How to Setup a New Submission Reviewer or Approver

The following is a list of steps for adding the required security for a new submission reviewer and/or approver. Please note that each client’s security might not match the group names presented in these steps.
 

Step 1: Create the New Submission Type Group

  1. From the Home page, select  Administration.

  2. On the Admin page, in the Security and Permissions section, select the Manage Groups link.

  3. On the Manage Groups page, click on the  tab.

  4. Select the "General Access" group or the group where you will be adding the new reviewer and/or approver workflow sub-group.

  5. On the Submission Type Group Detail page, at the bottom, select the   button.

  6. In the Add Group pop-up window, type the group name (e.g. "Governance Department Approves," "Compliance Reviews and Fiscal Approves," etc.). You can view the naming convention used within your other workflow groups. It is typically preferred to use department names versus actual staff member names due to turnover.

  7. Optionally add a description.

  8. Once completed, select  .

  9. Select the Admin > breadcrumb at the top of the page to go back to the Admin page. 

Step 2: Create or Update the User Role

  1. On the Admin page, the Security and Permissions section, select the User Roles link.

  2. On the User Roles page, you will need to either update an existing User Role (and assign the new responsibilities to the new submission type group) or create a new User Role.

If adding a new User Role

  1. Select the Add Role button.

  2. Within the Role Name field, enter the name of the department such as Submission Approver - Governance Dept.  You can compare it to the naming convention used within your other roles.

  3. Optionally add a description.

If the User Role already exists

  1. Select the User Role

  2. Select the tab.

  3. Select the  button.

  4. In the Group Permissions section, select from the "Submission Types Groups" drop-down the submission type group you created in Step 1.  It should contain the reviewers and/or approvers name or department name.

  5. In the "Submissions" section, check either the " Submission Review" or "Submission Approval" permission under the Submissions section.

  6. Optionally, add the " Submission–Notes Update" permission.

  7. Depending on your organization, you might allow the reviewer and/or approver to administer the requirements or access the button found on a submission.  Therefore, other responsibilities that might need to be checked include the "Compliance Requirement Administration" or even the " Submission Filing Properties Administration." Select all the necessary responsibilities.

  8. Click .

  9. Select the Admin > breadcrumb to go back to the Admin page.

 

Step 3: Create or Update the User Groups 

If the new reviewer and/or approver doesn’t already have access to your Epicenter, you will need to create a new User Group and add the Permissions.

  1. In the Security and Permissions section, select the Manage Groups link.

  2. In the tab, locate where your submission reviewer and/or approver groups are in the organization structure and select the parent group. For example, you might have a "Submission Reviewers" or "Submission Approvers" parent group or a "Departments" parent group.  Select this group.

  3. Select the  button.

  4. For the group name, enter the name of the department.

  5. Optionally add a description.

  6. Click .

  7. This takes you back to the tab. From there, select the Review or Approver sub-group that you just created.

  8. Select the  button

  9. For the Role, select the role that you created in Step 2.

  10. For the Apply Role to Entity Groups section, if you would like the approver to approve submissions from all schools, then select the "Schools and Boards" (or just the "Schools" group, if available) parent group.

  11. You can also select the Management Organizations parent group if there will be submissions from the Management Organizations that need review and/or approval.

  12. Once all the required groups are selected, select  .

  13. Select the Admin > breadcrumb to go back to the Admin page.

 

Step 4: Updating the Submission Type(s)

All the necessary security is now setup.  The next step needs to be completed in order to add any current submission types to the new reviewer and/or approver submission type group.

  1. On the Admin page, in the Submissions section, select the Submission Types link.

  2. Select the type from the left panel.

  3. Select the  button.

  4. Scroll to the bottom of the page.

  5. In the Submission Type Groups section, click "Add."

  6. Select the group with the reviewer's and/or approver's name or department.

  7. You might also need to remove any current reviewer/approver groups.

  8. Click .

  9. Repeat steps B-H for all the submission types that the new approver or approving department is responsible for approving.

  10. Select the Admin > breadcrumb to go back to the Admin page.

Step 5: Inviting or Updating the User

Once the submission types have been assigned, the next step that might be required is to invite the new person to Epicenter or update an existing user’s account.

To invite a new user:

  1. On the Admin page, in the Security and Permissions section, click the User Security link.

  2. On the Users page, click the  button.

  3. On the Contact Search page, search for the person to make sure that he/she is not already a contact in Epicenter.

  4. Either click on his/her row or click the New Contact... link, type in his/her information and

  1. click .

  2. On the New User Invitation page, click "Add".

  3. In the drop-down menu, select the reviewer and/or approver User Group that you created in Step 3. 

If you have already invited the user and he/she has created his/her account, you simply need to add him/her to the new User Group:

  1. On the Admin page, in the Security and Permissions section, click the User Security link.

  2. Search for the user and select his/her user row.

  3. On his/her User Account Detail page, in the User Groups section, click "Add."

  4. From the drop-down menu, select the reviewer and/or approver group that you created in Step 3.

  5. Click .

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