Proposal Groups

Overview

What are Proposal Groups?

Proposal Groups are used to support users who want to group and follow the approvals of multiple, related items. For example, a central administrator may use Proposal Groups to bundle together all proposals related to a new program including new courses or specializations. 

 How do I enable Proposal Groups?

Please note: Only system administrators have the ability to enable Proposal Groups. Please contact your institution's administrator if you would like to enable this functionality.

• Click System Settings in the navigation panel.
• In the Admin Settings menu, click Feature Flags.
• In the Beta menu, select the Enable Proposal Groups checkbox.

How do I rename Proposal Groups for my institution?

• Click System Settings in the navigation panel.
• In the Admin Settings menu, click University Preferences.
• Type in the preferred title in the "Rename Proposal Group to:" field.

How do I determine where Proposal Groups appears in the navigation bar?

• Click System Settings in the navigation panel.
• In the Admin Settings menu, click University Preferences.
• Use the up and down arrows in the Navigation Order menu to reorder the items in the navigation panel.

Using Proposal Groups

How do I access Proposal Groups?

• Click Proposal Groups in the left navigation panel.
  • Note: If your institution's administrator has changed the name of this feature, it will appear as a different name.

How do I create a new proposal group?

Any user can create a new proposal group.

• Click Proposal Groups in the navigation panel.
• Click the New Proposal Group button in the main proposal group view.
• Fill out fields on proposal groups form. 
  • Note: All changes made in edit mode are automatically saved.
• To exit edit mode, click Leave Edit Mode.

How do I view, sort, and search all existing proposal groups?

• Click Proposal Groups in the left navigation panel.
• Click the titles of each column (e.g., Name, Courses) to sort.
• Click anywhere in a row to navigate to the proposal groups detail view.

How do I view the completion status of a proposal groups?

• From the main proposal groups view, view the completion percentage in the right column titled Progress OR
• Click into a specific proposal group to see the completion progress.
  • Please note: Proposal groups track items to approval completion, and items that are in draft, inactive, or retired will affect the completion percentage of a proposal group.

How do I edit a proposal group?

• From the proposal group detail view, click Edit in the right panel to enter edit mode.
  • Note: All changes made in edit mode are automatically saved.
• To exit edit mode, click Leave Edit Mode.

How do I save a proposal group?

All changes made to a proposal group are automatically saved.

How do I print a proposal group?

• From the proposal group detail view, click Print.
  • Note: To print a full proposal within a proposal group, click on the proposal title to navigate to the proposal in a new tab.

How do I delete a proposal group?

• From the proposal group detail view, click Delete.
  • Please note: This cannot be undone.

How do I add items to a proposal group?

• From the proposal group detail view, click Edit.
• In the desired item (e.g., Courses, Programs, etc.) field, type in the title, subject code, or description of a proposal or click in the field to view a list of available items
• Select a proposal.
• Optional: Select additional items to add.

How do I remove items from a proposal group?

• From the proposal group detail view, click Edit.
• Click the trash icon in line with the item to delete.
  • Please note: This cannot be undone.

How do I approve, reject or send back a proposal in a proposal group?

Only users with the appropriate permissions will be able to approve, reject, etc. a proposal in a proposal group. Users who do not have rights to approve, reject, etc., will only be able to view the proposal(s).

• Click on the title of the proposal to view the item in detail, if needed.
• From the proposal groups detail view, click on the appropriate action in the Actions column (e.g., Approve, Send back, etc.)
  • Please note: Approving, rejecting, or sending a proposal back requires a comment.
• After approving, rejecting, etc. the proposal, the status in the proposals list will display an In Workflow status or will display the appropriate status (e.g., Active, Inactive, Retired).
  • Please Note: If the proposal requires multiple approvals at a particular node, all approvers will need to approve before the proposal will move on to the next node or become active.

What if a proposal included in a proposal group is withdrawn from workflow?

The proposal will remain in the proposal group with the updated status of Draft reflected. To remove the proposal, click Edit and click the trash icon to remove the proposal from the proposal group.

 What happens if a proposal included in a proposal group is deleted?

If a proposal has been deleted, it will remain in the proposal group but will be displayed as "Proposal deleted" and cannot be accessed any longer.