How do I update or revise signing officials, delegates and admin-FYIs?

[Jennifer Bliss]

SPO STAFF USE ONLY

Routing is configured through 3 tables: 

1. People Flow = map, instructions, steps
2. Agenda = rule, trigger, action
3. Unit Administrators = role applied to individuals

First check/configure the People Flow. People Flow tells Agenda what to do. It's the "map" or instructions but won't actually do anything until an Agenda triggers an action. And the action triggered (by the Agenda) will only send notifications if Unit Administrator roles are configured. So start with People Flow and work from there.

Go to: Central Admin > Workflow > People Flow. People Flows must be configured individually for every single step of routing (including BOTH approvals and FYI notifications to admins -- yes every single step). Each flow can be configured with a specific individual named (see: CFO Approval), or for a Group (see: SPO Notification), or for a role (see: College of Science Approval). Same Delegates (they too can be configured with specific individuals (see: CFO Approval), groups, or roles (see: College of Science Approval) designated.

   

Next go to: Central Admin > Business Rules > Agenda. Agendas must be configured for every unique step of routing. In other words, an Agenda must be configured individually for each Chair/AVP, Dean/VP, but once the disparate routes come together at SPO (after the Dean/VP signs off), only one Agenda is required for the rest of the route (SPO > Provost > CFO).

Next go to: System Admin Portal > Maintenance (tab) > Shared > Unit Administrator. This is where you configure folks for the People Flows configured with groups (i.e.: SPO Group) and/or roles (i.e.: DEAN_VP, Alternate Approver, etc.). Manage each unit's Approvers, Alternate Approvers, Admin FYI in the Unit Administrator table for the given unit. In the Unit Administrator table you can search by a unit to see the current setup users in each of the below roles. If you need to remove simply use the 'delete' option and if you need to add a new record use the 'create new' option and select the appropriate Unit Admin Type per below, name of the person, and the appropriate unit.

3 - UNIT_HEAD

4 - DEAN_VP
10 - Alternate Approver
11 - Admin FYI

[Jennifer Bliss]

Video (recording) of how to do it (by Jess & Jen): https://drive.google.com/drive/folders/1ZA_QJKs5lg4CcwuX5sM04aQ0vIwrJQEu?usp=sharing