Tag Archives: Tasklist

The following table describes the columns on the Funding Actions Tasklist and the type of information included in each column. The columns are listed alphabetically.

Tasklist Column Description
Approval Date Date the FA changed to Approved status
Assigned To Initially, the OSP staff person who creates the FA
Assigned To Date Date the FA is assigned to a different person
Budget Number Added by GCA staff when they process the FA
Cycle # Cycle the FA is associated with
Date Created Date the FA is created
Date Received Note: no value is currently mapped to this column
FA Amount Funding amount entered by OSP
Group Auto-assigned based on team/org code matrix for OSP, and GCA relationships
Has Attachments? Icon (blue page with folded corner) displays if FA has any attachments
On Compliance Hold? Icon (yellow octagon with red letter C) displays if FA is on Hold for compliance
On Non-Compliance Hold? Icon (yellow octagon) displays if FA is on Hold for non-compliance reasons
Org Rcvg Funding Name of Organization Receiving Funding; inherited from parent eGC1
Org Rcvg Funding Code Code of Organization Receiving Funding; inherited from parent eGC1
Originating Sponsor Name Inherited from parent eGC1
Originating Sponsor Award Number Entered on FA
Parent Item Unique number of the eGC1 that is the FA’s parent
PI Name Name of Principal Investigator; inherited from parent eGC1
Short Title Also known as the Budget title; inherited from parent eGC1
Sponsor Award # Inherited from parent eGC1 or entered on FA
Sponsor Name Inherited from parent eGC1
Sponsored Program Activity Type Inherited from parent eGC1
Status System generated; initial status upon creation is In OSP
WIAP Value (YES or blank) for the WIAP Terms & Conditions question

You can personalize your tasklist to display only the information you’re interested in tracking. For example, you can select which columns display and the order of the columns, among other things.

The Application Tasklist displays all applications in a status other than Composing.  Applications still in Composing status are not viewable in SPAERC.

The following table describes the columns available on the Applications Tasklist and the type of information included in each column. The list is alphabetical by column name.

Tasklist Column Description
Application ID System-generated unique identification number; the same number used in SAGE.
Application Type New, Resubmission, Non-Competing Renewal, etc.
Assigned To Initial OSP staff assignment is system-generated; you can change the assignment to another OSP staff person.
ATF After-the-Fact; indicates the application was created after the sponsor agreed to fund a project and that the funding information is attached.
Award # Sponsor’s Award Number
Budget # UW Budget number from the financial system.
Cycle # Unique number of associated cycle, if the application has been placed in a cycle
Elec to Sponsor Indicates whether the proposal will be submitted electronically, and, if so, by which means
End Date Requested End Date of the proposal
F&A Rate Facilities & Administrative cost rate
Group The OSP group responsible for processing the Application
Has Adobe Submission Icon (arrow pointing to upper left, with stylized red A) displays after you enter the tracking number on the Status page
Has Attachments? Icon (blue page with folded corner) displays if the application has any attachments
Has S2S Package Icon (arrow pointing to upper left) displays for Grant Runner applications. (S2S is the abbreviation for system-to-system.)
On Compliance Hold? Icon (yellow octagon with red letter C) displays if the application is on hold for compliance reasons
On Non-Compliance Hold? Icon (yellow octagon) displays if the application is on hold for non-compliance reasons
Org Rcvg Funding Name of the organization receiving funding
Org Rcvg Funding Code UW 10-digit code for the organization receiving funding
OSP Due Date Date needed from OSP
OSP Received Date Date the application reached In OSP status
Paper Indicates that the research team will submit paper documents to OSP in support of the application
PI Name Principal Investigator’s name
Ready to Submit Indicates whether the application is complete, includes all the necessary documents, and is ready for submission to the sponsor. Per GIM 19, the application must be fully complete by three business days before the sponsor deadline.
Routing Type Online, by default, or Paper if it predated online routing
Short Title Short Title of the proposal
Sponsor Deadline Sponsor deadline
Sponsor Name Sponsor name
Sponsored Program Activity Type Applied Research, Basic Research, etc.
Start Date Requested Start Date of the proposal
Status In OSP, Routing, Returned, etc.

You can personalize your tasklist to display only the information you’re interested in tracking. For example, you can select which columns display and the order of the columns, among other things.

To help organize your tasklist, you can highlight, or mark, the tasklist row for any item assigned to you. You can choose a red, blue, green, or purple highlight. You can also highlight items assigned to another person in red.

An item can only be highlighted with one color at a time. If you reassign an item to another person, only the red highlight choice will still display. Any other color will disappear.

To add a color, click the Actions + button next to the item you want to mark. Then select one of the Mark as color choices. Once you have marked an item with a color, the Actions + menu changes to allow you to “unmark” that color. The following image shows a row marked purple with the menu expanded.

tasklist mark as color options

In SPAERC, you can create your own unique, custom tasklist.

Create a custom tasklist

  1. From any tasklist, open Tasklist Options.
  2. Select the Actions + button, and then select Create Custom Tasklist.
  3. At the top of the page under SPAERC Tasklist, enter a name in the Custom Tasklist Name field and click Add. A tab for your new tasklist will now display to the right of all the tabs for the standard SPAERC Tasklists.
  4. Click the tab for your custom tasklist to open it.

Notes: You can create multiple custom tasklists.  You cannot personalize the display of a custom tasklist.

Add items

  1. Open the tasklist that contains the item you want to see on your custom tasklist.
  2. Click anywhere in the row of the item you want to select, and without releasing your mouse, drag the item to the tab for your custom tasklist. When the item touches the tasklist, release your mouse. The message “Your action was completed successfully” will display.
  3. Click the tab for your custom tasklist to see the added item.

Note: Adding an item to your custom tasklist does not remove it from the standard tasklist. It will display on both tasklists.

Remove items

  1. Click the tab for your custom tasklist to open it.
  2. Click the Actions button next to the item you want to remove, and then click Remove from Custom Tasklist.

Delete a custom tasklist

  1. If it is not already open, click the tab for the custom tasklist you want to delete.
  2. Click the red X to the left of the custom tasklists you have created.
  3. Click OK to confirm that you want to delete the custom tasklist.

You can use the Tasklist Options to personalize the display of your tasklists.

You can click anywhere on the bar to open or close the Tasklist Options section. When open, the title of the bar changes to Hide Tasklist Options. When closed, some of your options choices will display following the Tasklist Options heading.

The tasklist options section enables you to:

The following image shows all of the Tasklist Options for Applications, except Available Columns which is described in the tasklist columns section below. The tasklists for other item types have similar option choices.  The options are described from left to right, top to bottom.

application tasklist options

There are two buttons on the far left, Update View, and below it, Actions +.

  • Select Update View to re-display the tasklist using the options you have selected. This will temporarily save the new view until you refresh the view, log out of SPAERC or close your browser window.
    • To permanently save a new tasklist view, use the Actions + button.
    • To refresh the view to the currently saved setting, select the Refresh icon located to the left of the Applications tab. It’s two arrows forming a circular shape.
  • Select Actions + to see the following menu choices.
    • Set As Default Tasklist: select this to make your currently displayed tasklist the one you see each time you log in to SPAERC. It won’t matter whether you change the view of the tasklist you have selected as your Default Tasklist; it will always be the tasklist that displays when you first log into SPAERC, unless you select another Default Tasklist.
    • Save Tasklist Settings: select this to save your personalized view of the tasklist. Each time you return to this tasklist, these settings will be in effect. You can change the view of your tasklist temporarily by using the Update View button. The system will default to your saved tasklist view when you log into SPAERC at a later time or refresh the view.
    • Create Custom Tasklist: you have the option to create your own unique, custom tasklist. You can add links to a mix of item types onto this tasklist. See Create a Custom Tasklist for details.

Filter the Tasklist

You can filter the items on a tasklist by assignment and/or status.

Filter by Individual and/or team assignment

  • Use the Assigned to Individual drop-down menu to select the name of the person whose items you want to see.
  • If you want to see items assigned to a team, use the Belonging to group/team drop-down menu, and select the team.
  • Select Update View from the Actions + menu to display only those items that match your selections.

Note: If you select an individual and a team, SPAERC will display only those items assigned to both that individual and that team. If the individual is not part of the team you select, no items will display.

Filter by Status

  • Select one or more In Status check boxes.
    • On the Subawards tasklist, you can filter by the status of both the Subawards (SC) and the Subaward Actions (SA).
  • Select Update View from the Actions + menu to display only those items that match your selections.

Note: the status options are different depending on which tasklist you are viewing. The Cycles Tasklist does not include this option because a Cycle does not have a status. It typically contains multiple items, and each item may have a different status.

On the Applications Tasklist, there are also three predefined filters available following the Or, shortcut to label:

  • Front Desk displays Applications with a status of Routing assigned to “Any Person” and belonging to “Any Group”.
  • My In OSP displays Applications assigned to you with a status of In OSP.
  • My Approved displays Applications assigned to you with a status of Approved.

Sort the Tasklist

You have two options for changing or sorting the order in which items display on your tasklist. You can:

  1. Click a column heading on your tasklist. For example, click Sponsor Name to sort your tasklist items alphabetically by sponsor name. The first click will sort the list in reverse order (Z to A).  Clicking the same column heading a second time will sort A to Z.
  2. Select an item from the Initial Sort Column drop down menu under Initial Sorting for … Items in the Tasklist Options section.

The sort order you select will display following the Sorted By heading at the bottom of your Tasklist Options. It also displays on the Tasklist Options bar when the options is closed.

IMPORTANT: Sorting is cumulative in SPAERC. In other words, choosing a second column to sort by will sort the items within the initial sort. For example, if you sort by Sponsor, and then by Status, you will see all items grouped by Sponsor, and then for a given Sponsor, by status.

To set a sort order from the Tasklist Options

  • Under Initial Sorting For … Items, select your desired column from the drop-down list. The list displays all columns regardless of whether those columns currently display on your tasklist.
  • Select the ASC radio button to sort items in ascending order (A-Z, 0-9), or DESC to sort items in descending order (Z-A, 9-0).
  • If you want to establish a secondary sort order, select a column from the Secondary Sort Column drop-down menu, and select ASC or DESC radio button.

To remove any existing sorting, select the Clear Sorting link following the Sorted By label in the Tasklist Options section.

Adjust the Tasklist Columns

To select the data columns and adjust the order of information that displays for each item on your tasklists, use the Available Columns option.

This section appears to the far right of the other tasklist options. You may need to scroll right to see it.

There are two lists: Available and Chosen. Any column that you include in the Chosen list displays in the tasklist. Any column in the Available list does not display. The Item ID column is not listed, as it always displays as the first (left-most) column and cannot be moved.

Each tasklist includes different column options. For detailed information on the column options for each Tasklist, see the specific columns articles for each item type. The following image shows the section for the Applications tasklist.

tasklist available columns example

To display a column

  1. Select a column to display from the Available list. If you want to select more than one column, hold down the Ctrl key on your keyboard, and then click the additional column names you want.
  2. Click the double-arrow pointing to the right (>>) button to move your selection to the Chosen list.
  3. Select Update View from the Actions + menu to see the selections on the tasklist.

To hide a column

  1. Select a column from the Chosen list. If you want to remove more than one column, hold down the Ctrl key on your keyboard, and click the additional column names you want.
  2. Click the double-arrow pointing to the left (<<) button to move the columns to the Available list.
  3. Select Update View from the Actions + menu to see the selections on the tasklist.

To change the order in which columns display

  1. Select one column from the Chosen list.  Note: You can only move one column at a time.
  2. When you select a column, the Up and Down buttons are enabled.
  3. If you want to move the column toward the left on your tasklist (closer to the item ID), click Up. If you want to move the column toward the right (farther from the item ID), click Down.
  4. Select Update View from the Actions + menu to see the selections on the tasklist.

Tip: To display all columns for an item, click the All>> button between the Available and Chosen lists.  To hide all columns except the item ID column, click the <<All button.

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