Tag Archives: Approvals

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Only the person who has added an ad hoc reviewer node can remove it from the approval flow. However, if the ad-hoc reviewer has already provided approval, the node cannot be removed from the approval graph, as it is part of the approval history.

To remove an ad hoc reviewer, click the Delete link in the graph node, or next to the approver on the text flow page. This opens the Remove Reviewer page in a pop-up window. The pop-up contains two sections: Application Details and Reviewer Details.

The Application Details section lists selected fields from the eGC1 to help you confirm you are viewing the correct item. The data fields include:

  • eGC1Number
  • Full Application Title
  • PI Name
  • Org Code Receiving Funding
  • OSP Due Date
  • Ready To Submit value

The Reviewer Details section lists the Role, Reason, and Status for this reviewer and includes a comments field.

Use the Comments required when deleting an ad hoc reviewer field to enter the reason for removal. Select the Remove button to complete the process or the Cancel link to return to the flow page. The following image show this section.

remove ad hoc reviewer dialog

Details about the removal of an ad hoc reviewer will display on the History & Comments page.

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Definition of ad hoc: Formed, arranged, or done for a particular purpose only; from Latin, meaning “for this.”

An owner (PI, preparer, contacts), a person with assigned read/write access, or an approver, can add an ad hoc reviewer to the approval flow. These manually added reviewers can be for a particular role, such as a department reviewer, or can be a specific person.

Note: there is a known issue when the person with read/write access also has a Global Edit role for the corresponding organization code. The links to add an ad hoc reviewer will not appear. Contact the ORIS Support Desk for assistance.

The process to add an ad hoc approver or watcher is the same. The only difference is that the approver needs to take action and approve the eGC1, while the watcher is not required to act. For this section we’ll use the term “reviewer” to refer to either an approver or watcher.

The Add Approver or Add Watcher link allows you to add a person or role (for example: Dept Reviewer) to the Approval Flow. This function may be used when

  • an additional person or role needs to approve
  • an existing approver needs to re-approve
  • a person or role needs access to view (watch) the eGC1

Note: If a division, department or dean’s reviewer needs to re-approve an application, add the appropriate ROLE (not person) to the graph. The approval history will show the unit name and the name of the person who approved, providing a more complete audit trail.

The eGC1 must be in either Routing or In OSP status for you to add an ad hoc reviewer.

To begin the process, click on either the Add Approver or Add Watcher link to open the corresponding window, as shown in the image below. The following steps are the same for both.

Add ad hoc reviewer dialog

Adding a Person

  • The first question asks whether you are adding a person or role. Select Person. A “Person to add” field appears, as shown below.

add person

  • Select Look Up Person to open the Personnel Chooser.
  • Search by Name or UW NetID for the person you want to add.
  • Click the name of the person you want, which returns you to the Add Approver or Add Watcher window.

Adding a Role

  • The first question asks whether you are adding a person or role. Select Role.
  • Use the Role to add drop-down menu to select the role you want to add.

add role

  • For roles that require the specification of an Organization Code:
    1. Click Look Up Organization Code to open the Org Code Chooser.
    2. Search for and select the appropriate code, which returns you to the Add Approver or Add Watcher window. Plus sign (+) and Change buttons will appear after the chosen code. Click the Change button to select a different Organizational Code. Use the plus (+) button to see the parent units. The following image shows an added role and code.

select org code for role

Placing the Reviewer in the Flow

The next step is select a location on the graph for the added reviewer based on an existing reviewer

  • Location on graph where new Approver/Watcher should be added: Use the drop-down list to select an existing reviewer. The drop-down list is unique to each eGC1 approval flow. DO NOT choose the OSP node, as it will cause errors in the flow.
  • Add before, in parallel with, or after the selected location? Choose one from before, parallel or after.

The following image shows these fields with example values.

choose location for ad hoc reviewer

  • A new node will be added to the approval chart in this location.
  • An email notification will be sent to the reviewers for the role, or the specific person added, at the appropriate time in the approval flow process.

Provide a Reason

Enter a comment to describe why this role or person needs to review this eGC1. This comment will display on the History & Comments page.

The Updated Graph

As an example, we chose Human Centered Design Engineering as the ad hoc role to add to the flow. The new reviewer was located in parallel with the existing Dept Reviewer for Bioengineering node. The image shows the new node directly above that of Bioengineering on the same thread (line) of the graph.

On the node, the role description is Ad Hoc Reviewer.  When the person who added the node views it, they will see a Delete link. Only the person who added the ad hoc reviewer node can remove it. For more details, see Delete an Ad Hoc Reviewer.

approval flow with new ad hoc reviewer node

When other reviewers see the ad hoc node, they will see the name of the person who added it instead of the Delete link.

view of ad hoc node by others

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Definition of ad hoc: Formed, arranged, or done for a particular purpose only. From Latin, meaning “for this.”

An owner (PI, preparer, contacts), a person with assigned read/write access, or an approver, can add an ad hoc reviewer to the approval flow. These manually-added reviewers can be for a particular role, such as a department reviewer, or can be a specific person.

Be sure, when you add a role, to check that ASTRA has at least one person designated as a reviewer for that node. Otherwise, your application could experience delays in routing.

See Add an Ad Hoc Reviewer and Delete an Ad Hoc Reviewer for more details.

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The Add Comment link allows you to add an independent comment to the application at any time in the process. Clicking it opens a pop-up window containing two sections: Application Details and Comment, as shown in the following image.

Add a comment dialog

The Application Details section lists selected fields from the eGC1 to help you confirm that you are viewing the correct item. The data fields include:

  • Application Number
  • Short Title
  • PI Name
  • Org Code Receiving Funding
  • Sponsor Name

The Comments section includes a text box for entering your comment and an Add Comment button to complete the process. There is also a Cancel link that will return you to the Approval Flow page without saving a comment.

Any comments you enter and save will display on the History & Comments page, and therefore will be visible to all persons with access to the eGC1. The system displays the name of the person who added the comment and lists their role and unit, such as, Department Reviewer CHEMISTRY.

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When a preparer completes an eGC1 and submits it into routing, SAGE automatically sends an email notification to the Principal Investigator (PI). The notification email specifies the action required of the reviewer and includes a direct link to the approval graph.

Note: If the person initially routing the eGC1 for approval 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 (light green).

The following image shows an example graph. After the PI approved the eGC1, SAGE would have notified the Department Reviewers for Bioengineering and the Dean Reviewers for the College of Engineering. One of the reviewers for Bioengineering has approved, while the eGC1 is still “Waiting Approval” for the College of Engineering. The eGC1 is “En Route” to the remaining reviewers.

Approval Flow Graph example

As the preceding nodes in the graph move to “approved” statue, the system notifies the next node(s) and they change status (and color) from En Route to Waiting Approval. For the example in the image above, when a 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 is earlier in the flow.

Note: 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 sends an email to the eGC1 Preparer, PI, Application PI (if any), Administrative Contact, and Pre-Award Budget 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.

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.

The Email Notifications Details article describes when, why, and to whom the system sends notifications.

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The History & Comments page provides an overview of all actions related to approvals, from when the application is first routed for approval to when it is approved by OSP, including withdrawals, returns and re-completions.

Note: For Grant Runner and Adobe package applications, submission status information is also displayed here.

You can access this page from the Approval Flow (Graphical) page using the left navigation menu. From your eGC1 tasklist, you can select the eGC1 status to open the Approval Flow. From within an eGC1, go to on the Certify & Route page to open the Approval Flow.

In addition to approvals, this page will also show status changes:

  • from Withdraw or Returned to Permanently Withdrawn
  • from Approved to Denied by Sponsor
  • when OSP resets the status

This page also displays any comments entered by campus reviewers or OSP when processing the application.

  • Comments are optional when
    • a reviewer approves an application
    • a preparer re-routes an application
  • Comments are required when
    • a reviewer returns an application
    • you add or remove an ad hoc approver or watcher
    • you change a Returned or Withdrawn application to Permanently Withdrawn status
    • you change an Approved application Denied by Sponsor status
    • OSP resets the status from Approved to In OSP or from Denied to Approved or to In OSP

For each action taken, the data fields include:

Field Description
Name The person who executed the action
Rule Type The person’s role or relationship to the application
Budget Edit Number The version of the connected budget (if any) at the time of the action

For an application with a connected SAGE Budget, the Budget Edit Numbers enable you to track when someone revised a budget and to open versions of the budget at specific points in time. To view a budget as it was when an action was taken, click the Budget Edit Number. This will open SAGE Budget in a separate window or tab where you may view all of the budget details.

Action Taken The type of action, such as Completed, Withdrawn, Approved, Returned, Added Ad Hoc Approver, etc. If the action is an Approval, there will also be some additional links. Clicking any of the links will open a new window or tab.

  • Approved Attachments links to the version of the attachments at the time of approval. To open a specific document, click the link. The budget attachments in the Connected Budget Data section of the eGC1 Attachment page will always have the most up-to-date budget information, so you should review those attachments, if available.
  • eGC1 Snapshot links to the version (snapshot) of the eGC1 at the time of approval.
  • Approved Sponsor Forms links to the version of the Grant Runner forms at the time of approval. Only Grant Runner eGC1s will display this link.
Date When the action occurred.
Comments Any user-entered or system-generated comments.

To sort the entries by Rule Type, Action Taken, or Date, click on the column heading (for example: Date). Click again to reverse the sort.

The following images show an example of the History & Comments section, and the link for the GR forms.

Approvals History and Comments page

Additional Grant Runner Link

Approvals History and Comments page Grant Runner link

Upcoming Approvals

The Upcoming Approvals section lists the units or reviewers who have not yet approved (or watched), their approval status, and a link to view the list of authorized reviewers for that unit. Approval statuses are:

  • Waiting Approval indicates the eGC1 is ready for this Reviewer to approve.
  • En Route indicates a prior Reviewer on the graph (to the left) has yet to approve.
  • Watching indicates a reviewer who needs to be aware of the application, but is not an approver.

The following image shows an example of this section.

Approvals History and Comments page Upcoming Approvals section

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This page displays when you click on an Approval Flow (Graphical) node, or select View Reviewers on the Approval Flow (Text).

The Application Details section lists selected fields from the eGC1. The data fields include:

  • Application Number
  • Full Application Title
  • PI Name
  • Org Code Receiving Funding
  • Sponsor Deadline
  • OSP Due Date
  • Ready To Submit value

The Reviewer Details section includes the following fields:

  • Role: The role for this person or unit on the approval flow, for example, “Department Reviewer, Radiology”.
  • Reason: The reason(s) that the person or role appears on the approval flow. Reasons include personnel, org code receiving funding, an answer to a compliance question, and other factors.
  • Status: The status for this person or role if it has not yet approved, or the name of the person who has approved.

The Authorized Reviewers for the Application section lists each person who is an approver or watcher for this unit. The information listed includes:

  • UW NetID
  • Name
  • Email address
  • Telephone number

A link to Directory Info also displays.

Note: If the details you displayed are for the Preparer/Owner watcher role, this section is titled Owners/Preparers for this Application.

After a person or role approves the application, you will see links to the approved version of the eGC1, its attachments, and its connected budget (if there is one). SAGE captures the state of the eGC1 at the time each approval occurs. You can then compare this information to determine if any changes happened during routing.

Click the View Approved eGC1 link to see the approved version of the eGC1 for this Approver.

The following image shows an example of this section.

Reviewer Details page

To see the contents of the Grant Runner forms on the eGC1 for a specific approval, click the View Approved Sponsor Forms link. Note: this link appears even if the eGC1 is not a Grant Runner one.

For each Approved Attachment, the following fields display:

  • File Type: The Attached Documents page section that contains the file.
  • Description: The description entered for the attachment.
  • File Name: The name of the file on the originating computer or server.
  • Version: The version number of the document. SAGE automatically assigns “1” to the initial document. When you update the document, the system increments the version number.
  • Date Attached: The date and time the document was attached.
  • View: this link opens the attachment for review.

If the application is connected to a budget, the Connected Budget Data section displays a link to the budget data.

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The Advanced Search link on the My Approvals page displays the search criteria which you can use to find specific eGC1s.

Approvals Advanced Search page

You can search on any single field or a combination of the criteria to locate eGC1s. More specific searches will return fewer results.

Search Field Description
eGC1 number Enter the entire eGC1 number with or without the preceding “A”.
Short Title Enter any of the words or string of letters contained in the title. You must enter at least three characters.
Full Application Title Enter any of the words or string of letters contained in the title. You must enter at least three characters.
PI name (last, first) Enter the last name, or the last name plus first initial, or the last name plus first name. For example: Smith; Smith, J; or Smith, John. You may also enter the beginning of the last name as long as you enter at least two characters.
Org Code Receiving Funding Enter three or more starting digits of the organizational code. See the Organization Code description for information about the codes.
Sponsor Name Enter any of the words, string of letters contained in the sponsor name, or the sponsor’s acronym. You must enter at least two characters.
Date Approved After Enter a valid date (mm/dd/yyyy). For example, enter 6/1/19 to display eGC1s that you approved after that date.
Date Approved Before Enter a valid date (mm/dd/yyyy). For example, enter 6/1/19 to display eGC1s that you approved before that date.
My Approval Status Choose an approval status from the drop-down menu. eGC1s in the selected status will appear on the display list.
eGC1 Status Choose an eGC1 status from the drop-down menu. eGC1s in the selected status will appear on the display list.
Routing Type Note:Current applications only route online. Choose one option from the drop-down menu. eGC1s with the selected routing type (paper or online) will appear on the display list.

Select Search. All matching results will display below. To view the Approval Flow for a given application, select the eGC1 Number.

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As a reviewer, once you have logged into SAGE, click on the Approvals tab to display the My Approvals page, which lists eGC1s that require your review and/or approval.

My Approvals Page

By default, the list displays all of the applications waiting for your approval or for you to mark as watched. You can change which statuses display by selecting additional check boxes, or the “Select Waiting” or “Select All” links.

The list is sorted with the newest (highest number) application first. To sort the My Approvals list by a specific column’s data, click on the column heading (for example: eGC1 Number or PI). Click again to reverse the sort.

To do a quick search, enter the eGC1 Number and click Open. If you have access to the application, it will automatically open to the Approval Flow Graph.

To search for applications using a combination of criteria, click the Advanced Search link.

The following fields displayed on the My Approvals page.

Field Description
eGC1 Number Select this to open the eGC1’s Approval Flow.
Icons A page icon indicates the eGC1 has attachments; an arrow icon indicates a Grant Runner eGC1.
PI The Principal Investigator for the application.
Short Title Identifies the project within the UW financial system (maximum of 22 characters).
My Approval Status Indicates where an eGC1 is in the routing process relative to you or your role.
My Approval Date The date that you or your role approved this eGC1.
Sponsor Deadline The deadline date for the Sponsor.
eGC1 Status Indicates where an eGC1 is in the routing process relative to the entire UW routing status. To filter the list by this status, click the View by eGC1 Status link.
Ready to Submit The response to the “Ready to Submit” question on the Certify & Route page of the eGC1.
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Data from the eGC1 plus each UW organization’s defined approval routing process determines which reviewer roles appear on the approval flow.  SAGE uses the information in ASTRA (Access to Systems, Tools, Resources and Applications) to determine the individual reviewers for each role in the approval flow.

A reviewer’s authorization is a combination of role and organization code. The match to the organization code must be exact.

  • For a Dean’s Reviewer, the org code must be ###-00-00-000
  • For a Dept Reviewer, the org code must be ###-##-##-000
  • For a Division Reviewer, the org code must be ###-##-##-##-0

When SAGE cannot find any matching reviewers in ASTRA for a role on the approval graph, the system forwards the reviewer email notification to the SAGE Support Desk (sagehelp@uw.edu), which helps to resolve the issue so that the application’s approval is not delayed.