Workflow Administrators can make several edits to an ongoing submission, including modifying uploaded files and the status of a submission. This article outlines the steps on how files can be replaced by a Workflow Administrator, while the following article provides instructions for how to view and modify the status of a submission, Monitoring the Status of Workflow Submissions.
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.
Its important to remember that revisions cannot be reverted. Therefore, it is recommended to download the contents of a submission before making any changes.
Revising File Attachments for Completed Steps
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:
- Navigate to "Workflow" from the Navigation Bar and select "Submissions" to go to the Submissions Table.
- 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.
- Locate the step that contains the file upload field that requires revision.
- Click on the "Edit Submission" button by the step. Note that the following steps and fields cannot be edited:
- Current steps must be completed by the step owner and submitted to the next step before files can be modified for it.
- 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.
- All fields aside from the file upload field cannot be edited.
- External Reviewer steps cannot be modified.
- Reports generated from Faculty Success require a "Save and Refresh" action to be updated and cannot be modified otherwise.
Note: For edits to the schedule and/or template associated with a submission, see Revising a Workflow Process Post-Launch.
- 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.
- Once you have made your desired modifications, click on the "Save Changes" button.
- 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.
- After saving your changes, the name of the Workflow 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.
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.