Assigning Unit Level Administrator Permissions

Unit Level Administrators (ULAs) can perform designated Workflow administrative tasks for their assigned organizational units (e.g. College or Department). Workflow Administrators grant access by assigning permissions separately for each unit.   

Three permissions are available: Submissions Management, Role Group Management, and Schedule Management. Each permission controls a different set of functions and can be assigned independently.

Unit Level Administrator permissions

Submissions Management

ULAs can monitor submissions in the Workflow Submissions table and take permitted actions on submissions for candidates in their assigned units. Available actions depend on the user's permissions and the submission's status. These actions may include:

• Cancel
• Complete
• Send-Back
• View
• Download
• Edit Submission

Note: ULAs cannot complete, reopen, or edit responses on their own submissions.

Role Group Management

Allows ULAs to manage role groups within their authorized units. ULAs can view role groups and create, duplicate, edit, or delete role groups as permitted by their unit assignments. Role groups managed by other units are not editable through the ULA's unit-scoped permissions.

Schedule Management

Allows ULAs to create and manage review schedules for their assigned units without requiring a Workflow Administrator to create those schedules on their behalf.

With Schedule Management permission, ULAs can:

• Access Workflow > Configuration > Templates and view template configurations and forms in read-only mode.
• Modify Security Form settings within a template. All other template configuration and form content is read-only. To learn more, see Managing Form Security in Workflow
• Create schedules and add candidates within their own unit. 
• Manage eligible candidates, reviewer assignments, step due dates, supported reports, and email settings for schedules they create.

Important Considerations: 

Schedule visibility: ULAs do not receive access to schedules created and managed by other administrators or units. They can only view and manage schedules created by them and managed by their authorized unit. A schedule's Managed By designation identifies the responsible unit and cannot be changed after creation.

Template restrictions: ULAs cannot create, delete, or unarchive templates. Template configurations and forms are read-only. ULAs can modify Security Form settings within a template, but cannot modify other template configuration or form content.

Schedule restrictions: ULAs cannot terminate schedules created by other units or Workflow Administrators. Schedule names must be unique within each template, even when a conflicting schedule belongs to another unit and is not visible to the ULA.

Submission permissions: Schedule Management does not itself grant access to the main Workflow > Submissions table. To monitor submissions there, the ULA must also have Submissions Management permission. 

Assign permissions to a Unit Level Administrator

1. Open Workflow > Permissions > Unit Administration Permissions.
2. Select Assign Permissions.
3. In the Select User step, search for and select the user who needs ULA access.
4. Select Next.
5. In the Assign Permissions step, locate the unit to which the user needs access.
6. Enable the appropriate permissions for that unit: Submissions Management, Role Group Management, and/or Schedule Management.
7. Select Apply to apply the unit's permission selections, then select Save to finish.

Note: Permissions are assigned by unit. Repeat the unit selection and permission assignment as needed for users who administer more than one authorized unit.

Access templates and schedules as a ULA

1. Open Workflow > Configuration > Templates.
2. Find the template for the review process.
3. Open the template to view its configuration and forms (read-only). ULAs may modify the Security Form settings within the template, but cannot edit other template settings or form content. For more information, see Managing Form Security in Workflow
4. From the template's Actions menu, select Schedules.
5. Create a new schedule or open a schedule managed by your authorized unit.

Important: A ULA's schedule list is scoped to schedules managed by their authorized unit or units. Schedules managed by other administrators or units are not visible to them.

Add candidates and confirm a schedule

Unit Level Administrators (ULAs) can only search for and add candidates who have a current appointment within their assigned units. Candidates outside these units will not appear in the search results.

When confirming a schedule, the system verifies that all candidates still belong to an eligible unit. If a candidate no longer meets this requirement, they are automatically removed from the schedule, and a notification identifies the affected candidate.

To learn more, see Creating a Workflow Schedule and Checklist for Launching a Workflow Schedule. 

Manage a confirmed schedule

For schedules within their authorized units, ULAs can perform supported post-confirmation tasks, including adding eligible individual candidates, editing reviewers and step due dates, adjusting automatic advancement, and previewing or managing supported email notifications.

To learn more, see Revising a Workflow Process Post-Launch 

Important: If a Workflow schedule needs to be terminated, the ULA should contact a Workflow Administrator. 

Monitor submissions

Unit Level Administrators (ULAs) with Submissions Management permission can monitor submissions by navigating to Workflow > Submissions.

From the Submissions table, ULAs can open and review submitted materials for candidates within their assigned units. They can also perform permitted actions and export submission details outlined in the "Unit Level Administrator permissions" section of this article, but only for candidates they have permission to access.