Managing Delegations in UniPhi

Overview

Delegations in UniPhi control who is required to approve documents (such as Progress Claims or Invoice Approvals) and under what conditions (e.g. value thresholds).

This ensures governance, accountability, and structured approval workflows across projects.

Delegations are configured at the Template level, meaning they apply automatically to all documents generated using that template.

How to Edit Delegations

Follow these steps to configure or update delegations:

Go to the Hamburger Menu > Configuration

Scroll down and click Templates

Locate the relevant template (e.g. Progress Claim or Invoice Approval)

Click the Edit (pencil icon)

In the template editor navigate to the Delegations section (bottom right of the first screen)

Configure the required roles and thresholds:

• Tick the roles that must approve the document

• Enter “Greater Than” values to define when approval is required

• Leave “Less Than” blank unless restricting a range

Click Save

Repeat for other templates if required.

Key Notes:

Setting $1 ensures all documents require approval

To enforce approval order, stagger thresholds (e.g. PM = $1, DM = $2)

Leaving Less Than blank ensures no upper limit (applies to all higher values)

Delegation Settings Explained

Enable Sign-On Behalf Of

Allows a user to approve/sign off on behalf of another role.

Useful for leave cover or urgent approvals

Note: All actions are still logged for audit purposes

No. Signatories Required

Defines the minimum number of approvals required.

Example: Set to 2 > any two valid approvers can complete the sign-off.

Works in combination with delegation thresholds and roles.

Set Project Phase on Signoff

Automatically updates the project lifecycle phase once approval is complete.

Ensures reporting remains accurate and the project progression aligns with approvals.

Delegation Amounts Tax Inclusive

Controls whether thresholds use:

• Gross value (incl. tax) when ticked

• Net value (excl. tax) when unticked

  
  

Should align with your financial governance approach

Role-Based Delegations

The role matrix (e.g. Project Manager, Cost Manager, Sponsor) defines who is eligible to approve.

Roles must be assigned to the project and exist in the resource structure

How Delegation Logic Works

UniPhi evaluates the document value against delegation thresholds.

It determines which roles must sign off.

If multiple roles are required, the system enforces:

• Either parallel approval, or

• Sequential approval (based on configuration)

  
  

This ties directly into UniPhi’s workflow and template engine, which drives automated document generation and approvals.

Email Notification Settings (Important)

To ensure the notifications are enabled this can be done by going to the Hamburger Menu > Configuration > System.