Enable someone to post to Viva Engage on your behalf

Delegates in Viva Engage

There are two types of delegates in Viva Engage, a Delegate and a Delegate manager:

• A Delegate can post on behalf of another user, but can't add or remove other delegates on that user's behalf.

• A Delegate manager can post on behalf of another user, and can also add or remove other delegates on that user's behalf.

Any Viva Engage user can add another user from the same Viva Engage network as their Delegate or Delegate manager.

Any post authored by the Delegate or Delegate manager will appear, to other network users, to have been authored by delegating user. However, attachments uploaded for the post will be marked as owned by the Delegate or Delegate manager.

Any message posted by a Delegate or Delegate manager will trigger a notification for the delegating user, who will appear as the author of the post. All other delegates on the delegating user's Delegate team will also receive the notification.

Add a user as a Delegate or Delegate manager

1. In Viva Engage, select the More options icon in the top right corner.

2. Select Delegate management.

3. Enter the name of the person who will be the Delegate or Delegate manager.

4. In the Choose a role dropdown, choose Delegate or Delegate manager.
   
   Your Delegate or Delegate manager can now start posting on your behalf in any public or private Viva Engage community that both of you have access to.

   Note: When a Delegate is added to, or removed from, a delegate team, both the delegating user and everyone on the delegate team will receive email notification regarding this action.

FAQ

Q: How many delegates can I add?

A: You can add up to 20 delegates.

Q: If I remove a user as my delegate, what happens to all the previous posts made by that user on my behalf?

A: Nothing. The messages posted on your behalf by that user, when they were a delegate, will continue to exist and appear as messages posted by you.

Q: If an employee leaves the company, would their delegated posts show in their data export?

A: Messages posted on behalf of the user who has left the company will show in their data export.
If the person leaving the company was a delegate posting on behalf of another user, then the messages they posted as a Delegate belong to the delegating user and as such won't show in the data export of the person leaving the company.

Q: What actions are not allowed for a Delegate?

A: While your Delegate can post, edit, and delete messages on your behalf, they can't apply reactions, such as Like and Thank, to messages on your behalf.

Q: Can my Delegate post private messages, or messages in private Viva Engage communities, on my behalf?

A: Your Delegate can only post in the Viva Engage communities, public or private, to which you both have access.
Delegates cannot post Viva Engage private messages on behalf of someone else.

Q: Can I post an announcement on behalf of my Delegate?

A: Yes, if your Delegate is an admin in the Viva Engage community, she or he can post a message as an announcement.

Q: Can my delegate react on behalf of someone besides me?

A: No.

Q: Can my delegates reply to other messages on behalf of someone else?

A: Yes.

Q: Can my delegates post on behalf of someone else in the Viva Engage integrated experience in Outlook, SharePoint and Teams?

A: Yes.

Q: Which users can add delegates to or post on behalf of someone else?

A: Every user in your same tenant can add delegates to post on their behalf.
Immediately after you add a user as your Delegate, both you and your Delegate will receive an email notification letting you know that they have been added as your Delegate.

Q: Can Viva Engage network admins review delegating users and delegates across the entire Viva Engage network?

A: No.

Q: Can Viva Engage network admins revoke delegation permissions?

A: No.

Q: Can verified admins assign delegates on behalf of a Viva Engage user?

A: No. Only the delegating user can add delegates on their behalf. However, delegating users can add other users as delegate managers. Delegate managers can add or remove delegates on behalf of the delegating user.

Q: Do all delegates get a notification when one Delegate posts?

A: Yes.

Q: Can I turn off this feature for my network?

A: No.

Q: Can Viva Engage network admins identify all the messages that my Delegate posts on my behalf?

A: Yes. Viva Engage network admins can do this by exporting the network data and then filtering, in the .csv file, for rows that include a user’s id in the delegate_id column.