Overview:

As an Admin in Aptly, you are responsible for setting up, configuring, and maintaining your organization’s Delegation of Authority (DoA) processes. This guide provides detailed instructions on how to manage users, configure settings, and monitor system activities to ensure that Aptly operates smoothly within your organization.

Step 1: Initial Setup and Configuration

1. Login and Access the Admin Dashboard:
   • After logging in via SSO or your credentials, navigate to the Admin Dashboard. This is your command center for configuring Aptly.
2. Organization Setup:
   • Navigate to Organization Settings.
   • Enter your company’s basic information (name, logo, time zone, etc.).
   • Set up your organizational structure (departments, locations, and teams) to reflect your company’s hierarchy.
3. Integrate with Your HRIS System:
   • For seamless onboarding and user management, integrate Aptly with your HRIS system (e.g., Workday, SAP SuccessFactors). Use the SCIM integration feature to sync user data automatically.
   • This ensures that when users join, leave, or change roles within the organization, Aptly automatically updates their access and permissions accordingly.

Step 2: Managing Users and Roles

1. Add and Manage Users:

   • Navigate to User Management from the dashboard.
   • Add individual users manually by entering their details or bulk import users using a CSV file.
   • Assign each user a role (e.g., Admin, Manager, Employee) and map them to their respective department and location.

2. Role-Based Access Control (RBAC):

   • Define what each role can access and what actions they are authorized to perform.
   • For example, a Manager may have authority to approve budgetary decisions up to $50,000, while an Executive may have higher approval thresholds.
   • Customize roles as needed for specific departments or users.

3. Set Up Approval Workflows:

   • Use Workflow Automation to create automatic approval paths for common tasks. For example, set up workflows for budget approvals, project sign-offs, and user delegations.
   • Workflows can be customized based on conditions such as time, project phase, or role changes.

Step 3: Monitoring and Auditing System Activities

1. Audit Logs:

   • Aptly provides detailed audit logs that capture every action taken within the platform. From the Admin Dashboard, navigate to Audit Logs to review changes to user permissions, role adjustments, approval decisions, and delegation workflows.
   • Use filters to search for specific events or users.

2. Compliance Reports:

   • Generate reports that demonstrate your organization’s compliance with internal policies and external regulations. These reports can be shared with auditors or compliance officers.

Step 4: Maintaining the Platform

1. Periodic Reviews and Updates:
   • Regularly review and update user roles, authority matrices, and workflows to reflect organizational changes, such as new hires, promotions, or restructuring.
2. Cross-Department Delegations:
   • Enable Cross-Department Delegations to allow key users to have authority across multiple departments or locations, depending on the needs of your organization.

Best Practices:

• Regularly review the Authority Matrix to ensure it reflects the latest business structure.
• Periodically check Audit Logs to monitor key actions and ensure compliance.
• Train department heads on how to manage their own delegations and authority workflows.