Admin Module — User Manual
Overview
The Admin module is the system control center. Only users with the ADMIN role can access it. It covers four areas: user management, directory management, workflow building, and system settings.
Access
- Role required:
ADMIN - Navigation path: Sidebar → Admin
1. User Management (/admin/users)
Viewing Users
The user list shows all accounts in the system. You can:
- Search by name or email using the search bar
- Filter by Role (designation), Department, or Active status
- Paginate through results
Creating a User
Click Add User and fill in the form:
| Field | Description |
|---|---|
| Full Name | The user's display name |
| Used for login and notifications | |
| Password | Initial login password (user should change it) |
| Primary Designation | The user's main role in the system (see Role Reference below) |
| Additional Roles | Checkboxes for extra permissions layered on top of the primary role |
| Department | Required if the role is REQUESTER or STAFF_REQUESTER |
Click Save to create the account.
Editing a User
Click the edit icon on any user row to modify their details. You can change any field including roles. You can also toggle the account between Active and Inactive — inactive users cannot log in.
Role Reference
| Role | Description |
|---|---|
REQUESTER | Office-level requester (requires a department) |
STAFF_REQUESTER | Staff-level requester (requires a department) |
DEPARTMENT_HEAD | Head of an office/department |
HR | Human Resources |
SECRETARY | Secretary (routes documents) |
GSO | General Services Office |
BAC | Bids and Awards Committee member |
BAC_SEC | BAC Secretariat (manages RFQs and POs) |
BUDGET | Budget Office |
ACCOUNTING | Accounting Office |
TREASURY | Treasury Office |
MAYOR | Mayor (executive approval) |
HOPE | Head of Procuring Entity |
INSPECTORATE | Inspectorate member |
INSPECTORATE_HEAD | Head of Inspectorate |
INVENTORY_PROPERTY_CUSTODIAN | Property Custodian |
PPMP_PREPARER | Prepares PPMP documents |
PPMP_APPROVER | Approves PPMP documents |
PPMP_VIEWER | Read-only access to PPMPs |
LIQUIDATION_PERSONNEL | Handles liquidation documents |
ADMIN | Full system access |
The Primary Designation is the user's official title. Additional Roles grant extra permissions without changing the designation. For example, a Department Head who also needs to approve PPMPs can have DEPARTMENT_HEAD as primary and PPMP_APPROVER added.
2. Directory Management (/admin/directories)
Directories are reference data used throughout the system. There are five tabs:
Payees Tab
Maintains the list of vendors, suppliers, and individuals who receive payments.
- Fields: Name, Address
- Used in: Disbursement Vouchers (payee field)
Tags Tab
Labels that can be attached to Disbursement Vouchers and other documents for filtering.
- Fields: Name
- Used in: Disbursement Vouchers, Purchase Requests, RFQs
Item Templates Tab
Catalog of goods and services used when building procurement documents.
- Fields: Name, Unit, Default Unit Price
- Used in: PPMP line items, PR line items, DV line items
Departments Tab
Organizational chart of offices. Departments can be hierarchical (sub-offices under a parent).
- Fields: Name, Code, Parent Department (optional)
- Rules:
- A department can only be assigned a parent that does not create a cycle
- Root departments (no parent) can hold their own AIP and Budget appropriations
- Sub-departments use Work and Financial Plans (WFPs) whose budgets roll up to the parent
Remarks Checklist Items Tab
Pre-defined checklist entries that reviewers can select when returning a Disbursement Voucher.
- Fields: Name, Description
- Used in: DV return actions (the reviewer checks applicable items to communicate deficiencies)
3. Workflow Builder (/admin/workflows)
Workflows define the approval chain for Disbursement Vouchers and procurement documents.
Concepts
| Term | Meaning |
|---|---|
| Template | A named workflow blueprint (e.g., "Standard DV", "Infrastructure DV") |
| Version | A numbered snapshot of a template's step definition. Published versions are locked — no edits. |
| Draft | An unpublished version that can be freely edited |
| Instance | A live copy of a version, attached to a specific document |
Creating a Workflow Template
Click New Template and fill in:
| Field | Description |
|---|---|
| Name | Display name (e.g., "Travel DV Workflow") |
| Description | Optional notes about this workflow's purpose |
| Type Label | Short label shown on documents (e.g., "Travel DV") |
| Is Default | If enabled, this template appears first in the workflow selector |
| Requires Approved Travel Order | If enabled, users must link an approved Travel Order when creating a DV with this workflow |
Creating a Version
From the template detail, click New Draft Version. You may optionally copy steps from an existing version to start from.
Building Steps
Within a draft version, use the visual step builder to add steps. Drag to reorder. Each step has:
| Field | Description |
|---|---|
| Label | Display name of the step (e.g., "Mayor Approval") |
| Key | Internal identifier (auto-generated, unique) |
| Step Type | Controls behavior (see Step Types below) |
| Assignment Type | Who handles this step (see Assignment Types below) |
| Assignment Role / Department | Specific role or department for the assignee |
| Min Approvals | For Parallel Review — minimum approvals needed before advancing |
| Auto-Advance Trigger | When to automatically move to the next step |
Step Types
| Type | Behavior |
|---|---|
REVIEW | Sequential — one designated reviewer acts |
PARALLEL_REVIEW | Multi-reviewer — multiple people review simultaneously; advances when minApprovals is met |
SOURCE_OFFICE | Review by members of the DV's source office(s) |
TREASURY | Treasury step — issues check and records release |
NOTIFICATION | Sends a notification only; no approval action required |
SYSTEM_ACTION | Automated system action (no human interaction) |
Assignment Types
| Type | Description |
|---|---|
ROLE | Assigned to all users with a specific role |
DEPARTMENT | Assigned to all users in a specific department |
SOURCE_OFFICE_MEMBER | Assigned to members of the DV's source office |
INSPECTORATE_DEPARTMENT | Assigned to the Inspectorate department |
CREATOR | Assigned back to the DV creator |
TRAVEL_ORDER | Tied to the linked Travel Order |
Publishing and Enabling
- Publish — Locks a draft version. Published versions cannot be edited.
- Enable / Disable — Controls whether a template appears in the workflow selector when creating documents.
- Delete — Removes a template (only possible if no documents are using it).
Managing Assignments
Workflow assignments define which roles or departments see a template in the selector:
- Assign by Role or Department
- Assignments can apply to a specific version or to all versions
- Example: assign the "Infrastructure DV" workflow to the
GSOrole so only GSO users see it as an option
4. System Settings (/admin/settings)
| Setting | Description |
|---|---|
| BAC Required Approvals | Minimum number of BAC members that must approve a DV's BAC review step (default: 3; range: 1–10) |
| PPMP Workflow Template Version | The workflow version used for PPMP approval processes |
| PR Workflow Template Version | The workflow version used for Purchase Request approval processes |
Changes take effect immediately for new documents. Existing documents continue using the workflow version they were started with.
Common Tasks Quick Reference
| Task | Where |
|---|---|
| Create a new user account | /admin/users → Add User |
| Change a user's role | /admin/users → Edit User |
| Deactivate a user | /admin/users → Edit User → toggle Active |
| Add a new payee/vendor | /admin/directories → Payees tab |
| Add a new department | /admin/directories → Departments tab |
| Build a new approval workflow | /admin/workflows → New Template → New Draft Version |
| Publish an approval workflow | /admin/workflows → version detail → Publish |
| Set BAC approval threshold | /admin/settings |
