Coupa Delegation

Users can delegate their receiving and approvals to another user for a designated period of time by using the Delegates functionality. It is possible to add multiple, overlapping delegates, and enable notifications.

You may find it helpful to assign delegates for your Coupa responsibilities to ensure continuity in the event that you will be on PTO or when you may otherwise not be able to fulfill the responsibilities of approvals or receiving assigned to your role. 

Turning on delegation and approval notifications

It is important to enable your "approval is needed" and "someone makes me a delegate approver" notifications so you are aware of what requisitions and expense reports require action from you and you are alerted whenever another Coupa user assigns you as their delegate. 

1. Click the dropdown arrow for your name on the top right of your Coupa page
2. Click on Settings
3. Click the tab for Notifications
4. Under the Platform section, find "My approval is needed". Click the checkbox for Online & Mobile and/or Email to enable the notification for requisitions and expense reports that require your approval. This notification also enables approval notifications during the delegation period
5. Also under the Platform section, find "Someone makes me a delegate approver". Click the checkbox for Online and/or Email
6. Scroll to the bottom of the page and click Save.

Assigning a Delegate for Yourself

Click the arrow next to your name in the top right of the screen and select "Settings"

Once on the settings screen, select "Delegates" and then click the "Create" button to create a new delegation instance. 

Once on the Delegates screen, you need to complete all fields denoted by an asterisk. 

• Delegate Type: It is up to your discretion and the needs of your specific role as to whether you would like to assign a delegate for approvals, receiving or both. Select the check box(es) that are most applicable to your situation.  
• Delegate: The person who should replace you in chain of command for receiving and approving. Please note the following in selecting an appropriate delegate: 
  • For both receiving and approvals, assigned delegates must be of an equivalent or greater level of permissions.
• Start Date/End Date: You need to specify the timeframe that this delegate will be in effect. There are no set time limitations. This can be edited at a later time if the timeframe for delegation needs to shift. The delegation period will automatically stop on the end date selected and there is no additional action required from you. 
• Reason: There are no set limitations to the reasons that a delegate should be assigned. It is up to your discretion and needs of the role as to what reason is entered. 

Click the "Save" button to assign the delegate.

Once saved, any new delegates will show under the blue bar on the Delegates screen.

Please note, that by default, you will continue to receive approvals and notifications during the delegation period. On the main Delegates page, you may opt to turn off your own notifications during the delegation period, and/or to be notified whenever a delegate approves something in your place, by selecting the appropriate check boxes. 

Once the delegation is assigned, items will start appearing in the delegate's to - do list. Items from the past that the original user has not yet completed will also show up.

Editing a Delegate Assignment 

To edit any details of a delegate assignment, click the pencil under "Actions."