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What is an approval matrix, and why is it important?

• An approval matrix is a structured framework that defines the levels of approval required for various actions or documents within an organization. It assigns specific roles or departments responsible for approving or rejecting requests, ensuring that decisions are made by the appropriate personnel with the necessary authority. The approval matrix is crucial for maintaining control, ensuring compliance with organizational policies, and streamlining decision-making processes. It helps prevent unauthorized actions and ensures that all necessary approvals are obtained before a process moves forward.

How do I access the approval matrix settings in the system?

• To access the approval matrix settings, log in to the Isolocity system and click on your profile picture or initials to reveal the quick-start menu. If you wish to select between a 3 and a 4 stage approval process as a default, this can be done by selecting “Team settings” and then “Documents”. Here you can turn on and off the 3 stage Approval option, and default to 4 stage as needed. Next you would navigate to the “Documents” module on the left side bar where you will find the "Approval Matrices" section at the bottom of the page.This section allows you to view existing approval matrices or create new ones, providing a centralized location for managing approval workflows across your organization.

What are the first steps in creating a new approval matrix?

• The first step in creating a new approval matrix is to click on "Create Approval Matrix" within the approval matrices section. This action will open a new interface where you can define the matrix by entering a name, selecting the approval status, and specifying other relevant details. Naming the matrix clearly is important, as it should reflect the purpose or scope of the approvals it governs, making it easy for users to identify and apply the correct matrix in their workflows.

How do I name an approval matrix?

• When naming an approval matrix, choose a name that clearly indicates its purpose or the type of approvals it covers. For example, you might name it "Financial Approvals" for budget-related approvals or "Document Review Process" for document approvals. The name should be descriptive enough that users can easily understand its scope and applicability without needing to delve into the details. A well-chosen name helps in organizing and managing multiple approval matrices within the system.

What is the significance of selecting the status for an approval matrix?

• The status of an approval matrix determines whether it is active and available for use within the organization. Typically, you can select between "Active" or "Inactive" statuses. An "Active" status means the matrix is ready to be applied to relevant processes, while an "Inactive" status might be used for matrices that are under development or no longer in use. Managing the status effectively helps in keeping the approval matrices organized and ensures that only valid and current matrices are applied in workflows.

How do I add users or departments to an approval matrix?

• After creating the basic framework of the approval matrix, the next step is to add users or departments responsible for each approval stage. This can be done by clicking on the relevant stage within the matrix and selecting the user or department from a dropdown list. Each stage can have one or more approvers, depending on the complexity and requirements of the process. Assigning the correct approvers is crucial for ensuring that the right individuals with the appropriate authority are involved in the decision-making process.

What types of signature approvals can be included in an approval matrix?

• The approval matrix can include different types of signature approvals, such as user-based approvals (where a specific individual must approve) or department-based approvals (where any member of a designated department can approve). This flexibility allows the organization to tailor the approval process to fit various needs, such as requiring multiple levels of approval for high-value transactions or allowing more general approvals for routine matters. Choosing the appropriate signature type helps streamline the process and ensures that approvals are obtained efficiently.

How do I select the signature type for an approval stage?

• To select the signature type for an approval stage, click on the stage in the approval matrix and choose either "User" or "Department" from the signature type options. A "User" signature type means a specific individual must approve the stage, while a "Department" signature type allows any authorized member of the specified department to approve. Selecting the correct signature type is important for aligning the approval process with organizational policies and ensuring that the necessary oversight is provided.

What should I do if multiple users or departments need to approve a stage?

• If a stage requires multiple approvals, you can add additional users or departments to that stage by selecting them from the dropdown list and assigning them to the appropriate role within the matrix. Each approver will need to complete their approval before the process can move to the next stage. This setup is often used in processes that require higher levels of scrutiny or involve cross-departmental collaboration. Managing multiple approvers ensures that all perspectives are considered before a decision is finalized.

How do I save the approval matrix once it’s created?

• After defining all the stages, assigning approvers, and setting the necessary parameters, click "Save Approval Matrix" to finalize and store the matrix in the system. This action ensures that the matrix is now available for use in the Documents Module. It’s important to review all the details carefully before saving to ensure that the matrix accurately reflects the required approval process. Once saved, the matrix can be applied to documents.

Can I edit an approval matrix after it has been created?

• Yes, an approval matrix can be edited after it has been created. To do this, navigate to the "Approval Matrices" section, select the matrix you want to modify, and make the necessary changes. Editing might involve adding or removing approvers, adjusting approval stages, or changing the status of the matrix. However, it’s important to communicate any changes to all relevant stakeholders to ensure that everyone is aware of the updated approval process.

What should I do if an approval matrix is no longer needed?

• If an approval matrix is no longer needed, you can deactivate it by changing its status to "Inactive". Deactivation is usually recommended if there’s a chance the matrix might be needed again in the future. Properly managing old or unused matrices helps keep the system organized and ensures that only relevant approval processes are applied.

How do I ensure that the approval matrix aligns with company policies?

• To ensure that the approval matrix aligns with company policies, it’s important to collaborate with all relevant departments during the creation process. This includes legal, compliance, finance, and any other departments that might be affected by the approval process. Regular reviews and updates to the matrix can help maintain alignment with changing policies or regulations. Proper documentation and training on the approval matrix also help ensure that it is implemented consistently and correctly.

Can I apply the approval matrix to multiple processes or documents?

• Yes, once an approval matrix is created, it can be applied to multiple documents that require the same level of approval within the documents module.

How do I test an approval matrix to ensure it works correctly?

• To test an approval matrix, you can create a test document or process that uses the matrix and follow the approval steps as they would occur in a real scenario. Monitor each stage of the approval to ensure that notifications are sent, approvals are logged, and the process moves to the next stage correctly. Testing is crucial for identifying any issues before the matrix is widely deployed, ensuring that it functions as intended without causing delays or errors.

What happens if an approver is unavailable to approve a stage?

• If an approver is unavailable, Admins can assign a new user to sign or in the case of a department, an authorized signer can sign in place of the manager. Managing availability and ensuring backup approvers are in place helps maintain the flow of approvals and prevents bottlenecks.

Can I track the progress of approvals in real-time?

• Yes, most systems that use approval matrices allow you to track the progress of approvals in real-time. This includes seeing which stages have been completed, which are pending, and who is responsible for the current stage. Real-time tracking provides transparency and helps ensure that the approval process stays on schedule. It also allows for timely intervention if any issues or delays arise, ensuring that the process is completed as efficiently as possible.

How do I resolve conflicts if two approvers disagree on a stage?

• If two approvers disagree on a stage, the system may allow for further discussion or require the involvement of a higher authority to resolve the conflict. The approval matrix can be designed to include a conflict resolution stage where disagreements are addressed before the process can continue. Clear guidelines and communication channels should be established to handle such situations effectively, ensuring that decisions are made in the best interest of the organization.

What should I do if the approval matrix needs to be updated due to policy changes?

• If policy changes require updates to the approval matrix, it’s important to review the matrix thoroughly and make the necessary adjustments to reflect the new policies. This may involve adding new approval stages, changing approvers, or updating the criteria for approval. After making the changes, communicate them clearly to all stakeholders and provide any necessary training to ensure that the updated matrix is implemented correctly.

Can I create different approval matrices for different departments?

• Yes, you can create separate approval matrices tailored to the specific needs of different departments within the organization. Each matrix can be customized to reflect the unique workflows, approval hierarchies, and requirements of each department. This allows for greater flexibility and ensures that the approval process is aligned with the operational practices of each department, leading to more efficient and effective decision-making.

How do I document and store approval matrices for future reference?

• Approval matrices can be documented and stored within the system’s settings or documentation module, where they can be easily accessed for future reference. It’s important to keep records of all approval matrices, including their creation date, revisions, and the policies they align with. Proper documentation ensures that there is a clear record of the approval processes in place, which is useful for audits, training, and compliance purposes.

What is the impact of a poorly designed approval matrix on operations?

• A poorly designed approval matrix can lead to delays, confusion, and inefficiencies in the approval process. It may result in unauthorized actions, missed deadlines, and compliance issues. To avoid these problems, it’s important to carefully plan and design the approval matrix with input from all relevant stakeholders, ensuring that it is clear, logical, and aligned with organizational policies. Regular reviews and updates to the matrix help maintain its effectiveness and prevent operational disruptions.

How do I train users on the proper use of an approval matrix?

• Training users on the proper use of an approval matrix involves providing clear instructions, demonstrations, and practice opportunities. This can be done through training sessions, user guides, and online tutorials. It’s important to cover the purpose of the matrix, how to navigate it, the roles and responsibilities of approvers, and how to handle any issues that may arise. Ongoing support and resources should be available to help users become proficient in using the approval matrix effectively.