Delegation in Viva Engage

Delegation in Viva Engage

The Viva Engage delegation feature allows any user in the organization to assign a delegate who can post and perform actions on your behalf. This feature can be helpful, for example, if you need to engage with your communities and followers but aren’t able to post as frequently as you’d like or will be away from the office. 

Any Viva Engage user can add another user from the same Viva Engage network as their delegate or delegate manager. When a delegate posts, the post will appear as if it was authored by the user who delegated the role. 

Any message posted by a delegate or delegate manager will trigger a notification for the user who will appear as the author of the post. All other delegates that belong to that user's delegate team will also get the notifications.  

Access the delegation dashboard 

To access your Delegate Settings, select Delegate management from the ellipses button on the top navigation bar of the Viva Engage Teams app. 

Add delegates 

1. To add delegates, type the user’s name into the Add delegate box

2. Choose the role of either delegate or delegate manage

3. Select the + to add the delegate

As you add delegates, you’ll be able to enable or disable storyline access through the toggle in the Delegate settings page. 

Delegate versus delegate manager 

Delegate Managers: 

• Can post on behalf of the delegator.

• Can remove or assign other delegates and delegate managers.

• If given storyline access (license required):

  • Post on behalf of in the delegator’s storyline.

  • Grant storyline access to other delegates/delegate managers.

  • Share and manage files in delegator’s storyline folder in One Drive.

• Can create AMAs on behalf of the delegator. (license required)

• View delegator’s personal and audience analytics. (license required)

  • Audience analytics will only be visible if the delegator is an identified leader.

• Can manage the delegator’s audience if the delegator is a leader.

Delegates: 

• Post on behalf of the delegator

• View delegator’s personal and audience analytics (license required).

  • Audience analytics will only be visible if the delegator is an identified leader.

• If given storyline access (license required):

  • Post on behalf of in the delegator’s storyline.

  • Share and manage files in delegator’s storyline folder in OneDrive.

Frequently asked questions 

Q: How many delegates can a user add? 

A: The limit is 20 delegates. 

Q: If User A removes User B as her or his delegate, then what happens to all the previous posts made by User B on behalf of User A? 

A: No changes will happen. All messages posted by User B on behalf of User A will continue to exist. These messages will continue to be shown as posted by User A. 

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

A: If a message was posted on behalf of the user leaving the company, then yes, the message will show in their data export. If the person leaving was a delegate posting on behalf of another user, then this message belongs to the other user, so it will not show in the data export of the person leaving the company. 

Q: What other actions can a delegate take on behalf of someone else? 

A: If User A assigns User B as her or his delegate, then User B can post, edit, and delete messages on behalf of User A. User B will not be able to apply reactions, such as Like and Thank, to any message on behalf of User A. 

Q: Can the delegate post private messages or messages in private communities on behalf of someone else? 

A: The delegate can only post in communities where both users have access. Delegates cannot post private messages on behalf of someone else. 

Q: Can User A post an announcement on behalf of User B? 

A: Yes, if the delegate is an admin in a community or storyline (if they have storyline access), she or he can post the message as an announcement. 

Q: Can delegates react on behalf of someone else? 

A: No. We’re currently evaluating this. 

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

A: Yes. 

Q: Who is eligible to add delegates or post on behalf of someone else? 

A: Everybody in your same tenant will be able to assign someone else to post on their behalf. Immediately after User A assigns User B as her or his delegate, both User A and User B will receive an email notification letting them know that User B has been assigned as a delegate of User A. 

Q: Is there a way for IT admins to review who can post on behalf of whom across the entire Viva Engage network? 

A: No. We’re currently evaluating this. 

Learn More

Overview of storyline in Viva Engage   

Storyline announcements in Viva Engage