Body
The approval of all GA and TA Notices of Appointment (contracts) have moved to an electronic workflow through SharePoint/Microsoft Flow. This document contains the instructions on how to upload and submit the documents. Here is the flowchart that illustrates the current GA/TA Appointment process:
Logging on to the Site
Visit the following link to the SharePoint site: https://uwin365.sharepoint.com/sites/GATAAppointmentApprovalProcess/
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)
If you have entered the right credentials, you will be presented with the following screen.
Workflow Chart
Here is the flowchart that illustrates the current GA/TA Appointment process:
Viewing Contracts on your Approval List
From the Home page, click on “All Appointments” from the left side menu.
When you get to that page, click on the “See all” link on the right-hand side of the page.
Multiple views have been created on the GA/TA Submissions list, to help approval groups see the contracts at various stages. Below is an image of the list in the default “All Items” view.
To change the view, click on “All Items” located at the top right of the list. You will be presented with a couple of views to choose from.
All Items:
This displays all the contracts in the system that haven’t been completed
GS Director to Process:
This view displays all the contracts that are awaiting to be processed by Graduate Studies Director
GS to Process:
This view displays all the contracts that are awaiting to be processed by Graduate Studies
HR to Process:
This view displays all the contracts that are awaiting to be processed by Human Resources
Payroll to Process:
This view displays all the contracts that are awaiting to be processed by Payroll
Needs to be resubmitted:
This view displays all the contracts that have been sent back to the department
On Hold Contracts:
This view displays all the contracts that have been placed “On Hold”
Important Notes
The first time you run a flow, you may see a pop up that looks similar to this:
If you encounter this, click on “Continue”, then you will see the popup you expect with the button labelled, “Run flow”.
Moving a Contract to Graduate Studies
Before you move a contract to Graduate Studies, please note that this is a move that can only be done at the Graduate Studies Director approval stage and the Human Resources approval stage, so make sure you are in the right view. To do this, please review the instructions here.
Once you have verified that you are in the right view, identify the contract you want to move, click on the 3 dot icon next to the “Last Name”, click on “Automate”, then click on “GA/TA – Move contract to Graduate Studies”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Click on “Run flow” to move the contract. Click on “Cancel” if you decide you don’t want to continue with the change.
Moving a Contract to Graduate Studies Director
Before you move a contract to Graduate Studies Director, please note that this is a move that can only be done at the Graduate Studies approval stage, so make sure you are in the right view. To do this, please review the instructions here.
Once you have verified that you are in the right view, identify the contract you want to move, click on the 3 dot icon next to the “Last Name”, click on “Automate”, then click on “GA/TA – Move contract to Graduate Studies Director”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Click on “Run flow” to move the contract. Click on “Cancel” if you decide you don’t want to continue with the change.
Moving a Contract to Human Resources
Before you move a contract to Human Resources, please note that this is a move that can only be done at the Graduate Studies Director approval stage and the Payroll approval stage, so make sure you are in the right view. To do this, please review the instructions here.
Once you have verified that you are in the right view, identify the contract you want to move, click on the 3 dot icon next to the “Last Name”, click on “Automate”, then click on “GA/TA – Move contract to Human Resources”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Click on “Run flow” to move the contract. Click on “Cancel” if you decide you don’t want to continue with the change.
Moving a Contract to Payroll
Before you move a contract to Payroll, please note that this is a move that can only be done at the Human Resources approval stage, so make sure you are in the right view. To do this, please review the instructions here.
Once you have verified that you are in the right view, identify the contract you want to move, click on the 3 dot icon next to the “Last Name”, click on “Automate”, then click on “GA/TA – Move contract to Payroll”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Click on “Run flow” to move the contract. Click on “Cancel” if you decide you don’t want to continue with the change.
Note that when an item is moved to Payroll, the following email is sent to the submitter, letting them know that the contract has been approved by Human Resources and they can commence their work.
Moving a Contract to Completed List
Before you move a contract to the completed list, please note that this is a move that can only be done at the Payroll approval stage, so make sure you are in the right view. To do this, please review the instructions here.
Once you have verified that you are in the right view, identify the contract you want to move, click on the 3 dot icon next to the “Last Name”, click on “Automate”, then click on “GA/TA – Move contract to Completed List”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Click on “Run flow” to move the contract. Click on “Cancel” if you decide you don’t want to continue with the change.
At this point this contract is moved to the Completed List and will no longer appear in the GA/TA Submissions list.
Please note that once a contract has been marked as completed, the workflow process is complete, and it cannot be put back as a pending contract. It would need to be resubmitted.
Marking a Contract as “On Hold”
Before you place a contract “On Hold”, first make sure that you are in the right view. To do this, please review the instructions here.
Once you have verified that you are looking at contracts that are waiting for your review, identify the contract you want to place on hold, click on the 3 dot icon next to the “Last Name”, click on “Automate”, then click on “GA/TA – Mark Contract as On Hold”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Input a reason that you want to put the contract on hold in the section labelled “Reason for the hold”, then click on “Run flow”.
If you decide you don’t want to make any changes, then click on “Cancel”.
Sending a Contract back to the Department
Before you send a contract back to the department, first make sure that you are in the right view. To do this, please review the instructions here.
Once you have verified that you are looking at contracts that are waiting for your review, identify the contract you want to place on send back, click on the 3 dot icon next to the “Last Name”, click on “Automate”, then click on “GA/TA – Send contract back to Department”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Input a reason that you want to send the contract back to the department in the section labelled “Reason contract is being returned”, then click on “Run flow”.
If you decide you don’t want to make any changes, then click on “Cancel”.