Job Aid for Approvers

Overview

This is a dynamic workflow-based system used for drafting, review, and approval of HR-RAMPS cases (previously known as Pink Folders). The system uses pre-defined case templates to identify the metadata, routing & approval options, and associated documents. Case routing can be modified at the time of initiation by the Initiator. Routing updates allow for addition and deletion of reviewers, re-ordering of review steps, and changing reviewers as well as approvers. Subsequent steps allow metadata and documents updates. Cases can be returned to the Initiator from any step in the workflow and be re-routed as needed.

As an Approver, you are responsible for providing executive level review and signature on all specified documents using DocuSign.

Working On An Assignment

1. HR-RAMPS will send out notifications when a step in the workflow requires action. Click on the assignment link in the email to open the step.
   
2. You can also work on the assignment from the My Assignments tab of the Dashboard.
3. The steps that have been completed are shown with a green checkmark. The workflow below has been approved by DDIR and has been reviewed by the CPD Unit Chief. For certain case types, Executive level review steps may follow initial approval steps, if required.
   
   
   
4. The button will send the workflow back to the Initiator from where it can be re-routed.  Comments must be included when returning a case to identify the reason for the return.
   
   
5. The Executive Review steps in the Approval section get the button whereas the Approval steps get the button. Clicking on either of these buttons will take the user to DocuSign interface where Executive Reviewer can review the documents and the Approve can sign and review the documents as needed.
   
   
6. The DocuSign interface guides the user through the signing ceremony. Clicking on takes the user to where the signing fields are. The label changes from to once it is clicked.
   
   
   
7. Click the box to place the signature.
   
   
8. The date is automatically stamped with the date signing is taking place.
9. Click when done with reviewing and signing the document. The document moves to the next approver in the list.
   
   

First Time DocuSign Approvers

When Approvers first access the DocuSign interface, they will be guided through setting up their default signature. Upon clicking the following Adopt Your Signature screen will come up. The system will default the Approver’s name and select a style of signature. The Approver can change the style or use the default style presented and click to choose the signature. This window is only presented the very first time Approver signs a document using DocuSign and system will remember the setting from then on.

My Assignments Dashboard
 

1. By default, results are sorted by Date Assigned. Click on the Column Headings to re-sort.
2. Your assignments are hyperlinked in the Current Step. Click on the link to open the assignment.
3. The results can be filtered using the search filter field. Enter any of the case data visible in the dashboard or the data entered in the Brief Summary field on the form to search.

In-Process Workflows

1. Check the status of running workflows using the In-Process Workflows dashboard. The columns Current Step and Current Assignee indicate what step the workflow is in currently and who the assignee is.
2. Results can be exported using the button.
   
   
3. By default, results are sorted by Date Assigned. Click on the Column Headings to re-sort.
4. Additional options are available for in-process workflows. Click on the to reveal an action menu. View Summary option shows a read-only view of the case. The case metadata, documents, and comments are available.
   
   

Timeline option shows an audit trail for the workflow.

Completed Workflows

1. All the completed workflows are available on this tab. The results are sorted by the Date Completed field.
   
2. Results can be exported using the button.
   
   
3. Click the button to reveal the additional filters. More than one filter can be applied at the same time to refine the search results. Each filter is a dropdown containing the values from the completed dashboard. Only one value can be selected per filter field.
   
   
4. To remove a filter, simply click X.
   
   

Contacting Help

Each Office/Division has a Business Administrator(s) who can provide assistance or contact the NIAID Helpdesk if needed.  Please contact your Business Administrator listed below for assistance.