Submitted Tasks - Quick Start Guide

How do you approve or decline the Tasks your Publishers are creating? Through the Submitted Tasks functionality in OneCampus, that’s how!

All tasks that Publishers create must route through an Administrator for approval. This helps to ensure that only those tasks that you deem appropriate actually “go live” on your OneCampus main page.

Multiple Admins at your institution? Any Admin can approve any submitted task.

The number in parenthesis next to the Submitted Tasks module will indicate that there are tasks waiting for Admin approval.

Administrators also have the ability to deactivate the publishing approval workflow altogether so that Publishers can create tasks and push them “live” immediately (without requiring Admin approval). This option can be found under the Advanced menu > Settings > Miscellaneous > Require publishing approval for tasks. The default is yes.

Review Pending Tasks

To review tasks submitted by Publishers, click the Task menu, then click Submitted Tasks.
On the Submitted Tasks screen you will see the task/tasks pending your approval.
Click the blue View to Approve/Decline button to review the tasks and either approve or decline them.
This will bring you to the Approve Task Definition page. Here you can review all of the fields completed by the Publisher who submitted the task.
If your intention is to decline the task for whatever reason, please feel free to click Decline at the bottom of the page at this point. You will be required to enter a note into the Notes field. This field serves as an internal communication tool. A best practice here would be to give an explanation of why you are declining the task so the Publisher understands what changes they need to make to the task, if they wish to resubmit it for approval.
- If the Publisher is set up for notification emails, he/she/the group will receive an email stating that the task has been declined, along with your notes.
If you intend to approve the task, please fill out the unique key field and click Approve.
- Unique Key [Required] The Unique Key may only contain lowercase letters, numbers, and/or dashes (no spaces). The Unique Key will become part of the URL for the Task Details page and is important for Search Engine Optimization (SEO).

Notes:

Approved tasks will fall off of the list of tasks waiting for approval and will appear as a live task in your OneCampus instance.
Declined tasks will also fall off of the list of tasks waiting for approval and will not appear as a live task in your OneCampus instance.
Admins can opt to receive an email when a Publisher submits a task for approval by adding their email to the Setting under the Advanced menu > Settings > Email > Approver Email - one or more email addresses can be added to receive notification of submitted tasks.
- For emails to trigger from OneCampus two settings must already be configured: Advanced menu > Settings > Email - Enable Email must be set to “yes” and the setting for System Email (directly below Enable Email) must contain a valid email address.
When a Publisher submits edits for a previously approved task, the administrator will see a Summary of Changes at the top of the Approve Task Definition page. In the example below, the Publisher is requesting edits to the primary contact, icon image and roles for the task.