Delegation of Authority Configuration Guide

Overview

A Delegation of Authority (DOA) matrix defines who in an organization is authorized to make decisions, approve actions, or handle tasks in various business areas, such as supply chain, operations, and finance.

Traditionally, government contractors managed these matrices using Excel documents, which outlined who had the authority to approve various processes based on different criteria. By integrating the DOA matrix into Microsoft Dynamics, we automatically route requests to the appropriate reviewers and approvers based on their authority levels and predefined rules.

This is a detailed guide for an administrator to set up the DOA matrix in Microsoft Dynamics.

Audience

• Microsoft Dynamics Administrators

• IT Support

Product Configuration

DOA Management Page

The DOA Management page is a centralized page for admins to setup and manage the DOA matrix within Dynamics. Admins can create and manage DOA categories, roles, and associated conditions to determine what decisions or approvals users can make. They can easily assign, modify, or revoke DOA levels and create custom matrices for different departments or roles based on organizational needs.

Navigating to the DOA Management Page

To view the DOA admin page, in your Microsoft Dynamics instance, click DOA Dashboard.

The DOA Management page appears. displaying all the existing categories in the first column and DOA Roles in the first row.

Key Features

Search and Filter Options

• Search by Role: Enter a role name to filter the table based on a specific DOA role.

• Filter by Entity: Use the dropdown to filter DOA Categories by entity type.

• Search by Business Unit: Narrow down the list using the business unit filter.
  
  

DOA Category List

This column displays all existing DOA Categories.

NOTE

The DOA Category name displayed on the DOA Management page is a concatenation of the DOA category name and the associated entity.

DOA Role Columns

Each role column includes tools to manage team members and role settings per DOA Category:

Action Buttons

• Add DOA Category: Create a new DOA Category.

• Add Role: Add a new role to be used across categories.

• Refresh: Reloads the page with up-to-date configurations.
  
  

Creating and Managing a DOA Category

A DOA Category is essentially a way to create and organize categories linked to specific entities. For instance, the Opportunity Approval category can be linked to the Opportunity entity and the Account Approval category can be linked to the Account entity.

Adding a DOA Category

To add a DOA category:

1. On the DOA Management page, click Add DOA Category.
   
   The Create DOA Category dialogue appears.

2. Specify the following details:

   1. Enter a name in the DOA Category Name field.

   2. From the Entity Name dropdown, select the entity for which you want to setup the DOA process.

   3. Optionally, specify the Business Unit and Group associated with the DOA category.
      The following screen shows an example of a DOA category being added for the Agreement entity.
      

3. Click Save.
   The category is added on the DOA Management page.
   

Editing a DOA Category

To edit a DOA Category:

1. On the DOA Management page, click the edit icon next to the DOA category you want to edit.
   

2. Edit the DOA Category as required and click Update.
   

Deleting a DOA Category

NOTE

Deleting a DOA category also deletes the DOA conditions associated with that category.

To delete a DOA Category:

1. On the DOA Management page, click the delete icon next to the DOA category you want to delete.
   A confirmation dialogue appears.
   

2. Click Yes, delete it.

Creating and Managing a DOA Role

A DOA Role defines specific roles or departments within an organization and their associated personnel who have certain decision-making powers or approval authority.

Adding a DOA Role

To add a DOA role:

1. In the DOA Management page, click Add Role.The Add Role dialogue appears.

2. Click the add icon.

3. Enter the Employee Name and their DOA Role.
   The following screen shows an example of a Manager role being added.

4. Click Save.
   The role is added on the DOA Management page.

Defining and Managing DOA Rules

Rules define who can make decisions and under what conditions. They establish authority levels for various approvals, specify criteria for approval, and outline which roles are responsible for specific actions.

Adding a New Rule

To add a new rule to a specific DOA category and role:

1. On the DOA Management page, click the Add New Rule for Role icon ( ) corresponding to the cell where a specific DOA category intersects with a specific role.
   The DOA Configuration page appears.

   NOTE

   You can edit the DOA Configuration Name if required.

   

2. Specify the DOA Conditions:

   1. From the Field Display Name dropdown, select a field for which you want to create a DOA rule.
      

   2. Select the required Operator.

      NOTE

      The Operator options change as per the selected Field Display Name.

   3. Enter the Field input Value.

   4. Click the add icon ()  to enable the Condition field and add another Field Display Name if required.

3. Under DOA Roles, select a Team Member Role.

4. Click Save.
   The DOA configuration can be viewed by clicking the View Rules Configuration Details icon on the DOA Management page.

   NOTE

   You can create multiple DOA configurations under the same DOA Category and DOA Role, each with different sets of DOA conditions.

DOA Conditions Example

The following screen shows an example of a DOA rule defined for the Opportunity entity, based on Total Contract Value. The rule is triggered when a contract’s value is greater than or equal to $500,000.

Viewing and Editing Existing DOA Configurations

To view or edit existing DOA configurations:

1. On the DOA Management page, click View Rules Configuration Details icon () corresponding to the cell where a specific DOA category intersects with a specific role.

2. A list of Existing Configurations appears.
   

3. Click on the configuration name to view or edit the configuration.
   The Existing Conditions page appears.

4. Use the Edit and Delete icons to make the required changes.

5. Click Save.

Deleting Existing DOA Configurations

NOTE

Deleting a configuration also deletes all the associated DOA conditions

1. On the DOA Management page, click View Rules Configuration Details icon () corresponding to the cell where a specific DOA category intersects with a specific role.
   A list of Existing Configurations appears.
   

2. Click the delete icon to delete a configuration.
   

3. A confirmation message appears, click Yes, delete it.
   

DOA Bypass Configuration

Bypass Configuration defines the conditions under which a record can bypass the approval process for a specific entity and group.

A bypass configuration is for scenarios where certain records do not require entity approval. When a record meets the configured bypass conditions, the system can skip the applicable approval flow instead of routing the record to an approver.

Adding Bypass Configuration

1. On the Bypass Configuration Management page, click Add Configuration.
   

2. Enter the relevant details and click Save.
   

Updating Bypass Configuration

1. Select Create/Update Conditions for the configuration.
   

2. On the Bypass Condition page, click the edit icon to update the configuration.
   

3. Update the required fields and click Save.
   

Conditions define bypass eligibility, while the separate bypass-stage configuration determines where the bypass occurs in the approval process. Configuration defines where the bypass applies; conditions define when it applies.