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Outgoing Approval Requests

Submitting an Outgoing Approval Request

Outgoing requests are used when you need to send an official document to another institution, whetherboth theythose that use Smart Admin orand those that do not. The process is largely the same as submitting an internal request, but with two key differences: you select a template with the type Outgoing, and you specify who the document is being sent to before submitting.

Before you begin: This page focuses on what is unique to outgoing requests. If you have not submitted an internal request before, it is worth reading the Internal Approval Requests page first, it covers the shared steps in full detail.

Step 1: Choosing a template

Click Initiate and select a template from the list. For outgoing requests, look for templates with the type Outgoing in the last column.

Outgoing template type highlighted

Step 2: Filling in the Head tab

Fill in the title, due date, attachments, and approval line as you would for an internal request. You can also attach documents from your E-Folder using the GSAS Documents section on the right. 

Step 3: Adding recipients

You will see two sections; Internal Recipients for institutions and individuals who use Smart Admin, and External Recipients for those who do not. You can fill in one or both, but the TO field is required in whichever you choose.

Recipients section overview

Internal Recipients

Click Assign next to the TO or CC field. A dialog will appear with two tabs — Institutions to send to an institution as a whole, and Individuals to send to a specific person.

  • Sending to an institution

Under the Institutions tab, search for the institution by name or abbreviation, check the box next to it, then click Confirm.

Search and select internal institution Confirm selected institution

  • Sending to an individual

Under the Individuals tab, select the institution the person belongs to from the dropdown on the left. The users from that institution will appear on the right — search by name and click Select next to the person you want to add, then click Confirm.

Individuals tab institution dropdown Select individual from institution Select individual confirmed

CC

To copy someone in, click Assign next to the CC field and follow the same steps above.

CC internal institutions

External Recipients

For recipients who do not use Smart Admin, click Assign next to the TO or CC field and enter their details manually. The dialog also has two tabs — Institutions and Individuals.

  • Sending to an institution

Under the Institutions tab, enter the institution's name, abbreviation, and email address, then click Confirm.

External institution form empty External institution form filled in

  • Sending to an individual

Under the Individuals tab, enter their first name, last name, position, position abbreviation, email address, institution name, and institution abbreviation, then click Confirm.

External individual form

Step 4: Filling in the Document tab and submitting

Fill in the form content in the Document tab and click Submit. Once all approvers have approved, the request will appear in the Sender Manager's Outgoing folder to be dispatched.

Proceed to the Tracking Approval Requests page to learn how to keep track of your request after it has been submitted.

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