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 In case the submitted document does not contain all the necessary information or is outdated, it can be rejected back to an originator (Subordinate) for editing or cancelling.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 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:

• 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.

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:

1. Right-click the module name and select New Chain in the menu. The following dialog appears:

   

2. In the Chain dialog, enter the name of a new chain.

3. Clcik SAVE to proceed.

As a result, a new chain will become available under the selected module:

Now, specify an approver for the created chain. To do this, follow the steps below:

1. Under the selected module, right-click the newly created chain and select New Approver in the menu. This opens the Approver dialog:

   

2. From the Position drop-down, select the position you want to assign to the chain. Besides, you can provide an approver with the possibility to modify documents by selecting the Can modify document if approver/coordinator option.

3. Click SAVE to proceed.

As a result, an approver level is added to the tree-view structure of the chain levels:

To complete composing the chain of approval, define a team and add subordinates to it.

To create a team, proceed with the following instructions:

1. Right-click a newly added approver and select New Team on the menu. You will then see the Team dialog where you can specify the name of a new team:

   

2. Click Save to proceed.

As a result, a chain is marked as Teams:

To add a subordinate to the team:

1. Right-click an approver and select Add below > New Subordinate from the menu. You will then see the Member dialog:

   

2. From the Position drop-down, select the position you want to be part of the team. On selecting a position, 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.

3. Click SAVE to proceed.

As a result, the subordinate level is added to the tree-view structure of the chain levels:

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:

To define user roles:

1. Click Add to make the Add/Edit Role dialog appear where you can define a role name:

   

2. Click Save to confirm the changes and add a new role.

On selecting a user role, you can set the permission levels. Within the Roles window, proceed as described below:

1. From the drop-down menu, select the user role for which you want to set permissions.

2. In the grid, select the module you will work at. This expands the list of submodules.

3. Next to submodules, select the permission level to be provided: Grant Access or Read Only.