Handling a Submitted Form Assigned to You
If you have been assigned to approve, perform a task on, or acknowledge (collectively called "review") a submitted form, Kuali Build will email you alerting you your attention is requested. Instructions for taking each reviewer action are below.
Here is a quick summary:
APPROVAL | TASK | ACKNOWLEDGE | |
---|---|---|---|
Example | "Is this research request approved?" | "Enter this info into PeopleSoft" | "Let us know if you saw the research request" |
You will… | Approve or deny the form | Perform the task. Update the form as task complete | Click Acknowledge to confirm that you’ve seen the form |
Important Notes | You must take action. Approvals typically pause all other steps in a workflow until a decision has been made, so it is advised you review the form as soon as you can. | You must take action. Tasks typically pause all other steps in a workflow until they have been completed, so it is advised you perform the task as soon as you can. | The form may have a section for you to add notes to it, so review it carefully. |
You can access forms you need to review from either the notification email or your Action List. The Action List is where you can find all of the actions in Kuali Build that have been assigned to you from workflows but are incomplete. This includes forms that you have submitted but have been sent back to you by a reviewer.
Accessing a Form via the Notification Email:
- When you are assigned a form to approve or acknowledge, the email you receive might look like this, with a Begin Review link.
- Click the Begin Review link in the email to open a browser window with the form.
Accessing a Form via Your Action List
- Log in to Kuali Build with your Tufts credentials at https://tufts.kualibuild.com
- In the center of your home screen, click Action List. There may be a number next to the text alerting you of the number of forms requiring action from you.
- You will see a list of forms with information such as who submitted it and the date they were submitted (“Created On”). The rightmost column will have the action that is required by you.
- Click any row to be taken to that form.
- Open the form you want to approve or acknowledge, which will open in a new browser window or tab.
- In the main form, you may have questions you need to fill out, such as e-signature or a comments field. Click in a field to edit it.
- On the top right side of the form (or underneath the form if your browser screen is thin), choose an option (Note: some options may be hidden under a clickable triple dot dropdown):
- Approve: Approve the form. The next steps that will be taken are defined by the form administrator.
- Save your changes to the form and continue later.
- Tip: If you Save your changes, you’ll later open your form from the Action List.
- Workflow Status: See the reviewer steps the form has and will go through (e.g. who else will review the form and their action), what step the form is currently on, and any workflow comments left by previous reviewers.
- Send Back the form to the previous step for changes and resubmission (for example, if the form submitter needs to clarify information)
- Deny: Deny the form. The next steps that will be taken are defined by the form administrator.
- Some options will ask you to fill in comments. These are optional. Enter any comments in the box, then click your form action (such as Approve) again.
- You’ll see a confirmation that the form has been approved. You can close the tab – you’re done!
- Open the form you want to approve or acknowledge, which will open in a new browser window or tab.
- In the main form, you may have questions you need to fill out, such as e-signature or a comments field. Click in a field to edit it.
-
On the right side of the form (or underneath the form if your browser screen is thin), choose an option:
- Acknowledge: Mark the form as viewed. The next steps that will be taken are defined by the form administrator.
- Save your changes to the form and continue later.
- Tip: If you Save your changes, you’ll later open your form from the Action List.
- Workflow Status: See the reviewer steps the form has and will go through (e.g. who else will review the form and their action), what step the form is currently on, and any workflow comments left by previous reviewers.
- Some options will ask you to fill in comments. These are optional. Enter any comments in the box, then click your form action (such as Acknowledge) again.
- You’ll see a confirmation that the form has been acknowledged. You can close the tab – you’re done!
- Open the form you need to perform a task on, which will open in a new browser window or tab.
- On the top of the form, you will see the instructions you have been assigned.
- In the main form, you may have questions you need to fill out, such as e-signature or a comments field. Click in a field to edit it.
- On the top right side of the form (or underneath the form if your browser screen is thin), choose an option (Note: some options may be hidden under a clickable triple dot dropdown):
- Mark Complete: You have performed the task and the form is ready to move to the next step. The next steps that will be taken are defined by the form administrator.
- Save your changes to the form and continue later.
- Tip: If you Save your changes, you’ll later open your form from the Action List.
- Workflow Status: See the reviewer steps the form has and will go through (e.g. who else will review the form and their action), what step the form is currently on, and any workflow comments left by previous reviewers.
- Send Back the form to the previous step for changes and resubmission (for example, if the form submitter needs to clarify information)
- Some options will ask you to fill in comments. These are optional. Enter any comments in the box, then click your form action (such as Mark Complete) again.
- You’ll see a confirmation that the form has been processed. You can close the tab – you’re done!