Post#21: Delegation Constraints in Workflow

If you use workflows in DAX on transactions there are times you need to delegate a user’s approval to another user this is normal. However if you get a request to delegate a user 1 to two other users, user 2 and 3 for all what happens ?

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You may be fooled into thinking DAX can delegate all requests for a user to multiple users but the fact is that it does not work. DAX works on the basis that it takes the first valid record and ignores the rest. This is kind of the same logic trade agreements and posting profiles work on.

It is important to explain this concept to the business users. The only way to make this work if user 1 delegates specific modules or workflows to user 2 and user 3 and makes sure there is no overlap.

DAX allows you to add 2 users as delegate as shown below but even though both of the lines are enabled and valid only the first valid record will be used. The 2nd line for user3 will be ignored and never used.

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I couldn’t find any details online stating this so I thought I would share it with the community.

Keep on DAXing ppl.

Related post:

Post#13: How to view Delegations in AX

4 thoughts on “Post#21: Delegation Constraints in Workflow

  1. Thank you for this information. I thought it worked this way, but wasn’t sure. Another workflow/delegate question. I have a workflow that approves based on the user’s role. If a user is assigned as a delegate but does not have the user role assigned as defined in the workflow, will the delegation work? For example… User A has the role “G/L approver” assigned. The workflow indicates that the approval goes to all users who have “G/L approver” role. User A assigns User B as her delegate. User B does NOT have the role, “G/L Approver” assigned to them. Will workflow exception occur?

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    1. User A may delegate to User B, if user B does not have the same security roles assigned to him he will not be able to approve the same.

      Even if you set workflow by groups, User B does not need to be part of the same group as User A, delegation will still work. It just checks the security role for a delegate. Additionally the user must be an enabled user in the system else the workitem creation itself will fail.

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