Digital Delegation

Learn how to digitize your Delegation of Authority log

Digital Delegation 2.0 Transition Guide

A guide for sites moving from Digital Delegation Log (DDL) 1.0 to DDL 2.0 with the 26R1 release.

What’s Changing in DDL 2.0?

In DDL 1.0, delegation updates required formal workflow acceptance before generating an electronic Delegation of Authority (eDOA) document.

DDL 2.0 introduces a more flexible approach that better aligns with how research sites manage delegation. The new experience separates delegation data management from document approval, giving sites greater control and reducing bottlenecks.

Key Enhancements
Manage Delegation Data First You can now take the following actions before generating an eDOA document:
  • Add staff to a study and mark them active
  • Assign and manage staff delegations across the study team on a single screen
  • Update delegations for inactive staff

This allows you to maintain accurate delegation data continuously, prior to staff acceptance and PI approval.
Preview eDOA Draft Before Approval DDL 2.0 allows you to generate a draft eDOA (v0.1) to:
  • Review changes
  • Compare against internal records
  • Correct errors before routing for acceptance and approval

This reduces rework and approval delays.
Control Study Team on eDOA Remove study team members without delegations that do not need to be on the eDOA.
Optional Staff Acceptance In DDL 1.0, staff acceptance of delegations was required before PI approval.

In DDL 2.0, staff acceptance is optional; you may route the eDOA directly to the Principal Investigator for approval.

This provides greater operational flexibility while maintaining compliance.
PI Signature The PI approval is now captured as an eSignature on the eDOA Signature Page (similar to eSignatures throughout SiteVault).

Transition Timeline

DDL 2.0 will be available with the 26R1 release on April 17, 2026.

Before April 17, 2026

  • You may continue using DDL 1.0.
  • We strongly recommend completing all in-flight DDL 1.0 workflows before the release.

On or After April 17, 2026

Your Site Can

  • Complete in-flight DDL 1.0 workflows that were started before April 17.
  • Begin using DDL 2.0 once all DDL 1.0 workflows are either completed or canceled.

Your Site Cannot

  • Start new delegation acceptance workflows in DDL 1.0.
  • Transition a study to DDL 2.0 until all DDL 1.0 workflows are completed or canceled.

To ensure a smooth transition:

  1. Watch the DDL 2.0 Transition Webinar recording {video Icon}
  2. Audit Active Workflows
    Identify all in-flight DDL 1.0 workflows using the following reports:
    • Digital Delegation – Staff Acceptance Needed
    • Digital Delegation – PI Approval Needed

  3. Plan to Close Open DDL 1.0 Workflows
    Determine who is responsible, per study, for ensuring that open DDL 1.0 workflows are closed prior to April 17​.

  4. Attend SiteVault eISF 26R1 Release Webinar on March 24th (register here)
    Attend the 26R1 Webinar to learn more about DDL 2.0 and other upcoming eISF features.

  5. Train Study Teams
    Review DDL 2.0 resources to create a training plan for staff.

  6. Complete Transition
    Begin using DDL 2.0 on or after April 17 once all DDL 1.0 workflows get closed out.

Example Scenarios
Scenario 1: Ready for Transition
  • Status: All staff are in Proposed, Active, or Inactive status.
  • Resolution: Do nothing. Begin using DDL 2.0 immediately.
Scenario 2: Action Required (Staff & PI)
  • Status: Responsibilities pending staff acceptance and PI approval.
  • Resolution: Staff complete acceptance ⇒ Delegations sent to PI ⇒ PI approves.
Scenario 3: Action Required (PI Only)
  • Status: Staff accepted their delegations; awaiting final PI approval.
  • Resolution: PI must approve existing delegations.

Frequently Asked Questions

Why are start dates now required when adding staff to a study?
DDL 2.0 requires you to enter staff start dates, aligning records with your site’s specific operational requirements. This ensures documentation reflects your team’s actual start dates, such as the day study training is completed.

Which staff receive the Send for Acceptance & PI Approval Workflow?
The staff recipients field is blank by default. Select individual study staff to review and accept their delegations, or select the entire study team and remove the PI. When all staff have completed acceptance, the document will be automatically routed to the PI for approval.

Can I use DDL 1.0 and DDL 2.0 simultaneously in the same study?
No. A study must complete or cancel all DDL 1.0 workflows before transitioning to DDL 2.0. However, you can use DDL 2.0 on one study while still closing out old DDL 1.0 workflows on a separate study.

Will my historical DoA documents remain available?
Yes. DDL 2.0 will generate a new DoA document. All previous DoA versions remain accessible and audit-ready in the original DoA document. We recommend superseding the old DoA document.

Does DDL 2.0 change regulatory compliance?
No. DDL 2.0 maintains compliance while improving operational flexibility.

Why am I not seeing the eDOA after clicking the Generate Delegation Log button?
Ensure that your browser is not blocking popups.

Why am I receiving an error when clicking the Generate Delegation Log button?
You cannot generate a new delegation log if a previous version is currently out for staff acceptance and/or PI approval. You can either wait for the open workflow to be completed, or cancel the workflow.

Need Help?

If you have questions about the transition plan or need assistance closing out delegation workflows, please contact SiteVault Support or your Enterprise Success Consultant.

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