Human Resources Operations
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Training Resources

3. Approvals

Approval Workflow Process 

  1. After submission or spreadsheet upload, the first approver will receive an email requesting review and to either approve or deny the request.
    1. Subject:  Faculty Contract Request for First Name Last Name, From:  automation@smartsheet.com 
    2. First approver should click View Request to complete the approval process.  A new window will open with the details of the contract.  Scroll all the way to the bottom and click Approve or Decline.
      1. If the request is approved, an email will be sent to the second approver.
      2. If the request is denied, an email will be sent to the user/submitter who can make changes and resubmit.
    3. Process repeats for second approver and if a third and fourth approver are provided, they will also have the process repeated.
  2. After all approvals are received, the final agreement is sent to the faculty member for acceptance.
    1. Subject:  Faculty Contract Agreement, From:  automation@smartsheet.com 
    2. Faculty member should click View Request to complete the acceptance process.  A new window will open with the details of the contract.  Scroll all the way to the bottom and click Approve or Decline.
      1. If the request is denied, an email will be sent to the user/submitter.

Faculty Agreement

3. After the faculty member accepts the contract, a confirmation is sent to Faculty Email.

  1. Subject:  Confirmation of Official Assignment for {{Term}} - {{CLASS_NBR}}
    1. Body:  Thank you for accepting your teaching contract. Here is your official assignment:
      Term: {{Term}}
      Class Description: {{ClassDescription}}
      Total Salary: {{Total Amount}}

4.  A copy of the confirmation is sent to User/Submitter:

  1. Subject:  Copy of Confirmation of Official Assignment for {{Term}} - {{CLASS_NBR}}
    1. Body:  

      This is a copy of a notification sent to {{Faculty Email}} for {{Contract Number}}.

      Thank you for accepting your teaching contract. Here is your official assignment:
      Term: {{Term}}
      Class Description: {{ClassDescription}}
      Total Salary: {{Total Amount}}

Approver Status

Approver and Faculty member statuses defined:

  • A blank status signifies that request to approve has not been sent
  • Approved:  received and approved the contract
  • Declined:  received and declined the contract

  • Submitted: email notification has been sent

Resend Request to Approve

    1. From the Dashboard, select Dynamic View - Manage Approvals.  

      Dashboard snippet

    2. Click on a row to open Details panel
    3. Update Approver email addresses (if not already approved) and update Reset Status - select Resend to send another request.
    4. Click Save.
    5. Dynamic View snippet

Troubleshooting Email Issues

If recipients are not receiving emails, try these tips:

  1. Check Spam folder.  If there, click Not Spam to move back to inbox.
  2. Search for the word "smartsheet" to find the emails.
  3. Check your filters in Gmail to see if it's automatically being archived out of your inbox:  https://support.google.com/mail/answer/6579#zippy=%2Cedit-or-delete-filters
  4. Check your Smartsheet notification settings:  https://help.smartsheet.com/articles/2476551-configure-how-smartsheet-notifies-you


University Services: Human Resources Operations
65 Texas Ave Bangor, Maine 04401
Submit your inquiry: https://gojira.its.maine.edu/jira/servicedesk/customer/portal/13
Book an appointment with a team member: https://umspayroll.youcanbook.me
Benefits Email benefits@maine.edu Telephone: (207) 973-3373 | Benefits Fax: (207) 561-3454
Payroll Email payroll@maine.edu Telephone: (207) 581-9104 | Payroll Fax: (207) 561-3456