Submit Proposals
Submit a Proposal for Approval
Set the scenario where your proposals are created on the Overview page.
Under Budget Planning, select Budget Proposals.
Click the Details button for the proposal you want to submit for approval. The proposal status will be Draft.
Click the Submit Proposal button in the upper righthand corner of the screen. The button may say Resubmit Proposal if the proposal was previously rejected and edited.
You are returned to the proposal table where you see a flash message that indicates that your proposal has been successfully submitted for review. The proposal’s status displays as Awaiting approval.
Resubmitting a Rejected Proposal for Approval
The status of your proposal may be Rejected. This indicates an approver did not approve your requested changes. You can review any approver comments, make updates, and resubmit for approval.
Set the scenario where your proposals are created on the Overview page.
Under Budget Planning, select Budget Proposals.
Click the Details button for the rejected proposal.
The proposal Summary page displays the Approval Workflow for this proposal. You can see whether any roles approved the proposal, and which Role eventually rejected it:
Click the Activity Log tab to see the name of the approver who rejected your proposal, as well as their rejection justification. This comment may include details around changes that need to be made in order for your proposal to be resubmitted and approved.
To update a Rejected proposal, click ‘Edit’ in the upper righthand corner of the page. This will convert the Proposal back to Draft status, and changes can be made. After you have made changes or added new expenses to the proposal, the Resubmit Proposal button will display. (If you return to the Proposals’ table, you will notice the proposal status has changed from Rejected to Draft.) When you are done with your edits, click the Resubmit Proposal button.
You are returned to the proposal table where the proposal’s status displays Awaiting approval.
Approving or Rejecting a Proposal
Approvers are responsible for reviewing then approving or rejecting requested changes.
The status of proposals ready for approval is Awaiting approval.
Set the scenario where your proposals are created on the Overview page.
Under Budget Planning, select Budget Proposals.
In order to Review a Proposal, the following conditions must be met:
The proposal has been submitted and is in Awaiting Review status
You hold a Role that is in the Approval Workflow for that proposal
The Proposal is up to your Role’s review in the Approval Workflow (as a reminder, approvals happen sequentially by Role)
If all these conditions are met, you will see a ‘Review’ button next to the proposal(s) that requires your review on the Budget Proposals Index page
Note: Budget Admins can review any proposal in Awaiting Review status on behalf of any Approving Role, at any point in the Approval Process.
Once you click review, the proposal Summary page displays. Review the changes submitted.
Rejecting the Proposal
Approvers are allowed to make changes to the proposal. You are not forced to reject the proposal. However, your business practices may require the original owner to make the changes for auditing purposes so you can reject the proposal.
If you are the proposal author and realize that more changes need to be made to your proposal but you’ve already submitted it, click into the Proposal and click ‘Withdraw Proposal’ in the upper rigghthand corner of the screen. This will convert the proposal back to ‘Draft’ status. Changes can be made and then the proposal may be resubmitted.
If further changes need to be made and you want the original proposal owner to make those changes, click the Reject Proposal button at the top of the screen. Upon rejection, Approvers are required to leave a comment for the Submitter so they understand the reason for rejection:
This comment will be logged, along with the Reviewer name and Role, on the Proposal’s Activity Log tab for reference.
Once a comment is added and you click ‘Reject’, you are returned to the proposal table where the proposal’s status displays Rejected. Users also see a flash message that confirms the proposal’s rejection.
Approving the Proposal
After reviewing the proposal and if the changes are acceptable, click the Approve Proposal button. Approvers can opt to leave an optional comment with their Approval:
You are returned to the proposal table where the proposal’s status displays Approved, the Edit icon and Review button are no longer available. You have a Details button which allows you to view the details of the proposal but does not allow any further changes.
All of the changes included in the proposal are now applied to the budget scenario.
Approval Workflow Specifics
You can view the Approval Workflow of any proposal that’s been submitted, at any time, on the Proposal Summary tab.
The Summary tab displays:
the Role of the approver
whether the Role approved or rejected the Proposal
which approval is the ‘Final’ approval Role
The activity log shows more granular approval details, like:
Name and Role of Reviewer
if a Proposal was approved by an admin on behalf of another role, those details are recorded in the Activity Log
Date and time of Approval/Rejection
Any comments associated with said Approval/Rejection
Date and time of when a Proposal received its final approval, and was merged into the Budget Scenario
If an Approval Workflow is ever updated, a proposal must be rejected/withdrawn and resubmitted in order for that new Approval Flow to be associated with that proposal.