Skip to main content

Internal Approval Requests

Submitting an Internal Approval Request:

This page covers everything you need to get an internal approval request submitted.

Step 1

Initiate

Click on the Initiate button in the top right corner of the E-Approval page.

image.png

Step 2

Choose a form template

A dialog will appear listing available templates. Select the one that matches your request type and click it to proceed.

Templates are organized into two tabs: Documents for forms created by your institution's administrator, and Forms for common templates shared across all institutions.

image.png

Not sure which template to pick? Use the columns in the list to guide you:

Scope Whether the template is common to your whole institution or specific to your department
Display All If Yes, all approvers' and the drafter's signatures appear on the completed document. If No, only the final approver's signature is shown.
Signature

Whether the form requires a PKI signature or not to be submitted/approved.  (If you choose to use a PKI form, you will be asked to enter your PKI password before you submit. Learn to register your PKI here)
Type Whether the request is internal or outgoing.

Step 3

Fill in the Head tab

  • Enter a Title for your request and optionally set a Due Date.
  •  You can also upload any supporting files in the Attachments area. This is not mandatory.

details1.jpeg

Step 4

Assign approvers

  • Click Assign to add approvers to the approval line.

image.png

  • Search for approvers to assign the request to and select them. You can assign people from within your institution or from other institutions that use the system (Select another institution using the Search institutions... dropdown on the left). 

image.png

  • Click on Add once you're done selecting the approvers.
  • The request will move through the approvers in order.
  • The next approver can only see the request once the previous one has approved. 
  • You must have at least one approver before submitting.

image.png

Signatures:

  • Every assigned approver's signature appears on the document once they approve.
  • If needed, remove any previously selected approver from the line of approval by clicking on this icon (-).
  • Each approver has a signature toggle next to their position. The last approver's and your own signature are on by default and can not be turned off. You can toggle others on or off as needed.
Toggle on and off approvers' signatures (click to open)

The toggle looks like this when the approver's signature is ON

image.png

The toggle looks like this if the approver's signature is OFF

image.png

image.png

 Note that some forms are configured by your administrator to display only the final approver's signature, in which case this toggle will not appear.

Step 5

Fill in the Document tab

  • Click on the Document tab to edit the content of your request. 

image.png

  • Enter your content directly or paste it in from elsewhere.

image.png

You do not need to add a date or leave space for signatures. The date & time of completion, and reference number of the document are generated automatically once the request is completed, and each approver's signature along with their date and time of signing appears on the form the moment they approve it.

Step 6

Submit your request

  • Once both tabs are filled in, click Submit in the top right corner. (You can Preview the document before submitting by clicking on the preview button).

image.png

Not ready to submit? Click on the Save Draft button at any point to save your progress. You can find the document later under My Documents → Saved Drafts to continue editing before submitting.
  • A confirmation dialog will appear, click Submit again to confirm.

image.png

  • Your request will be submitted successfully and sent directly to the first approver in the line, they can view it from their Internal Approval folder if they're from your institution. If not, it will be in their External Approval folder.

image.png

  • It will appear under My Documents → Submitted on your side.

image.png

Need to make further edits? Click on the Revert button before any approver takes action. The document will be moved from Submitted to Saved Drafts. You can resubmit once you've made necessary changes. Your type will be updated from Drafter to Redrafter on the document.

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

Back to top