Glossary

The words the suite uses, in plain language. Where your organisation uses its own word on screen, both are given, for example My Desk (Approvals).

An administrator can rename some labels to match local usage (Settings › Terminology). This manual uses the names shown on the UATH suite, with the standard name in brackets where they differ.

A – C

Approval chain
The ordered list of people or offices a request (or memo, or payment voucher) must pass through before it is finished, for example your head of unit, then a director. Each stop is a step. The chain is set by the request type, so you don’t choose who approves.
Approval route (Approval workflow)
An administrator’s saved approval chain that payments and memos follow.
Approve
The decision at the final step that completes a request. Earlier steps usually recommend instead.
Archived
Put away but kept: for example an old memo, or a notification you filed.
Assistant (AI Assistant)
A chat helper that can answer questions about your work and help fill in forms. See Ask the AI assistant.
Audit log
A permanent record of who did what and when. Kept by the system; you cannot change it.
Auto-lock
The setting that locks your screen after some minutes without activity. See Screen lock PIN.
Circular
A memo sent to a wide audience, such as all staff or a whole department. In the menu, memos and circulars live together under Memos & Circulars. Once sent, its status reads Circulated (Published).

D – L

Dashboard (Home)
The first page after sign-in: what needs your attention and what is coming up. See Tour of the home page.
Department / Unit (User group)
A part of the organisation, such as the ICT Unit or Internal Medicine. You belong to one or more. Units decide who your head is and who sees what. The menu calls them Departments & Units.
Disbursed (Paid)
A payment voucher that has been paid out.
Draft
Something saved but not sent yet. Only you can see it.
Head (HOD / HOU)
The head of a department or unit. Many approval chains send a request to the head of the submitter’s unit first.
In progress (Pending approval)
A request that is moving through its approval chain and waiting on someone.
IPPIS number
Your federal payroll number. You can use it to sign in or find your account, the same as your staff number.
Level (Step)
See Step.

M – P

Memo
An official internal letter written from a memo template. It may go through approval before it is circulated. See Write and send a memo.
Memo template
The ready-made layout a memo starts from: letterhead, heading fields and, often, its approval chain.
My Desk (Approvals)
Your approvals page: everything waiting for your decision (Action required) and things you have sent or acted on that others still hold (In progress (with others)). See Approve, return or reject.
Notification
An alert that something needs you or has changed. See Notifications.
Onboarding
The short profile setup after your first sign-in: photo, contact numbers, signature, check your record. See First-time setup.
Originator (Submitter)
The person who raised a request.
Passkey
A way to sign in with your fingerprint, face or device PIN instead of a password. It lives on one device.
Payment voucher (Payment)
A finance document that authorises a payment. It has its own approval route and ends as Disbursed.
Permission
A single thing you are allowed to do, such as “view requests”. Your role gives you a set of them. See Every permission explained.
PIN (screen PIN)
Your six-digit code for unlocking the screen after it locks. It is not your password and cannot be used to sign in. See Screen lock PIN.

R

Recommend / Partially recommend / Do not recommend
Decisions an approver at an earlier step can give. The request moves on to the next step with that opinion recorded for those who decide later.
Reference number (Ref. No.)
The unique number a request gets when you submit it, for example UATH/DAO-ICT/MEMO/2026/001 or REQ-2026-0042. Quote it whenever you ask about the request; you can type it in search to find it.
Registry
The records office’s file. When a request is finally approved or rejected, it is filed with a registry office. The global registry holds every finished request. See Find a request in the registry.
Reject
A final “no”. The request stops and is filed; it cannot be resubmitted. Start a new request if needed.
Request
A formal application raised in the suite, such as leave, stores items or a payment. It carries a form, attachments and an approval chain, and ends approved, rejected or withdrawn. See Submit a request.
Request template (Request type)
The kind of request, for example “Annual leave”. It sets the form you fill, the document produced and who approves it.
Returned for correction
An approver has sent your request back to you to fix something, with a comment saying what. Correct it and resubmit; it continues from where it was returned. See If your request is returned.
Role
Your job profile in the suite (for example Employee, Head of Department). It decides which menu items and buttons you see.

S – Z

Screen lock
The cover that hides the suite when you are away; unlock it with your PIN. You stay signed in.
Signature
The image of your handwritten signature, drawn or uploaded in your profile, placed on memos and approvals you sign.
Staff ID / Staff number
Your staff number, for example UATH/1234. Used to sign in and to find your account.
Step (Level)
One stop in an approval chain. The request waits at a step until the person or office there decides.
Temporary password
The one-time password you are given for your first sign-in. You replace it straight away with your own.
Withdrawn
A request its originator has cancelled before it was finished. Withdrawn requests are not filed in the registry.

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