Submitted change requests can be viewed using the Manage Approvals tile on the Home Page.
From Manage Approvals, users can change their view, depending upon their approval role, to display the progress of their submissions or the status of the change requests they are the responsible approver for.
Submitter
Saved Tab
While changing or adding new information to GEMS it is possible to pause a Change Request and continue updating this data at a later point in time.
For updates to existing entities, this can be implemented by clicking the save button on the supporting documentation screen.
During the Add Entity or Clone Entity Wizard, this is implemented by selecting the Pause button.
In these instances, these saved changes will appear in the “Saved” tab under the Submitter Approval Role.
From here the blue hyperlink can be followed to edit the change, add supporting documentation, and submit the change for approval by its respective approver(s).
Or the menu icon can be clicked to delete the Saved change.
To edit a Saved change or view the associated documents to this change the respective button must be clicked, which can be found in the top left & right corners of the screen respectively.
Submitted
From the submitter view, it’s possible to see descriptions of the changes made by the user and when the change was made. Using the menu icon to the right, users can also “recall” submitted requests which moves the request to the saved tab where edits can be made before resubmission.
Approved
From the Approved view, it’s possible to view change requests which have been approved, including the description and the date the change was approved.
To view the actual changes made, the blue hyperlink can be clicked.
From the Rejected tab it is possible to see a list of Rejected Change Requests, including the description of the change request, and the reason for and date of the rejection.
By following the blue hyperlink, the change request can be viewed and updated.
Approver- Awaiting My Approval
The Awaiting Approval tile on the home screen provides quick access to an Approvers change request, taking the user to the Manage Approvals section of GEMS and defaulting them to the “Approver” role.
From the Awaiting My Approval tab all outstanding approvals assigned to a user can be viewed.
For each outstanding approval the date the approval was submitted, the name of the submitter, and a description of the change in question will be displayed.
Click the hyperlink to view the change request.
After opening the change request, it can be reviewed and either accepted or rejected, with the option to add a Reason for rejection if necessary.
By checking the box beside the Change Description and clicking “Launch Request(s)” multiple requests can be approved or rejected
Awaiting Further Approval
From the Awaiting Further Approval tab, all approved requests assigned to a user which require approval at a higher approval level can be viewed.
Once approved at the higher approval level, the request will disappear from this tab and move to the Approved tab.
The awaiting further approval tab is used where multiple approvals levels are applied to a workflow and allow the monitoring of the progress of such approvals through approval levels.
For each outstanding approval, the date the approval was submitted, the name of the submitter, and a description of the change in question will be displayed, along with the number of approvers and percentage complete.
Approved
From the Approved view it’s possible to view previous change requests which have been approved, including the description and date the change was approved.
To view the actual changes, click the blue hyperlink.
Rejected
From the Rejected tab it is possible to see a list of Change Requests submitted by the user which have been rejected, including the description of the change request, and the reason and date of the rejection.
By following the blue hyperlink, the change request can be viewed and updated.
