Approving Officer Manual

Role & Responsibility: As the Approving Officer (typically the Executive Officer or equivalent), you hold the final authority. You issue certificates based on the verification done by Enquiry Officers. Your digital signature makes the document legally valid.

Dashboard Highlights:
Your new dashboard focuses on actionable items. Look for the "Approval Queue" table, which lists all verified applications ready for your review.

1. Setting Up Digital Signature

This is a one-time setup (or update as needed). Without this, you cannot approve any certificates.

Click on your Name (Top Right) -> Profile.

Scroll to "Digital Signature".

Upload a high-quality scan of your signature (PNG/JPG, White/Transparent background, Max 2MB).

Click "Save Changes".

2. Approval Workflow

Your task is to review applications that have the status Verified.

Step 1: Review

Go to the "Approval Queue" on your dashboard or navigate via the sidebar.

Check Enquiry Note: Read the remarks left by the Enquiry Officer.
Check Enquiry Report: Click "View Document" next to the Enquiry Report label. This is the proof of verification submitted by the EO.
Check Data: Briefly glance at the applicant details (e.g., Name spelling) to ensure accuracy.

Step 2: Decision - Approve

If you are satisfied with the verification:

Scroll to "Approval Actions".
Click the green Approve button.
Outcome:
- Status changes to Approved.
- Certificate PDF is generated with today's Issue Date.
- Your digital signature is stamped on the PDF.
- Citizen can download it immediately.

Step 3: Decision - Reject

Even if verified by an EO, you can reject if you find issues (e.g., incomplete report, suspicion of fraud).

In "Approval Actions", locate the text box "Rejection Reason".
Mandatory: You must type a clear reason. This will be visible to the citizen.
Click the red Reject button.
Outcome: Status becomes Rejected. Citizen has to re-apply.

3. Special Cases

Legal Heir Certificates (Warisan)

Pay extra attention to the list of heirs. Ensure the total number of heirs matches the Enquiry Report and Affidavit.

Modifying Applications

You cannot edit the citizen's data (Name, Address) directly to prevent data tampering. If data is wrong, Reject the application and ask them to apply with correct details. The citizen's profile data (Aadhar/Ward) is auto-filled, so they might need to update their profile first.

4. Dashboard & Reports

Your dashboard provides a summary of your activity:

Pending Approval: The backlog of verified applications waiting for you.
Processed by Me: Total approvals/rejections done by your account.

Use these metrics to ensure no application remains pending for more than the stipulated service guarantee time.