OVERVIEW
This article details instructions about what an Authority is, how it is used, and how to create and configure one.
WHAT IS AN AUTHORITY?
An authority is a workflow, it defines the authorities users may exercise to action a workflow stage in Lighthouse modules.
When an authority is exercised by the authoriser, an outcome is recorded that either authorises or does not authorise the workflow step.
The module will be workflowed for review to each authority selected. The workflow will be in the order of the workflow step defined in the selected authorities.
Authorities also define the group of users who may be selected to exercise the authority.
INSTRUCTIONS
CREATING AN AUTHORITY
- Click the Settings Cog in the menu ribbon.
- Select ‘Authorities’.
- In the ‘Authorities’ tab, click the ‘+’ button to create a new authority.
4. To create a new authority, complete the fields as follows:
- Name = Name of the authority i.e. Credit Card Delegate
- Label = Label to be used for the authority in the workflow section of the module. If left blank the ‘Name’ will be used.
- Status = Status that will be displayed when the authority stage is pending action. If left blank, then “Pending Review” will be used.
- Authority type = An authority may be a statutory authority or another type of authority that allows a user to perform a workflow action. Select the option best suited.
- Specify limit = Indicate if the authority is restricted by spending limits and the spending limits will be specified.
- Default to supervisor = The proposed authoriser will default to the current user’s supervisor if this is a valid option.
- Default decision date to today = The date of authorisation (by the authority) will automatically default to the date it was reviewed.
- Workflow step = When more than one authority is required, indicate the order the authorities will be workflowed to one another. Note: the lower the number, the lower the workflow step.
- Authorised Label = The label used for the outcome option where the workflow step is authorised. i.e. “Approved”, “Accepted” etc.
- Not Authorised Label = The label used for the outcome option where the workflow step is not authorised. i.e.“Not Approved”, “Rejected” etc.
- Authoriser Questions = The questions the authoriser must answer when exercising their authority (if required). This is selected from the Authority Question Master list – refer to the next section to learn how to create authority questions.
5. Select the green tick button once complete.
CREATING AUTHORISER QUESTIONS
1. Click on the ‘Authoriser Questions – Master’ tab.
2. To create a new question, click the ‘+’ button.
3. Type the question into the ‘Question‘ box.
4. Select the ‘Positive Response’ required.
5. If you will be adding multiple questions, enter a number into the ‘Sort’ order box to order the questions. Note: the lower the sort order number, the earlier this question will appear in the order of questions.
6. Select the green tick button once complete.
ADDING USERS/GROUPS TO THE AUTHORITY
1. Click on the ‘Authorities’ tab.
2. From the list below, locate the authority you are wanting to add users/groups to.
3. Click the down arrow on the left of that authority.
4. Click the ‘+’ symbol to add a group.
Note: the users in these groups will not necessarily have the required authority. Being a member of the group only allows the user/group to be selected. The user making the selection must ensure the selected user has the required authority.
5. A box will appear, complete the fields as follows.
- Candidate Group = Select a group by typing part of the group name into the Candidate Group box.
- Select = Indicate whether a group and/or a user may be selected to exercise the authority. Options are:
a) Users Only = Only a user from the candidate group may be selected.
b) Groups Only = Only a group contained within the candidate group may be selected. In this case, all members of the group will be able to access the module from their in-tray.
c) Users and Groups = A user of a group contained in the candidate group may be selected. If a group is selected to exercise the authority, all members of the group will be able to access the module from their in-tray.
6. Select the green tick button once complete.
7. Complete steps 4 -6 to add multiple groups to the chosen authority.