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Description
A chain of approval represents a series of document approvals that must happen in a specific sequence. ln other words, it describes the procedure the documents must pass through before they are approved for further processing.
Functionality
This section will learn you how to set the hierarchical approval process.
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The basic principle for the documents workflow is the setup of hierarchical tree-structure.
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Subordinate is responsible for managing his/her own documents (timesheets, travel expense documents) as well as sending them for approval. A subordinate is under the command of a superior and, thus, takes the lowest level in the chain of approval with limited rights.
Coordinator has a higher level of control comparing to a subordinate. Each coordinator has at least one subordinate who is supposed to submit documents for approval. The documents are required to be verified and approved. In case the submitted document does not contain all the necessary information or is outdated, it can be rejected back to an originator (subordinate) for editing or cancelling. A coordinator may be a subordinate as well managing his/her personal timesheets and sending them for approval to a Coordinator of a higher level (or to an approver).
Approver is responsible for approving documents and has the highest level of control for any department. Only approved documents are then sent to the Payroll module for further processing and payment. An approver can also be a coordinator but cannot be a subordinate.
Set Vessel/Organization
To define a vessel/organization for which you want to perform the setup, first log into the Adonis Administrator Portal. When logged in, use one of the tips to access the functionality:
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Select an organization if you want to set up the chain of approval for Adonis Crew Portal (see Define Chain for Organization) and a vessel - for Adonis Employee Portal (see Define Chain for Vessel). |
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You can set up various chains in which a team leader will manage documents based on the defined chain levels. For more information on the chain of approval levels, see Chain Levels.
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Under the selected module, right-click the added approver position and select Add Below > New Coordinator from the menu. This opens the Member dialog:
From the Position drop-down list, select the position you want to assign. On selecting, you can enable the options as below:
Is Passive makes a position unavailable in the list of subordinates. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost.
Is Coordinator sets the coordinator level in the chain of approval. Selecting the option enables the Can modify document if approver/coordinator option.
Subordinate creating and submitting the document gives a subordinate the permission to create and submit time registrations.
Is Time clock only user specifies that a subordinate uses Time clock for time registrations.
Can modify document if approver/coordinator (active only if the Is Coordinator option is enabled) provides a coordinator with the permission to modify time registrations. Besides, you can specify the documents to be modified by selecting Hours rigistrations
Click SAVE to proceed.
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Selecting Is Passive makes the created chain unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost and unavailable for submitting or editing. |
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As a result, a subordinate level is added to the tree-view structure of the chain levels.
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You have the possibility to assign multiple coordinator and/or approver positions to a chain.
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As a result, a subordinate position is assigned to the created multiple level:
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You can set up various chains in which a team leader will manage documents based on the defined chain levels. For more information on the chain of approval levels, see Chain Levels.
To get started, access the chain of approval levels by using one of the tips below:
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Under theselected module, right-click the newly created chain and select New Approver in the menu. This opens the Approver dialog:
From the Position drop-down, select the position Select whether you want to assign to the chain. Besides, you can provide an approver with the possibility to modify documents by selecting the Can a position or a certain name of an approver. To do this, select one of the Member by options:
Rank/Office. Select the option to assign an approver position:
Pin/Name. Select the option to assign a certain approver name:
When done, you can enable the options as below:
Is Passive makes the approver level unavailable in the list. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost.
Can modify document if approver/coordinator provides an approver with the permission to modify time registrations.
Click SAVE to proceed.
As a result, a new approver is available under the selected chain:
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Now, set a coordinator in the created chain. To do this, follow the steps below:
Under thecreated approver, right-click the newly created chain and select Add below > New Coordinator in the menu. This opens the Member dialog:
Select whether you want to assign a position or a certain name of an approver. To do this, select one of the Member by options:
Rank/Office. Select the option to assign a coordinator position:
Pin/Name. Select the option to assign a certain coordinator name:
When done, you can enable the options as below:
Is Passive makes a position unavailable in the list of subordinates. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost.
Is Coordinator sets the coordinator level in the chain of approval.
Can modify document if approver/coordinator (active only if the Is Coordinator option is enabled) provides a coordinator with the permission to modify time registrations.
Click SAVE to proceed.
As a result, a new coordinator is available under the selected chain:
Set Roles
You can define different roles as well as set permission levels for each role. To do this, in the Adonis Administrator Portal, navigate to Access Control > Roles:
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From the drop-down menu, select the user role for which you want to set permissions.
In the grid, select the module you will work at. This expands the list of submodules.
Next to submodules, select the permission level to be provided: Grant Access or Read Only.
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Define User Groups
On defining the roles, you can now collect them into groups as well as assign crew members’ positions to certain roles. To do this, first navigate to Access Control > User Groups:
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