Overview:

In Aptly, certain roles have the ability to issue authority to others. Issuing authority means delegating certain decision-making powers or responsibilities to individuals within your organization. This guide outlines the steps to issue authority within Aptly, ensuring that the right individuals are empowered to make decisions while maintaining a clear audit trail.

Step 1: Access the Delegation Dashboard

1. Login to Aptly:

   • Login using your credentials or Single Sign-On (SSO).
   • From the main dashboard, click on Delegations in the left-hand menu to access the Delegation Dashboard.

2. Overview of Delegation Dashboard:

   • The dashboard displays your current authorities, any issued delegations, and pending actions. From here, you can issue new delegations or modify existing ones.

Step 2: Issuing a New Delegation of Authority

1. Click on “Issue Authority”:

   • On the Delegation Dashboard, click the Issue Authority button located in the top right corner.

2. Fill Out the Delegation Form:

   • Fill out the required fields in the delegation form:
     • Delegatee: Enter the name or email address of the person to whom you wish to delegate authority. Aptly’s search function will suggest users based on your input.
     • Authority Type: Select the type of authority you are delegating (e.g., budget approval, project sign-off, contract management).
     • Scope of Authority: Specify the limits of the authority (e.g., maximum approval limit, specific projects, or departments).
     • Time Period: Define the duration for which the authority will be delegated. You can set a fixed time frame (e.g., from October 1 to December 31) or make it open-ended.
     • Approval Thresholds: Set any applicable thresholds, such as budget limits or required co-approvals for certain types of decisions.

3. Add Additional Approvals (if required):

   • If your organization requires multiple levels of approval for delegations, you can add additional approvers to the request. This ensures compliance with multi-tier delegation policies.

4. Submit Delegation:

   • Once all fields are complete, click Submit. The delegatee will be notified of the new authority, and the delegation will appear in your Issued Authorities list.

Step 3: Managing Issued Delegations

1. View and Track Active Delegations:

   • In the Issued Authorities section, you can track all active delegations that you’ve issued. This section provides details on the delegatee, the scope of the authority, and the time period.

2. Modify or Revoke Delegations:

   • To modify an issued delegation, click on the delegation entry and select Edit. You can adjust the scope, time frame, or other conditions.
   • To revoke a delegation, click Revoke next to the delegation. This immediately removes the authority from the delegatee, and they will be notified of the change.

3. Audit and Compliance:

   • Every issued authority is logged in Aptly’s Audit Logs, ensuring that you can always review and report on the authorities you have delegated. Navigate to Audit Logs to access detailed records of your delegations.

Step 4: Notifications and Expirations

1. Set Up Notifications:

   • Enable notifications to receive reminders about delegation expirations or updates. This ensures that you can keep track of when a delegation is about to end or when it has been modified.

2. Renew Expiring Delegations:

   • If you need to extend a delegation, you can modify the time period directly from the Issued Authorities tab. Aptly will send you reminders before a delegation expires, allowing you to renew it without any interruption to the delegatee’s authority.

Step 5: Best Practices for Issuing Authority

1. Set Clear Boundaries:

   • When issuing authority, always define clear limits on what the delegatee can approve or manage. This avoids confusion and ensures that no authority is misused.

2. Regularly Review Delegations:

   • Periodically review all active delegations to ensure they are still needed. Revoke or update delegations if roles or responsibilities change within the organization.

3. Maintain Transparency:

   • Ensure that delegations are logged and tracked within the system to maintain transparency and compliance with corporate governance policies.