When a proposal reaches a new step in the automated workflow process, the reviewers assigned to that step will receive an email notification that a new proposal is ready for their review. Reviewers can either click on the Page Approval link that is included in that automated email or navigate directly to the CourseLeaf Dashboard.
Once on the CourseLeaf Dashboard, you can see all proposals waiting for your approval on the Workflow tab. (A detailed overview of the dashboard can be found on the Understanding the CourseLeaf Dashboard page.)
When you select a proposal from the CourseLeaf Dashboard, the form will open in the CourseLeaf Approval Screen.
The Approval Screen consists of two main areas:
The header bar includes three icon buttons along the left side and a filtering dropdown in the middle.
Clicking the print icon button will display the proposal in a Print Preview window for you to print. If you wish to view the red/green markup on your printed document, select "All Changes" in the Filter By dropdown. If you wish to view the final version of the proposal without the red/green markup on your printed document, select "Hide Changes" in the Filter By dropdown.
Clicking the "i" icon button will open a pop-up window that displays the following general information about the proposal:
To close the Page Information pop-up window, click on the X in the upper right corner.
Clicking the list icon button will open a pop-up window that displays a list of all workflow steps the form has completed (Completed) as well as a list of all workflow steps that still must be completed (Pending).
If a college workflow step needs to be added or rearranged for your proposal, your CIM College Administrator has access to update the pending workflow on an individual proposal.
To close the Pending Workflow pop-up window, click on the X in the upper right corner.
In the Proposal Preview window it is possible to view changes made to the proposal by any individual editor.
From the header bar, click the Filter by dropdown menu to select an editor whose changes you wish to review.
The selected editor's changes are shown on the proposal in red/green markup. Red strike-through text is used to indicate deletions and green text is used to indicate additions.
Remember that any number of page editors can be in a workflow. Each editor reviews or edits content sent from the editor directly before them in the queue. The changes seen here are changes the editor selected in the dropdown made compared to the document they received.
By default, the Filter By dropdown is set to All Changes, which allows for the reviewer to view all of the red/green markup from all users.
If you wish to view the proposal in its current state with all changes but without the red/green markup highlighting those changes, select Hide Changes from the Filter By dropdown.
While the most current text of the proposal is still visible, the red/green markup is now hidden in the proposal.
One of four actions may be taken after reviewing the proposal. Reviewers can choose to edit, rollback, or approve the proposal. The proposal can also be left alone and returned to at a later time.
From the header bar, click the white Edit Button to open the proposal. The proposal will open in a new window.
Add your comments and/or make the appropriate edits to the proposal. Once completed, click the Save Changes Button at the bottom of your screen to save your entries to the proposal.
Note: Clicking the Save Changes Button will save all changes made but will not submit the proposal to the next step in the approval workflow. Below are instructions on how to submit the proposal to the next workflow step.
Reviewers have the option to send a proposal back to a previous workflow step.
Initiating a Rollback will require the proposal to go through all previously completed workflow steps again from the point in which you roll back the proposal. It is highly recommended to add workflow steps where needed instead of rolling proposals back, if appropriate. College Administrators can add steps to workflow as described in the How to Change Workflow for Individual Proposals instructions.
To initiate a rollback, click the red Rollback Button in the header bar.
The Rollback Changes tool pop-up window will open.
In the Rollback to field, select the workflow step you wish to send the proposal back to.
In the Comment/Reason field, enter the reason why the proposal is being rolled back.
Once you have selected the rollback step and entered your rollback reason, click the Rollback Button to complete the rollback.
When the rollback is complete a Rollback Done message will appear in the Proposal Preview window. The members of the workflow step you rolled the proposal back to will receive an email notification informing them of the need to review the proposal again. The notification will also include the comments/reasons you entered for the proposal rollback.
Once you have completed your review of a proposal you can send it to the next step in the workflow by approving it.
To approve a proposal, click the green Approve Button in the header bar.
When the approval is complete an Approved message will appear in the Proposal Preview window. The members of the next workflow step will receive an email notification informing them that the proposal is ready for their review.
If you are still reviewing a proposal but are not ready to take an action, the proposal may be left for another time. You can select another form to review, or exit the Workflow tab on the CourseLeaf Dashboard. The proposal will remain in the system at your workflow step for you to take up at another time.
