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DESCRIPTION

This article will guide you through effectively managing the AOP approval workflow, walking you through customizing steps, initiating the process, and making changes as needed.

pushpin As an Office Administrator, you manage the AOP approval workflow for all projects. All other users can view the workflow to track AOP approval progress, status, and comments.

STEP 1: Manage the AOP Workflow 

  • Access Workflow Management: From the Actions menu, select Manage Workflow.

    • The default approval sequence is Office Administrator, Lab Relationship Manager, Associate Lab Director, Office Director. The Office Director will always be the final approver.

  • Add an Approval Step:

    • Click Add Step.

    • Specify the Role.

    • Optionally, select a name from the dropdown menu for Lab Relationship Manager, Associate Lab Director, Office Administrator, and Office Director.

pushpin All other roles require an assigned name selection.

    • Choose the approval order by selecting a number from the Sequence dropdown menu.

    • Click Submit to confirm changes.

    • Click Cancel to discard changes.

  • Remove an Approval Step:

    • From the Actions menu, select Remove Step on the row of the step you wish to remove.

    • Confirm the removal when prompted. 

pushpin The default steps may not be removed.

STEP 2: Initiate the Workflow

  • Ensure All Projects are Approved: Make sure all projects within the AOP have been approved. You can only initiate the workflow if the overall status is 'Not Started'.

  • Start the Workflow: Click Start Workflow.

pushpin To initiate the workflow, the AOP must satisfy specific financial thresholds: either the sum of all projects must exceed $5M, or each individual project within the AOP must exceed $2M.

  • Confirm your decision by clicking the Confirm button.

  • The approval status of the first designated approver in the sequence will update to "Pending."

  • You can request the AOP report from the menu at any time. 

STEP 3: Canceling or Modifying the Workflow After Initiation

  • Adding Steps: You may add additional approval steps at any time. New steps will be inserted after the current step in the workflow, affecting future approvals.

  • Canceling the Workflow:

    • Navigate to the "Actions" menu.

    • Select "Manage Workflow."

    • Click "Cancel Workflow."

    • Confirm the cancellation.

    • Click "Confirm."

pushpin Workflow Modifications and Cancellation:

  • Steps that are "Rejected" or "Approved" remain unchanged as their status is complete.
  • "Pending" steps will be canceled.
  • "Not Started" steps will be canceled.
  • All canceled steps remain visible in the workflow history for tracking purposes.
  • Default workflow steps can be re-added at the end of the sequence to continue the process if needed.

Frequently Asked Questions

1. What if I need to change the approval sequence after starting the workflow? You can add additional approval steps at any time. New steps will be inserted after the current step in the workflow.

2. Can I restart a canceled workflow? Yes, default workflow steps can be re-added at the end of the sequence to continue the process if needed.

3. Why can't I start the workflow even though all projects are approved? Check that the overall AOP status is 'Not Started' and ensure the AOP meets the financial thresholds: either the sum of all projects exceeds $5M, or each individual project within the AOP exceeds $2M.

4. Will approvers be notified if I cancel the workflow? "Pending" and "Not Started" steps will be canceled, and these approvers will see their steps canceled. All canceled steps remain visible in the workflow history.


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