Delegation of Authority Configuration Guide

Change Summary

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

To update the product configuration record for DOA:

1. On the Solutions page, click the Advanced Find filter icon  

2. On the Advanced Find page, look for Product Configuration and then click Results.

3. Locate and open DOA Configurations.

4. In the JSON Value field update the isDoa value to true to enable the Execute DOA button.
   

5. Click Save.

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 Contract Approval category can be linked to the Contract 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 dialog 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 AAD Group (Azure Active Directory) 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 dialog 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 dialog 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 Contract entity, based on Contract Type and Contract Value. The rule is triggered when a contract matches one of the three selected contract types and has a value 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 Entity Configuration

The DOA Entity Configuration page provides administrators with a centralized interface to manage entities that are governed by DOA rules. It allows admins to add, edit or delete entities, enable or disable DOA for specific entities, review their current status, and track when configurations were created or last modified.

The following table lists the entities available out of the box (OOTB) for DOA along with their configured team member roles:

NOTE

When configuring entities that are not available OOTB, the default team member roles are Approver and Reviewer.

Adding a DOA Entity

To add a new DOA entity:

1. On your Microsoft Dynamics instance, click DOA Entity Configuration.
   The DOA Entity Configuration page appears. displaying the existing entities. 

2. Click New.

3. Enter the Entity Name and Entity Logical Name, select the appropriate option for Is DOA Enabled, and click Save.
   The entity is added to the DOA Entity Configuration page. 

   NOTE

   Refer to the Power Apps page for the Entity Name and Entity Logical Name of an entity. In this page, the Table column represents the Entity Name, and the Name column represents the Entity Logical Name.

   

Editing/Deleting a DOA Entity

To edit a DOA entity:

1. On the DOA Entity Configuration page, select the entity you want to modify and click Edit. 

2. Edit the required fields and click Save. 

To delete a DOA entity:

1. On the DOA Entity Configuration page, select the entity you want to delete and click Delete. The selected entity is deleted.

Enable/Disable DOA Rules

The Is DOA Enabled toggle switch determines whether DOA rules are applied to a specific entity.

• Yes (Enabled): When the toggle is set to Yes, DOA rules are active for that entity. This means any actions (such as approvals and reviews) associated with the entity will follow the configured DOA rules.

• No (Disabled): When the toggle is set to No, DOA rules are not applied to that entity. The entity can still be used in the system, but it will not be governed by DOA rules.