Overview:

Setting up your organization in Aptly is the first step towards leveraging the platform for delegation of authority management. This guide will walk you through each step of the setup process, ensuring that your organization’s structure, users, and roles are correctly configured to optimize workflow and governance.

Step 1: Logging into Aptly

1. Log in to the Aptly platform using your organization’s Single Sign-On (SSO) or directly through your credentials.
2. Once logged in, you will be directed to the dashboard. If this is your first time setting up the organization, the “Organization Setup Wizard” will prompt you to begin configuration.

Step 2: Defining Your Organization Structure

1. Add Your Company Information:

   • From the dashboard, navigate to Organization Settings.
   • Enter the company’s name, headquarters location, and time zone.
   • Upload your company logo and any other relevant branding information that will personalize your instance of Aptly.

2. Set Up Departments and Teams:

   • Navigate to Organization Structure.
   • Click on Add Department to create the core divisions of your company (e.g., Finance, HR, Legal, etc.).
   • Within each department, you can add teams to represent functional groups. For example, under the Finance Department, you might create teams for Payroll, Accounts Payable, and Budgeting.
   • Define each department’s hierarchy to reflect the reporting lines within your organization.

3. Locations and Regional Entities:

   • If your organization operates across multiple geographic regions, add each location under the Location Management tab.
   • This ensures that your DoA workflows can account for location-specific authorities and regulatory requirements.

Step 3: Adding Users and Roles

1. Navigate to User Management in the dashboard.
2. Click on Add User to input user details manually or bulk import users through CSV upload.
   • If your organization integrates with an HRIS system (e.g., Workday, SAP SuccessFactors), you can automate user onboarding by linking your system using Aptly’s SCIM integration.
3. Assign each user a Role and Department. The role will define the user’s authority level, such as Manager, Director, or Executive.
   • You can create custom roles as needed, specifying their permissions within the platform.

Step 4: Role Permissions and Approval Limits

1. Each role comes with default permissions, but these can be customized. Navigate to Role Management.
2. Select the role (e.g., Department Manager) and click Edit Permissions.
   • Define what level of authority the role has for specific actions, such as approving budgets, signing off on expenses, or delegating further responsibilities.
   • Set approval thresholds (e.g., the maximum dollar amount a manager can approve without higher-level approval).
3. If your organization follows a matrix management style, enable Cross-Department Permissions to allow role flexibility between departments.

Step 5: Configuring Workflow Automation

1. Aptly allows you to automate many of the tasks related to delegation and approvals. Navigate to Workflow Automation in your settings.
2. Set up automated workflows for common tasks such as:
   • Auto-delegating authority when a key individual is out of office.
   • Automatically revoking authority for users who leave the organization or change roles.
3. Define the conditions under which these workflows should trigger, such as time-based triggers or event-based triggers (e.g., when a specific project starts or ends).