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Approval System – Admin User Manual

1. Introduction

The Admin Module of the Approval System provides authorized administrators with full control over the workflow lifecycle. This includes designing approval forms, defining multi-step workflows, managing user permissions, and auditing system activity. This manual guides system admins through the advanced features required to maintain an efficient internal workflow.

2. Admin Dashboard Overview

Upon logging in with administrator privileges, the Dashboard expands to include specialized Admin Statistics:

  • Status Cards: View the total count of Pending Approval, My Requests, Approved, Rejected requests, and Actions Taken requests at a glance.

  • Pending My Approval: A specific queue for requests where the admin is the next designated reviewer. When clicking "View all" navigate to the "Approval Canter" page.

  • Quick Actions:  Contains a "+ New Request" button to quickly navigate to the "Submit Request" page and access submission forms. Also, Admins have an additional "Manage Forms" shortcut to quickly access the "Form Management" page.

3. Form Management

The Form Management module allows you to create and customize the digital forms employees use to submit requests.

3.1. Creating a New Form

Navigate to Admin → Form Management and click the + New Form button. The creation process is divided into three steps:

Step 1: Basic Info

  • Icon & Name: Assign a recognizable icon and a name in both English and Local languages.

  • Description: Provide instructions to help employees fill out the form correctly.

  • Category: Group the form under Finance, Human Resources, or IT & Systems.

  • Visibility: Control who can see the form (Visible to All, Specific Users, or Specific Departments).

Step 2: Form Fields Build your form by clicking on the desired field types from the palette:

  • Text Options: Short Text, Long Text.

  • Data Fields: Number, Currency, Dropdown, Date.

  • Special Fields: User Selector (to pick employees), Checkbox, and Attachment (for file uploads).

Step 3: Workflow

  • Define the sequence of approvers (e.g., Treasury → COO → Final Approval).

3.2. Managing Existing Forms

In the Form Management list, you can view the status of every template:

  • Status Filters: Filter by Active, Inactive, or Draft using the dropdown menu.

  • Actions: Use the icons to Edit (pencil), Duplicate (copy), or Deactivate/Delete (power/trash) a form.

4. Admin Workflow Tools

4.1. Workflows

Define the logic of how a request moves through the organization. You can set conditional routing based on department or request amount.

4.2. User Management

Manage the organizational hierarchy:

  • Create and edit user profiles.

  • Assign roles (Employee vs. Admin).

  • Update department assignments to ensure requests are routed to the correct managers.

4.3. Data & Analytics

  • Data Management: Export request data for external reporting.

  • Analytics: View visual reports on approval bottleneck times and department-wise submission volumes.

  • Reports: Generate detailed logs of all approved financial expenditures or leave balances.

5. Security & Auditing

5.1. Audit Log

The Audit Log is a critical security feature. It records every action taken within the system, including:

  • Who logged in and when.

  • Changes made to form templates.

  • Manual overrides of approval workflows.

  • Permission changes for users.

5.2. Webhooks

For technical integration, use the Webhooks section to send real-time notifications from the Approval System to other corporate tools (e.g., Slack, Microsoft Teams, or ERP systems) whenever a request status changes.

6. Important Admin Points

Note: Before deleting a form, ensure there are no "Pending" requests associated with it. It is recommended to set a form to Inactive first to allow existing requests to complete their cycle.

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