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. The steps involved in reviewing a proposal include accessing the CourseLeaf CIM Approval Dashboard, selecting the proposal to be reviewed, reviewing the proposal, and approving the proposal.
Instructions on how to access a specific course or program proposal can be found on the Understanding the CourseLeaf Approval Dashboard page. This includes how to access the Approval Dashboard, a description of its components, and how to select your role to find the appropriate proposal.
Once you have selected the appropriate proposal in the dashboard, you can review its contents in the Page Review window.
In the Page Review window it is possible to view changes made to the proposal by any individual editor.
From the toolbar of the Page Review window, click the View Changes 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.
The default setting of the Page Review window is to show changes with red/green markup. If you wish to view the proposal in its current state without red/green markup highlighting changes,click the Hide Changes Button in the toolbar of the Page Review window.
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 toolbar of the Page Review window, click the blue Edit Button to open the proposal. The course 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. Rolling back a proposal past a Consultation step will erase the Consultation on the proposal. It is highly recommended to add workflow steps where needed instead of rolling proposals back. 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 toolbar of the Page Review window.
The Rollback Page 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 Page Review 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 toolbar of the Page Review window. The course proposal will open in a new window.
When the approval is complete a Approve message will appear in the Page Review 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 page to review, or exit the Approval Dashboard. The proposal will remain in the system at your workflow step for you to take up at another time.
