Additional Information

(Proposals with Subawards, Link Feature, Summary/Submit, Approver Actions)

Proposals with Subawards

For proposals that include subawards, follow the instructions below:

  • Basics tab > Sponsor & Program Information:
    • Check the Subawards checkbox (Yes, this proposal includes subaward(s))
  • Attachments tab:
    • Attach all Subrecipient package documents to the Internal Attachments page
  • Compliance tab:
    • Add a compliance entry by selecting "Outgoing Subaward" as the compliance type
    • Enter the subaward entity name on the Protocol Number field
    • If the subaward site is following UCI's COI policy, add "-COI" to the entity name in the Protocol Number field
  • DO NOT enter any Subaward information or attachments on the Budget forms

Summary/Submit Actions

The available action buttons along the bottom change depending on the route status of a proposal (i.e. In Progress, Enroute, Final, etc.).  Below outlines the action button options at the various stages. Please note that some of these buttons will only be available to users with the appropriate permissions.

Prior to Submitting for Review:

  • Submit for Review: Submits the proposal into workflow for review and approval. All validations will be processed prior to routing. Proposals may be submitted with warnings; click the button in the validation window to “submit with warnings” or close the validation window to address the warnings. Errors, however, must be fixed prior to submission into workflow.
  • Ad Hoc Recipients: Allows a user to create custom routing insertions on the proposal - more information on this functionality below.
  • View Route Log:  Users with access to the proposal can click the View Route Log link to view the routing progress, view which approvers have already approved and approvals are still pending.
  • Cancel Proposal:  Click this button to cancel the proposal document - once canceled the proposal can't be routed or edited but can still be copied.
  • More Actions:
  • -> Send Notifications: Currently not used.
  • -> Reload Proposal:  Will reload the proposal from the last save - any changes since will not be saved.
  • Close:  Click this button to exit the proposal document. Click OK in the confirmation to save any recent changes.

After Submitting for Review:

  • Send Adhoc:  Will send proposal to the added Ad Hoc Recipients and insert them in the workflow - more information on this functionality below.
  • Ad Hoc Recipients: Allows a user to create custom routing insertions on the proposal - more information on this functionality below.
  • View Route Log: Users with access to the proposal can click the View Route Log link to view the routing progress, view which approvers have already approved and approvals are still pending.
  • Recall: Allows an aggregator to pull back the proposal from workflow and return it to the their action list for edit.  When the Recall button is clicked the user must enter a reason for the recall in the confirmation window and then click “ok” to complete the action. Otherwise, click ‘cancel.’
    • If any approvals have already been completed, they will need to be obtained again.
  • More Actions:
  • -> Send Notifications: Currently not used.
  • Close:  Click this button to exit the proposal document. Click OK in the confirmation to save any recent changes.
Log Action Message:
User has the option to add a brief Action Message to the Route Log. To do so, click View Route Log, scroll down to the bottom of the window, add a brief action message, click the log button. The Action Message can be viewed under the Actions Taken section as an Annotation. The Action will show up as Log Message. Please be aware that Action Messages CANNOT be deleted.
RouteLog1
RouteLog2
RouteLog3

Reviewer/Approver Actions

Approvers will see documents requiring their attention in their Action List (button in top right hand corner).  Also, the user should receive an email notification depending on your institutional configurations.  Once in a document the approver may click through the tabs in the Submit screen to view the summarized information in the proposal without having to leave this screen, however, they also can navigate to each tab of the proposal if they choose. The following are the approver options when a document is routed:

  • Send Adhoc:  Will send proposal to the added Ad Hoc Recipients and insert them in the workflow - more information on this functionality below.
  • Ad Hoc Recipients: Allows a user to create custom routing insertions on the proposal - more information on this functionality below.
  • Approve: This signifies your approval of the proposal and allows it to continue along the workflow path.  You may receive a message asking if you wish to receive future approval requests if you also appear in a future workflow stop - clicking yes will require you to approve again at the future stop, whereas, clicking no will automatically approve on your behalf at the future stop.
  • Return: If the proposal needs corrections, you can return the proposal back to the initiator and include comments.
  • View Route Log: Users with access to the proposal can click the View Route Log link to view the routing progress, view which approvers have already approved and approvals are still pending.
  • More Actions:
  • -> Send Notifications: Currently not used.
  • Close:  Click this button to exit the proposal document. Click OK in the confirmation to save any recent changes.

Ad Hoc Recipients

Use this tool to generate custom routing requirements for the proposal. The following types of route stops can be added for an individual person, or to a group:

  • FYI - FYIs do not interrupt the normal workflow routing of a document but give a user view access and allows them to signify they've taken action.  A document with no pending approval requests but with pending FYI requests is in Final status. The difference between Acknowledgement and FYI is that FYI requests can be cleared directly from the action list without opening the document. FYI requests also have a different effect on the document status than Acknowledgements.
  • Acknowledge - Acknowledgements do not interrupt the normal Workflow routing of a document. They do not stop a document from routing on to other individuals or workgroups who need to take approval actions.  It allows you to make a user aware of a given proposal and have access to view.  However, a document with no pending approval requests but with pending Acknowledge requests is in Processed status.
  • Approve - This type of stop will require the user take the approval action prior to it moving forward in workflow.  Approval must be done by the individual/group assigned before it can complete or proceed in routing.
  • Complete - Only available prior to submitting proposal for review (proposal status is In Progress).  This allows a user to ad-hoc route a pending proposal in an editable state to another user to complete the proposal and submit into routing.  Be aware, when a user has it in their Action List to complete it's editable but the only option is to submit the proposal for review but it cannot be returned to the initiator.

To Create an Ad Hoc Requirement click the Ad Hoc Recipients button to open a new window where you can select the desired Action Request in the Person or Group request section. Use the magnifying glass icon to search for the individual or group you want to ad-hoc route for action.  Repeat the steps if more users should be included, otherwise click the Save button to close the window. To actually send the ad-hoc requests and insert them in the route log you'll need to click the 'Send Ad-hoc Requests' button on the bottom of the proposal.

AdHoc

When the notification content is complete and all desired recipients have been added click the 'Send Notifications' button to complete the process. If you wish to send another email you can at any time on a proposal while it's in progress or enroute.

Still have questions?

Please contact the ERA Team for assistance.