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Changing the Number of Sign off Levels
The number of sign off levels can be changed mid-way through the sign off process if the level of sign off in any unit has not reached the selected number.
The following examples demonstrate the rule, however, does not represent every possible scenario:
| • | There is four sign off levels (Preparer, First Reviewer, Second Reviewer and Corporate) and sign off is currently at Second Reviewer (third level). If the number of sign off levels is changed to two, an error message appears. Because the sign off level has reached the third level (to Second Reviewer (third level)), the number of sign off levels cannot be decreased. |
Note:
| • | The following error message appears when the number of sign off levels cannot be changed: "You cannot change sign off levels because a unit has already been submitted to a level that is equal to or higher. Minimum valid sign off level is #. |
| a. | There are four sign off levels (Preparer, First Reviewer, Second Reviewer and Corporate), and sign off is currently at First Reviewer (second level). If the number of sign off level is changed to three, the change is allowed because the sign off has not reached the third level. The sign off remains at First Reviewer, however, the sign off levels will now reflect three sign off levels (Preparer, First Reviewer and Corporate). |
| b. | Because the number of sign off levels are determined at the user role level, it is possible to add sign off levels to a Unit that has completed all levels of sign off. For example, Unit A has two sign off levels (Preparer and Corporate) and has completed sign off. Subsequently, the number of sign-off levels is changed to five sign off levels. Since the number of sign off levels is determined at the user role level, even though Unit A completed the sign off, Unit A has five sign off levels. When you review the sign off audit trail in the sign off tab for Unit A, the sign off appears complete for Preparer and Corporate levels. However, Unit A has five sign off levels and does not list a user signed off for all levels that did not previously exist. |
Note:
| • | The only exception to this rule is if the fifth level, Corporate level, is reached and the unit is submitted to Corporate. If a unit is signed off and submitted to Corporate, the user can change the sign off levels for additional units. If a unit is signed off when it reaches the Corporate level, then the number of sign off levels can be changed to be lower than five sign-off levels. |
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