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Configuring Delegation of Authority (DOA) Datasets

Delegation of Authority (DOA) datasets are a core component of Zudello's approval workflow system. They allow you to define financial thresholds and corresponding approvers or approval groups, ensuring that documents are routed to the correct individuals based on their authority level.

DOA datasets typically work by mapping users or groups to specific financial limits for different criteria (like document type, department, or project). When a document requires approval, Zudello checks its value against the relevant DOA dataset to determine the appropriate approval chain.

Use Cases​

  • Tiered Approvals: Route invoices below $1,000 to a Team Lead, between $1,000 and $10,000 to a Manager, and above $10,000 to a Director.
  • Departmental Authority: Define different approval limits for different department heads.
  • Project-Specific Authority: Set specific DOA limits for project managers based on project budgets.
  • Expense Claim Limits: Configure different approval thresholds for employee expense claims versus supplier invoices.

Configuring DOA Datasets​

Configuration of DOA datasets is usually found within the Approval Workflow settings or a dedicated DOA or Authority Levels section in Zudello's administration area.

  1. Navigate to Settings: Access the approval workflow or DOA configuration settings.
  2. Manage Datasets: Find the area for managing DOA Datasets. You might have one default dataset or the ability to create multiple datasets for different scenarios (e.g., one for CapEx, one for OpEx).
  3. Create or Select Dataset: Either create a new DOA dataset or select an existing one to modify. Give it a clear name (e.g., "Standard AP Approval DOA", "Marketing Budget DOA").
  4. Define Dataset Structure/Dimensions: Determine the criteria used within the dataset. Common dimensions include:
    • User/Group: The approver or approval group.
    • Financial Limit: The maximum amount this user/group can approve.
    • Document Type: (Optional) Apply limits specific to Invoices, Purchase Orders, Expenses, etc.
    • Department/Cost Centre: (Optional) Apply limits based on coding.
    • Project: (Optional) Apply limits based on project coding.
    • Other Custom Dimensions: Based on your organisation's needs.
  5. Populate the Dataset: Add rows or entries to the dataset, mapping users/groups to their specific limits based on the chosen dimensions.
    • Example Row 1: User = John Smith, Limit = $1,000, Department = Sales
    • Example Row 2: Group = Finance Managers, Limit = $25,000, Document Type = Invoice
    • Example Row 3: User = Jane Doe, Limit = $5,000 (for all other cases - often requires a wildcard or blank entry for dimensions not specified).
    • Ensure you cover all necessary scenarios and potentially include a "catch-all" or final approver for amounts exceeding the highest defined limit.
  6. Import/Export (Optional): Zudello may offer options to import DOA data from a CSV file for easier management of large datasets or export the current dataset for review.
  7. Save the Dataset: Save the changes to the DOA dataset.
  8. Link to Approval Workflows: Ensure your approval workflow steps are configured to use the correct DOA dataset when determining the required approver based on document value and coding. This linkage is typically done within the approval workflow builder itself. See How-To: Configure Approval Milestones and Steps

Best practices​

  • Keep it Simple: Start with a straightforward DOA structure and add complexity only as needed.
  • Clear Naming: Use clear names for datasets, users, and groups.
  • Define "Unlimited" Clearly: Establish how to represent unlimited approval authority (e.g., a specific high value like 999999999, a blank limit, or a dedicated setting).
  • Overlap Strategy: Decide how to handle users belonging to multiple groups with different limits. Often, the highest limit applies, but this might be configurable.
  • Regular Audits: Periodically review and update DOA datasets to reflect personnel changes, role adjustments, and policy updates.
  • Test Thoroughly: Test approval workflows rigorously with documents of varying values and coding to ensure they route correctly based on the configured DOA dataset.

DOA datasets provide the financial logic underpinning robust and compliant approval processes in Zudello.

Need help?​

If you need assistance designing or configuring your DOA datasets, contact your organisation administrator or Zudello support.