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The basic principle for the documents workflow is the setup of a hierarchical tree - structure.
The chain of approval contains the following levels:
The 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 The coordinator has a higher level of control comparing compared 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 In case the submitted document does not contain all the necessary information or is outdated, it can be rejected back to an originator (subordinate) for editing or cancellingcanceling. 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 The approver is responsible for approving documents and has the highest level of control for over 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.
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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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Now, select an organization or a vessel on the left-hand side pane of the Configuration page by:
Using Use a scroll bar to search through the list.
Entering Enter a text in the search field to filter records.
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The Chain of Approval page lists the features which require the chain of approval to be defined. The functionality is available in Adonis Crew Portal or Adonis Employee Portal. To create a hierarchical tree - structure, select the feature you are working at. On selecting it, you need to create a chain. To do this, follow the steps below:
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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 set 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 the Time clock only user specifies specifying that a subordinate uses use the 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 registrations.
Click SAVE to proceed.
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Under the selected module, right-click the added coordinator and select Add Below > New Subordinate 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 set 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 the Time clock only user specifies specifying that a subordinate uses use the 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.
Click SAVE to proceed.
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You have the possibility to can assign multiple coordinator coordinators and approver positions to a chain.
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To do this, first, make sure you have created a chain (see Define Chain for Vessel) and proceed with the instructions described below.
To add an approver to multiple levellevels:
Right-click the created chain and select Add below > New Multiple Level from the menu. This opens the Member dialog:
Define the name of the approver multiple level levels being created (the Multiple Level name is set by default). When done, you can enable the options as below:
Is Passive makes the level unavailable in the list. ? The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost.
Can not approve own Timesheets forbits forbids an approver to approve own timesheets.
Can modify document if approver/coordinator provides an approver with the permission to modify time registrations.
Click SAVE to proceed.
As a result, a multiple level leveare is added to the tree-view structure of the chain levels.
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Now, you can assign approver positions to the level. To do this, follow the steps below:
Right-click the created approver multiple level levels and select New Approver. This opens the Approver dialog:
From the Position drop-down list, select the position you want to assign.
Click SAVE to proceed.
As a result, an approver position is assigned to the created multiple levellevels:
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To add an a coordinator at multiple levellevels:
Right-click the created approver multiple level levels and select Add below > New Multiple Level from the menu. This opens the Member dialog:
Define the name of the coordinator at multiple level levels being created (the Multiple Level name is set by default). When done, you can enable the options as below:
Is Passive makes the level unavailable in the list. ? The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost.
Can not approve own Timesheets forbits forbids an approver to approve own timesheets.
Can modify document if approver/coordinator provides a coordinator with the permission to modify time registrations.
Click SAVE to proceed.
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As a result, a coordinator multiple level levels is added to the tree-view structure of the chain levels:
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To assign multiple coordinator positions, proceed as described below:
Right-click the created coordinator multiple level levels and select New Coordinator. This opens the Member dialog:
From the Position drop-down list, select the position you want to assign.
Click SAVE to proceed.
As a result, a coordinator position is assigned to the created multiple levellevels:
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To add a subordinate multiple levellevels:
Right-click the created coordinator multiple level levels and select Add below > New Multiple Level from the menu. This opens the Member dialog:
Define the name of the subordinate multiple level levels being created (the Multiple Level name is set by default). When done, you can enable the options as below:
Is Passive makes the level unavailable in the list. ? The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost.
Subordinate creating and submitting the document gives a subordinate the permission to create and submit time registrations.
Is the Time clock only user specifies specifying that a subordinate uses use the Time clock for time registrations.?
Click SAVE to proceed.
As a result, a subordinate multiple level is levels are added to the tree-view structure of the chain levels.
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Now, you can assign subordinate positions to the level. To do this, follow the steps below:
Right-click the created subordinate multiple level levels and select New Coordinator. This opens the Member dialog:
From the Position drop-down list, select the position you want to assign.
Click SAVE to proceed.
As a result, a subordinate position is assigned to the created multiple levellevels:
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Selecting the organization level assumes you will set up a chain of approval for functionality pertaining to futhe nctionality of Adonis Crew Portal, for example, the Travel Expense module. |
To create a hierarchical tree - structure, select the module name you are working at. On selecting it, you need to create a chain. To do this, follow the steps 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:
Select whether you want to assign a position or a certain name of to an approver. To do this, select one of the Member members 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.
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Right-click the newly created approver 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 a coordinator. To do this, select one of the Member members 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 set 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.
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Right-click the added coordinator and select Add Below > New Subordinate from the menu. This opens the Member dialog:
Select whether you want to assign a position or a certain name of to a subordinator. To do this, select one of the Member members by options:
Rank/Office. Select the option to assign a subordinator position:
Pin/Name. Select the option to assign a certain subordinator 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.
Subordinate creating and submitting the document sets the subordinate level in the chain of approval.
Click SAVE to proceed.
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Set Multiple Chain Levels
You have the possibility to can assign multiple coordinator coordinators and approver positions to a chain.
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To create a hierarchical tree - structure, select the module name you are working at. On selecting it, you need to create a chain. To do this, follow the steps below:
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As a result, a new chain will become available under the selected module:
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To add an approver to multiple levellevels:
Right-click the created chain and select New Multiple Level from the menu. This opens the Member dialog:
Define the name of the approver multiple level levels being created (the Multiple Level name is set by default).
Select the search criteria of crew members for the current multiple levellevels: Rank/Office, Pin/Name, Position/Vessel.
Proceed with the following options:
Is Passive makes the 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 or a coordinator with the permission to modify time registrations.
Can not approve own Travel Expenses forbits forbids to approve own travel expense documents.
Activity per document dates (available only if Level by is set to Position/Vessel) allows using the document date for searching crew members. APP will search for crew members' historical activities within the dates defined in the document.
Click SAVE to proceed.
As a result, an approver multiple level is levels are added:
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Once the multiple level is levels are created, you can now add approvers. To do this, follow the steps below:
Right-click the created multiple level levels and select New Approver in the menu. This opens the Approver dialog:
Within the dialog, specify the following fields:
Vessel. From the drop-down list, select the vessel to which you want to assign a crew member.
Position. From the drop-down list, select the position of a crew member to be assigned.
Click SAVE to proceed.
As a result, an approver is added to the multiple levellevels:
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To add a coordinator:
Right-click the created approver multiple level levels and select Add below > New Coordinator from the menu. This opens the Member dialog:
Select whether you want to define a position or a certain name of a coordinator. To do this, select one of the Member members by options:
Rank/Office. Select the option to assign a coordinator position:
Pin/Name. Select the option to assign a certain subordinator 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 set the coordinator in the multiple level.on iple levels?
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 coordinator is available in on the multiple levellevels:
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To add a subordinate, follow the steps below:
Right-click the created coordinator level and select Add below > New Subordinate from the menu. This opens the Member dialog:
Select whether you want to define a position or a certain name of a subordinate. To do this, select one of the Member members by options:
Rank/Office. Select the option to assign a subordinate position:
Pin/Name. Select the option to assign a certain subordinate 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.
Subordinate creating and submitting the document sets the subordinate level and allows a subordinate to create and submit documents.
Click SAVE to proceed.
As a result, a subordinate level is available in the multiple levellevels:
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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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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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Select a role from the Roles for usergroup user group drop-down list:
Click Save.
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