This page describes the email notifications sent during the approval process. The SAGE Suite Email Notifications article provides information about other system emails.
Who is Notified, When and Why
SAGE sends a number of email notifications during the routing and approval process. The table below lists each notification type, the condition that generates the email, and the recipients. SAGE generally sends emails to the person’s UW NetID address.
Note: If a reviewer approves an eGC1 before the email notification would have been sent, the system does not send it.
Select a link in the Email column to display an example of the email contents.
|Purpose||Sent When||Sent To|
|Approval Required by PI or Unit Reviewer||To alert the PI or the unit reviewers that an eGC1 is waiting for approval||For the PI, if the eGC1 is “Completed” by someone other than the PI, or when a node on the approval graph changes from En Route to Waiting status||Principal Investigator named on the eGC1 or to the ASTRA authorized persons for this role and organizational code|
|eGC1 Available for Review by Watcher||To alert unit reviewers that an eGC1 is available for review (no approval requested)||The node on the approval graph changes to Watching||ASTRA authorized persons for this role and organizational code|
|PI Responsibility Escalated||Notifies the PI that an eGC1 is being submitted in his/her name and that the PI Approval is being “escalated” due to his/her absence||PI Escalation is selected on the Certify & Route page of the eGC1||Principal Investigator named on the eGC1|
|Approval Required of Re-Completed eGC1||To notify units that the eGC1 is back in routing and is waiting for approval (again)||An eGC1 gets pushed back into routing after it was Withdrawn or Returned (the review process continues from where it left off)||ASTRA designated unit reviewers who were in Waiting status when the eGC1 was either Withdrawn or Returned – their nodes will go back to Waiting status|
|eGC1 Returned by Reviewer||To alert the owners of the need to modify eGC1 data||Any approver clicking the RETURN button on the approvals flow||eGC1 Preparer, PI, Application PI, Budget Contact, Admin Contact – the reason the application is being returned will be contained in the email notification|
|eGC1 Received at OSP||To alert the owners that the eGC1 has reached OSP and will begin the central review process – this email provides the name of the person in OSP assigned to review the application||All campus units and any individuals listed on the graph have approved the eGC1||eGC1 Preparer, PI, Application PI, Admin Contact, Budget Contact|
|Approval Required of Ad Hoc Reviewer||To alert an ad hoc Approver that an eGC1 waiting for approval||When you use the Add Approver function and the node changes to Waiting status; this may be for a role or a person||If you add a role, then SAGE notifies the ASTRA designated unit reviewers. If you add a specific person, then SAGE only notifies that person.|
|eGC1 Available for Review by Ad Hoc Watcher||To alert an ad hoc Watcher that an application is available for review||When you use the Add Watcher function and the node changes to Waiting status; this may be for a role or a person||If you add a role, then SAGE notifies the ASTRA designated unit reviewers. If you add a specific person, then SAGE only notifies that person.|