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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. Submit Request

The Submit Request page lists all available forms categorized by department(Admin).

  • Searching for Forms: Use the Search bar or the Category filter (e.g., Finance, Human Resources, IT & Systems) to find specific request types.

  • Available Forms:

    • Finance: Expense Approval Ringi – Used for submitting financial reimbursement or expenditure requests.

    • Human Resources: Leave Approval Ringi – Used for requesting time off or vacations.

    • IT & Systems: ..............................................................

    • Other: Miscellaneous forms.

  • How to Submit: Click on the desired form, fill in the required details, and click the submission button to start the approval routing (e.g., Treasury → COO).

4. Approval Center

The Approval Center is where users manage requests that require their specific intervention.

  • To-Do Tab: 

  • My Requests Tab: Displays the status and history of requests you have submitted to others.

  • Done Tab:

  • CC’d Tab: Displays requests where you have been added as a "Carbon Copy" (CC) recipient for informational purposes only.

  • Search & Filter: Use the search bar to locate specific requests by form name, request number, or the name of the submitter.

5. Out-of-Office (Delegation)

This feature ensures that workflows are not delayed while you are away from the office. When active, any approval tasks assigned to you will be automatically forwarded to your designated delegate.

5.1. Adding a New Delegation

To set up a delegate, follow these steps:

  1. Navigate to Out-of-Office from the left sidebar.

  2. Click the blue + Add Delegation button at the top right.

  3. In the Add Delegation pop-up window, fill in the following fields:

    • Delegate to: Click the dropdown menu to select the user who will handle your approvals.

    • From: Select the start date of your absence using the calendar icon.

    • To: Select the end date of your absence using the calendar icon.

    • Reason (optional): Enter a brief note for reference (e.g., "Annual Leave" or "Business Trip").

  4. Click Save to activate the delegation.

5.2. How it Works

  • Automatic Forwarding: Once the start date is reached, the system automatically redirects all new approval requests to the chosen delegate.

  • Duration: The delegation will remain active until the end of the "To" date, after which it will expire automatically.

5.3. Managing Delegations

  • View: All current and upcoming delegations are listed on the main Out-of-Office page.

  • Edit/Remove: You can modify the dates or cancel a delegation early by selecting the specific entry from the list.

6. Form Management

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

3.6.1. Creating a New Form

NavigateLoging towith the Adminadmin account → Form ManagementManagement, 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).

3.6.2. 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/DeleteDeactivate (power/trash)power) a form. Draft forms have a Publish icon; clicking it will publish the form and change the status from Draft to Active.

4.7. Admin Workflow Tools

4.7.1. 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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