Delegation — hand your work to a colleague while you're away

Going on leave? Delegation lets a colleague act on your behalf — approve your requests, handle your workflow items, even sign for you — for a period you choose, on the services you choose. This is a photo walkthrough of the whole thing, from setting it up to the colleague accepting it.

What delegation is — and is not

It is platform-wide from one place: a single delegation, managed inside DWMail’s settings, can cover several services at once. Each service then honours it on its own screens.

Part A — Give a delegation (the person going away)

Step 1 · Open Settings → Delegation (التفويض)

In DWMail, open Settings (the gear) and choose التفويض (Delegation) from the side menu — it sits just under Rules. The page has two halves: تفويضاتي (منحتها) — delegations you granted — and, lower down, مفوَّض إليّ (استلمتها) — delegations granted to you.

Step 2 · Click «تفويض جديد» (New delegation) and fill it in

One short form captures everything:

Part B — Accept a delegation (the colleague covering)

Nothing becomes active until the colleague agrees. They open the same page and look at the lower half — مفوَّض إليّ (استلمتها), “delegated to me”:

The moment they press قبول (Accept), the delegation becomes active (a green “active now” mark). From then until the end time, your assigned approvals and workflow items appear for them too.

Part C — Acting on behalf, and signing

• DWMail approvals — when the colleague opens one of your pending approvals, they see the Approve / Reject / Return buttons with an “بالنيابة عن {your name}” (on behalf of) badge beside them. The record keeps their name as the actor, noting it was on your behalf.
• WorkFlow requests — items assigned to you show up in their inbox; they can advance/return them on your behalf, again fully attributed to them.
• Signing (توقيع بالنيابة) — only if you ticked signing authority. The colleague signs a document with their own uploaded signature (never your signature image — that would be forgery), and the stamped block on the document reads «التوقيع: {الزميل} — بالنيابة عن {أنت}». If signing wasn’t included, the app clearly refuses: “this delegation doesn’t include signing authority”.

Part D — Ending it

• Automatically — at the end time you set, it simply stops.
• Manually — either side can end it early: the giver via إلغاء التفويض (revoke) on their row, the colleague via إنهاء (end) on theirs. It takes effect within about a minute everywhere.

And if there was no delegation? The admin safety valve

Delegation covers planned absences. For a sudden one — someone in hospital with an approval stuck on their name and no delegation in place — an administrator can open the pending-approvals console and reassign that approval to someone else, or cancel it. So work is never permanently stuck. (More in the Mail Pipeline guide and the capability table in Email §12.)

One-look cheat sheet