This feature provides a secure and audited process for you to designate another user to handle Vault responsibilities on your behalf on a temporary or ongoing basis. Vault tracks all activities performed by the delegate and logs those activities in audit trails that meet compliance standards.
Vault notifies delegates when new tasks become available, and those delegates can easily toggle between their own account and other delegated users’ accounts. Delegation is Vault-specific: If Thomas needs another user to manage both his PromoMats and Submissions Vaults, he will need to select a delegate in his user profile for each account.
An Admin must enable this functionality. Admins on individual Vaults can choose whether it will be available to Admins only, or to all users in the Vault. Admins can also restrict delegate candidates in certain groups by allowing users to grant delegate access only to other group members.
How to Access Delegated Accounts
When users delegate access to you, there are multiple ways you can access their accounts:
- Go to the Home tab and select from the Log in as menu in the left sidebar.
- If you have access to multiple Vaults, go to the My Vaults page and click into a Vault listed under Delegated Vaults.
When you’re logged in as another user who has access to multiple Vaults, you can switch between the Vaults to which you have access using the Vault selector.
Use the Return to your account link at the top of the page to sign out of the delegated account and return to your My Vaults page.
Once you are logged into a delegated Vault, the View My Vaults option will not be available from the Vault selector.
How to Delegate Your Account
Delegation is Vault-specific. For example, if Thomas adds Gladys as a delegate in his PromoMats Vault, she does not have access to his Submissions Vault unless he also adds her as a delegate in that Vault.
- From your user profile, scroll down to the Delegate Access section.
- Click the blue create user button in the top left of the table to add a delegate.
- In the dialog that appears, select Delegates for your account. See delegate requirement details below.
- Select a Start Date and End Date. This defines the time frame during which the user can access your account. You can also choose Never as an end date.
- Click Grant Access. Vault notifies the delegate(s) of the start and end dates via email. If the Grant Access button is inactive, a warning appears under the Delegates field to inform you that one or more selected users no longer have delegate permissions. This may occur rarely when delegate selection optimization is in progress.
Delegate Requirements
- A single user can have up to 25 delegates per Vault. If you have 25 delegates in your Vault but one of your delegates is inactive, you may add another delegate.
- A single user cannot have delegated access to more than 25 users per Vault.
- Users must have a security profile that grants permission to be allowed as a delegate.
- If enabled by an Admin, users must have membership to at least one common group to be allowed as a delegate.
Inactive Delegates
Vault does not cancel access when the group membership for a user changes after you have assigned delegate access. Vault counts delegates as inactive when:
- The user is inactive
- The Vault is inactive
- The delegate no longer has the correct access permission
How to Change or Revoke Delegated Access
You can change your delegated access settings at any time from the Delegate Access section in your user profile. To immediately remove a delegate’s access, hover over the user, click the Actions menu, then click Revoke Access. To make changes to the selected delegate user or dates, hover over the user, click the Actions menu, then click Edit. When you update or revoke access, Vault notifies the delegate of changes by email.
Delegation Scope
A delegate can perform all actions that you can, except:
- Completing Read & Understood workflow tasks
- Updating your user profile
Delegates will have access to your administrative privileges, and you should make sure that they clearly understand the actions they are to perform on your behalf.
While your account is delegated, Vault sends any notifications to both you and your delegate. Notifications sent to delegates do not include links to Vault content. Delegates must sign in to Vault to access content.
If you delegate access to a user and then that user delegates their own account, the third user cannot access your account. For example, if Teresa delegates to Thomas and Thomas delegates to Gladys, Gladys does not have access to Teresa’s account. However, delegates can modify your Delegated Access settings in order to re-delegate the account.
Audit Trail for Delegate Access
For actions included in the audit trail, Vault tracks any activities performed by the delegate on behalf of another user and logs those activities in audit trails that meet compliance standards. All activities done by the delegate will be logged in the audit trail as “{Delegate’s user name} on behalf of {Delegator’s user name}.”