Email Notifications and Supplemental Email Accounts

Email Notification Options

The eApproval module of SAGE will send notification to eGC1 Reviewers when the system requests their online approval. This functionality serves to streamline the online approval process by notifying or prompting reviewers to log onto SAGE and approve specific grants or contracts.

SAGE will also send email notification to the PI, Administrative Contact, Budget Contact and Creator on three occasions: the eGC1 is returned by a reviewer for modifications, it is electronically received at OSP but waiting for the grant/contract packet, and OSP is beginning their review of the application.

When is email sent to reviewers?
When the eGC1 is finalized, the electronic approval process begins. Email notification is sent to the first online reviewer (typically the PI). After each approval is completed, the next set of reviewers is notified.

There are 3 email notification options:

Option 1
Email notification sent to the approver’s UW Net ID @u.washington.edu account (for example ssmith@u.washington.edu). The message will be displayed in the email InBox.

Option 2
Add an email filter to Option 1 to forward messages to an alternate email folder. To set a filter, go to Email Delivery Manager and look for "Add Filters" in the lefthand navigation. Once this filter has been set up, messages will automatically be moved to the designated folder. Check the designated folder for messages from SAGE eApproval.

Option 3
Create a Supplemental Email account for your unit and add an email filter to Option 1 to forward messages to the supplemental account. To set a filter, go to Email Delivery Manager and look for "Add Filters" in the lefthand navigation. Once this filter has been set up, messages will automatically be moved to the supplemental account. All reviewers for that unit can check the supplemental account for messages from SAGE eApproval.

All persons who share a single eGC1 approval role will receive email notification from the system based on the option chosen above. For example, the administrator, fiscal specialist and chairman all hold the Dept Reviewer role for a given unit. Unless Option 2 is selected, each will receive email in their Inbox.

Supplemental Email and Filters

This in an instructional guide to requesting supplemental email accounts and setting up filters to manage SAGE eApproval Email Notifications.

If you will be the primary approver for your department or division (i.e., Division Reviewer, Department Reviewer, Dean's Reviewer roles in ASTRA), SAGE will automatically send notifications to your UW Net Id @u.washington.edu email account.

If you would like to forward these notifications to others within a single department (principle reviewers & backup reviewers), a supplemental email account can be set up to receive notifications.

Definition of a Supplemental Email Account (Contact Person and Registered Users)
Departmental accounts support the electronic presence of a UW department or unit, or support business of the unit requiring multiple people to have access to a single account.

Supplemental Email Account
- Requires a Contact Person and may have at least one other registered user.

Contact Person
- Is the owner of the account and must be a full time UW employee
- Should be the Department or Division Reviewer.
- Is responsible for proper use, billing, account maintenance, file privileges. It may help to have one or two other "Registered Users" to maintain the account

Registered User(s)
- Can inquire about account status with Computing & Communications and have the password reset.
- Would not have authority to have the account deleted, renamed, or add new registered users.
- Must be UW faculty, staff, or students.
- Should be other Department or Division approvers that will access the email notifications when the primary reviewer is not available.

How to request a Supplemental Email Account
The Contact Person should complete the Supplemental Account Request Form which is located at the following link:

UW's Supplemental Accounts web site
http://www.washington.edu/computing/uwnetid/supplemental.html

The Supplemental Account Request Form is submitted online. The Contact Person will receive an email notification that the request has been received, and then a subsequent email notification when it is ready for use. The Contact Person will then call C&C to request the initial password for the Supplemental Email Account.

How to set up the email Filter
The filter must be set from the personal email account of the PRIMARY APPROVER for the department or division. For example, if Sally Smith is the primary Department Reviewer, she must be the person to set the filter to direct email notifications to the supplemental email account.

For example:
If we wanted ssmith@u.washington.edu to filter SAGE email notifications to supplement@u.washington.edu Sally would:

1. Go to MyUW (http://myuw.washington.edu)
2. Log in with UW Net ID, in this example as 'ssmith'
3. Click Message Filtering (below WebPine email link)
4. Click Custom from the options on the left side of the page (below Add Filters)
5. In the First, specify your criteria: section, select these settings:
   

   This part of your incoming messages:	From:
   Does or does not contain:	Does
   The following text:	sagemail@u.washington.edu
   Click Next--> button to specify what actions are taken when these criteria are met.

   
   
6. In the Now, choose an action: section, select this setting:
   

   Action	Forward message to another address
   Click Next--> button to specify what actions are taken when these criteria are met.

   
   
7. In the Specify address to forward message to: section, type this setting:

   Address	___________@u.washington.edu The email to which messages will be forwarded (in this example, supplement@u.washington.edu)
   Click Next--> button to specify what actions are taken when these criteria are met.

   
   
8. In the This is the current setup of the filter: section, review these settings:
   

   Description	SAGE eApproval Filter (or whatever you helps you remember the filter)
   Criteria	If the From: header contains sagemail@u.washington.edu
   Actions	Forward message to supplement@u.washington.edu
   Click Next--> button to specify what actions are taken when these criteria are met.

Your filter settings do not go into effect until you click the Finish button.

System to Administer Grants Electronically

Coordinated by the Office of Research Information Services

sagehelp@u.washington.edu

Last Modified: 6/8/09