Email Notifications Details

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This page shows the email notifications sent during the approval process. For information on other emails the system sends, see the SAGE Suite Email Notifications article.

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 along with the trigger that generates the email and who it is sent to. SAGE generally sends emails to the person’s UW NetID address.

If a reviewer approves an eGC1 before receiving the email notification, then the system will not send the notification.

Click the Email Type link to see an example of the email content.

Email Type Purpose Triggers Sent To
Approval Required by PI To alert the PI that the eGC1 is waiting for approval eGC1 is “Completed” by someone other than the PI Principal Investigator named on the eGC1
Approval Required of the [role name] unit To alert unit reviewers that an eGC1 is waiting for approval When a node on the approval graph changes from En Route to Waiting status ASTRA authorized persons for this role and organizational code
Watcher (no approval is required) To alert unit reviewers that an eGC1 is available for review (no approval requested) When all nodes prior to this one are approved 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
Re-Complete 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the eGC1 is back in routing and is waiting for approval (again)  An eGC1 gets pushed back into routing after it was Withdrawn or Returned (the review process continues from where it left off)  ASTRA designated unit reviewers who were in Waiting status when the eGC1 was either Withdrawn or Returned – their nodes will go back to Waiting status
Returned  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
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
Ad Hoc – Approver 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.
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.

 

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