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Understanding duplicate workflow items when acting as a delegate
Who is this article for?Users acting as a delegate for someone set as Out of Office.
Workflow Inbox access is required.
If you are designated as a delegate for someone who is set to Out of Office, you may notice that some items in your Inbox appear twice.
Understanding what causes the duplication
Out of Office delegation is designed to forward the active tasks of the person who is away into your Inbox while they are out, and return any uncompleted tasks to them once they are set back in office.
Duplication occurs specifically on workflow items where you are already a Responsible Party in your own right. In this situation, the same workflow item appears in your Inbox twice — once as your own existing assignment, and once again as the forwarded delegation. Items where you are not already a responsible party are not affected and appear normally, only once.
Applicable to v2026.5.0.0: This is a known defect. The duplication is not intended behaviour — delegation should only forward items you are not already a responsible party on, as it has done previously. A development ticket has been raised with the Product and Engineering teams to correct this. A fix is expected in an upcoming release, though the exact timeline depends on prioritisation and scheduling.
Example: You are a Responsible Party on a workflow along with two other colleagues. One of those colleagues is set to Out of Office and designates you as their delegate. That specific workflow item now appears twice in your Inbox — once for your own responsibility, and once as the forwarded delegation — even though you only need to act on it once.
Confirming this is the issue you are experiencing
| Symptom | Matches this known issue? |
|---|---|
| Only items where you are already a Responsible Party appear duplicated | Yes |
| Items where you are not a Responsible Party appear only once, as expected | Yes |
| Every item in your Inbox is duplicated, regardless of your role on the workflow | Possibly a different issue — contact Ideagen Support |
| Duplicates remain after the delegating user is set back in office | Possibly a different issue — contact Ideagen Support |
Tip: If you are unsure whether your situation matches this issue, check whether the duplicated items are specifically ones where you are already listed as a Responsible Party. If duplication is happening across all items regardless of your role, this may be a different issue and you should contact Ideagen Support with details of your version and a screenshot of the affected Inbox.
Note: There is currently no workaround that prevents the duplication while delegation remains active. Completing or processing one instance of the duplicated item will typically clear both copies from your Inbox.