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 and processed for payments.
Functionality
This section will learn you how to set the hierarchical approval process.
Chain Levels
The basic principle for the documents workflow is the setup of hierarchical tree-structure.
The chain of approval contains the following levels:
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 In case the submitted document does not contain all the necessary information or is outdated, it can be rejected back to an originator (Subordinate) for editing or cancelling.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 timesheets 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:
Navigate to Configurations > General Settings.
On the main menu, select Configuration > General.
Now, select an organization/vessel on the left-hand side pane of the Configuration page by:
Using a scroll bar to search through the list.
Entering a text in the search field to filter records.
Select an organization if you want to set up the chain of approval for Adonis Crew Portal and a vessel - for Adonis Employee Portal.
Define Chains and Teams
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:
Navigate to Chain of Approval > Levels.
On the main menu, select Chain of Approval > Chain Levels.
The Chain of Approval page lists the modules which require the chain of approval to be defined. The modules are available in Adonis Crew Portal or Adonis Employee Portal. To create a hierarchical tree-structure, select the module you are working at. On selecting it, you need to create a chain. To do this, follow the steps below:
Right-click the module name and select New Chain in the menu. The following dialog will appear:
In the Chain dialog, enter the name of a new department.
Selecting Is Passive makes the created department 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.
As a result, a new department will become available under the Hours Registration section