Revising a Submission

Workflow submissions may require updates after a step is finalized, such as replacing uploaded files or correcting submitted responses. Authorized administrators can perform these revisions directly. This article outlines which submission components can be edited, who is permitted to make changes, and any applicable limitations. For edits to the schedule and/or template associated with a submission, see Revising a Workflow Process Post-Launch.

Key Items to Keep in Mind

• Revisions cannot be reverted and files that are removed are permanently deleted from the system. Therefore, it is recommended to download the contents of a submission before making any changes. To learn more about this process, visit Downloading an Individual Submission.
• Only submitted steps can be revised. Steps that were skipped through branching or automatically advanced steps cannot be modified. The submission must be returned to the step owner through the Recall feature in order for the step owner to make any changes to the step.
• External Reviewer steps cannot be revised.
• All changes are recorded for transparency. When saving a revision, the administrator will be prompted to select their name to attribute it to the update. Once saved, a note will appear on the submission step indicating that it was modified. This note will include the administrator’s name along with the date and time the change occurred.
• Reports generated from Faculty Success require a Save and Refresh action to reflect updated information. For guidance on how to complete this action, refer to Revising a Workflow Process Post-Launch.

Who Can Revise Submissions?

The following roles can revise submissions using the steps described in this article.

• Workflow Administrators: To learn more about this role, please visit the Workflow Administrators.
• Unit Level Administrators: To learn more about this role, please visit the Assigning Unit Level Administrator Permissions.

Getting Started

Before making administrative changes to a submission, verify that the standard routing options such as Send Back or Recall are not available in your given situation. The candidate and reviewer routing options are always preferential to modifying the underlying material after review of a step has been completed.

Below are revisions that can be made by Workflow and Unit Level Administrators:

1. Edit Submission Response Fields
2. Revise File Attachments
3. Refresh a Report in a Submission
4. Re-open a Submission

Editing Submission Response Fields

Authorized administrators can revise certain response fields within a submission to correct or complete submitted information.

What fields can be revised:

• Text Area fields
• Text fields
• Dropdown lists
• Rating scales
• Prior submission selections

Steps

1. Navigate to "Workflow" from the Navigation Bar and select "Submissions" to go to the Submissions Table.
2. From the Submissions Table, search for the submission you wish to modify. Open it to view its contents. For more detailed steps on viewing a submission and searching for a particular schedule, see Monitoring the Status of Workflow Submissions.
3. Locate the step that contains the field(s) you'd like to modify.

4. Click on the "Edit Submission" button by the step.

   

5.  Update the applicable fields. Revisions made to the field(s) cannot be reverted.
6. Once you have made your desired modifications, click on the "Save Changes" button.
7. A pop-up window will appear with the "Change Details (for audit log) text box add a note detailing the reason for the change. Then click the Save Changes button within the pop-up window to save your changes.
8. After saving your changes, the name of the Administrator that authorized the change will appear as the individual who last modified the step, visible on top of the Edit Submission button for future auditing purposes.

Revising File Attachments

With all of the processes in progress across each institution, there is the inevitable risk that an incorrect file is attached to a submission, or a file upload was inadvertently missed during the process. Workflow administrators now have the ability to modify individual completed steps to correct the file attachments. To make changes to the files attached to a submission:

1. Navigate to "Workflow" from the Navigation Bar and select "Submissions" to go to the Submissions Table.
2. From the Submissions Table, search for the submission you wish to modify. Open it to view its contents. For more detailed steps on viewing a submission and searching for a particular schedule, see this article.
3. Locate the step that contains the file upload field that requires revision.

4. Click on the "Edit Submission" button by the step.

   

5. After clicking the Edit Submission button, you can begin to modify the file upload fields to remove and upload files as desired. To remove a file, click on the red trash can icon. This action is permanent and cannot be undone. Remember that you can download contents of the submission or file before removing it. New files can be uploaded by dragging them into the field or clicking on the field to select them from your computer. If there is a restriction on the number of files that can be added, modify this restriction by editing the form for the step within the submission's associated template.
6. Once you have made your desired modifications, click on the "Save Changes" button.
7. A pop-up window will appear with the "Change Details (for audit log) text box add a note detailing the reason for the change. Then click the Save Changes button within the pop-up window to save your changes.

8. After saving your changes, the name of the Administrator that authorized the change will appear as the individual who last modified the step, visible on top of the Edit Submission button for future auditing purposes.

   

Refresh a Report in a Submission

It is possible that a candidate has submitted their review before refreshing the automatically attached reports. This means that the reports may not reflect the most recent activities or information entered by the candidate. To ensure that the report includes all the latest updates and accurately represents the candidate's current status, edit the submission and then click on the refresh icon located on the report or reports you wish to update. This action will reload the report data, incorporating any new activities or changes made by the candidate since the initial submission. Click Save Changes at the top and briefly explain the reason for the change for the audit trail.

Reports generated for steps which were auto-advanced are not eligible to be administratively refreshed.

Re-opening a Submission

In certain cases, a submission might need to be re-opened after it has been completed. For detailed instructions on how to re-open a submission refer to Monitoring the Status of Workflow Submissions.

By following the steps outlined in this article, Workflow Administrators can effectively manage and modify submissions, ensuring accurate record-keeping and compliance with procedures. For any additional modifications to schedules or templates, refer to Revising a Workflow Process Post-Launch.