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Important Notice

Migration to SharePoint Online for Human Resource (HCM) related documents


Critical Timeline for upgraded Interim Workflow Solutions Forms (IWS)

August 1, 2016, Interim Workflow Solutions Forms (IWS) related to the HCM related forms will have a slightly different look.

Migration to the SharePoint Cloud platform is complete and all IWS HR Forms have a slightly different look but will still operate the same as before, so the transition should be seamless.  Please read the details below regarding the IWS Financial Forms.

An attachment for the Interim Workflow Solutions Forms Job Aid has been created to provide screen shots of the before and after images for each of the converted forms providing a look at the new format.

A second attachment provides a recap of the date changes along with an explanation of each new IWS HR Form.

Important Note #1

A separate communication message listed at the bottom of this message was sent by Human Resources to recipients included in the HR Distribution List.

All Interim Workflow Solutions Forms created using SharePoint 2010 through Wednesday, July 27, 2016 will still be able to be approved in SharePoint. 

Important Dates to Remember:

Departmental HR Forms

Wednesday, July 27, 2016 - Current IWS Forms created by departments should be saved and submitted for approval before end of day (EOD)
Thursday, July 28, 2016 - Friday, July 29, 2016 - Current IWS Forms will be closed and no new forms can be created until Monday, August 1, 2016.
Monday, August 1, 2016 - Begin using new SharePoint Online IWS Forms to ensure new format is used.

Important Note #2

Financial Forms Remaining under Interim Workflow Solutions (IWS) for Travel Authorizations and Expense Reports

Monday, August 1st - IWS Forms related to Travel Authorizations and Expense Reports will continue to be processed using the current IWS Forms located on SharePoint until the transition to PeopleSoft Workflow is implemented for the Travel and Expense module. The following two Financial Forms will remain and require an Interim Workflow Solutions approval.

  • Review/Submit Travel Authorization Request
  • Review/Submit Expense Report

Important Note #3

Interim Workflow documents provide an email notification to the approvers receiving the documents. Recipients who will approve IWS Forms, may need to set up email rules in Outlook which had allowed the IWS email notification from SharePoint 2010 to be sent to Outlook and not end up in email Clutter or Spam.

Interim Workflow Solution documents through SharePoint Online are sent from another email address and may need email rules updated. Below are the email addresses so rules can be updated:

Interim Workflow Solutions - SharePoint 2010 email was distributed from this email address:

New Interim Workflow Solutions - SharePoint Online email is distributed from this email address:

This new email address would need to be added to Outlook rules to allow delivery directly to the individual. (Note the email address is from no-reply@sharepointonline.com instead of OneUTSA@utsa.edu)

You will need to update any shortcut links or saved “Favorites” to ensure you will point to the new SharePoint Online Forms effective August 1, 2016.  The correct URL for SharePoint Online is:  

https://utsacloud.sharepoint.com/sites/pssc/pages/iwsforms.aspx.

If you use a saved link, you will be pointed to the old documents and cannot create any new Interim Workflow Forms. 

If you have any questions regarding the routing of Interim Workflow Solutions Forms (IWS), please contact SPOC at ext. 7762.

Communication message below was previously sent by Human Resources on July 22, 2016:

 

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Updated on: 07/22/2016



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