Reviewer Email Notifications

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When a preparer completes an eGC1 and submits it into routing, SAGE automatically sends an email notification to the PI requesting review of the eGC1. The notification email specifies the action required of the reviewer and includes a direct link to the approval graph. (For details on when the system sends notifications, see the Email Notifications Details section. For examples of the notification contents, see the Email Notification Contents section.)

Note: If the person completing the eGC1 is the PI, then the system assumes PI approval of the eGC1 at that time.

Once the PI has approved, SAGE automatically notifies the next set of reviewers on the approval flow. Each authorized reviewer for a unit receives a notification, but only one reviewer is required to review and approve the eGC1. Once a reviewer approves the eGC1, the status of the node on the approval graph changes to “Approved by” followed by that reviewer’s name. The node also changes color from Waiting Approval (purple) to Approved (green).

Approval Flow Graph example

In the above example, after the PI approved the eGC1, SAGE notified the Dept. Reviewers for Bioengineering and the Dean Reviewers for the College of Engineering. One of the reviewer for Bioengineering approved, while the eGC1 is still “Waiting Approval” for the College of Engineering. The eGC1 is “En Route” to the remaining reviewers. When all of the preceding nodes are in the “approved” statue, the system notifies the next node(s) and they change status (and color) from En Route to Waiting Approval. In the example above, when the College of Engineering Dean Reviewer approves, the School of Medicine Dean Reviewers receive notifications, since by following the thread (connecting lines), you can see that the college node in earlier in the line.

Any campus reviewer may approve the application prior to receiving their notification. The system does not impose any specific order on the approvals.

Once all of the campus reviewers have approved the eGC1, it moves to In OSP status, and the system send an email to the PI, eGC1 Preparer, and Admin Contact notifying them of the status change.

You can view the list of email notifications sent to reviewers, and preparers and contacts for a specific application by clicking Email Notifications from the left-navigation menu of an open application.

The information displayed includes:

Field Description
Name: The person receiving the notification.
Rule Type (and Organization) The reason for the email notification. This is based on the role listed on the approval graph.
Action Taken The action that caused the email notification to be sent.
Date The date and time the notification was sent.
Email Address The email address where the notification was sent. SAGE generally sends email to the “UW NetID” email address.

For details on when the system sends notifications, see the Email Notification Details section. For examples of the notification contents, see the Email Notification Contents section.

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