Forms Tracking Utility (FTU) - Frequently Asked Questions About Actors (Approvers, Reviewers, Initiators, Email Recipients)

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• What is the difference between an Approver and a Reviewer?
• How were the approvers and reviewers (actors) chosen for my unit? How can I change them?
• How do I know whether I am an initiator or approver, and for which form applications?
• What should I do if I am asked to approve forms I no longer should be doing, or am not being asked to approve forms that are my responsibility?

What is the difference between an Approver and a Reviewer?

An approver can indicate whether a form's content is acceptable. A reviewer can indicate that they have seen the form, but cannot indicate acceptance or agreement (approval/disapproval) with the form. Both approvers and reviewers can add additional approvers and/or reviewers to the route. Both can delay the form by not taking action. The difference is that an approver can disapprove the form, which stops the form from further routing. The form initiator must then correct and resubmit the form, which starts the approval process (route) from the beginning.

The act of approving or reviewing an FTU routing action creates an electronic "signature" in the FTU application the electronic equivalent of signing a paper form. Each routing action represents one signature on a paper form. The entire routing slip may require more than one user action before the route is complete, just as a paper form may require multiple signatures before the form is considered "Approved".

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How were the approvers and reviewers (actors) chosen for my unit? How can I change them?

Unit administrators are asked to identify form initiators, approvers and reviewers for each form. Only these form "actors" may access FTU data related to their forms.
To add or change your unit's actors, your unit's Security Contact should submit a Default Form from the Access Management Service Page (link).

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How do I know whether I am an initiator or approver, and for which form applications?

You may be an initiator in one application and an approver in another. Check with your unit administrator, or contact the MSU IT Service Desk at 517-432-6200.

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What should I do if I am asked to approve forms I no longer should be doing, or am not being asked to approve forms that are my responsibility?

You will need to submit a Default Form from the Access Management Service Page (link).

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