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The Auto Rejection feature addresses the challenge of open proposal requests that require confirmation but are often never confirmed, resolving the need to manually cancel aging requests that will never be confirmed. By running a nightly job, the feature automatically cancels outstanding requests that exceed a certain number of days. The purpose of this document is to provide a comprehensive understanding of the Auto Rejection feature and its benefit to your business processing.
Who can use the Auto Rejection?
The Auto Rejection feature is available to all clients. However, only administrative users can configure this feature. By default, the feature is disabled and will not reject any requests until enabled by a system Admin.
Use Auto Rejection
While this feature is available to all clients, only administrative users have the ability to configure and enable it. By default, the feature is disabled and requires an admin to activate it for use.
See Configure Auto Rejection
Auto Rejection workflow
Once the Auto Rejection feature is enabled, a nightly job runs to identify requests that meet the following criteria before performing any action:
- The request is associated with eligible proposal types.
- The request is in a "Pending" or "Internal" disposition.
- The request has not been approved or denied within the specified period.
- The request was submitted within the last two years.
OUTCOMES
- If a request meets all of the criteria:
- Its disposition is automatically set to 'Rejected.'
- An automated job comment is left, providing a clear explanation of how and why the request was rejected.
- If enabled, automated emails are sent to the associated donors to notify them of the rejection.
- If a request meets all of the above criteria but has been approved or denied within the specified period, it is processed for further review and consideration.
- If a request fails to meet the above criteria or exceeds the set time limit without being approved or denied within the specified period, it is automatically rejected.
User Visibility and Communication
Users can quickly identify rejected requests by viewing the disposition and the automated job comment, providing the necessary context for understanding the rejection. Admins can enable emails to inform the associated donors about the cancellation.
Best Practices
To make the most of the Auto Rejection feature, consider the following best practices:
- Regularly review and adjust the number of days until auto rejection based on your organization's needs.
- Accurately assign the eligible proposal types to ensure that requests are appropriately designated.
- Communicate with donors about the auto-rejection process to ensure clarity.
This feature does not interfere with any customization that performs this action. However, if you would like to use the Auto Reject feature, the customization must be disabled. Please contact your Client Manager for more information.
