Proposal workflow steps are primarily comprised of a series of roles, each of which can include one or more members per role. Every role is distributed to a Role Group, which is then assigned the appropriate Role Group Manager(s). Role Group Managers have the ability to both add or remove members and set the email notification rules for any role in their Role Group.
Each academic college has its own Role Group that includes all college-specific roles. College administrators are assigned as the Role Group Managers for their college Role Group.
In addition, there is a separate Role Group for Disciplinary Groups, which includes every disciplinary group role created for disciplinary consultation. All college administrators from every college are assigned as Role Group Managers for the Disciplinary Groups Role Group.
To access your assigned Role Groups, navigate directly to the CourseLeaf Dashboard and click on the Person icon.
This will open the CourseLeaf Account Information panel on the right side of your screen.
In the Roles Groups I Manage box, there will be a list of each Role Group you have access to manage. If you are not assigned as a Role Manager for any Role Group, this box will not appear in your Account Information panel.
All college administrators should see your specific college Role Group and the Disciplinary Groups Role Group listed in the Roles Groups I Manage box.
In the Roles Groups I Manage box, click on the Role Group you want to edit. This will open the Role Group Management tool for that group in a new window.
In the Role Group Management tool, you will see a list of roles contained within the group. To open a role for editing, click the Pencil icon that appears to the right of the role name.
The Roles Editing Screen appears in a pop-up window in front of the Role Group Management tool.
To add a new member to a role, click the Plus Sign Button along the right side of the Members table header.
A new row will appear at the bottom.
In the User dropdown field, begin entering the name or user ID* of the individual you wish to add as a member. As the dropdown list filters, click on the name of the appropriate individual.
*The user ID is the first part of the Penn State email address. (e.g., if the person's Penn State email address is zxy8527@psu.edu, the user ID is zxy8527).
For best results when entering a name, type the individual's last name in the form field. As you begin to type, a list of suggestions from the Penn State directory will pop up, from which you can select.
The selected individual's name will be added.
After adding the name of a new member, you will next set the email communications rule for that individual.
In the Primary dropdown field, select Yes if the member should receive email notifications from the CIM system when a proposal reaches this step in the workflow. Select No if the member should not receive email notifications.
Whether a member receives email notifications or not, that individual can still edit, approve, or rollback any proposal while it is at a workflow step the person is assigned to.
An alternative way to set the email communications rule for all members is to use the Role Email field. This field will overwrite any selection you make in the Primary field of any member.
Note: If the Role Email field is left blank and no member has Yes selected in the Primary field, the first person listed will be the only member who receives an email notification when a proposal reaches this step in the workflow.
If you choose to use the Role Email field, you should not set the Primary field for any member. That way, there will be no confusion over who will be receiving the email notifications. If the Primary field was already set for a member, you can just reset the dropdown selection back to Select....
The Role Email field can include one of the following entries:
If the Role Email field is left blank and no member has Yes selected in the Primary field, the first person listed will be the only member who receives an email notification when a proposal reaches this step in the workflow.
Once you have added the new member(s) and set the appropriate email communications rules, you must click the green Save Button in two locations. If you do not complete the double save, your changes will be lost.
First, click the green Save Button at the bottom of the Roles Editing Screen.
The screen will close. Next, click the green Save Button at the bottom of the Role Group Management tool.
Your changes will be saved and the Role Group Management tool window will close.
To remove a member from a role, click the red Trash Can Button to the right side of the member's name.
An alert will pop-up asking you to confirm the removal of the member. Click the OK Button to confirm.
The user no longer appears as a member of the selected role.
Once you have removed the appropriate member(s), you must click the green Save Button in two locations. If you do not complete the double save, your changes will be lost.
First, click the green Save Button at the bottom of the Roles Editing Screen.
The screen will close. Next, click the green Save Button at the bottom of the Role Group Management tool.
Your changes will be saved and the Role Group Management tool window will close.
