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Overview

In Aptly, Decisions define what authority exists. To make that authority operational, it must be delegated — beginning with a Root Delegation, then cascading to others based on roles, limits, and policies.

This guide walks through that lifecycle:
1. Create a Decision → 2. Seed a Root Delegation → 3. Cascade authority

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🎯 Step 1: Create a Decision

A Decision defines a specific authority — such as approving vendor contracts or signing NDAs.

Each Decision includes:

  • A name and description
  • A category and section (e.g., “Legal → Contracts”)
  • Authority types (Approval, Signatory, etc.)
  • Conditions or constraints (optional)
  • Whether approval is required before delegation

🧠 A Decision alone doesn’t grant authority — it must be delegated.

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🌱 Step 2: Seed a Root Delegation

A Root Delegation is the first issued delegation tied to a Decision.

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Characteristics:

  • Can only be created by users with can_create_root_delegation
  • Establishes initial authority for others to inherit or extend
  • May include:
    • Limits (e.g., currency threshold)
    • Time boundaries
    • Delegable rights (yes/no)
    • Approval step (if required)

Root Delegations are often issued by Global Authority Managers or System Admins and represent the top of the delegation chain.

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🔁 Step 3: Cascade Delegations

Once a Root Delegation exists, it can be cascaded to others — if:

  • The delegation is active
  • The user has rights to delegate
  • The Decision permits downstream delegation

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Downstream delegations:

  • Inherit constraints from the parent (value, expiration, delegable flag)
  • Are linked to their source (full traceability)
  • Can also trigger approval flows based on decision settings

✅ This supports flexible authority distribution — across departments, regions, and position-based roles.

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✅ Approval Requirements

If a Decision requires approval:

  • A Delegation Approval Action is triggered when the delegation is created
  • Approvers are assigned based on roles, groups, or routing logic
  • Delegation remains in Pending state until approved
  • Upon approval, status is set to Issued

⚠️ Root and child delegations can both require approval — independently.

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🧨 Revoking, Suspending, or Updating

Delegations can be modified as conditions change.

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Actions include:

  • Suspend — Temporarily disables delegation (can be resumed)
  • Revoke — Permanently ends the delegation
  • Update — Adjusts limits, roles, duration, etc. (may require reapproval)

Updating or revoking a parent delegation can impact child delegations:

  • Revoking a parent will revoke all children
  • Updating a parent may invalidate children depending on the change

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🔍 Managing Delegations

Delegations can be viewed and managed in multiple ways:

  • Delegation Register — View all active/inactive delegations
  • Decision Record — View all delegations associated with a Decision
  • User Profile — See delegations held by or issued by a user

Admins can:

  • Filter by group, status, category, or role
  • Export and audit delegation history
  • Search by user, decision, or document

Need help designing your delegation structure?
Reach out to [email protected] — we’re happy to assist.