eCLAWs Enhancements
Future Enhancements
NU-RES welcomes your feedback about how we can, together, improve eCLAWs system.
See below the list of suggested improvements.
| Application | Suggestion | Problem it Solves | Status | Priority | Comments |
|---|---|---|---|---|---|
| eCLAWs | Need due by date (deadline date) on Dashboard, especially when expedited | Improves communication; assists in processing record in a timely manner | Under Review | 1 – Low | Requested Start Date should be considered the “due by” date; Expedited Flag indicates quick process needed – need to review process for those that jump queue with Expedited flag (more info on the record and why quick process was needed and what drives the need e.g. other party, PI, etc.), and determine what the loss to NU is if not processed by a certain date); in Advanced Ad-hoc search, Start field is searchable by eCLAWs Reviewer |
| eCLAWs | Confidentiality flag – Reviewer should be able to undo when there’s no gatekeeper | Improves transparency of record | Under Review | 1 – Low | SA can remove, but Reviewer should be able to remove, or return with process instructions |
| eCLAWs | Need a refinement re: confidential. Is the contract itself confidential or does the record contain an attachment that is confidential. | Improves best practice use of the application and improves accuracy of the record | Planned | 2 – Medium | SA to Add purpose specific questions: is the contract itself confidential (terms or an attachment) {Provide a definition of confidential}? Y/N – If no, does this non-confidential contract contain Ts & C’s related to confidentiality (Provide definition…show distinction) Y/N with comment |
| eCLAWs | Need running comments for reviewers (versus the comments in info or consult) | Improves communication and transparency | Planned | 2 – Medium | Provide Reviewer or Signatory a note section of running commentary visible by all who have access; i.e. the ‘checklist’ concept of deviations… |
| eCLAWs | Need ability to delete the attachment if you are the one who uploaded. | Improves accuracy of the record | Planned | 2 – Medium | Any one with a role on the record should be able to delete attachments they uploaded when the record is at their stop; SA should be able to delete at any stop, with comment/audit trail that they deleted/reason |
| eCLAWs | Need ability of user who uploaded an attachment to add/modify/delete the comment associated with the attachment | Improves communication | Planned | 3 – High | Any one with a role on the record should be able to add/modify/delete comments associated with attachments they uploaded when the record is at their stop; SA should be able to add/modify/delete comments at any stop, with comment/audit trail that they changed/reason |
| eCLAWs | Need to work on the labels so they’re more descriptive | Improves communication | Planned | 2 – Medium | future |
| eCLAWs | User dashboard view into the current Substatus; 11/16/20 updating to inject ‘rejected’ and ‘recalled’ flag to status | Improves communication and transparency | Completed | 3 – High | Substatus is only applicable when record is at Institutional Reviewer stop; show Substatus in “Status” column instead of overall status of “Under Review” when a Sub Status is set at Institutional Review stop |
| eCLAWs | Ability to add a comment to contact section | Improves communication | Planned | 2 – Medium | |
| eCLAWs | Ability to add a comment to External Org Profile | Improves communication | Planned | 2 – Medium | |
| eCLAWs | On the record have the ability to create an email notification/or within the record. Example, I’m looking at things and I don’t need any info but I want to let the PI know it’s under review but not forgotten etc. | Improves communication and transparency | Planned | 2 – Medium | |
| eCLAWs | Add Department name to dashboard – My Pool and My Queue; | Improves transparency of record | Completed | 3 – High | While user can drill into record to review details (org might not reveal the actual person it should be assigned to), having easier access to this info on the dashboard will help effective management of work |
| eCLAWs | Update note on Contract/Agreement Data tab to eCLAWs reviewer for clarity | Removes confusion and inserts best practice reminder; also clarifies grammar | Planned | 2 – Medium | Change note to: As the Institutional Reviewer, please review the attached contract. Throughout your review, please indicate sub-status change for this eCLAWs record. Upon your acceptance of all terms and conditions, please upload the final, signature version of the agreement and submit it to the Institutional Signatory for further action. |
| eCLAWs | Logged in users should be able to search for ALL status’ on My Agreements & Contracts page, including completed records | Logged in users can’t find completed records on My Agreements & Contracts page, and can’t drill into the records on the Advanced Ad-Hoc search page | Completed | 2 – Medium | Currently can only search for review status’ (e.g. only those included while record is in the workflow); need all status’ |
| eCLAWs | View access/assign edit to college administrator pool | Provides necessary access to records that aligns with college business process and shared services | Completed | 3 – High | Create college admin access for Research & Innovation purpose similar to how Procurement’s Gatekeeper process allows multiple individuals (college gatekeepers) to access/edit records |
| eCLAWs | Roles and responsibilties…invite access to a single record | increases transparency/access | Planned | 3 – High | Individual will be able to request that access to a single record be granted to another individual |
| eCLAWs | Confirm Place of performance | shows where work is occurred/occurring | Planned | 2 – Medium | Unfunded eCLAWs contracts, e.g. DUA; ISEC report (NU + building, floor, room) |
| eCLAWs | Notification to parties on assigned records in workflow if a document is added after submission | Alerts Reviewer/Signatory when Submitter uploads a new attachment after submitting into workflow (at the Reviewer/Signatory stop, and Submitter adds an attachment) | Under Review | 2 – Medium | If new information is added by Submitter, the reviewer is not notified by the system and might be waiting indefinitely or until someone followed up separately; e.g. send some type of notice or alert to the reviewer when new documents are added |
| eCLAWs | Submitter initiate the chat/ information request | Allows submitter to send some type of notice or alert to the reviewer when additional documents or information has been added to the E-claws record that has been assigned for review/signature | Not completed | 1 – Low | If there is no reviewer assigned, the info request wouldn’t go to anyone; Reviewer should initiate an info request for add’l docs, and responding to info request will initiate an email |
| eCLAWs | Verify vendor – get the EIN/W-9 | Confirms identify of external party | Planned | 1 – Low | If unverified vendor, specify request for W9; if individual, need SS# which will be masked except last 4 (disclaimer: only those with need to know will have access to Vendor profile) |
| eCLAWs | Update route in eCLAWs based on Purpose selected | Procurement business process will match existing route; Res & Inn route should match it’s business process; Eliminate “Other Party Signed” question triggers alternate route | Completed June 2022 | 2 – Medium | R&I route should never end with the Submitter having the action to upload final version of contract, as NU-RES always uploads; last stop Pending Other Party Signature is currently eliminated if selected “already signed / unchanged’ …the ‘is it signed’ option needs different workflow if R&I purpose chosen |
| eCLAWs | Remove/hide “Other Party Signed” Question for Res&Inn route agreements -related to “Update route in eCLAWS based on purpose selected” but keeping the existing workflow in place (interim solution) | will prevent users from selecting an option that removes the last stop… eliminating the last ‘Other Party Signature” step in the route disrupts the work around process we have in place for Steven to review all records at that stop so he can update the tracking log. | Not Completed | 2 – Medium | This is an interim solution; fixed the bigger issue re: having a different route process for Research & Innovation agreements |
| eCLAWs | Update Info Request/Consult email to include dynamic information on record number and application from which the communication is launched; remove text of communication to direct recipients to log into the system | Improves communication and usability – directs recipient to log into the system to answer the question in the system rather than replying to email out of the system | Completed February 2021 | 2 – Medium | |
| eCLAWs | Include Gatekeepers from each appointment of NU Contacts with interdisciplinary appointments | Gatekeepers currently assigned from Primary assignment; if contract was unrelated to Primary assignment, and related to a different assignment, need to be able to pick which set of Gatekeepers will be added to the route | Under Review | 1 – Low | Currently in Research & Innovation purpose, Gatekeepers are not invoked in the route; if Gatekeepers were to be invoked, or if other purposes started to use eCLAWs that do invoke Gatekeepers, would need to revisit |
| eCLAWs | Allow text entry in Sponsored Research related record field | Allows submitter to manually link eCLAWs record to ePAWs 1.0 related record | Under Review | 2 – Medium | Related ePAWs records field should allow text entry of ePAWs 1.0 record number as well as searching the ePAWs 2.0 database for the record and linking it |
| eCLAWs | Add search on Ad Hoc Screen for related ePAWs records | Allows for the ability to search for all eCLAWs records associated with a particular proposal | Under Review | 1 – Low | If ePAWs number is in explanation, can search for this now…not consistently entered |
| eCLAWs | Generate email notification to the Submitter when record has been returned to their stop; dynamically show the status change (e.g. Status: Submit) | Improves communication | Under Review | 2 – Medium | Current “Submit-Returned” status shows on dashboard, but Submitter won’t see this if they are not actively logged in and looking at the dashboard. While Reviewer can open an Info Request to the Submitter before returning to alert them to the return, they should be able to just return with comment, and the system generate an email to the submitter |
| eCLAWs | Email notifications upon action assigned, or when contract complete | Active communication will help improve the speed at which the tasks are completed, and will alert contract submitter when complete | Under Review | 2 – Medium | Examples: Submission receipt, task assigned, request cancelled, returned to previous step, contract added to a pool for review & distribution, review complete |
| eCLAWs | Ability to copy an existing eCLAWs record | Saves data input time for similar records, particularly the Other Party Details Contact | Under Review | 2 – Medium | Comment from PI: “I was wondering if you can import / copy paste the same information as all my last orders? The only difference is the construct (AAV-syn).” |
| eCLAWs | Ability to select Other Party Details Contact from an existing Rolodex list | Allows the user to select an already known contact rather than re-keying info | Under Review | 2 – Medium | |
| eCLAWs | Select multiple records to “assign to me” | Improves the speed of assigning work | Under Review | 2 – Medium | |
| eCLAWs | Ability to ‘un cancel’ a record | Records are cancelled based on a direction, but then are requested to be recreated…reversing a cancelled record will decrease rework | Under Review | 2 – Medium | If there is a technical misunderstanding, which is naturally going to be common when scientists and lawyers communicate, we wind up cancelling a record which was actually OK, so then must duplicate. |
| eCLAWs | Route internal person related forms in eCLAWs…tied to personal profile, and not an eCLAWs contract (SVP Academic Affairs request) | automates paper forms; keeps info related to a person in one place | Under Review | 2 – Medium | |
| eCLAWs | CMMC tag similar to “Confidentiality Requested” and “Expedited Review requested…” | Under Review | 1 – Low | Need a reportable/searchable data field similar to “Expedited” and “Confidential” that indicates “CMMC Requirement;” creating the static data element; Would be searchable on Basic/Advance Search page….can currently add CMMC to Brief Explanation – is searchable | |
| eCLAWs | Be able to search on My Agreements and Contracts page for all status’ including completed records; add search box to this page | Under Review | 2 – Medium | ||
| eCLAWs | eCLAWs Configurable routes… Submitter…Dept Chair….NU-RES reviewer | Under Review | 2 – Medium | Keep record at Reviewer stop while they work it through to completion; Disabling the signature route/upload; Using the sub-status to show where the record is in the process e.g. ….Consult+
| |
| eCLAWs | Print out eCLAWs record (have Print button) | Some users like to have a printed copy of the record | Under Review | 1 – Low | |
| eCLAWs | Update Info Request/Consult email to include dynamic information on record number and application from which the communication is launched; Remove the text of the communication from the generated email | Improves usability – directs recipient to log into the system to answer the question in the system rather than replying to email out of the system | Completed February 2021 | 2 – Medium | |
| eCLAWs | Improve search results for common contact names | Only top 5 search results are shown; for searches with multiple hits, can’t find match without any combination (first/last, first only, last only) | Under Review | 2 – Medium | |
| eCLAWs | Ability to drop a snapshot image in the Info Request/Consult chat box | Provides an easy to see representation of communication without having to open a saved attachment | Under Review | 1 – Low | |
| eCLAWs | Search Multiple in Advanced Ad-Hoc search (Submitter, NU Contact, Other Party fields) | Increases the speed in which you can search for records | Under Review | 1 – Low | |
| eCLAWs | E-signature/Mark document for signature (e.g. like Docusign) | Keeps document in workflow/system; no need to download, affix e-signature with 3rd party application, re-upload; Marking the document for signature/initials to assist signatory where action is needed in the document | Under Review | 2 – Medium | |
| eCLAWs | Basic reports to assess KPI’s | Allows Reviewers/Signatories to assess annual number/types of contracts processed for performance indicators | Under Review | 1 – Low | |
| eCLAWs | Function that resets the “clock” on the route log workflow if the eCLAWs record is returned to the Submitter (e.g. recalculates time at Review/Signatory stops if the records are returned to the Submitter stop) – Keep a history of total time/route log in a History tab | Will provide transparent information on the time the record is at the College/Department, vs. at NU-RES, to better identify roadblocks/process improvements that can be made to the workflow process | Under Review | 2 – Medium | |
| eCLAWs | Info request/Consult… Auto reminder/ping if no response in 5 business days | Improves communication and manages the timely processing of the eCLAWs record | Under Review | 2 – Medium |
Last Updated on June 6, 2025