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Documentation Index

Fetch the complete documentation index at: https://docs.aptlydone.com/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

The Settings area lets administrators configure tenant-wide defaults, enable or disable module features, manage organizational structure and access, and govern integrations and billing. Most settings apply across the tenant unless noted; a smaller set defines defaults for new users that can later be adjusted at the user level. Settings are organized into two groups in the left navigation:
  • Account Settings — a parent menu containing tenant configuration for individual modules (Info & Region, Group Types, Positions, Decisions, Delegations, Matrices, Documents, Actions).
  • Standalone Settings — Users & Roles, Groups, Notifications, Advanced, Integrations, and Subscription, each accessed directly from the Settings menu.
This page covers each area in the order it appears in the Settings menu.

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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 across the tenant:
  • Organizations — always enabled; cannot be disabled
  • Departments — toggle
  • Locations — toggle
  • Custom Group Types — optional (e.g., Projects, Teams, Cost Centers)
Behavior & validations
  • Disabling a group type hides it from create/edit forms and filters. Existing associations remain available in version history.
  • When disabling, you may choose to Keep Associations (hide going forward) or Remove Associations (break links going forward).
  • Some features depend on specific group types; for example, the Functional pathway requires Departments to be enabled.
Group Types defines which dimensions are available. The actual organizations, locations, departments, and custom-type values are managed under Groups (see below).

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🪪 Positions

Positions represent job titles or authority-holding roles in your organization (e.g., “Head of Legal”, “Controller”, “Plant Manager”). Positions are used across Aptly to assign authority to people in a position and can also represent governing bodies (e.g., a Board or Committee) even if no specific user is assigned. From the Positions page, admins can:
  • Create and manage positions
  • Associate positions with organizational scope (Organizations, Locations, Departments)
  • Deactivate or reactivate positions (recommended over deletion for most changes)
  • Delete positions when appropriate
  • Bulk upload positions using a template
  • View positions synced via Directory Sync (SCIM) or HRIS integrations (synced fields are read-only)
Deactivating a position can affect existing delegations issued to that position. With Auto-Revoke enabled, those delegations may be revoked automatically; with Auto-Revoke disabled, they may be flagged Invalid for review.

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🧾 Decisions

Define how authority is expressed and governed on Decisions and Delegations.

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Authority Value Types

Choose which limit types can be used:
  • Currency (on by default)
  • Number
  • Time — days/months/years (on by default)
  • Authorized — Yes/No-style flags such as “Authorized to sign” (on by default)
  • Percentage
Disabling a value type hides it on new records; historical values remain visible in history.

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Conditions (toggle)

Enable Conditions to add policy constraints to Decisions and Delegations (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 Roles (e.g., Consulted, Informed, Co-Signer) on Decisions and Delegations to capture engagement requirements alongside authority. If turned off, role assignment is not available on Decisions or Delegations.

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👥 Delegations

Control delegation types, recipient behavior, issuance rules, redelegation limits, and module-level features.

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Authority Types

  • Approval (on by default)
  • Signatory (on by default)
  • Admins can add custom authority types as needed (e.g., Responsible, Pre-Approval, Competitive Quote)

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Recipient Types

  • Personnel in Position (enabled) Delegate authority to one or more specific people while they hold a specific 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. Authority persists with the position regardless of who currently holds it.
  • Specific Personnel (optional) Delegate directly to named individuals, regardless of position. If a user’s position changes later, the delegation is unaffected.

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Issuance Controls

  • Auto-Issue (applies to Personnel 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 (Functional, Direct-Line) are respected; users who don’t meet the pathway criteria are skipped.
  • Auto-Revoke (applies to Personnel 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 issued 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 — default allowed
Users with the Global Redelegation Limit Override permission can redelegate up to the source authority (subject to Decision limits), even when global limits are lower.

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Module Settings

Module Settings under Delegations control which delegation-related features are available in the Delegations module:
  • Documents on Delegations — when enabled, users can attach documents to individual delegations. (Decision-level documents always cascade to downstream delegations; delegation-level documents do not cascade further.)
  • Delegation Pathway — when enabled, delegations display a Pathway tab with an org-chart-style visualization of how authority flows from issuer to delegate. Each node shows the delegate’s name/position and authority limits; badges indicate non-active or invalid states (Pending, Suspended, Revoked, Expired, Archived, Invalid), and nodes link to the underlying records.

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🧩 Actions

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 each recipient and the acceptance date is recorded on the delegation.
  • 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 becomes operational, and optionally re-approval when an issued delegation is changed.
  • Approval at issuance — When enabled, every newly issued delegation enters Pending status and an Approval Action is assigned to eligible approvers. On approval, the status changes to Issued; on rejection, the delegation returns to Draft or its prior state.
  • Change Approval — When enabled, substantive edits to an already-Issued delegation also route for approval. The delegation remains Issued with a Pending Re-approval indicator while under review; on approval, the changes are committed to the live record.
See Delegation Approvals & Logic for full detail on when approvals are required, how approvers are assigned, the change-approval flow, and how the audit trail is captured.

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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 and edit custom types.
  • System default types cannot be edited or disabled.

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📂 Documents

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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🧮 Matrices

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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🧑 Users & Roles

Located directly under the Settings menu, Users & Roles is where admins manage user records and the roles that govern what users can see and do across Aptly.
  • Users — Add, invite, edit, deactivate, and bulk-upload users; review users synced from HRIS or Directory Sync (SCIM) sources.
  • Roles — Manage default roles that ship with every tenant (System Admin, Global Authority Manager, Group Authority Manager, Global User, Group User, Restricted User, Auditor) and create custom roles by cloning a default or starting from scratch. Roles control module access, scope (tenant-wide vs. specific Groups), and fine-grained permissions on Decisions, Delegations, Matrices, Documents, Actions, Reporting, and Settings.
  • User Configuration — Configure user attributes, field visibility, and which fields are sync-controlled.
See Roles & Permissions for the full permission model, including how default roles, scopes, and record capacities combine to determine effective access.

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🏢 Groups

Groups is where admins manage the actual organizational dimensions used throughout Aptly to scope authority and access — distinct from Group Types (which controls which dimensions are available). The tabs visible on this page reflect the Group Types enabled for your tenant: Organizations is always present; Locations, Departments, and any custom group types appear if enabled. From this page, admins can:
  • Create, edit, deactivate, and delete groups within each enabled type
  • Define parent-child relationships (Organizations can only have other Organizations as parents; other group types can have parents from any enabled type)
  • Associate groups with users, positions, decisions, and delegations
  • Manage groups synced from HRIS or SCIM sources
See Group Management for the full guide to group hierarchies, sync behavior, and best practices.

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🔔 Notifications

The Notifications settings page lets tenant administrators define the default notification preferences that apply to new users when they are created. Existing users manage their own notification preferences from their profile.

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Global Notification Generation

A tenant-level toggle at the top of the page controls whether Aptly generates any notifications (system or email) for the tenant.
  • Off — No notifications are sent for the tenant, regardless of tenant defaults or user-level preferences. Commonly used during onboarding or data migration to suppress premature alerts.
  • On — Notifications follow tenant defaults (for new users) and each user’s personal preferences.

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What can be configured

Notifications are organized into four tabs — Delegations, Decisions, Actions, Documents — each listing the notification types available in that area. For each notification type, admins can configure:
  • On / Off — whether the notification is enabled at all for new users
  • System — in-app delivery (notification tray)
  • Email — email delivery
  • User(s) — which participant(s) should receive the notification (varies by type)
  • Trigger — the event or timing that causes the notification to be sent
Notifications are informational alerts; Actions are tasks assigned to users that may require completion. A user can receive both for the same event.

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🔐 Advanced

The Advanced settings page provides administrative security and API access tools, organized into three tabs:
  • User Access Logs — A security-focused log of user login activity (timestamp, user, remote address, actor type, tenant, and additional details). Filterable by time window. Used by IT, Security, and Admin teams to verify access patterns and investigate suspicious activity.
  • User Access Keys — Self-service creation and management of API keys for the currently logged-in user. Each key inherits the permissions of the user who creates it.
  • Access Key Management — Administrative view for managing access keys across the tenant. Authorized admins can view, activate, deactivate, or delete keys created by other users — useful for offboarding, security response, and governance review.
Access to each tab is controlled by separate role permissions (e.g., User Access Logs and API Key Management can be granted independently). For integrations, the recommended pattern is to create a dedicated service account user with a purpose-built role and generate keys from that account rather than tying keys to individual employees.

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🔗 Integrations

The Integrations area is where admins manage connections between Aptly and external systems — including HRIS/ERP platforms (e.g., Workday, SAP, Oracle), identity providers (SCIM-compliant IdPs such as Microsoft Entra ID, Okta, PingIdentity), and other partner platforms. From here, admins can configure new integrations, monitor active integration runs, review logs, and troubleshoot sync issues. Advanced workflow automation and data transformation may also be available depending on tenant configuration and subscription.
For the current list of supported Connectors and partner platforms, see Enterprise Integrations on the Aptly website.
See SSO & SCIM Configuration for Directory Sync setup and field mapping guidance.

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💳 Subscription

The Subscription page lets authorized administrators view plan details, monitor usage for any usage-based charges, manage add-ons, and access invoices (where in-platform billing is configured for the tenant). Some tenant capabilities (for example, custom group types, multi-currency support, or advanced integration features) may depend on subscription tier. If a feature appears restricted, the Subscription page is the place to confirm what’s included on the current plan.

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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 / Approver / Reviewer / Shared user).
  • Many settings on this page toggle UI and workflow availability; users still require the corresponding role permissions to act.
  • Tenant-level toggles set the boundaries; Group scope and record capacity refine who can do what within those boundaries.

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✅ Tips & Good Practices

  • Start broad, constrain with groups. Give the minimal tenant-level permissions required, then use Group scopes and FGA capacities to narrow real-world access.
  • Use Action Templates for recurring workflows (approvals calendars, periodic reviews, annual attestations).
  • Keep Document Types and Version fields lean to improve reporting and audit clarity.
  • Use Auto-Issue and Auto-Revoke deliberately, with clear communication to stakeholders — these behaviors automate authority changes when people move into or out of positions.
  • Use service accounts for integrations rather than tying API keys to individual employees, so keys survive staffing changes and integration activity is clearly auditable.
  • Suppress notifications during migrations by toggling Global Notification Generation off; turn it back on once the tenant is ready for users.

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🧭 Related Pages

System settings apply at the tenant level. For user-specific behaviors, see User Profiles and Roles & Permissions. If you need help mapping settings to your governance model, contact support@aptlydone.com or visit the Aptly Support Portal.