3793875 - "Delegated by" Context Line in Workflow History Does Not Reflect Actual Delegator – Auto-Delegation Privacy Logic

In the workflow approval history, users observe a context line such as:

"Delegated by [Last Visible Actor] on behalf of [Step Approver]"

This message appears even though the named "Last Visible Actor" did not perform or initiate the delegation for that step. Customers may interpret this as an incorrect or misleading entry, believing that the last visible actor delegated the workflow on behalf of the step approver - which is not the case.

Example of confusing history entries:

The customer questions why Approver A appears in the Step 2 delegation context line, when Approver A has no involvement in Step 2's delegation.

SAP SuccessFactors Employee Central

• Workflow Delegation (Auto-Delegation)

1. Ensure that a multi-step workflow is configured with Is Delegate Supported set to Yes for the relevant workflow foundation object. 
2. Ensure that the Step 2 approver (e.g., Step 2 Approver) has an active Auto-Delegation configured.
   • in Homepage → Delegate My Workflows or
   • via Admin Center → Manage Data → Auto Delegate Config. 
3. Initiate a workflow request as an employee (e.g., a data change or hire request).
4. Have Step 1 Approver's delegatee (e.g., Approver A) approve Step 1 of the workflow on behalf of Step 1 Approver.
5. Navigate to the Workflow History or Workflow Details page.
6. Observe the context line generated for Step 2 before the Step 2 delegatee takes action.

Expected (but confusing) result: The history displays: "Delegated by Approver A on behalf of Step 2 Approver" - even though Approver A has no role in Step 2's delegation.

This is expected system behaviour. The workflow history UI is designed with a privacy-protection mechanism that prevents the identity of a delegatee from being disclosed until they have actively engaged with (e.g., approved or rejected) the workflow item. 

The system logic works as follows:

1. Delegation routing occurs silently: When a workflow step is routed to an approver who has an active auto-delegation configured, the system internally routes the task to the designated delegatee. However, the delegatee's identity is not yet revealed in the history. 

2. Privacy placeholder is generated: To signal that the step is operating under a delegation - without exposing the delegatee's identity prematurely — the system generates a context line referencing:

   • The last visible actor in the workflow history (i.e., the most recent user whose name is already displayed), and
   • The step approver for whom the delegation is in effect. 

3. Delegatee identity is revealed only upon action: Once the delegatee takes action on the workflow (approves, rejects, etc.), they become "privy" to the transaction and their name is displayed as: "Approved by [Delegatee] on behalf of [Approver]." 

Applying this to the example scenario:

• Step 1: Approver A approves the workflow on behalf of Step 1 Approver. Because Approver A performed an action, their name is visible in the history.
• Step 2 (context line): The system detects that Step 2 Approver has an active auto-delegation. To protect the Step 2 delegatee's identity, it generates the placeholder: "Delegated by Approver A on behalf of Step 2 Approver." Approver A is referenced here solely because they were the last visible actor - not because they performed or initiated the Step 2 delegation.
• Step 2 (action line): Once Delegatee B approves Step 2, their identity is revealed: "Approved by Delegatee B on behalf of Step 2 Approver." 

Additional note: It is also expected behaviour that the workflow request confirmation screen continues to display the original approver's name even when auto-delegation is active. The system does not change this screen to reflect the delegatee.

This behavior is working as designed. No configuration change or fix is required.

Key clarifications:

1. The "Delegated by [User A] on behalf of [Approver B]" line is a privacy-preserving placeholder, not a record of who performed the delegation action. 
2. User A (the last visible actor) appears in this line only because they were the most recently identified user in the history - not because they delegated anything on behalf of Approver B.
3. The definitive record of who approved a step is always the "Approved by [Delegatee] on behalf of [Approver]" entry, which is generated only once the delegatee takes action. 
4. The request confirmation screen showing the original approver's name (rather than the delegatee) is also expected behaviour.

To verify auto-delegation is correctly configured, confirm the following:

• 2080882 - Employee Central - Workflow Delegation (General Overview)
• 3516135 - Approver remains original user even though auto delegation is enabled in Manage Data 
• 3417693 - Workflow delegation dynamics: delegation invalidation
• 3263022 - Employee Central - Workflows (Collection) 
• 3638477 - Can We Customize Delegation Workflow Email Notifications 
• 2787479 - Enabling Four-Eyes Principle on Workflow Step Approvals
• SAP Help Portal – Delegating Workflows (1H 2026) 
• SAP Help Portal – Automatic Delegation

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