Starting the Request

After Entering the Approvals & Disclosures section of the system, click on the corresponding tile to Disclose the Receipt of a Gift, Travel, or Hospitality.

Note: The wording of tiles may vary depending on your organization’s specifications. The instructions below are meant as a general guideline only.

Clicking the Disclose the Receipt of a Gift, Travel, or Hospitality tile on the Approvals & Disclosures landing page will open its corresponding request page.

Activity Questionnaire 

The questionnaire is configured specifically to your organization’s needs and specifications. Many organizations opt to make a significant portion of the questionnaire mandatory to collect as much information about the request as possible.

Additionally, questions can be configured to be conditionally displayed based on the answers to previous questions. By making questions conditional, your organization can streamline the initial form and only present the user with the fields that will be required of them. 

Submitters will not be able to proceed if the required information is missing. If the user leaves the required fields empty, the system will provide feedback, as pictured below.

• Information Icon

The information icon ⓘ  is displayed next to some questions. Clicking this will open a pop-up window with additional information about the question. The window can be closed by clicking the X in the top right corner. 

• Uploading Files

For questions requiring attachments, add files to the request by clicking the Add File(s) button. Multiple files can be uploaded for a single question.

Note: Executable files or files larger than 50 megabytes cannot be uploaded.

Uploaded files can be deleted before and after the request is submitted by clicking on the Trash Can icon next to the file that you want to delete and then confirming your action by clicking Yes.

Note: Uploaded files cannot be deleted once the request is fully approved.

Tip: Once you have answered all the questions in a section, the navigation section will show a Green Checkmark next to a section link, indicating all required questions have been answered. 

 

Tip: If the section is incomplete, the navigation section will show a Red Exclamation Point next to the section link, indicating required information is missing. 

 

Submitting Your Request

The request can be submitted once a submitter has answered all the required information.

Click Submit Request to proceed to the final Approver screen.

Approver Information

Approvers are the person(s) who will review your request and either approve it, reject it, or ask you to update the information you provided.

After clicking the Submit Request button, the Approvers modal will open.  

Note: Approver selection varies depending on your organization's specifications. You may be able to select the appropriate approver(s) from a drop-down menu, the approver(s) may be prepopulated for you (and not editable), or a combination of both.

Click here for more information on Changing Approvers in instances where it’s prepopulated.

Click the drop-down arrow on the right to select the appropriate approver(s). After selecting approver(s), the Confirm button will become available. 

Enter any additional comments (optional), then click the Confirm button to submit the request.

By clicking Confirm in the Approver modal, the system will:

• Submit the request for review.
• Send an email notification to your chosen Approver or the first Approver in your organization’s defined workflow.
• Change the request status to In Progress.
• Redirect the user to the Approvals & Disclosures landing page. From here, the user can see the request they submitted in the Recent Approval & Disclosure Activity table under the Submissions tab.