System Settings Overview

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Overview

The System Settings page lets administrators configure tenant-wide defaults, enable or disable module features, and enforce governance policies. Settings are grouped by area and apply across the tenant unless noted.

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⚙️ Info & Region

Set foundational tenant defaults that cascade across the platform (users can override some in their profile):

• Default Time Zone (e.g., EST – America/New_York)
• Date Format (default: MM/DD/YYYY)
• Base Currency (e.g., USD)
• Multi-Currency Support
  If enabled, values can display in a user’s preferred currency using admin-maintained conversion rates.

Notes

• Changing Base Currency is restricted after currency-based authority limits exist.
• Conversion rates can be uploaded or edited in bulk.

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🧑‍🤝‍🧑 Group Types

Control which hierarchical group types are available:

• Organizations — always enabled
• Departments — toggle
• Locations — toggle
• Custom Group Types — optional (e.g., Projects, Teams)

Behavior & validations

• Disabling a group type hides it from create/edit forms and filters. Existing associations remain available in version history.
• You may choose to Keep Associations (hide going forward) or Remove Associations (break links going forward) when disabling.
• Some features depend on specific group types; e.g., Functional pathway requires Departments.

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🧾 Decision Settings

Define how authority is expressed and governed.

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Authority Value Types

Choose which limit types can be used on Decisions and Delegations:

• Currency (on by default)
• Number
• Time (days/months/years) (on by default)
• Boolean (Authorized Yes/No) (on by default)
• Percentage

Disabling a value type hides it in new records; historical values remain visible in history.

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Conditions (toggle)

Enable Conditions to add policy constraints (e.g., “Two bids required for spend > $200k”).
If turned off, conditions are hidden everywhere but not deleted.

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Roles (toggle)

Enable Decision Roles (e.g., Consulted, Informed, Co-Signer). Roles can be referenced on Delegations for engagement requirements.
If turned off, role assignment is not available on decisions or delegations.

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👥 Delegation Settings

Control delegation types, recipient behavior, and issuance rules.

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Authority Types

• Approval (on by default)
• Signatory (on by default)
• (Admins may add additional custom authority types as needed)

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Recipient Types

• Personal in Position (enabled)
  Delegate authority based on a user’s current position. Supports Auto-Issue and Auto-Revoke to govern what happens when a user is added to or removed from that position.
• Position Only (enabled)
  Delegate to a position with no specific person designated. Whoever holds the position is not automatically added as a recipient; authority exists at the position level.
• Specific Personnel (optional)
  Delegate directly to named individuals, regardless of position. If a user’s position changes later, the delegation remains unaffected.

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Issuance Controls

• Auto-Issue (applies to Personal in Position only)
  When enabled on a delegation, authority automatically issues to any user who currently holds — or later assumes the specified position, as long as the delegation remains active. Pathway restrictions (e.g., Functional/Direct Line) are respected.
• Auto-Revoke (applies to Personal in Position only)
  Automatically revokes issued authority when a user no longer holds the assigned position.
  • Single-recipient delegations are revoked entirely.
  • Multi-recipient delegations remove only the affected user.
  • Child redelegations by that user may be flagged invalid according to pathway and issuer rules.

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Global Redelegation Limits

Define the maximum percent of a source authority that may be redelegated by recipients:

• Currency / Number / Time / Percentage — default 100%
• Authorized (Yes/No) — default allowed

Users with the appropriate override permission can redelegate up to the source authority (subject to Decision limits), even when global limits are lower.

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🧩 Action Settings

Enable automated workflow tracking through Actions. Each setting, when enabled, generates system actions with audit history.

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Delegation Requests

Allow authorized users to request authority within a Decision or an existing Delegation.

• From a Delegation: requests can be directed to the Issuer, Recipient, or both.
• From a Decision: requests route to the Decision Owner/Creator.
• Each request creates an Action for review and resolution.
• If disabled, the request option is hidden even for users with request permissions.

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Delegation Acceptance

Require recipients to explicitly accept (or reject) issued delegations before they are acknowledged.

• When enabled, an Acceptance Action is assigned to the recipient.
• If disabled, issued delegations are acknowledged automatically.

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Decision Role Acknowledgement

Notify users assigned a role (e.g., Consulted, Informed) and prompt them to acknowledge the assignment via an Action.

• If disabled, role assignments do not generate actions or notifications.

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Delegation Approvals

Require approval by designated approvers before a delegation is fully issued.

• When triggered, the delegation enters Pending status and an Approval Action is assigned to eligible approvers.
• Approvers can Approve or Reject; on rejection, the delegation returns to Draft or its prior state.
• On approval, the status changes to Issued and recipients are notified.

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Action Templates

Create reusable templates for common actions to standardize descriptions, requirements, and assignments.

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Action Types

Define and manage categories for actions (e.g., Task, Review).

• Admins can add/edit custom types.
• System default types cannot be edited or disabled.

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📂 Document Settings

Configure how documents are used and governed across the tenant.

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Management

• Link Documents
  Link external files (e.g., on intranet/DMS) to Aptly records. The file remains outside Aptly; the reference lives in Aptly.
• Upload Documents
  Upload and store files in Aptly for easy access, governance, and external sharing where allowed.

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Document Types

Enable Document Types so users can classify documents (defaults include Policy, Procedure, Protocol).
Admins can add custom types to reflect organizational needs.

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Document Versioning

Enable to manage document versions and metadata.

• Default fields can be toggled individually (e.g., Effective Date, Code, Version Label).
• Admins can add custom version fields (e.g., “Regulatory Ref”, “Revision Cycle”) that appear on all documents when enabled.

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Document Oversight

Enable oversight roles on documents and optional task generation:

• Owner — the person who created or maintains the document (always enabled).
• Responsible Authority — accountable for content accuracy and applicability.
• Approval Authority (Approver) — must formally approve before finalization/distribution.
  • Generate Approval Action: automatically assigns an approval task when a document is published; subsequent edits to a published document re-trigger approval.
• Reviewer Authority (Reviewer) — performs initial and periodic reviews for compliance/relevance.
  • Generate Review Action: automatically assigns a review task per configured cadence or when a review is due.

If Document Oversight is disabled, oversight roles/fields are hidden in the UI. If Versioning is disabled, only a single current version is maintained.

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🧮 Matrix Settings

Control matrix types and sharing behavior.

• Decision Matrix — on by default
• Authority Matrix — on by default

If the Matrices module is enabled, at least one matrix type must remain active.

Sharing Options (disabled by default)

• External Sharing — allow read-only sharing outside your tenant
• Password Protection — require a password for external access

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🔎 Delegation Pathway

When enabled, Pathway provides an org-chart style view of delegations for a given Decision:

• Navigate up to the source (parent) delegation and down through child delegations.
• Each node shows the delegate’s name/position and authority limits.
• Badges indicate non-active or invalid states (e.g., Pending, Suspended, Revoked, Expired, Archived, Invalid), and nodes link to the underlying records.

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🔐 Roles & Access (at a glance)

• System behavior is enforced by a combination of role permissions and fine-grained checks (e.g., who is Issuer/Recipient/Owner).
• Many settings above toggle UI and workflow availability; users still require the corresponding permissions to act.

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✅ Tips & Good Practices

• Start broad with tenant settings, then constrain via groups and roles to reflect operating boundaries.
• Use Action Templates for recurring workflows (approvals, periodic reviews).
• Keep Document Types and Version fields lean and consistent to improve reporting and audits.
• Use Auto-Issue/Auto-Revoke carefully with clear comms to stakeholders, especially for position changes.

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