Using the Project Server Delegation Feature

With the release of Microsoft Project Server 2010, users were introduced to the Delegate feature. This feature allows one user to act as another and provides them with all of the same privileges and permissions in Project Web App (PWA). For example, a Project Manager is going on vacation for the next two weeks. His work can’t just sit and wait so he needs to set up a delegate session in order for someone else to complete tasks in PWA on his behalf.

The delegates feature is turned on globally by default for the administrators group. However, if you want to allow your team members to setup delegate sessions for themselves, there are a few settings that need to be adjusted from the defaults in the Security Settings. This article will cover how to give team members access to Manage Delegates, how to set up a Delegate Session, starting and stopping the Delegate Session, and deleting the Delegate Session.

Steps to setting up you PWA environment to allow team members to Manage Delegates:

In order for Users with the ‘Team Members’ permission to setup and initiate a delegation session, the default ‘Team Members’ group must be given 3 global permissions: ‘Can be Delegate’, ‘Manage my Delegates’, and ‘Manage Resource Delegates’

There is also one ‘Category Permission’ that needs to be allowed, ‘Manage Resource Delegates’.

Note: You must be an administrator to change security permissions.

Steps to set up a Delegation Session:

Click the ‘Personal Settings’ link in the Quick Launch menu then click the ‘Manage Delegates’ link under the ‘Personal Settings’ heading.

To set up a new delegation click the ‘New’ button.

In the ‘Set Delegation Period’ section of the page, select the date range from which you would like the delegate your work. The date range is set to 7 days by default.

In the ‘Set Delegate’ section of the page, select the person you would like to act as your delegate. I prefer to click the ‘Browse’ button as it pulls up a list of all users which makes it easier to select the right one. NOTE: If you are a Project Manager, then you will not be able to select a name in the ‘Working on Behalf Of’ section, this is typically only available for administrators.

Click the ‘Save’ button and your delegation session is set up.

After your Delegate session is set up you can now start the session by going back to ‘Personal Settings’ and click ‘Act as a Delegate’. From there you will select the delegate session you would like to begin and click ‘Start Delegate Session’.

In order to end your delegate session you will then click ‘Stop Delegate Session’.

Steps to set up a Delegation Session as an Administrator:

As an administrator you are able to set up a delegate session for any user to act on behalf of another.

Click the ‘Server Settings’ link in the Quick Launch menu then click the ‘Manage Delegates’ link under the ‘Security’ heading.

You will then have a list of any existing delegations, from here you can filter through or delete.

To set up a new delegation click the ‘New’ button.

In the ‘Set Delegation Period’ section of the page, select the date range from which you would like the delegate your work. The date range is set to 7 days by default.

In the ‘Set Delegate’ section of the page, select the person you would like to act as your delegate. I prefer to click the ‘Browse’ button as it pulls up a list of all users which makes it easier to select the right one.

In the ‘Working on Behalf Of’ section of the page, select the person who needs someone to work on their behalf. Once again you can type the user’s name or click the ‘Browse’ button.

Click the ‘Save’ button and your delegation session is set up.

Removing a Delegation to a Co-Worker:

In PWA click the ‘Personal Settings’ link (in the Quick Launch menu).

From the ‘Personal Settings’ page, click the ‘Manage Delegates’ link.

From the ‘Manage Delegates’ page, locate the delegation to be removed and select the row in the table.

Click the ‘Delete’ button in the ‘Delegate’ section of the ‘Delegations’ ribbon.

Your delegate session is now deleted.

You should now have the needed skills to use this feature effectively.