Delegating Approval Tasks Without Losing Control
Platform
Web Application
Financial Software
Team Formation
Cross-functional Team
Product Design, Engineering
Product Management
Duration
3 months (1 month design, 2 months development)
Workflow Flexibility in Enterprise
As part of a broader initiative to improve flexibility and operational efficiency in complex approval workflows, I designed the Out of Office feature — a system that allows users, especially managers and finance roles, to delegate their approval responsibilities while they are away.
The Problem
In many organizations, approval workflows tend to block when key reviewers are temporarily unavailable. Requests and expenses get stuck waiting for someone who's not working, while finance teams continue to chase them, unaware that they're on leave.
Admins are reluctant to manually modify user roles or workflows for just a few days, as it adds risk and complexity to system configuration. This creates a significant operational challenge for enterprise organizations.
The Solution
The Out of Office feature introduces a seamless way to handle temporary delegations. Users (or Super Admins) can define a delegation period and select a colleague with the right permissions to take over specific approval duties, such as expense reviews or fund requests.
Eliminating Workflow Bottlenecks
Operational Efficiency
By reducing manual intervention and avoiding workflow bottlenecks, this feature provides enterprise-level flexibility without sacrificing governance.
Enterprise Value
Empowers large organizations to keep their approval flows running smoothly, even when key team members are temporarily unavailable.
Key Results
Reduced Workflow Delays
Eliminated approval bottlenecks during team member absences, ensuring continuous business operations
Improved Operational Efficiency
Streamlined delegation process without manual admin intervention, reducing administrative overhead
Enhanced Governance
Maintained security and control while providing flexibility, ensuring compliance requirements are met
Control, Without Complexity
I designed a comprehensive delegation system that enables secure temporary delegation while maintaining enterprise-level control and compliance. The solution allows businesses to empower employees with delegation capabilities within defined limits and approval workflows.
Core Features
- Setting a start and end date for the out-of-office period
- Delegating approval responsibilities to eligible users
- Notification system for delegation acceptance
- Clear in-app banners for out-of-office status
Security & Control
- Delegates can distinguish between regular and delegated tasks
- Admins can edit or revoke delegations at any time
- Role-based permissions ensure proper access control
- No permanent changes to account permission structure