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Proposals Communication

A Proposal can have many people involved with it during its development and review. In order to keep all of the interested parties informed of the progress of the Proposal and to alert them when action is required the system has several points at which communications are sent to the relevant people.
The communication can take the form of a notice or an email, and this will depend on the individual user’s preferences setup (SECW0066) or system configuration settings (PAAW0100).
The table below describes the communications involved at various times during the life of a Proposal.

Action When To Whom Notice Code/Email Type

Additional Editor

An editor is added for a proposal in PAAW1140.

The Editor that was added.

The Proposer unless they added
the Editor.

The Email Type or Notice Code recorded for additional editors in PAAW0100 is used.
Removed Editor An editor is removed for a proposal in PAAW1140.

The Editor that was removed.

The Proposer unless they did the removing

The Email Type or Notice Code recorded for removed editors in PAAW0100 is used.
Simultaneous Proposal A proposal instance is created
that will have the same outcome (e.g. A proposal for the same Unit) as another proposal that has not been completed.

The Proposers of both the proposals.

Editors from both Proposals.

The Email Type or Notice Code recorded for simultaneous proposals in PAAW0100 is used.
Subscription

A user has set up a subscription for themself in SECW0066 and an event occurs which matches their subscription which may be:

  • When a specific proposal is submitted based on proposal ID
  • When any proposal is submitted with a specific proposal type
  • When any proposal is submitted with a specific proposal type and proposal element code
  • When any proposal is submitted with a specific proposal type, proposal element code and proposal item code
  • When any proposal is submitted with a specific proposal item code
  • When any proposal is submitted with a specific proposal item code and
    that item has a specific value
  • Subscriptions are activated whenever a Proposal is submitted for review.
 The user who set up the subscription.
If the subscription relates to a proposal item, then the Email Type or Notice Code recorded for the item subscription in PAAW0300 is used (if existing).
If not then the Email Type or Notice Code recorded for subscriptions in PAAW0100 is used.
Approved Proposal The Proposal is approved. i.e. The status is
updated to APPROVED.

Members of BAP recorded for 'Successful Workflow Completion' for the Proposal Type in PAAW0200.

The Proposer and Editors of the Proposal.

Email Type or Notice Code recorded for 'Successful Workflow Completion' for the Proposal Type in PAAW0200.
Transfer Complete A Proposal is successfully transferred into
the Course Structure and Planning module
of Callista. i.e. The Transfer Status is set to
COMPLETE.

Members of BAP recorded for 'Successful Proposal Transfer' for Proposal Type in PAAW0200.

The Proposer.

Email Type or Notice Code recorded for 'Successful Proposal Transfer' for the Proposal Type in PAAW0200.
Mandatory Delegation A Proposal has been delegated to
another user (acceptance mandatory).

Members of BAP recorded for 'Successful Acceptance of Allocation' for the Proposal Type in PAAW0200.

The Person that is being offered
the Proposal

Email Type or Notice Code recorded for 'Successful Acceptance of Allocation' for the Proposal Type in PAAW0200.
Non- Mandatory Delegation accepted A Proposal has been delegated to
another user (acceptance not mandatory) and they have accepted the delegation.

Members of BAP recorded for 'Successful Acceptance of Acceptance' for the Proposal Type in PAAW0200.

The Proposer and the Editors from
the Proposal.

Email Type or Notice Code recorded for 'Successful Acceptance of Allocation' for the Proposal Type in PAAW0200.
Allocation of a workflow step A workflow instance step is in progress.
(Status has changed from PENDING to INPROGRESS).		 Members of the BAP to which the workflow step has been allocated.

Email Type or Notice Code recorded for Notification for theworkflow step in GENF4820.
Workflow step overdue The due date for a workflow step has passed and it is not complete. All BAP members for the workflow step who have not completed the step.

Email Type or Notice Code recorded for Late Decision for Workflow Step in GENF4820.
Review category failed A workflow step has failed. Members of BAP recorded for Review Category Failure for the Review Category in PAAW0500).

Email Type or Notice Code recorded for Review Category Failure for the Review Category in PAAW0500.

Record of Communication
If the person that is being sent the communication has their Default Notification Type in set to NOTICE or ALL, then whenever one of the above actions occurs a record is inserted into the PERSON_NOTICE table for that person.
If that person's configuration is set to EMAIL or ALL, then a record is inserted into the EMAIL_NOTIFICATION table for that person.

 

Last modified on 1 June, 2012 1:26 PM

History Information

Release Version Project Change to Document
15.0 1762 - CAPS - User Interface Updates throughout page
12.0.0.2 1574 - CAPS - Pt 2 New page