Overview
This article explains how candidates access, contribute to, and complete submissions in the Faculty Success Workflow module. It covers how submissions are generated, where to find and monitor them, and how to complete required forms and reports. The article also outlines saving progress, responding to send-back requests, and submitting or recalling a submission as part of the review process.
Accessing and Monitoring a Submission
When a campus Workflow Administrator launches a schedule, a submission is generated for any included candidate's review process. The submission can be accessed using one of two methods:
- Email Link: Emails are commonly sent whenever a submission is awaiting completion. These emails provide a direct, authenticated link to the task in the form of a button and hyperlink.
- Workflow Module: Logging in to Faculty Success directly requires accessing the Workflow task from the Navigation Bar. This displays the Inbox and History tables, which contain any submission requiring involvement.
Note: To learn about other ways to access a submission, please visit How to Access a Submission
Navigating the Inbox and History Tables for Reviews
The Inbox shows pending submissions for your review, while the History displays your past involvement and completed reviews. Notification emails received will be for any tasks currently populating the inbox table.
Note: To review additional detail on how to read and use the inbox and history tables, visit the article Reviews Inbox and History Table
Contributing to a Submission
To begin editing a task in your Inbox, click the name of the process.
Submission Header
When viewing your process, the header will remain pinned to the top of your screen while you navigate and complete your submission.
- Step Name: Displays the name of the current step in the process
- Due Date: Indicates the deadline for the current process step
- Candidate: The name of the candidate being reviewed in the current task
- Download: Allows the submission to be viewed locally (offline)
- Cancel: Revert all changes to the task and return to the task list
- Actions: Lists all available actions for the submission
Reviewing a "Send Back" Request
When a submission is sent back to a previous step, a blue notification box appears within the submission. This box contains the subject and message from the participant who sent it back, noting the reason for the return.
Completing the Form
Opening a workflow task displays a form to complete. Certain fields may be marked as required. All available field types are listed below. The form for each step is developed by your campus administration.
| Field Type | Example |
|---|---|
| Drop Down List | A list of predefined values from which only one value can be selected. |
| File Upload | Attach a file. Only one file may be uploaded at a time, but multiple files can be added as a .zip file. |
| Rating Scale | A list of predefined values from which only one value can be selected. |
| Text | A single line of characters can be added. |
| Text Area | Multiple lines of characters can be added. Images cannot be added to this field. |
| Report | The report automatically populates with data from My Profile and can be run by selecting the circle-arrow icon. |
| Prior Submissions | Add a copy of a prior submission from the system to the current submission. |
| Suggested Reviewers | Add external reviewers by providing their contact information. Add more reviewers by selecting the Add another suggested reviewers hyperlink. |
Auto-Attached Reports
A workflow task may include a Faculty Success custom report that automatically populates with data from My Profile. The activities included in the report are based on the report dates specified in the creation of the task. The report date range is defined administratively and may not be modified for an individual submission.
While preparing a submission, the report can be previewed. If issues are found or activities need to be added:
- Save progress by selecting Save Draft from the Actions menu.
- Navigate to My Profile.
- Modify or add activities, scholarship, and more as needed. Learn more through our articles on Entering New Activities or Finding and Editing Existing Activities
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Return to the workflow task and select Refresh Report to ensure the updates are reflected.
Note: The report will not automatically refresh when activities are updated. The report must be refreshed manually to reflect recent changes.
A report Auto-Refresh setting may be enabled by the Workflow Administrator to keep reports up-to-date with minimal effort.
- If Enabled: The report automatically refreshes when the task is opened, provided it has not been updated in the last 24 hours. Manual refreshing is not required unless preferred.
- If Disabled: A blue banner appears at the top of the task, prompting a manual refresh if the report has not been updated in the last 24 hours. The banner remains until the report is refreshed.
Adding Prior Submissions
Previous submissions can be included in the current Workflow task. If included, a menu will let users select applicable completed submissions, with limits set by the Workflow Administrator.
These submissions will be attached as HTML files for the candidate. Users can remove prior submissions individually by clicking the red trash can icon.
Saving Progress
To save progress and finish the submission later:
- Select the Actions drop-down menu.
- Choose the Save Draft option.
Note: The draft contents will not be available to reviewers or administrators. Your response will only become visible once you submit your process to the next step.
Contributing to a Submission as a Reviewer
If you're a reviewer, your view of the submission and available features may vary. For more details, see our article Contributing to a Submission as an Administrative Reviewer.
Reminders and Notifications
Based on the workflow's configuration, reminder emails may be sent for approaching deadlines. Deadlines are soft unless an auto-advance date is configured. Without an auto-advance date, submissions will not automatically advance to the next step if a deadline is missed. Submissions which are auto-advanced and contain draft content will not transfer the draft content to the next step.
Finalizing a Submission
Submitting to the Next Step
To advance the submission to the next step:
- Select the Actions menu.
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Click Submit.
- Additional branching options may be available, allowing a submission to be sent to a different reviewer. These reviewers will be listed as options. These additional routing options are deployed by your institution, please contact your campus administration if you have any questions.
Withdrawing from a Process
If withdrawing from the process is an option, select the opt-out option, which is identified by a circled "X" icon.
Downloading a Submission
To review a submission outside of the Workflow module, use the submission download functionality to download the contents for offline viewing. This functionality may be turned off for the institution.
Recalling a Submission for Revisions
After submitting to the next step, you may find supplemental material you want to add for the reviewer. As long as the submission is on the immediate next step of the process, you are able to use Recall from the History table action menu in order to return the submission to your Inbox. It is expected changes are made promptly and returned to the next step, as the reviewer would have been notified the submission is ready for review.