Workflow V2.9 User Guide February, 2016

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Stella Stafford
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1 RooDocs Workflow Powered by: Workflow V2.9 User Guide February,

2 Introduction Welcome to RooDocs Workflow. In 2015 the Registrar s Office began replacing paper processing with Electronic Document Workflow. Student Records and Curriculum documentation are now submitted electronically via E- forms, or scanned into the RooDocs electronic archive for processing through RooDocs Workflow. With Workflow, Austin College Staff and Faculty will: Receive an notification that a document submitted needs review Open RooDocs Archive and RooDocs Workflow to view the document Review and Approve or Not Approve submitted items electronically Receive an notification when a Workflow item has been Approved or Not Approved In addition, Faculty and Staff will be able to see where in the process any document submitted is as it is being processed. To set the stage, a faculty member wants to offer a Special Topics course and has completed the Special Topics Course Submission Form online. He/She was able to access a link to this form from the Forms Repository on the Registrar s Office website, Once the faculty member has completed the form and clicked SUBMIT, it is sent through a linear electronic workflow for tasks to be completed and approvals. Special Topics Review Process Faculty member submits form Registrar's Office sets up workflow Chair/Program Director reviews Dean reviews VPAA and Curriculum Committee reviews Registrar enters into schedule of classes This document continues with detailed directions for navigation in the workflow for each workstep in the linear process outlined above. 2

3 Special Topics Course Submission Processing The Special Topics Course Submission e-form is processed through the Course Approval Workflow. This form requires review by several entities: Registrar s office Chair/Director Dean VPAA and Curriculum Committee Logging in Login to using your RooDocs Username and Password, which was given at the time of RooDocs training. For RooDocs login assistance, please contact the CASO Helpdesk at Registrar Review To review an item in Registrar Review, take ownership of the item by double-clicking the item in the Group Box (Figure 1) Figure 1 This will open the item in the Registrar Review Workstep. In this workstep, the Registrar s office will index the following indexes: Divisional Dean Department Chair Course Prefix Course Start Date Course End Date Dept/Program 3

4 The Divisional Dean, Department Chair and Dept/Program Index fields are populated using a dropdown menu. The Course Start Date and Course End Date fields are populated using a calendar feature. (Figure 2) Figure 2 Once all fields are indexed, the Registrar s Office will determine whether the item needs to be forwarded to the Department Chair or Divisional Dean and click the Send to Chair or Send to Dean button. (Figure 3) 4

5 Figure 3 This will forward the item on to the Department Chair or Divisional Dean Workstep. Department Chair To review an item in Department Chair, take ownership of the item by double-clicking the item in the Group Box (Figure 4) Figure 4 5

6 This will open the Department Chair Workstep. In this Workstep, the Department Chair can review the item and choose to Approve or Not Approve. Clicking the Approved button will forward the item the Divisional Dean. Clicking the Not Approved button will remove the item from Workflow and notify the document creator that the item was not approved. (Figure 5) Figure 5 6

7 Divisional Dean To review an item in the Divisional Dean Workstep, take ownership of the item by double-clicking the item in the Group Box. (Figure 6) Figure 6 This will open the Divisional Dean Workstep. In this Workstep, the Divisional Dean can review the item and choose to Approve or Not Approve. Clicking the Approved button will forward the item the VPAA and Curriculum Committee. Clicking the Not Approved button will remove the item from Workflow and notify the document creator that the item was not approved. (Figure 7) Figure 7 7

8 VPAA and Curriculum Committee To review an item in the VPAA and Curriculum Committee Workstep, take ownership of the item by doubleclicking the item in the Group Box. (Figure 8) Figure 8 This will open the VPAA and Curriculum Committee Workstep. In this Workstep, the VPAA and Curriculum Committee can review the item and choose to Approve or Not Approve. Clicking the Approved button will forward the item the Registrar s office for data entry. Clicking the Not Approved button will remove the item from Workflow and notify the document creator that the item was not approved. (Figure 9) Figure 9 8

9 Registrar Data Entry To review an item in the Registrar Data Entry Workstep, take ownership of the item by double-clicking the item in the Group Box. (Figure 10) Figure 10 This will open the Registrar Data Entry Workstep. In this Workstep, the Registrar s Office will update Colleague with the collected data and click Completed when finished. This will send an notification to the Document Creator and complete the Workflow process for this item. (Figure 11) Figure

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Course Overrides. Introduction. Accessing Course Overrides

Course Overrides. Introduction. Accessing Course Overrides Introduction Course overrides, or registration permits, allow students to register for a class past certain requirements or class capacity. Assigning a course override to a student does not register them