Approval Process
After all owners assigned to a specific review have submitted their review, its status on the Manage Reviews page of the Entitlement Reviews interface changes to Responses awaiting review.
In the approval process, the Review Administrator looks at the owner-recommended changes and chooses to approve, deny, or defer the changes.
See the Process Owner Responses topic for instructions on how to perform a granular review of owner-recommended changes. See the Batch Processing topic for instructions on how to approve, decline, or defer all owner-recommended changes for a review.
Process Owner Responses
Follow the steps to perform a granular review of a resource owner's recommended changes.
Step 1 – On the Manage Reviews page, select a review and click View Details. The Review Details page opens.
Step 2 – Select a resource in the list and click View Responses. The View Responses window opens.
Step 3 – By default, the table displays only the recommended changes. Select an item and click the desired action button: Accept, Decline, or Defer. The Approval column icon updates. See the View Responses Window topic for additional information.
Step 4 – Repeat Step 3 until all changes have been processed. Then click Close. The View Responses window closes.
Step 5 – Repeat Steps 2-4 for each resource included in the review.
Step 6 – Remediation of the accepted changes must be done manually. Accepted changes must be implemented outside of the application by your IT department. Use the Export Excel or Export CSV buttons to generate and download an export of accepted changes.
Step 7 – When remediation is complete, return to the Mange Reviews page (click on the breadcrumb). Select the review in the list and click Mark Completed.
The review remains marked as Completed until the next instance is started.
Batch Processing
Follow the steps to perform a batch processing of a resource owner's recommended changes.
Step 1 – On the Manage Reviews page, select a review and click View Details. The Review Details page opens. .
Step 2 – Select a resource in the list and open the Process Changes drop-down menu.
Step 3 – Select the desired action for all recommended changes: Accept, Decline, or Defer.
Remember, all recommended changes for the selected resource will be processed with the same resolution.
Step 4 – Repeat Steps 2-3 for each resource included in the review.
Step 5 – Remediation of the accepted changes must be done manually. Accepted changes must be implemented outside of the application by your IT department. Use the Export Excel or Export CSV buttons to generate and download an export of accepted changes.
Step 6 – When remediation is complete, return to the Mange Reviews page (click on the breadcrumb). Select the review in the list and click Mark Completed.
The review remains marked as Completed until the next instance is started.
Perform an Access Review
An Access review can be conducted for various types of data repository resources. Follow the steps to perform an Access review.
Step 1 – On the Pending Reviews page, select the resource with a pending Access review and click Begin Review. The Resource Review page opens to the 1 Make changes tab.
The table displays access information for the resource being reviewed:
- Trustee Name — Name of the trustee with access to this resource. If the trustee is a group, click the hyperlink to open the Group Membership window. See the Group Membership Window topic for additional information.
- Access Level (Full Control, Modify, and Read) columns — Blue checkmark icon indicates current access level
Step 2 – Recommend access changes for a trustee by clicking the icon for the desired access level (Full Control, Modify, or Read columns). A yellow checkmark icon indicates the new level of access you are recommending.
Step 3 – Recommend removing access by selecting one or more trustees and clicking the Remove Access button or by clicking on a checkmark icon. A blank yellow icon indicates you are recommending all access be removed; it appears in the column for the current level of access.
Remember, at any time you can save your recommendations and exit the review. It will remain pending until you submit all recommendations for this resource.
Step 4 – When the recommended changes are set as desired, click Next. The 2 Review changes tab opens in the Resource Review page.
Step 5 – This tab displays a filtered table of trustees with recommended changes. Confirm your recommendations and optionally add notes to the Review Administrator. Owners are encouraged to leave notes explaining why the change is recommended.
NOTE: To make changes to your recommendations, you must return to the first tab. Click Previous.
Step 6 – When all recommendations are confirmed and the desire notes added, click Submit. A message displays stating that the review is complete. Click OK to close the message window.
The review for this resource is now complete. You will be redirected to the Pending Reviews page. Your recommended changes have been sent to the Review Administrator for approval and processing.
Perform a Membership Review
A Membership review is an evaluation of group membership. Follow the steps to perform a Membership review.
Step 1 – On the Pending Reviews page, select the resource with a pending Membership review and click Begin Review. The Resource Review page opens to the 1 Make changes tab.
The table displays membership information for the group being reviewed:
- Trustee Name — Name of the trustee with group membership. If the trustee is a group, click the hyperlink to open the Group Membership window. See the Group Membership Window topic for additional information.
- Member — Blue checkmark icon indicates current membership
Step 2 – Recommend removing membership by selecting one or more trustees and clicking the Remove Access button or by clicking on a checkmark icon. A blank yellow icon indicates you are recommending the trustee be removed from the group.
Remember, at any time you can save your recommendations and exit the review. It will remain pending until you submit all recommendations for this resource.
Step 3 – When the recommended changes are set as desired, click Next. The 2 Review changes tab opens in the Resource Review page.
Step 4 – This tab displays a filtered table of trustees with recommended changes. Confirm your recommendations and optionally add notes to the Review Administrator. Owners are encouraged to leave notes explaining why the change is recommended.
NOTE: To make changes to your recommendations, you must return to the first tab. Click Previous.
Step 5 – When all recommendations are confirmed and the desire notes added, click Submit. A message displays stating that the review is complete. Click OK to close the message window.
The review for this resource is now complete. You will be redirected to the Pending Reviews page. Your recommended changes have been sent to the Review Administrator for approval and processing.