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How to Grant Authority in Authority Manager

Note: You may only grant authority that has been granted to you with the can grant or can only grant condition. Only the authority you have available to grant will be displayed to you in the authority-granting wizard.

  1. Click Grant Authority in the top left corner of Authority Manager.
  2. Enter the SUNet ID (preferred) or name of the person you want to grant authority to and then click Search. Only people in the Stanford administrative and academic communities can receive authority. Click the name of the appropriate person.

    Click the name of the person
  3. Select the category of functions to be granted. Click the more info iconto see what privileges are included in the business function. 

    Select an option
  4. Select the privilege you want to assign.

    Select the privilege
  5. Select the organization scope. Note: 
    • The org scope may be different from the organization for which the person works.
    • Select the lowest-level organization required to support the tasks the person will be doing.
    • The wizard automatically lists all the active organizations for which you can grant authority.
      • To find an inactive organization, search for the organization name or four-character org code.
    • In the results list, organizations that meet your search criteria, but in which you do not have granting authority, are not linked.

    Select the organization scope.
  6. If there are no limits for this privilege, the limits step will be skipped. If there is one limit, you must select or enter a value for the limit (detailed constraints on the person's authority, such as a spending limit, a project, an admit center, and so on). If there are several limits, each limit will be displayed in turn and you must select or enter a value for each one.
  7. Set conditions for this assignment, such as when the privilege will expire, and whether it can be granted forward.​ ​All privileges expire when an employee leaves Stanford, but you can set an expiration date override for when the privilege should terminate. For example, you may wish to assign privileges to someone for three months while a co-worker is out on leave. In the majority of cases, you will not want to set a date. In this case, the privilege will remain in place until you revoke it or the person leaves Stanford.​ More about authority conditions

    Set conditions
  8. You will receive a confirmation that the assignment is complete. You may also click Grant another privilege if you are not finished yet. Once prerequisites, if any, are satisfied, all authority grants take effect within one business day.​

    Assignment complete

Authority conditions

  • Cannot grant
    • this person will have the authority to do the tasks associated with the granted privilege, but cannot grant this authority to anyone else
  • CAN grant
    • this person will have the authority to do the tasks associated with the granted privilege, and can grant the same authority to others
    • select this option only when the individual has a legitimate reason to delegate authority to others (for example, a manager)
    • this person can designate an authority-granting proxy (someone who can grant authority on their behalf)
    • if you selected a "principal owner" in the limits step, the "can extend" option will not be available.
  • Can ONLY grant [not available for all privileges]
    • ​this person will NOT have the authority to do the tasks associated with the granted privilege, and will not be in the approvals workflow
    • select this option when the individual has a legitimate reason to delegate authority to others, but should not be in the workflow, or should not be doing the associated tasks themselves
    • this person can grant this privilege to anyone else, and will be able to select "can/cannot/can only" for that person
    • this person can designate an authority-granting proxy (someone who can grant authority on their behalf)

grant authority window

When the assignment is complete, the summary panel displays the condition you have selected, e.g., "can grant-only" in the image below. 

Assignemnt complete screen

The authority view for this person will show the privilege in italics. The status column will show "Grant-only," and the Grantable column will have a checkmark.

Privilege screen

To change the person's granting status, click the Conditions link. This will take you back to the granting-authority wizard.

Organization hierarchy

It's important to understand how the University Org Chart works when granting authority. Every employee at Stanford works for a particular organization, and every financial account is associated with a particular organization. These organizations are designated by a four-letter code in the administrative systems. A person may have authority over any organization, and granting authority at a parent level org also grants authority to any child orgs under that parent level organization. For example, granting authority to someone using the Hoover Institution org code (AGBS), also grants them authority over Hoover Institution Operations (AGFO), Program Development (AGNG), Resource Development (AGUY), Operations (AHCQ), Research (AHKI), and Hoover Library/Archives (AHSA).

You can also grant authority at higher or lower levels on the org tree to include more or less access accordingly. For example, you could grant authority to just the Hoover Library/Archives (AHSA), limiting the grant to that child org only, or you could grant authority at the President's Office (AAAA), which grants authority over all of the Hoover Institute orgs, and all of the other orgs that report to the President's Office.

Last modified November 10, 2017