Is there a way to make a custom record for PO approval delegation setup (original approver, delegate, start and end dates) work without scripting?

I’ve built an approval delegation function using workflows. It can be a lot of back and forth but it does work I made a custom record like you mentioned with original approver, delegate to, start date, end date, etc. and the custom record is a child of the employee record (original approver) Also make a field on employee record called delegate to Then make 3 scheduled workflows 1. employee WF - finds employees where delegate to = NULL and delegation start date is today then Sets a field called “delegate to” on the employee record. It is triggered by the delegation cust record start date 2. Transaction WF - looks for all POs in pending approval state where the next approver.delegate to is not empty. Then changes the next approver to be the delegate and sends an email to them 3. Employee WF - looks for employees with delegate to set to Not Empty and the delegation end date is on or before today. Then sets delegate to = NULL

Ahhh that sounds great. Thank you. As for the custom online form, that's also a great idea since we have approvers who don't have access to NS. Is there a way to impose security check for the online form without scripting? For example, when an approver resigns, he can still have access to the link, and when he goes rogue, he might spam the online form. Just trying to be ready here as I will be challenged by the compliance officer. Sounds paranoid though haha

You could try to implement some sort of password like they enter a password and you compare to a field on their record and reject it if the “passwords don’t match” 🤷‍♂️

Sorry one more thing. I just realised that our delegates are stored in the department records as a multi-select field since there may be different delegates and multiple delegates depending on the department for ONE specific original approver. And our delegates are kind of pre-defined already in Department records. We wanted to use a custom record so we won't need them to access the Department records and to allow non-NS users to activate a delegation like in your example. So EMP A may delegate it to EMP B and EMP C for Dept. 1 but to EMP D for Dept. 2. That being said, I tried to apply what you said but to the Department record. I created a custom Department field in the custom record but the Record is Parent is disabled. Any idea why? Thanks a bunch again.

Probably because it’s a gl impacting segment

As for the online form, the password sounds really clever. I can prolly create a custom field in the Employee record to store the password. And then when somebody tries to create an approval delegation record, the pw they enter will be compared to the EE record before record submit. If it doesn't match, then the record won't be created.

Yea that works. And you can use a return user error action to display “incorrect password” or some thing

Perfect. Thanks! That's really helpful. And I was wrong about using department in the custom record. Since the delegates are already pre-defined, I just need the original approver and the dates in the custom record where Employee record is the parent. And then I can still apply the 3 workflows then that you mentioned. I'll just use a custom field for the delegate approver in the PO since we can have multiple. And instead of sourcing the delegate from the Employee record, it will be sourced from the Department record.