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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, both those that use Smart Admin and 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 submittedtried submitting 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.

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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 E-Folder using the GSAS Documents section on the right. 

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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.

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3.1 Internal Recipients/Public Institutions

Recipients that use Smart Admin

  • Click Assign next to the TO or CC field.

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  • A dialog will appear with two tabs; Institutions to send to an institution as a whole, and Individuals to send to a specific person.

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→ Send to an institution (Internal)

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

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→ Send to an individual (Internal)

  • Under the Individuals tab, select the institution the person belongs to from the dropdown on the left.

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  • The users from that institution will appear on the right; search by name, click Select next to the person you want to add, then click Confirm.

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CC

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

3.2 External Recipients/Private Institutions

For recipients who do not use Smart Admin, their details have to be entered manually.

→ Sending to an institution (External)

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

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→ Sending to an individual (External)

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

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Step 4

Filling in the Document tab and submitting

Fill in the content of the request in the Document tab just like it's done with internal approvals and click Submit.

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Enter a message to the external recipients, it will be included in the email sent to them along with your request, then submit.

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Once all approvers have approved, the request will appear in the Sender Manager's Outgoing folder to be dispatched. (See Sender and Receiver Manager Controls).

The addressed institutions and individuals will receive the request once it's been sent by the Sender Manager.

Proceed to the Managing approval requests page to learn how to keep track of your request after it has been submitted.

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