Accessing the Site
In order to access the site, open up a browser and use the following URL link:
https://uwin365.sharepoint.com/sites/senate
Upon navigating to the URL you will be presented with a Microsoft Sign-in screen. Use your UWin email address (UWINID@uwindsor.ca) and password to log in. (The same password you would use if you were to login to your UWin email)
Navigating to assigned tasks
If you received an email saying you have an assigned task you can click the link in the email to go straight to the task or click on My Approvals under approval tools on the homepage.
The task page currently has 3 views. “Assigned to me” is reserved for proposers who will get tasks assigned to them in the event that an approver has requested them to make revisions and re-submit their proposal. “All Tasks” displays all the tasks that have been created on the site and “My Group Tasks” displays all the tasks that have been assigned to the group(s) to which you belong.
Here is what the task list looks like:
When you click on a task that is awaiting approval from your group, you get the following page:
The first two fields are reserved for you to include your comments on the submission. The first field will contain your comments to the proposer and the second field will contain your comments to the other approval groups, should you need to include some information that needs to be passed on. The third field contains a drop-down menu with the following options:
Approved:
Sends an email to proposer and moves on to the next approval group
Rejected:
Sends an email to the proposer and stops the workflow process
Reviewed (not available to all groups):
Sends an email to the proposer and moves on to the next approval group
Approval Not Required:
Moves on to the next approval group without sending any emails
Requires Revision:
Gives the proposer access to review their submission. This gives proposers “Edit” access to their proposal, allowing them to make the changes you requested. After they have re-submitted their proposal, the approval group (that requested the re-submission) will be notified and given the chance to make additional comments before deciding to either Approve, Reject, or confirm the relevant section of the proposal has been sufficiently Reviewed.
Note: Each approval group gets one chance at giving the proposer a chance to re-submit their proposal.
IMPORTANT NOTE: While the option to send a proposal back for revisions is embedded in the Workflow, there is always the option for the approver to go “off-line” and meet with the proposer or make revisions via email correspondence, for example. Once satisfied, the approver would then simply upload the latest version of the proposal and complete the task by Approving, Rejecting, or confirming the relevant section of the proposal has been sufficiently Reviewed.