How to Use the Delegated Actions Workflow

This article is a guide to using the Delegated Actions workflow in FastDraft.

This guide contains the following:

• Training Video: How to Delegate Actions
• Introduction
• How to use Delegated Actions
• Admin - How to enable cross-party Delegation

Training Video: How to Delegate Actions

Introduction

It is essential on any project under NEC that the right person is giving an instruction or a notification that they are empowered contractually to do. It is a common issue on projects that instructions are given and followed by someone who is not authorised to do so and it results in numerous problems and affects relationships.  Within contract data, there will be a named Project Manager, Contractor and Supervisor. These are the people who are authorised to issue communications in accordance with the contract.  If they wish to delegate this power to anyone else within their team, then it needs to be communicated in writing.  Within the Contract Management Platform we have seen this necessary to make as a standalone form, so that it is clear at any point in time, who is and who is not authorised to issue communications within the contract.

How to use Delegated Actions

In the left-hand navigation panel, under Delegated Actions, select either Project Manager Delegated Actions or Supervisor Delegated Actions.

Click Create New

Enter the subject and your comments. 

Select who the actions will be delegated to from the dropdown list - by default PMs can only delegate to PMs, and Supervisors can only delegate to Supervisors. See here for more information on how to change this so that delegation can be done across both parties.

Select the start and end date for the delegation.

Once you're ready, click Create Draft.

You can make any amendments to the Delegated Action while it is still a draft, and you can also add any attachments necessary.

Once you are ready, click Communicate Delegated Action.

Click Communicate.

The Delegated Action will now show as Communicated in the register, and the appropriate person(s) will be notified by email.

Note: Please note that Contractual delegation, system roles and permissions are not linked. So when you delegate duties under the contract,  you will still need to request that the system roles and permissions are updated, by contacting your Super User, or by raising a ticket with support@builtintelligence.com.

Admin - How to enable cross-party Delegation

By default, parties can only use the Delegated Actions workflow to delegate within their own party (e.g. PMs can delegate to PMs but not Supervisors). This is configurable by using the contract template - see below for how to enable cross-party Delegation.

Under Settings, click Contract Template.

Click Delegated Actions, then Placeholders.

In the dropdown, select AllowCrossPartyDelegations.

Toggle Enabled to Yes, and click Update Placeholder.

Click Update Workflow Group.

Click Save Changes.