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Statuses for All Users: (*color denotes database value*)
Submitted (submitted)
Default status indicating a user has submitted a request which is awaiting acknowledgment by administrator/service provider.
Notifies service providers of request.
Allows request to show up on canned reports.
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A requester status to indicate the request has been started, but not yet ready for service providers.
Statuses Available Based on Your Program’s Workflow for All Service Providers: (color denotes database value) (*denotes statuses required for workflow*)
*Note: service providers can not change status of a request or assign "Owner" before it has been submitted by study team.
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Applicable when the requester has indicated they no longer want the request fulfilled, at any point, after administrator/service provider has performed any work on the request (in admin review, in committee review, active, etc.)
Request should only be “deleted” if the request was submitted in error and no effort was given to request by administrative reviewer/service provider
Admin Users have the ability to switch between Complete, Invoiced, and Withdrawn statuses (if all are enabled in SPARCCatalog) based on their specific workflow.
Status Set Up (available_status)
This function can be setup in SPARCCatalog “Status Options” section by selecting or unselecting “Available Statuses” for each split/notify organization(s). The selected available statuses are going to be the ones displayed in SPARCDashboard Admin Edit status drop-down menu.
Status Lock Configuration (editable_status)
Setting the ‘Editable’ checkbox determines if service requests can be edited (by requesters) when in that status. When the box is checked, requests can be edited for that status. Exceptions to this are ‘finished’ status (noted below) - when Editable box is checked, new service requests can be submitted after the currently open service request has reached that finished status.
This function can be setup in SPARCCatalog “Status Options” section by selecting or unselecting “Editable Statuses” for each split/notify organization(s). For example, in the MUSC SPARCRequest instance, we defined the following statuses as “Editable Statuses” for the “Research Nexus” organization: Draft (by default), Submitted (by default), Awaiting Requester Response, Get a Cost Estimate, Active, Approved.
*Note: the Complete, Invoiced, and Withdrawn status has to be checked as editable statuses, so that they can function as completed statuses that allow new service request to be submitted after the request has reached one of these statuses.
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2. Trigger: this function is triggered by status changes made by authorized users from SPARCRequest, or by service providers from SPARCDashboard “Admin Edit” section.
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On SPARCRequest Step 3 (Service Details), the “locked” services show up highlighted with the lock sign next to them (shown below). For those services, no edits are allowed to be made on the study calendar, until the service provider moves it back into an editable status.
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Completed Status (finished_status) Reconfiguration
Trigger: Inside the SPARCDashboard "Admin Edit" section, when a request has been changed to "Complete," "Invoiced," or “Withdrawn" status by a service provider, the status drop-down box is now locked so it can't be switched back to an active status. This was implemented as part of the completed requests reconfiguration, so that it is possible for an authorized user to add another request with the same service(s) previously completed.
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When clicking “Submit” or “Save As Draft” on Step 5: Review Your Request, the finished service requests will not be affected.
Updateable Status Reconfiguration
Updateable_statuses can be set up for the whole application in application.yml. This class of statuses represents the ones that can be updated (when the protocol is re-submitted on Step 5: Review Your Request). Currently, the updatable_statuses being used at MUSC are: draft, first_draft, get_a_cost_estimate, awaiting_pi_approval, on_hold.
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(SPARCRequest Step 5: Review Your Request)
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Status Available with SPARCFunding Module
For institutions using SPARCFunding, additional status are available for programming. See more information on these statuses in the SPARCFunding Technical Guide.
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