The post on behalf of another user feature in Viva Engage enables users in your organization to assign a delegate who can post on their behalf. Delegates are helpful, for example, for users who need to engage with their communities and colleagues but aren't able to post as frequently as they’d like.
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 add or remove other delegates on that user's behalf.
Any Viva Engage user can designate another user from the same Viva Engage network as their own Delegate or Delegate manager.
Any post authored by a Delegate or Delegate manager appears, to other network users, as authored by the delegating user.
Tip
Post attachments are marked as owned by the Delegate or Delegate manager.
Messages posted by a Delegate or Delegate manager trigger a notification for the delegating user, who appears as the author of the post. All delegates on the delegating user's Delegate team also receive the notification.
Note
The above information will be recorded and displayed in the data export records, and viewable by Viva Engage network admins.
Add a user as a Delegate or Delegate manager
In Viva Engage, select More
next to your account name in the top left corner.Select Delegate management.
Enter the name of the person to be a Delegate or Delegate manager.
In the Choose a role dropdown, choose Delegate or Delegate manager.
Your new Delegate or Delegate manager can now post on your behalf in any public or private Viva Engage community for which both of you have access.
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 30 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. All messages posted on your behalf by former delegates 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.