Navigating the System

After Entering the Approval & Disclosures section of the system, click on the corresponding tile to Provide External Funding.

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

Searching for a Party

Clicking the Provide External Funding tile on the Approvals & Disclosures landing page will open the Manage Funding Requests page. 

Next, search for the Name and/or the Country of the party. 

Starting the Request

After searching by Name or Country, the user will have two options based on the search results:

• Select an Existing Party

  1. Select an Existing Party: If the correct party is returned in the search results, click Start next to the party's name to continue the request. 

Any information previously saved in master data about the selected individual or organization will be prepopulated into the request.

Once the Recipient Details are correct, click Next at the bottom of the page to proceed to the Activity Details. 

• Creating a New Party 

2. Create a New Request: If no matching results are found, click Create Request to start a new, blank request. This option allows the user to enter all necessary details from scratch.

How to Create a New Party (Organization) within a Request

A new party refers to an organization that is created through the Add Party modal in the system. 

It specifically applies to parties that do not already have a record within master data. 

 

If the organization you are adding to the request is not populated in the dropdown list from the Name field, click Add Organization.

The Add Party modal will open. 

"Email Address is Associated with Another Individual” Error Message 

If a submitter is creating a new organization and receives an error message that says "This email address is already associated with another user," it means that email address is already assigned to an individual or organization in master data.

 

Two options exist:

1.  Return to the search screen and locate the existing party. 
2.  A master data admin can update master data if the email is incorrect or assigned to the wrong profile. 

 

After filling in any required (and any desired optional) fields, click Add Organization. 

Now that the organization has been added, you can move forward with your request. 

Note: The new organization will be added to master data at the time the request is submitted. 

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Updating an Organization (Before Submission)

Users can edit the organization before submitting a request by clicking the Pencil icon next to the Full Name field. 

Updating an Organization (After Submission)

Warning: Once a request has been submitted for approval, the organization details cannot be modified within the request.

Any information that was previously entered into the New Party modal, such as Name, Address, Country, Address, etc., will need to be updated in master data by a master data admin. 

Important: If master data is updated, the request must be canceled and recreated in order to reflect any changes. Or, if the organization itself is incorrect, the submitter must cancel the request and create a new one with the correct organization.

Users can still update the activity information within the request by following the directions found here:

• Third-Party Due Diligence Making Changes on a Request Post - Submission
• Approvals & Disclosures Making Changes on a Request Post-Submission

Recipient & 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.  

 

Once a submitter has filled out the Recipient Details correctly, they can click Next at the bottom of the page to proceed to the Activity Details. 

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 Approvers modal, the system will:

• Submit the request for review.
• Send a notification email 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 will be able to see the request they submitted in the Recent Approval & Disclosure Activity table under the Submissions tab.