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This article provides an overview of the History Table within the Workflow utility, detailing the displayed information, available actions, and the recall process for corrections from the table. It also addresses common error messages and provides troubleshooting steps for the error messages that may be encountered during the recall process.
History Table
A submission moves from the Inbox table to the History table after a participant completes their step in the review process and moves the submission to the next step of the process. From the History table, reviewers can see where in the process the submission stands as it advances through every future step, and depending on the form visibility settings, they may be able to review the content of the submission and the steps completed by other reviewers.
Reviewers will find the following information presented in five columns of the History table:
- Name: The title of the submission's review process, also known as the title of the Schedule from which the submission was initiated.
- Current Step: Displays the current step of the review process the submission is on.
- Candidate: The full name of the candidate for whom the review process is for.
- Due Date: Shows the due date of the current step the submission is on.
- Actions: This column offers a set of actions accessible by clicking the downward facing arrow. The available actions include:
- Download: If your institution uses the submission export feature, you can export the contents of the submission by selecting Download. For more information on downloading submission contents, see Downloading an Individual Submission.
- Recall: This action retrieves submissions from the current step, as long as the submission is not more than one step ahead of your current step. For more information on this action, refer to the following section in this article.
Why is a submission missing from the History table?
Once the last step of a submission has been completed, it will be removed from the History table for all reviewers, but it will remain available to candidates for future reference.
How to Recall a Submission
Any process participant (candidate and reviewer) can recall a submission, as long as that submission is on the very next step. If the submission is two or more steps ahead, it cannot be recalled. An important note to keep in mind before recalling a submission is to notify all participants it may impact, as they must save their submission contents before a recall is initiated. This ensures their submission contents are saved, allowing them to continue working on them when the submission is returned to their step.
The recall action is available to be utilized by participants for the following scenarios:
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Correcting factual or typographical errors.
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Uploading a missing document or removing any unnecessary documents that may have been accidently added.
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Adding a critical piece of information that was missed.
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Rectifying a situation where a participant may have advanced the submission to the next step prematurally.
The recall action can be initiated from two different areas within the History table. These two methods are outlined below:
- Recalling from Submission:
- Participants can access the History table and open the desired submission by clicking on its title from the Name column.
- From the submission's actions menu in the upper right corner, participants can then select the Recall action. This allows participants to bring back the submission to their current step, in order to make the desired edits.
- Recalling from History Table:
- Navigate to the History table and locate the desired submission you would like to recall.
- In the actions column, expand the action items by clicking on the downward-facing arrow.
- From the expanded actions menu, select the Recall option to recall the submission back to your step.
Changes Applied to a Recalled Submission
When the recall action is used to return the submission to the previously completed step, two changes will be applied to the individual submission.
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Step Due Date: If the step the submission is returned to is due 3 or more days in the future, no change will be applied to the step due date. If the step the submission is returned to is less than 2 days from the date of recall, or the due date has passed, the individual submission is automatically redated to be due midnight two days from the date of recall.
Example: If a submission is sent back to a step with a due date of January 31st, and the current date is January 30th, the new step due date will become February 1st. - Form Responses: As with the Send Back feature, when a step becomes active again after it was previously published, all entered information for the step will be unpublished and only visible to the step owner(s) as a draft. This makes the text editable, and will be re-published once the step is completed.
Troubleshooting Recall Error Messages
This submission cannot be recalled as it is multiple steps beyond your assigned step. If changes are needed, please consult your system administrator.
This error message appears when the submission you are attempting to recall is more than one step ahead of the step you are trying to recall it to. For instance, if you are on step A and the submission is on step C, you will not be able to recall the submission back to step A in this instance, as the submission must be in step B for you to be able to recall it.
To address this message, contact your Faculty Success Administrator so they may help you coordinate with other participants in the review process to return the submission back to the desired step. As mentioned earlier, it is important that all participants save their content before a recall is initiated.
Recall is not currently available.(User) is editing this submission. Contact them if you need to make changes, or try recalling this again later.
This error message appears when the user mentioned in the parenthesis is actively working in the submission. Consequently, the recall cannot be initiated.
To address this message, it is recommended to communicate with the reviewer and request them to save their submission contents and close the submission. This will allow you to successfully recall the submission.
If you still encounter the error message after the user has closed the submission, it could be due to the user not properly closing the submission. In such cases, it is recommended for the user to clear their browser cache and history before attempting the recall again.