Once a proposal or award is submitted, your organization's pre-configured routing chain begins, triggering the creation of system-generated Ad-Hoc tasks for reviewers on the routing chain.
Please note: Routing chains are specific to your organization. For questions, please reach out to your Administrator.
Viewing an Assigned Review Task
Review tasks can be viewed and completed in the following ways:
- Review Task notification email
- My Tasks slideout when logged in to Sponsored Projects
- My Tasks lists on the Cayuse Platform landing page
Understanding Review Task Notification Emails
Each user in the routing chain will automatically receive a system-generated Ad Hoc task email from Cayuse indicating when a task for review has been assigned and is ready for completion.
Please note:To ensure task email notifications are received, check with your RS Admin or SP Templates Manager to confirm Ad Hoc email template notifications are enabled.
If you are included on a routing chain, please add this email address to your contacts to ensure emails are received: do-not-reply@cayuse.com
Notification emails include the following details:
- Proposal or award name
- Project name
- Explanation of the required task
- A direct link that takes you to the proposal or award requiring review
Opening and Completing Tasks from Email Notifications
- Click the link provided in the notification email (see #4 above) to be automatically directed to the proposal or award requiring review.
- Click on and review each Proposal or Award Section displaying a red exclamation point or red number icon (see below to learn more about icon definitions). Once all fields are complete, the section will display a green checkmark, indicating review for that section is complete.
- Once each section has been reviewed and displays a green checkmark, click the Complete Review button.
- Add a Review Decision and optional Comment. Click Save.
Your task is now complete and the routing chain will continue routing accordingly.
Opening and Completing Tasks from the My Tasks Slideout
- From the platform landing page, click Products, then click Sponsored Projects.
- Click the My Tasks slide-out located on the side of the page.
- Click on the task you'd like to open and complete.
- Click on and review each Proposal or Award Section displaying a red exclamation point or red number icon (see below to learn more about icon definitions). Once all fields are complete, the section will display a green checkmark, indicating review for that section is complete.
- Once each section has been reviewed and displays a green checkmark, click the Complete Review button.
- Add a Review Decision and optional Comment. Click Save.
Your task is now complete and the routing chain will continue routing accordingly.
Opening and Completing Tasks from the My Tasks List
When you login to the Platform, you will see your My Tasks list on the landing page. For convenience, all of your Platform-connected application tasks will appear in this list.
To close a review task assigned to you:
- Click on the Task ID for desired review task in your My Tasks list.
- Click on and review each Proposal or Award Section displaying a red exclamation point or red number icon (see below to learn more about icon definitions). Once all fields are complete, the section will display a green checkmark, indicating review for that section is complete.
- Once each section has been reviewed and displays a green checkmark, click the Complete Review button.
- Add a Review Decision and optional Comment. Click Save.
Your task is now complete and the routing chain will continue on accordingly.
Completing Multiple Simultaneous Reviews
In the event that there are multiple active reviews for a single record, upon viewing the record, the Complete Review button will be changed to a dropdown. When opening the dropdown menu, all available review options will be displayed along with an option to complete all reviews.
If one of the review options is selected, then the workflow proceeds as defined in the preceding sections.
If the Complete All Reviews option is selected, the modal to add a review decision will be displayed, but the decision and comment will be applied to all applicable reviews.
Understanding Form Icons
It is important to understand the three different form icons, as they can change for different reasons, as shown below.
Green Checkmark
- What this means: All required fields within that section are complete.
- Action required: No further action is required.
Red Exclamation Point
- What this means: Either a change has been made to the content, or the original content has never been viewed. All required fields are populated.
- Action required: Content needs to be viewed.
Red Number
- What this means: One or more of the required fields within a section are not populated.
- Action required: Content needs to be populated in the empty field(s).
Visual Definition Chart
