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Once the Workflow Administrator has launched the Workflow processes, they can monitor the status of each submission one of two ways:
- Across all Templates and Schedules through the Submissions utility.
- Submissions can be monitored for one specific Template and Schedule at a time.
The method you, as a Workflow Administrator, use to view Submissions will be determined by the question you're trying to answer and the number of different Templates and Schedules you need to manage. As a result, we recommend starting your review by viewing submissions through the Submissions utility.
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Note: A Workflow Administrator can share access to the Submissions utility with other users in their institution to allow them to track the status of submissions for various scopes, whether that be across all units or for a specific department or college. Learn more about sharing access to the Submissions utility here. |
Viewing Submissions Across Templates and Schedules
View the submission across all Templates and Schedules by navigating to the Submissions utility under the Workflow menu.
The Submissions table provides the following information for each submission:
- Template
- Schedule
- Status of the Submission
- Candidate Name
- Candidate's College
- Candidate's Department
- Name of the Current Step
- Assignee at the Current Step
- Current Due Date
- Actions (e.g., Cancel, Download)
When the Joint Appointment type "Each appointment receives a separate step" is enabled, the Submission Table will display multiple appointments, steps, reviewers and due dates in the relevant columns, providing an overview of the current submission's status.
Sort and Filter
You can sort and filter columns to adjust the scope of submissions you see in the table. If you have large volumes of submissions, the table will paginate.
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Note: When you sort and filter, your preferences apply across pages. When you open the Submissions utility, the Submissions table is filtered by default to show only open processes, however, you can change this filter to show all processes by selecting the Status toggle as shown below. |
When filtering and sorting submissions with Joint Appointments, the candidate's primary appointment should be used to sort while all of their appointments can be used to filter. For example, if a candidate had two departments, Education as their primary and Art as their secondary, and you wanted to sort by Department, the primary appointment would be used to sort while both appointments could be used to filter.
Status vs. Step Status
Viewing the Status of the Submission
The Status column in the submissions table reflects the current state of the schedule as a whole. This will appear as "Open" for all submissions, if even a single submission in the schedule is still ongoing. Once all submissions are completed or cancelled, this status will update to "Closed". By default, the submissions table will start by filtering out submissions which are part of a Closed schedule. You may review these submissions by removing the filter "Status: Open".
In this screenshot, the default filter has been removed and submissions from both Open and Closed schedules are appearing in the list.
Viewing the Step Status of the Submission
The Step Status column of the submission table will display the status of the specific submission, which will reflect the current step that the submission is in or if it has been "Completed" or "Cancelled."
The following factors may cause a step status to be "Completed" or "Cancelled."
Completed: The submission falls under one of the following categories.
- All the steps were completed for the submission.
- The submission was completed early by the Workflow Administrator.
- By selecting the Process Completion branch option configured by the Workflow Administrator, the candidate either opted out of the review process or a reviewer determined that the candidate did not need to proceed further in the review process.
- The deadline for completing the review process was set up with auto-advance dates in the associated schedule settings that advanced the submission by a specified date.
- The Workflow Administrator requested that the schedule be closed.
Cancelled: The submission was cancelled by the Workflow Administrator.
Actions Menu
Each submission will have it's own Actions menu, which may include the following options based on the schedule and step status:
- Cancel
- Complete
- Download
- Send Back
- Re-Open
- View
Review the action descriptions below to confirm their functionality before making any changes, as some actions may not be undone.
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Note: A cancelled Submission will not have any associated data, and as a result these submissions will not have an Action menu. |
Cancel
You can also Cancel a specific submission from the Submission table by using the drop down arrows in the Actions column. This feature can be used when a faculty member was mistakenly included in a Workflow schedule. When you cancel a submission, all response data for that submission is removed, so if a copy is required for HR purposes it should be downloaded before the submission is cancelled. This action cannot be undone.
Complete
You can complete a Submission from the Submissions table by using the drop down arrows in the Actions column. When you choose to complete a Submission, all current completed responses will be saved and the process will end at the current step. Data entered by the owner of the current step, but not completed will not be retained.
When you chose to complete a Submission, you have the option of entering a reason. If you do not provide a reason, the system adds a default messaging to the submission, noting "This was completed early by your administrator. Please reach out to them if you have any questions."
Download
From here, Workflow administrators can always download the content of submissions by selecting the Download button in the right hand corner, regardless of whether you have the Export function enabled for process participants at your institution. The article Downloading an Individual Submission provides steps on how to download the content of submissions.
Send Back
Workflow administrators may use "Send Back" for active submissions to return them to a previous step in the process. When selected, the Send-Back drawer will open, allowing administrators to perform routing on behalf of process participants. A few options are available when selecting this action for a submission:
- Sending back on behalf of: The administrator must select the name of the person they are sending back for. This can either be themselves as the admin, or one of the reviewers on the submission.
- Due Date: The Due Date field will default to the current due date on the submission. This can be overridden as part of the send-back by the administrator. This date may only be changed by a Workflow Administrator, meaning Send Backs performed by reviewers will not have the option to revise the Due Date.
- Email Notifications: Administrators can choose to send an email notification along with the Send Back action or omit it, providing greater control over communication. This message will also appear at the top of the submission for the current step participants.
In addition to these options, it is important to consider the following:
- Sequential Send Backs: Multiple sequential Send Back actions are supported, enabling submissions to be routed back through multiple steps as needed.
- Process Routing: Submissions will always be routed to the previously completed step, adhering to the same rules as reviewer-initiated Send Back actions.
Re-Open
A submission with the step status of "Completed" and the status of "Open" can be reopened from the submissions table by a Workflow Administrator in cases where the submission was completed early or accidentally and needs to be reopened to resume the review process. From the submissions table, Workflow Administrators may select "Re-Open" in the actions column dropdown menu.
When reopening a submission, it will return it to the open step status and step from which it was completed. For instance, if the submission was completed early at the Candidate Response Step, it will return to this step to resume the review process. Similarly, if the submission had naturally reached the final step, it will be positioned back at that final step once it is reopened.
After reopening the submission, all submission functionalities will resume as normal. It's important to keep in mind, however, that any configured auto-advance dates will also take effect again. If a submission needs to be returned to a particular step for revisions after it has been reopened, see Using the History Table to Access Review History or Recall a Submission. Additionally, if reviewer swaps have occurred since the submission was initially completed, the new reviewer will have access should the submission return their step.
View
From the Submissions table, selecting the name of a candidate will open that candidate's submission to view and/or download. This will include the content of all completed forms to date. Responses that have been not been completed will not be accessible here. The content of a given form will only be available once the participant at that step has completed the form and advanced the submission to the appropriate step.
Viewing Submissions for a Specific Schedule
You may also view a similar table of submissions for a specific Template and Schedule at a time. This view is particularly useful when you need to export the raw data for your Workflow processes.
This table provides the following information for each Submission within the Schedule:
Accessing the Submissions Table
- In the navigation bar, select "Workflow" and then "Configuration".
- From the Configuration utility, access the Schedule for which you want to view the submissions by clicking the drop-down arrow in the Actions column and selecting Schedules for the corresponding Template.
- Find the Schedule for which you want to view the submissions, then click the drop-down arrow in the Actions column and select "Submissions."
Then, as shown below, you will find a Submission table with the necessary information for each Submission within the Schedule. Similar to the table in the Submissions utility, you may sort and filter the columns in this table to further refine the cope of submissions displayed.
Export Raw Data for a Schedule
When accessing submission for a specific schedule, note that you can retrieve the export raw data report for all submissions of that schedule. This report is available as an Excel file and contains detailed information about each submission, including the steps it has progressed, recalls, send-backs and other actions. To download this report, simply click on the "Export Excel" option from the drop-down menu in the Actions column, as shown in the image below.
After selecting Export Excel, a small pop-up window will appear, notifying you that a downloadable link to the report will be emailed to the account's email address from which the report was requested. Please allow ample time for the system to generate the report, especially for schedules with a larger number of submissions, as it may take longer.
You may also download the export raw data report while viewing the submission table for a specific schedule. You'll find the "Export Excel" button available in the upper-right corner, as shown in the image below.
Once you receive the email with the downloadable link, click on the "Download" button or the link within the email. This action will navigate you back to Faculty Success so that the system may authenticate you in before the report can be automatically downloaded to your device. If you are not logged into the same account from which you requested the report or do not have an active Faculty Success session, the system will guide you to log in before the report can be downloaded.
To interpret the data in the report, refer to the following guideline:
- Column A of the report provides headers to help interpret the data in the rows.
- Identify candidates listed in Columns C to F, which includes their usernames, full names, colleges and departments.
- The data for each of the candidate's submission will be in their corresponding row, detailing the progress of the steps that have been completed for their submission, recalls, send-backs, and other actions relevant to each candidate's submission. Keep in mind that the first step in a submission, which is typically the candidate step, is labeled as Step 0 in the report.
- The tabs in the Excel file will contain data for external steps if your schedule includes them, allowing you to view data specific to each external step.
By utilizing the export raw data report, you gain helpful insight into the progress and actions associated with submissions in a specific schedule.
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The Workflow module is available to add to Faculty Success for an additional fee. To learn more about adding it for your institution, please contact your Client Success Manager. |