Paperless UUF Instructions for Approvers
Identify pending Space Request
Log into http://uwtsp1/space_requests
Review and approve/acknowledge the Space Request
See the status of a Space Request
See the versions of a Space Request
Paperless UUF Instructions for Approvers
Process overview
1) Receive email and regularly check the Space Request site
2) Log on to http://uwtsp1/space_requests/
3) Check out the Space Request
4) Review and approve/acknowledge the Space Request
5) Check in the Space Request
Concepts
Checking In and Checking Out
The entire purpose of requiring editors to “Check Out” and “Check In” Space Requests is to prevent one user from overwriting the edits of another user.
“When you check out a file … you ensure that others cannot make changes to the file while you edit it. While the file is checked out, you can edit and save the file, close it, and reopen it. Other users cannot change the file or see your changes until you check in the file.” –Microsoft Help
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If you do see this error after clicking on “New”, please send a tachelp right away. |
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Acknowledgement vs. Approval
Only Administrators, Directors or Deparment Chairs, and Student Life (in certain circumstances) can approve or deny a Space Request/UUF. Support departments must acknowledge Space Requests/UUFs that involve their department. They may acknowledge in the affirmative or negative (i.e. they can support the event or they can’t, respectively).
Identify pending Space Request
When someone makes a Space Request that involves your department, you will receive an email indicating the ID of the Space Request.
Log into http://uwtsp1/space_requests
Enter http://uwtsp1/space_requests/ into your browser. You should be automatically logged in with the same account that you are logged into your computer with.
If you don’t see the request that you are looking for, follow these steps:
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Click the “View” dropdown in the top right of the screen |
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Choose “All Documents” |
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OPTIONAL: You may further filter your view by moving the mouse to the right of a column header. This brings up a dropdown menu. You can select “pending” to see only those space requests that are pending approval from the department listed in the column header. |
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Check out the Space Request
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Locate the Space Request in question |
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Move the mouse to the right side of the Space Request. A dropdown menu will appear. Click the black triangle to expand the edit menu |
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Click Check Out. You will now see that the Checked Out To column will have your UWNetid and the Type column now has a green arrow pointing down/right. This indicates the Space Request is checked out to you and you may now open it for editing. |
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Click on the linked name of the Space Request. |
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Review and approve/acknowledge the Space Request
At the bottom of the form, you will see several sections for approvers. Find your section (a Director / Chair or a Support Department). If you approve of the event check “YES”. Then submit the form and check it back in. If you do not approve the event, check “NO” and provide an explanation for the decision. Then submit the form and check it back in.
Check in the Space Request
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You will now be back at the Space Request list. Your Space Requests will have a name of netidX, where X is an id number for the Space Request |
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Position the mouse to the right of the name of the Space Request you just submitted and you will see a dropdown arrow appear. Click this arrow. |
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You will see the Edit menu open up |
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Click on “Check In” |
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Leave No selected when you are asked if you want to keep it checked out. Put a brief description of what action you took and any other else you deem noteworthy. |
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See the status of a Space Request
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On the main Space Requests screen, move the mouse to the right of the link for the Space Request in question and click the dropdown arrow. |
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When the edit menu opens up, click “Workflows” |
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In the “Workflows:” screen, click “Support Department Notifications and Approvals”. There may be several workflows in progress. Choose the most recent.
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In the “Workflow Status:” screen, look under the “Workflow History” heading, in the “Description” column to see what has happened regarding your Space Request |
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See the versions of a Space Request
AKA “Who did what when”. By following the directions below, you can see who has edited this space request, when they edited it, and easily determine what fields they changed.
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On the main Space Requests screen, move the mouse to the right of the link for the Space Request in question and click the dropdown arrow. |
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What if I find errors?
When you come across an error, please send an email to tachelp@u.washington.edu