| Maps and business rules | In proposal development, you can create approval routing maps consisting of ordered approval stops, with approvers, and alternate approvers for each stop. The system specifies OSP as the final approval stop for every proposal. You can set up business rules that describe the conditions under which an approval routing map is applied to proposals. Another type of approval routing map can be selected to always apply to a certain proposal. More info on business rules follows. |
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| Access approval maps for your department | On the Departmental menu, select Maps... The window Map Maintenance For unit nnnnnn appears. The top section contains information for approval maps that already exist for your department. The lower section lists existing approval stops and approvers for the highlighted map. If both sections are blank, your department has not yet created any aproval maps. |
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| Add or change a map | On the Edit menu, select Add or Modify, or use the toolbar buttons. The window Map Details appears, containing the following fields: | Map | Coeus sequential number | | Unit Number | Department number | | Description | If you are creating a new map, enter a name for the map. | | Direct,
Indirect | | If the map should ... | select... | | Always be applied to a proposal, for example, if the proposal needs Facilities approvals | Direct | | Be applied to a proposal based on the conditions set up in a business rule | Indirect | | | lower section | Shows sequential approval stops and approvers for the map, after you have created them. | If you want to add an approval stop or approvers for an existing stop, press Add. The window Stop Details appears. |
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| Add or change map stops and approvers | Enter information as needed on the Stop Details window. | Add Choices | | If you want to add ... | select ... | | an approval stop | Sequential Stop | | the main approver for a stop | Approver | | an alternate approver for the stop | Alt Approver | | | Seq. Stop | Sequential stop number | | Map | Approval map name you entered on the previous window | | User Id | User ID of the person that you want as the approver. Highlight and drag the name of the desired approver from the list on the right. If the desired name does not appear, see the Find User section below. | | Description | Optional: Enter comments about the stop or the approver(s). | | User ID, User Name, Unit Num, Unit Name | List of people from which to choose approvers. If the desired name does not appear, see the Find User section below. | When you have completed entry for the stop, Press OK. The window Map Details reappears. Information for the new stop appears in the lower section. |
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| Find User
(Find Approver) | On the window Stop Details: - If the approver name is not listed in the User ID, User Name ... list on the right, press the Find User button at the lower right. The Select User window appears.
- On the Query page, enter selection criteria and press Find. The Result page appears with a list of names retrieved by your selection.
- Highlight the desired name and press OK. The name appears in the User ID field and in the User list in the right hand section. If your search does not retrieve the desired name, contact your system administrator.
- Press OK to close the Stop Details window, and save your changes.
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| View higher level maps | If you want to see Institute-wide and other higher level approval routing maps: - On the Admin menu, select Unit Hierarchy or use the toolbar button.
The Unit Hierarchy Maintenance window appears. - Highlight a unit in the hierarchy.
- On the Action menu, select Map Maintenance.
The window Map Maintenance appears, showing maps and map details for the highlighted unit. |
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| Link proposal directly to a map | If you want a direct map to apply unconditionally to a proposal, from the proposal tab pages: - On the Action menu, choose Select Approval Map. A Coeus window appears showing the Select List tab page -- a list of approval routing maps for your department. The lower section shows approval stop details for the highlighted map.
- Highlight the direct map to be associated with the proposal. Choose Select Map. When the confirmation window appears, select Yes. The Current tab appears showing the map you selected.
- Press OK to exit, and save your changes if the prompt appears.
If a Current tab page appears, see the next section. |
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| Change map linked to a proposal | If a Current tab page appears, a map has already been associated with the proposal. If you want to remove the existing map and replace it with a different map, select the Current tab page and use the button Remove. Return to the Select List and select a new map, as described in the above section. When the confirmation window appears, select Yes. |
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| Delete a map | On the Edit menu, select Delete. You can also use the Delete button in the second row of Coeus buttons. When a message appears asking you to confirm the deletion, press Yes. The map you deleted disappears from the Map Maintenance window list. |
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