Providing Files Back to Submitter When Rejecting/Returning a Submission

When rejecting/returning an Epicenter submission, if you need to provide a file back to the submitter, (such as a red-lined file) your organization can do so within Epicenter.  In order to provide the file back to the submitter, the submitter needs to be able to view the section where submission reviewers and approvers can add their notes and files. This is done by adding on the new Submission Review View and Submission Approval View permissions.  These two permissions can be added on to submission type groups which are linked to the user roles.  See the image below of the new security permissions. 

 



By adding these permissions to user roles, it allows the user to see all notes and files that the reviewer and/or approver added in the "Your Review" section of their review/approval task.  The reviewer will then reject/return the submission to the submitter and any other users. Those users will receive an email that includes a link to view their original Epicenter submission that was rejected/returned.  Upon viewing the original submission, they will be able to see the section that contains the reviewer and/or approver's file and any provided notes. Below is a visual example of the process so your organization can determine if you want to leverage these new permissions in order to provide files back to a submitter when rejecting/returning a submission. 

Example: 

A school uploads their School Calendar to Epicenter.  Sally, from the Epicenter Organization, receives a task to Approve the School Calendar.  The calendar needs to be returned to the submitter. Sally downloads the calendar and adds her comments to it.  Sally attaches her red-lined file within the Your Review area of her task as shown below and rejects/returns the submission with a message.



The School Staff user who uploaded the School Calendar receives the “Not Accepted” email below.  She selects the Click here link to login to Epicenter and view the original submission.   



Once the Click here is selected and the School Staff user signs into Epicenter, they are taken to the Submission Detail page as shown below.  The School Staff user can download Sally’s copy of the calendar to view her comments. 

 

In order to allow the submitter to see a reviewer and/or approver's files or notes, your Epicenter Administrator needs to complete the steps below:

Setup Steps

1) Determine Submission Types/Create New Submission Type Groups

By default, the “Submission Review View” and “Submission Approval View” permissions are not added to any existing submission type groups/user roles.  When adding the Submission Review View permission to a submission type group, any User Role linked to that group will be able to view any reviewer notes, files and panel status (if applicable) on the submissions in that group.  If adding the Submission Approval View permission to a submission type group, any User Roles link to that group will be able to view reviewer AND approver notes, files and panel status (if applicable) on a submission.  Therefore, you don't ever need to add both permissions. 

The Epicenter organization needs to review its User Roles (Administration > User Roles) to determine which roles need to have the security permissions added to its Submission Type Groups.  For example, if your organization has a School Staff user role, you might decide to give them the Submission Approval View permission (which allows School Staff to see both Review and Approval files and notes) to the submissions that they are responsible for uploading.  Knowing that School Staff couldn't previously see the reviewer and/or approver files and notes, it is recommended to ensure there are not any submissions that contain reviewer and/or approver files and notes that you don't want School Staff to see prior to adding the permissions.  You can reach out to those responsible for reviewing/approving the submissions in your organization to verify.  

 

If you need to add the Submission Approval View permission to just certain submission types that the School Staff are responsible for submitting, you will need to create a new submission type group.  This should be done by completing the steps below:

  1. Select Administration

  2. Select Manage Groups

  3. Select the Submission Type Groups tab

  4. Select the General Access group

  5. Select the Add Subgroup icon

  6. Enter the name of the group.  (e.g. “School Staff Responsible - Approval View”) 

  7. Save

2) Add Permission to User Roles

Once you have determined which User Roles will get the Submission Review View or Submission Approval View permissions and created any new Submission Type Groups (if applicable), you can now begin updating the User Roles and add the new security permissions to the submission type group(s).  For example, if you have decided to add the Submission Approval View to your School Staff user role, complete the following steps:

  1. Select Administration

  2. Select User Roles

  3. Select the School Staff user role

  4. Select the Responsibilities tab 

  5. Select the General Access/School Staff Responsible submission type group (or whatever your group name is) 

  6. Within the Submissions section of the permissions list, check Submission Approval View.  See the example below. 

  7. Save

If there have been any reviewer and/or approver notes or files on a submission within the group, your School Staff will now be able to see them in the Review/Approval sections (or whatever your organization's custom terminology is for these phases) on the submission's detail page.  You can continue to update any other User Roles and add on the Submission Review View or Submission Approval View permissions (just be mindful when adding on the permissions if you have Panel Members that are reviewing an application that shouldn’t be allowed to view other Panel Member’s application review notes and files).   

If you decided to create a new submission type group in order to restrict the Submission Approval View permission to just certain submission types, you will need to add that new submission type group to the School Staff user role.  You will then need to add on all the appropriate responsibility permissions which typically include: 

  • Compliance Requirement Satisfy Allowed

  • Compliance Requirement Satisfy Task

  • Submission-Notes Update

  • Submission-Notes View

  • [New] Submission Approval View

  • Submission Upload Allowed (do not include if submissions have to be uploaded via a compliance requirement) 

If you decided to create a new submission type group in order to restrict the Submission Approval View permission to just certain submission types, go to the next step.  Otherwise, skip to Step 4. 

3) Update Submission Types (If New Submission Type Group Created)

If you decided to create a new submission type group in order to restrict the Submission Approval View permission to just certain submission types, you will need to move those submission types to the new group.  In addition, as only certain submission types have the Submission Approval View, we recommend leveraging the Review/Approval Instructions to remind the person completing the verifications on the submission that the School Staff can see the notes and files that they add in the Your Review area.   Moving a submission type to its new Submission Type Group and adding the Instructions is best completed by updating the type from the Submission Types administration screen as outlined below:

  1. Select Administration

  2. Select Submission Types administration

  3. Find the submission type and select it

  4. Select the Update button

  5. Scroll to the Review/Approval sections. Some recommended text to add the Instructions includes: School Staff are able to see the notes and files that you add within this Your Review area.  If you need to return the submission and provide a file back to the submitter, add the file to this area.  Within the return message, make sure to mention that they need to view the original submission and view your attached file.  [Note: You can consider adding a new Rejection Reason and Message that can be selected when returning a submission that includes a file from the reviewer/approver that you want the submitter to view/download.  That way, the proper messaging will be included by default regarding viewing their original submission so they can download the attached file from the reviewer/approver. Contact our Epicenter Support Team to learn more]

  6. Scroll down to the Submission Type Groups section.  Add the submission type to the new group created in Step 1 and remove it from its current group. 

  7. Save

  8. Repeat steps 3-6 for all applicable submission types
     

4) Ensure Submission Reviewers/Approvers Notified 

The last step is to provide communication to your Submission Reviewers/Approvers that the process has been set up.  You might even consider notifying your School Staff or any other users who can now see the reviewer/approver notes and files.  

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