This guide explains how to submit officer approval requests to clients using the Oracle database system.

1. When Is Approval Required?

  • Approval is only required the first time an officer is introduced to a Managing Owner.
  • If the officer is reemployed under the same rank, no new approval is needed.
  • If the officer is reemployed under a different rank, a new approval request must be submitted.

2. Where to Generate the Approval Request

You can initiate the approval request from either of the following Oracle screens:

  • Crew Change Screen
  • Proposal Screen

Note:
This function is currently available only for officers assigned to Marlow tonnage tax positions via the Crew Change or Proposal screens.

3. Selecting the Client Approver

In the next screen, you will be prompted to select one person from the client’s office to receive the approval request.

 

  • Only one client contact can be selected to receive the email.
  • However, all users from the same company with an active client portal account will be able to view and act on the request if needed (e.g., if the selected approver is unavailable).

4. Dispatching the Request

Once the approver is selected:

  • The approval request is automatically dispatched via emailto:
    • The selected client contact’s personal inbox
    • The client company’s shared group inbox (if configured)
  • You will also receive a copy of the email for your records and follow-up.

 

Note:
  This ensures visibility across the client’s team and prevents missed requests due to individual availability.

5. Client Review and Decision

The client will access the request via the new Client Portal, where they can:

  • Review the candidate details
  • Download the candidate’s full profile (PDF)
  • Approve or reject the candidate

 



Note:
If the client rejects the candidate, they will be required to enter a remark explaining the reason for their decision.

6. Recording the Decision

Once the client makes a decision:

  • You will receive an email notification confirming the outcome.


  • The decision will be automatically recorded in the candidate’s Oracle file under:

Category:
Owners Visits / Comments / Approvals

  • If the decision is a rejection, any remarks entered by the client will also be recorded in this section.