Rubric User Manual

Version: 1.0
Prepared For: End Users and Administrators
Date: [Insert Date]

Table of Contents

1. Introduction
   • What is Rubric?
   • Key Features
   • System Requirements
2. Getting Started
   • Logging In
   • Overview of the Dashboard
3. System Navigation
   • Menu Overview
   • Key Modules
4. Step-by-Step Guides
   • Setting Up Workflows
   • Submitting a Request
   • Approving/Rejecting Requests
   • Delegating Authority
   • Tracking Requests
5. Advanced Features
   • Customizing Workflows
   • Using Analytics and Reports
6. Admin-Specific Features
   • Adding Users
   • Managing Roles and Permissions
   • System Settings
7. FAQ and Troubleshooting

1. Introduction

What is Rubric?

Rubric is an AI-powered approval management system designed to streamline and automate multi-level workflows. It simplifies complex approval processes, reduces delays, and provides real-time tracking and analytics to improve organizational efficiency.

Key Features

• Workflow automation with multi-level hierarchies.
• Real-time tracking and notifications.
• Role-based access control (RBAC) for secure approvals.
• Delegation of authority for temporary user replacements.
• Advanced analytics for actionable insights.

System Requirements

• Browser: Google Chrome, Mozilla Firefox, or Microsoft Edge (latest versions).
• Device: Desktop, laptop, or tablet with internet access.
• Additional Tools: A valid email for notifications.

2. Getting Started

Logging In

1. Open your browser and navigate to the Rubric login page.
2. Enter your username and password.
3. Click Login.
   • If you forget your password, click Forgot Password and follow the prompts to reset it.

Overview of the Dashboard

The dashboard provides a summary of system activity:

• Key Metrics: Total requests, pending approvals, completed approvals, and rejected approvals.
• Graphs and Charts: Visual representations of approval trends and status.
• Quick Links: Shortcuts to create requests, manage workflows, or view pending tasks.

3. System Navigation

Menu Overview

The main menu provides access to key modules:

1. Dashboard: Overview of system activity and metrics.
2. Workflows: Create and manage approval workflows.
3. Requests: Submit, view, and manage approval requests.
4. Users: Manage user roles and permissions (Admin only).
5. Analytics: View detailed reports and insights.
6. Settings: Configure system preferences (Admin only).

4. Step-by-Step Guides

4.1 Setting Up Workflows (Admin)

1. Navigate to the Workflows module.
2. Click Create Workflow.
3. Enter a name for the workflow (e.g., “Procurement Approval”).
4. Define the workflow steps:
   • Add roles for each step (e.g., Initiator, Reviewer, Approver).
   • Set conditions or rules (e.g., approvals over $10,000 require CFO review).
5. Save the workflow.

4.2 Submitting a Request

1. Go to the Requests module.
2. Click New Request.
3. Select the appropriate workflow (e.g., Procurement Approval).
4. Fill in the required fields (e.g., amount, description, supporting documents).
5. Submit the request.
   • A notification will be sent to the assigned approver(s).

4.3 Approving/Rejecting Requests

1. Access Pending Approvals from the dashboard or the Requests module.
2. Click on the request to view details.
3. Review the attached documents and comments.
4. Choose to Approve, Reject, or Send Back for Revision.
   • Provide comments if needed for rejection or revision.

4.4 Delegating Authority

1. Navigate to Settings > Delegation of Authority.
2. Select the user you want to delegate to.
3. Set the start and end dates for the delegation.
4. Save changes.
   • The delegated user will receive a notification.

4.5 Tracking Requests

1. Go to the Requests module and select All Requests.
2. Use filters (e.g., department, status, or date) to refine your search.
3. Click on a request to view its progress, including timestamps for each step.

5. Advanced Features

5.1 Customizing Workflows (Admin)

1. Open an existing workflow from the Workflows module.
2. Add, remove, or edit steps to reflect new requirements.
3. Save and activate the updated workflow.

5.2 Using Analytics and Reports

1. Navigate to the Analytics module.
2. Choose from pre-configured reports (e.g., Average Approval Time, Bottleneck Analysis).
3. Export reports in PDF or Excel format for further analysis.

6. Admin-Specific Features

6.1 Adding Users

1. Go to the Users module and click Add User.
2. Enter the user’s name, email, department, and role.
3. Assign permissions based on the role (e.g., View Only, Approver).
4. Save the user.

6.2 Managing Roles and Permissions

1. Navigate to Settings > Roles and Permissions.
2. Select a role (e.g., Admin, Approver, Initiator).
3. Update permissions (e.g., Add, View, Edit, Delete).
4. Save changes.

6.3 System Settings

1. Access Settings from the main menu.
2. Configure system preferences such as:
   • Default notification settings.
   • Workflow escalation rules.
   • Branding (e.g., logo, color scheme).
3. Save changes.

7. FAQ and Troubleshooting

FAQ

• Q: Can I edit a submitted request?
  • A: Yes, if the request is sent back for revision.
• Q: How do I know who the next approver is?
  • A: Use the Tracking feature in the Requests module to view the workflow’s progress.

Troubleshooting

• Issue: Unable to log in.
  • Solution: Check your credentials or reset your password.
• Issue: Notifications not received.
  • Solution: Verify notification settings in your profile.