{"id":65242,"date":"2026-04-17T11:00:50","date_gmt":"2026-04-17T18:00:50","guid":{"rendered":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-egc1s\/ad-hoc-reviewers\/add-ad-hoc-reviewer\/"},"modified":"2026-04-17T11:01:40","modified_gmt":"2026-04-17T18:01:40","slug":"add-ad-hoc-reviewer","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/new-tools\/sage\/approvals\/approving-egc1s\/ad-hoc-reviewers\/add-ad-hoc-reviewer\/","title":{"rendered":"Add an Ad Hoc Reviewer"},"content":{"rendered":"<p><strong>Definition of ad hoc<\/strong>: Formed, arranged, or done for a particular purpose only; from Latin, meaning &#8220;for this.&#8221;<\/p>\n<p>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.<\/p>\n<p><strong>Note:<\/strong> There is a known issue when the person with an owner role or read\/write access also has a Global Edit role for the corresponding Cost Center\u2014the links to add an ad hoc reviewer will not appear. Contact the <a href=\"http:\/\/www.washington.edu\/research\/tools\/sage\/guide\/sage-overview\/sage-contact-information\/\">ORIS Support Desk<\/a> for assistance.<\/p>\n<p>The process to add an ad hoc approver or watcher is basically 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\u2019ll use the term \u201creviewer\u201d to refer to either an approver or watcher.<\/p>\n<p>Open the <strong>Certify &amp; Route<\/strong> page of your eGC1 and select the &#8220;View Final Approval Graph&#8221; link at the bottom of the page. This will open a separate window displaying the graph.<\/p>\n<p>In the <strong>Approval Status Data<\/strong> section, select either the <strong>Add Approver<\/strong> or <strong>Add Watcher <\/strong>link to add a person or role (for example, Dept. Reviewer) to the approval flow. This function may be used when:<\/p>\n<ul>\n<li>An additional person or role needs to approve<\/li>\n<li>An existing approver needs to re-approve<\/li>\n<li>A person or role needs access to view (watch) the eGC1<\/li>\n<\/ul>\n<p><strong>Note:<\/strong> If a division, department or dean&#8217;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.<\/p>\n<p>The eGC1 must be in either Routing or In OSP status for you to add an ad hoc reviewer.<\/p>\n<p>To begin the process, click on either the <strong>Add Approver<\/strong> or <strong>Add Watcher <\/strong>link to open the corresponding window, as shown in the image below. The following steps are the same for both.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-10093\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/add_ad_hoc_reviewer_dialog.jpg\" alt=\"Add ad hoc reviewer dialog\" width=\"547\" height=\"283\" \/><\/p>\n<h2><strong>Adding a Person<\/strong><\/h2>\n<ol>\n<li>The first question asks whether you are adding a person or role. Select <strong>Person.<\/strong> A &#8220;Person to add&#8221; field appears, as shown below:<\/li>\n<\/ol>\n<p style=\"margin-left: 40px\"><img decoding=\"async\" style=\"width: 254px;height: 77px;border-width: 1px;border-style: solid\" src=\"\/research\/tools\/sage\/wp-content\/uploads\/sites\/2\/2015\/04\/add_ad_hoc_reviewer_person.jpg\" alt=\"add person\" \/><\/p>\n<ol>\n<li value=\"2\">Select<strong> Look Up Person<\/strong> to open the <a href=\"personnel-chooser\">Personnel Chooser<\/a>.<\/li>\n<li>Search by Name or UW NetID for the person you want to add.<\/li>\n<li>Select the name of the person you want, which returns you to the Add Approver or Add Watcher window.<\/li>\n<\/ol>\n<h2><strong>Adding a Role<\/strong><\/h2>\n<ol>\n<li>The first question asks whether you are adding a person or role. Select <strong>Role.<\/strong><\/li>\n<li>Use the <strong>Role to add<\/strong> drop-down menu to select the role you want to add.<\/li>\n<\/ol>\n<p style=\"padding-left: 40px\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11195 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/AddingARole2.png\" alt=\"Adding a Role window\" width=\"435\" height=\"128\" \/><\/p>\n<ol>\n<li value=\"3\">For roles that require the specification of a Cost Center:\n<ol>\n<li>Select <strong>Look Up Cost Center<\/strong>\u00a0to open the <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/sage-overview\/common-sage-look-up-tools\/cost-center-chooser\/\">Cost Center Chooser<\/a>.<\/li>\n<li>Search for and select the appropriate Cost Center ID, which returns you to the Add Approver or Add Watcher window. The <strong>Change<\/strong> <strong>the Cost Center<\/strong> link will appear after the Cost Center is chosen. Select the <strong>Change the Cost Center<\/strong> link to choose a different Cost Center. The following image shows an added role and code:<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p style=\"margin-left: 40px\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11194 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/CostCenterforRole.png\" alt=\"Cost Center selected on &quot;Add Approver&quot; window\" width=\"617\" height=\"53\" \/><\/p>\n<h2><strong>Placing the Reviewer in the Flow<\/strong><\/h2>\n<p>The next step is to select a location on the graph for the added reviewer based on an existing reviewer:<\/p>\n<ol>\n<li><strong>Location on graph where new Approver\/Watcher should be added:<\/strong> Use the drop-down list to select an existing reviewer. The drop-down list is unique to each eGC1 approval flow.\u00a0<strong>DO NOT<\/strong> choose the OSP node, as it will cause errors in the flow.<\/li>\n<li><strong>Add before, in parallel with, or after the selected location?<\/strong> Choose one from before, parallel, or after.<\/li>\n<\/ol>\n<p style=\"padding-left: 40px\">The following image shows these fields with example values:<\/p>\n<p style=\"padding-left: 40px\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11196 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/ReviewerinFlow.png\" alt=\"Placing the Reviewer in the approval flow\" width=\"804\" height=\"390\" \/><\/p>\n<p>A new node will be added to the approval chart in this location.<\/p>\n<p>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.<\/p>\n<h2><strong>Provide a Reason<\/strong><\/h2>\n<p>Enter a comment to describe why this role or person needs\u00a0to review this eGC1. This comment will display on the <a href=\"http:\/\/www.washington.edu\/research\/tools\/sage\/guide\/approvals\/history-comments\/\">History &amp; Comments<\/a> page.<\/p>\n<h2><strong>The Updated Graph<\/strong><\/h2>\n<p>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 Lab Medicine-Pathology node. The image shows the new node directly above that of Bioengineering on the same thread (line) of the graph.<\/p>\n<p>On the node, the role description is Ad Hoc Reviewer. \u00a0When the person who added the node views it, they will see a <strong>Delete<\/strong> link. Only the person who added the ad hoc reviewer node can remove it. For more details, see <a href=\"delete-ad-hoc-reviewer\">Delete an Ad Hoc Reviewer<\/a>.<\/p>\n<p style=\"margin-left: 40px\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-10096\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/ad_hoc_reviewer_node_view1.jpg\" alt=\"approval flow with new ad hoc reviewer node\" width=\"538\" height=\"338\" \/><\/p>\n<p>When other reviewers see the ad hoc node, they will see the name of the person who added it instead of the Delete link.<\/p>\n<p><img decoding=\"async\" style=\"width: 188px;height: 93px;border-width: 1px;border-style: solid\" src=\"\/research\/tools\/sage\/wp-content\/uploads\/sites\/2\/2015\/04\/ad_hoc_reviewer_node_view2.jpg\" alt=\"view of ad hoc node by others\" \/><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Definition of ad hoc: Formed, arranged, or done for a particular purpose only; from Latin, meaning &#8220;for this.&#8221; An owner (PI, preparer, contacts), a person with&#8230;<\/p>\n","protected":false},"author":28,"featured_media":63601,"parent":65241,"menu_order":0,"comment_status":"closed","ping_status":"open","template":"templates\/page-builder-no-image.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-65242","page","type-page","status-publish","has-post-thumbnail","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - 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