Proposal requirements and approval chains are determined by the workflow rules that the proposal meets. To create a workflow rule Agreements Admin > Workflows. Amendment requirements and approval chains are configured in the same way that proposal requirements and approval chains are configured.
A - Workflows: Workflows are configured under Agreements Admin > Workflows. Workflows determine the requirements and the approval chains for proposals and amendments.
B - Workflow Triggers: There are two possible workflow triggers: Proposal Create and Amendment. Proposal Create workflows are deployed when a new proposal is submitted. Amendment workflows are deployed when a new amendment is created.
C - Workflow Status: Workflows can be activated or deactivated at any point. Proposals or amendments that have not yet been submitted for approval will inherit the status of the workflow; however, proposals and amendments that have been submitted for approval will not be affected.
D - Adding workflows: To create a new workflow, select the + icon.
E - Delete: Workflows can be deleted that are no longer needed.
Adding a New Workflow
Step 1 - Adding a new workflow
A - Description: The description is the title of the workflow.
B - "IF" Statement Matching Conditions: Selected matching conditions will display on the first step. If no condition is selected, the workflow will apply to all proposals.
C - Selecting Conditions: To select a condition, select the + icon.
Available "IF" statement conditions:
- Location
- Agreement Type
- College
- Department
Step 2 - Selecting workflow requirements
Public and private forms, as well as documents, can be deployed to proposals using the "Then deploy" step of the workflow configuration.
Click the "plus sign" to choose the type of item to deploy (public form, private form, and attachment). Once the item is selected, use the keyword search area to search for the desired item to deploy. By default, the item is required, which means it must be complete in order to submit for approval. To mark is as optional, click the toggle to the right of the item's name.
Regardless of the order forms are added to the workflow, they will always show in the proposal/imported agreement in alphabetical order. If multiple workflows are triggered, then all forms deployed from every workflow triggered will show collectively in alphabetical order.
Step 3 - Adding the Approval Chain: Simple Approval
Approval chains can be simple or sequential. A simple approval chain means that none of the approvals are dependent on the previous approval being completed. An approval chain can have both simple and sequential approval steps.
The approval chain for the workflow will show on step 3 of the workflow configuration. Use the "plus sign" to create an approval step (simple or sequential).
When designating an individual approver, select the "Individual" category, type part of the intended approver's email address to search for the user, and then select the user from the list of matches. Note: Selecting the user from the dropdown is necessary for the system to identify the appropriate account.
In simple approval chains for which a group is selected as the approver, an email will be sent to everyone in the group and any individual user within that group will be able to submit an approval decision. If the simple approval is configured so that the approver is an individual, an email will be sent to that particular individual.
Action Icons: To save the workflow, select the save icon. To cancel out of the workflow, select the X icon.
Step 3 - Adding the Approval Chain: Sequential Approval
Approval chains can be simple or sequential. Sequential approvals are hierarchical in nature. Once a step is completed in a sequential approval, the next level of approvers will be notified that the proposal is waiting for review. An approval chain can have both simple and sequential approval steps.
The approval chain for the workflow will show on step 3 of the workflow configuration. Use the "plus sign" to create an approval step (simple or sequential).
When designating an individual approver, select the "Individual" category, type part of the intended approver's email address to search for the user, and then select the user from the list of matches. Note: Selecting the user from the dropdown is necessary for the system to identify the appropriate account.
In sequential approval chains, first select a group and then choose a level (an applicant parameter) that the sponsor information must match with the approver in order for the approver to receive the approval notification. Selecting an applicant parameter is optional. Any individual user within that group will be able to submit an approval decision.
Approval Logic for "level": the level of the approver matches that same data point of the sponsor information listed in the proposal. Example: "College" is the level and the sponsor college in the proposal is "College of Business". The approver(s) in the group with "College of Business" showing in their profile would receive the approval request.
If an approval has a simple and a sequential process listed, they would both kick off when the proposal is submitted for approval. If an approver within either process denies the proposal, the entire proposal would be denied and the sponsor would be notified.
Step 4 - Save
To save the entire workflow configuration, including the approval chain(s), click the disc icon in the upper right.