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1 What is a Delegate? Delegates can act on behalf of those that assigned them as a delegate (usually in their absence), performing certain actions within viaone express. For example, an executivee goes out of town and wants an assistant to manage their associates during the absence. The executive adds the assistant as a delegate so the assistant can act on behalf of the executive. On desktop devices: Delegate feature is available from the Delegate tab on the top of each page. On mobile devices: Delegate feature is available from the Delegate links from the navigation menu at the top right of the screen Figure 2 Delegate Tab on Desktop Device Figure 1 Delegate Links on Mobile Device Note: This feature is available only to users with the proper authority, such as supervisors or managers. You may assign multiple delegates, as needed. You may only act as a delegate when another supervisor or manager has assigned you as their delegate.

2 Acting as a Delegate If a supervisor or manager has made you their delegate, you can act on behalf of that individual, performing certain actions in viaone express. To act as a delegate: 1. Click the Delegate tab at the top of the page (on desktop devices) or the navigation menu at the top right of the screen (on mobile devices) and select Act as Delegate. 2. Click Act as Delegate for the supervisor or manager for whom you wish to act as a delegate. The Manager Dashboard page is displayed. Figure 3 Acting as a Delegate Message At the top of the page (and all subsequent pages), a message indicates that you are acting as a delegate for someone else. Note: To stop acting as a delegate, click. Page 2

3 Managing Delegates You can assign delegates or remove associates from your list of delegates from the Manage My Delegates page. You can assign multiple delegates if needed. See the next page for instructions on how to manage your delegates. When you manage delegates, you can: Add someone as your delegate (if not already selected) ). Extend the period for which the associate may act as your delegate. What are permissions? Permissions are the functions that you can allow or prevent a delegate from performing. Delegates can only perform the functions granted to them when they act as your delegate. You can grant t or deny the following permissions: Report intermitten absence: If granted, the delegate can report an intermittent absence forr you and your associates. Length of time a delegate has remaining: If granted, the delegate can extend the delegation period (the amount of time before delegation privileges expire). Delegation periods are 365 days. Grant or deny the delegate s permissions. Remove someone as your delegate. Report new claim: If granted, the delegate cann report a new claim for you and your associates. Note: All permissions are granted by default, so if you want a delegate to be limited, you must edit their permissions from the Manage My Delegates or Manage Other Delegates pages. Remove associates as your delegates when the privilege is no longer needed. Page 3

4 Managing Delegates ( continued) To manage your delegates: 1. Click the Delegate tab and select Manage My Delegates. 2. Specify a delegate s name, ID, or hire date in the fields provided. To search only for people already assigned as your delegate, select the My Delegates option. 3. Click Search. The Search Results page displays those matching your search criteria. 4. Click the appropriate icon next to the delegate you want to manage. Figure 4 Delegate Search Results Page 4

5 Exporting and Saving Files You can download and save a copy of viaone express information from the Claim/Case Search, Leave Calendar, Manage My Delegates, and Manage Others Delegates pages. To export a file: 1. From the Select One drop down at the bottom of the page: o To open as a spreadsheet in Microsoft Excel, select CSV. o To open the file in.pdf format for easy viewing, select PDF. 2. Click Export. 3. Save the file. Figure 7 Select One Drop Down and Export Button Figure 5 Exported PDF File Figure 6 Search Results Page with Export Feature Page 5

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