) ![0224\_Surepact\_Logo-Primary-1.png\]](https://support.surepact.com/hs-fs/hubfs/0224_Surepact_Logo-Primary-1.png?height=43&name=0224_Surepact_Logo-Primary-1.png) Open main navigation Close main navigation - English Show submenu for translations - [Submit a ticket 🎫](https://support.surepact.com/kb-tickets/new) - [Customer portal](https://portal.surepact.com/tickets-view) - Visit our website! Visit our website! Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [SurePact | Knowledge Base](https://support.surepact.com/?hsLang=en) 2. [Administration & System Setup](https://support.surepact.com/administration-system-setup?hsLang=en) # Creating Delegations in SurePact ### **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: - **Portfolios** - **Projects** - **Contracts** - **Grants** - **Assets** ![](https://support.surepact.com/hs-fs/hubfs/image-png-Feb-25-2025-08-23-24-5653-AM.png?width=688&height=102&name=image-png-Feb-25-2025-08-23-24-5653-AM.png) ### **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:** - Delegations **can update both the Record Owner and/or Record Manager**, depending on where the selected user is assigned. - A user can only delegate **their own assigned records** unless they are an **Administrator**, who can delegate records on behalf of others. - Delegations **apply to all records of a specific type** (e.g., all grants, all projects, etc.), but individual record selection is available. - Delegations **include tasks and activities** assigned to the selected user. - All **delegation history is recorded in the Governance Log** for each record. - All **historical delegations** can be viewed in the **Delegations tab under Profile**, which includes: - Date of delegation - Type of record delegation - Record title (e.g., Grant, Portfolio, etc.) - From User and To User - Filtering options to view delegations for a specific user via the dropdown menu on the top-right ![](https://support.surepact.com/hs-fs/hubfs/image-png-Feb-25-2025-08-26-13-6924-AM.png?width=688&height=109&name=image-png-Feb-25-2025-08-26-13-6924-AM.png) #### **How to Create a Delegation** 1. Click on the **User Icon** in the top-right corner. 2. Select **Delegations** from the dropdown menu (![](https://support.surepact.com/hs-fs/hubfs/image-png-Feb-25-2025-08-28-48-5488-AM.png?width=23&height=27&name=image-png-Feb-25-2025-08-28-48-5488-AM.png)) 3. Click **Create Delegation**. 4. In the **Delegation Wizard**: - **Select the From User** (from a dropdown list of users in your tenancy). - **Select the To User** (the newly assigned user). - **Choose whether to remove the From User from the records.** 5. Click **Next**. 6. 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. 7. Click **Add New Delegation**. 8. A **popup** will then appear, asking you to **confirm the records being delegated.** 9. 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. ![GIF - DELEGATIONS](https://support.surepact.com/hs-fs/hubfs/GIF%20-%20DELEGATIONS.gif?width=688&height=307&name=GIF%20-%20DELEGATIONS.gif) ### **Best Practices for Delegations** - **Delegate records before offboarding a user** to ensure no records are left unmanaged. - **Include open tasks and activities in the delegation** to avoid delays in approvals or assignments. - **Remove the previous user from records** if they no longer require access. - **Assign delegations in advance** when users take extended leave or move to another department. - **Ensure the receiving user is aware of their new responsibilities** after a delegation. - **Regularly review records** to confirm appropriate managers and owners are assigned. - **Use the Delegations tab to review past delegations and confirm assignments.** ![](https://support.surepact.com/hs-fs/hubfs/image-png-Feb-26-2025-01-26-18-4464-AM.png?width=332&height=81&name=image-png-Feb-26-2025-01-26-18-4464-AM.png) #### **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. - [Getting Started (For All Users)](https://support.surepact.com/getting-started-for-all-users?hsLang=en) - [Funding Programs (For Grantmakers)](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#main-content) - [Creating & Managing Funding Programs](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#creating-managing-funding-programs) - [Application Round(s) Setup](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#application-rounds-setup) - [Application Review, Allocations, Funding Agreements](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#application-review-allocations-funding-agreements) - [Program Delivery and Reporting](https://support.surepact.com/funding-programs-for-grantmakers?hsLang=en#program-delivery-and-reporting) - [Funding Opportunities (For Applicants & Recipients)](https://support.surepact.com/funding-opportunities-for-applicants-recipients?hsLang=en#main-content) - [Applying for a Funding Opportunity](https://support.surepact.com/funding-opportunities-for-applicants-recipients?hsLang=en#applying-for-a-funding-opportunity) - [Tracking & Managing Applications](https://support.surepact.com/funding-opportunities-for-applicants-recipients?hsLang=en#tracking-managing-applications) - [Grant Management & Reporting](https://support.surepact.com/grant-management-reporting?hsLang=en) - [SurePact Records](https://support.surepact.com/surepact-records?hsLang=en) - [Portfolios](https://support.surepact.com/portfolios?hsLang=en) - [Projects & Contracts](https://support.surepact.com/projects-contracts?hsLang=en#main-content) - [Project Management](https://support.surepact.com/projects-contracts?hsLang=en#project-management) - [Managing Contracts Within Projects](https://support.surepact.com/projects-contracts?hsLang=en#managing-contracts-within-projects) - [Risk, Compliance & Asset Management](https://support.surepact.com/risk-compliance-asset-management?hsLang=en#main-content) - [Risk & Issue Management](https://support.surepact.com/risk-compliance-asset-management?hsLang=en#risk-issue-management) - [Asset Management](https://support.surepact.com/risk-compliance-asset-management?hsLang=en#asset-management) - [Administration & System Setup](https://support.surepact.com/administration-system-setup?hsLang=en#main-content) - [External Assessors](https://support.surepact.com/administration-system-setup?hsLang=en#external-assessors) - [Common Processes](https://support.surepact.com/common-processes?hsLang=en) - [Release Notes & Support](https://support.surepact.com/release-notes-support?hsLang=en#main-content) - [What's New in Version 6?](https://support.surepact.com/release-notes-support?hsLang=en#whats-new-in-version-6) - [What?! 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