Remove Inactive Aggregators in Coeus
Learn how to remove inactive employees from the Aggregator role to avoid Narrative and routing errors.
As a best practice, when a proposal development record is either created from scratch or copied in Coeus, one of the Aggregators on that record should check all the other Aggregators assigned to that record. Individuals with an Aggregator role can view, edit and create additional submissions, and can manage who has an edit or view role on a proposal development record.
Reviewing who has access to your record is important especially when copying proposal development records. This ensures that you remember to remove anyone who should not have a role on that record, including those who have left your department or their position, but were on the original proposal development record. If left on the record, that individual's old roles will copy in when the proposal development copy is made.
As an Aggregator, a first, best practice should be to remove any inactive employees and their role from the proposal before completing all other areas of the proposal record. Doing so also avoids errors that occur in the Narrative section when a person has left the University but has an old role sitting on your proposal development record. They must be removed at the record level by an Aggregator.
Having an inactive employee in an Aggregator role causes Narrative editing errors that may:
- prevent you from uploading PDFs; and
- prevent you from routing the proposal development record for approvals.
Log in to Coeus and navigate to the appropriate proposal development record.
- Select Edit > Proposal Roles
- Click the name of the person who needs removal from the proposal record and drag them to the trashcan icon.
- Click the OK button. The window will close.
- Save the record to save your changes.
If you notice an inactive employee in an Approver role on your proposal development record, please inquire with your department manager to ensure that any previous managers or chairs had their approval role removed from Coeus when they left their position. Leaving this inactive Approver on the record can cause the same Narrative errors as an inactive Aggregator.
Unlike inactive Aggregators, inactive Approver roles cannot be removed at the record level by an Aggregator and require a COEUS Access ticket be submitted with the request to “remove department approver role” in the notes. You should also note in your ticket request the name of the replacement person for that approver.