The Open Order modal

01What an open order is

An open order is one that hasn't billed yet. Most are Pending Approval, but an approved order that hasn't been charged yet, or one that was canceled, opens here too.

In the table, its button reads Action with a small status icon: ⏳ pending approval, 👍 approved, 👎 canceled, or ⚡ for anything else. Click it and you get the ⚡ Action: Open Order window, subtitled “Approve, disapprove, or reassign this pending order.” The buttons you see depend on your role and on the order itself.

02What you see

Before any buttons, the modal lays out the order so you can decide with the full picture.

• Requested for: the person (name and UCInetID, marked Inactive if they've separated), the software, and the cost. The cost reads “No charge” when the account is subsidized, and shows a total with the quantity and per-license price when there's more than one. The 📧 Resend email button sits in this section's header.
• Denial reason, if the order was canceled: the reason, who denied it, and when.
• Device / Audit, for shared-device (SDL) records and anything with an audit note. “See details” opens the device, IP, package, and audit note in their own window. Admins and CSCs can add or edit the device there, including on an SDL order that doesn't have a device yet (the button reads “Add device”).
• 🕒 Order & Email Activity: a one-line summary (when it was placed, whether it came from License Commander or the legacy app, how many emails went out) with a View activity button for the full order story.
• 📝 Notes and 📎 Attachments, shown right on the order when there are any. Attachment links fetch a fresh copy each time you click, so they don't expire.
• Accounting: account, project, sub-account, OrgRefID, doc #, accounting period, fiscal officer, unit, and department.

Fix the accounting before it bills

Admins and fiscal officers get an ✏️ Edit button on the Accounting section of an open order. Change the account and the modal looks up that account's fiscal officer, unit, and department right away, and highlights whatever will change before you save.

• A new account clears the old project, sub-account, and OrgRefID (you're asked first), because those belonged to the previous account. You can enter new ones afterward.
• If a pending order moves to a different fiscal officer, the new one gets the approval request and the previous one gets a short “no action needed” note.

Three things open in their own windows on top, so the modal never has to grow:

🕒 Order & Email Activity tells the order's story: who placed it and when, where it came from, the fiscal officer, the current status (approved, pending, or denied with the reason), any reassignment, transfer, or delegation, and an Emails & fulfillment log. That log lists each message the order sent, when, and to whom (it names the purchaser, the license holder, or the fiscal officer), along with actions such as a re-provision or a revoke.

📧 Resend email follows the order's status. A pending order resends the approval request; an approved order resends the “your order is approved” confirmation. You choose who gets it from the people on the order: the license holder, the requester, the fiscal officer, and the person who made a transfer, if there was one. A pending order starts with just the fiscal officer checked; an approved order starts with everyone checked. It works on Pending Approval and Approved orders only.

03The activity timeline 🧾 View activity

The record's whole story in one place, newest first.

🧾 View activity, in the row of quiet buttons at the bottom of the modal, opens the record's timeline (the window is titled Audit Log). It brings together everything that touched this license: where it came from, every change in its history, order and email activity, billing (charges, credits, and refunds), Adobe console changes, the SharePoint intake, and system logs. Each entry is tagged by source, and chips across the top filter the list by source, with a count on each.

To restore an earlier version, follow the Change history link at the bottom of the timeline. That's the classic history view, where restore lives.

04Approve 👍 Approve

Turns the request into a live license.

Approving flips the order to Approved, starts provisioning with the vendor where there is one (Adobe, Microsoft, Canva), and sends the “your order is approved” confirmation. For SPSS, approval also hands out the activation keys, which go out in that email. Cost, account, and fiscal officer are all on screen first, so nothing is charged sight unseen.

Approval can take several seconds. The button shows that it's working and ignores a second click, so you can't approve twice by accident.

Who: Fiscal officers (on their accounts), backup approvers and delegates (on the orders they cover), and admins. A delegate or admin approving on someone's behalf is recorded that way and gets a copy of the confirmation.

05Disapprove 👎 Disapprove

Denies the request, with a reason.

Disapprove opens a small window that requires a reason (at least 10 characters) before it will submit. The order is canceled and the requester gets a clear “your order was canceled” email with the reason and who to contact, so a denial is never a silent dead end.

06Reassign ↔️ Reassign

Points the order at a different fiscal officer before it's approved.

When a request landed with the wrong approver, Reassign moves it to the correct fiscal officer so the right person approves it. It opens its own window to search for and confirm the new fiscal officer.

07Delegate to a backup 🤝 Delegate

Hands a pending order to a backup approver when the fiscal officer is away.

Delegate sends a pending order to someone who can approve it in the fiscal officer's place. Fiscal officers and admins see the button. The approver reaches the order through a secure link in their email. It's a short two-step flow:

1. Pick the approver. Search by name or UCInetID. If the account has a backup approver on file in KFS, they're offered as a one-click suggestion (or you'll see “no delegate on file”).
2. Say who asked, and why. Record whether the license requester or someone else asked for the delegation, and an optional reason. The “Why?” box is a full, resizable text area with room for real context.

Attach supporting documents

Right in the delegation window you can attach evidence for the approver: 📎 attach a file, paste an image or PDF straight from your clipboard, or paste an email thread or text that converts to a PDF. Whatever you attach rides along on the order, so the approver sees it when they open the link.

08Add a note 📝 Add note

Leave a timestamped, signed note, and attach paperwork, on the order at any point.

Add note is a quiet button at the bottom of the modal, there for admins and fiscal officers in every order state. Your note is stamped with your name and the time and added to the order's running notes. The same window gives you the document tools:

• 📎 Attach a file: an invoice, a quote, an email, whatever supports the order.
• Paste an email thread or text and “Convert to PDF,” which turns it into a tidy attachment without leaving the app.

Need to paste a screenshot or PDF straight from the clipboard? That lives in the Delegate window today; the note window takes a file or pasted text turned into a PDF.

09Re-provision 🔁 Re-provision

Tries the vendor grant again for an order that was approved but never actually got the license.

Sometimes an approval goes through and the confirmation is sent, but the vendor grant quietly fails, and the license never lands in the person's account. Re-provision fixes exactly that. It's safe to click: if the license is already there, nothing changes. A second step asks whether to resend the confirmation email too.

10Revoke a Canva license ✂️ Revoke Canva license

Ends a new Canva seat the careful way, with a plan for the person's designs.

Canva keeps each person's designs inside their Canva account, so ending a seat can make their work disappear. On an approved Canva order that hasn't billed yet, Disapprove or Delete would pull the seat with no handoff. ✂️ Revoke Canva license opens the same admin screen the closed-order Revoke uses, so you decide first:

• Hand them to someone. The designs go to a person on the Canva-Employees team; the screen checks that they have a Canva license there. Only Canva's admin console can move designs, so License Commander emails you a one-minute console task with a “Mark handoff done” link. If the person isn't on Canva-Employees, there's nothing to hand off and this option is turned off.
• Let them save first. They keep access through a date you pick (up to 60 days out) and get an email with that date and how to save their designs. The seat comes off the day after.
• Remove now. After you confirm the designs will be unavailable, the seat comes off within minutes.

Every Canva revoke also names who approved it (it starts with the license's fiscal officer, and you can change it) and takes an optional note. Billing stops right away in every case.

Who: admins only. It shows on an approved Canva order that's still open and hasn't been revoked or removed.

11Move to someone else ➡️ Move to someone else

Gives an approved per-seat order to a teammate, with billing left exactly as it is.

This is for SAS, SPSS, LabVIEW, MNova, and Mathematica orders that are approved and live. Search for the new person, add an optional note, and read the summary before you confirm. The order keeps its order number, account, and fiscal officer, and billing doesn't change, so use it for someone on the same team.

• The new holder gets the approval email. For SPSS, the activation keys move with the order and come in that email.
• The fiscal officer gets a note that the order moved, with the previous holder copied.
• History records the move for both people.

Who: admins only. The button disappears once an order is revoked, removed, or transferred away, and you can't move an order to the person who already holds it.

12Delete the order 🗑️ Delete order

Removes a duplicate or a mistaken order entirely. It's for cleanups, not denials.

Delete opens a confirmation that keeps an audit snapshot and, if the order was already approved and the license issued, removes the license with the vendor first and then deletes the record. A reason is optional. If License Commander can't confirm the seat came off, the delete stops and tells you, so nothing is left half done.

13Who can do what

The open-order actions available to each role. “Fiscal Officer” includes a backup approver acting on the orders they cover.

A delegate (backup approver) is treated as a fiscal officer for the orders they cover, so they follow the “Fiscal Officer” column. The person who placed a pending order can also cancel it themselves (a self-service disapprove). Revoke Canva license and Move to someone else go by who is actually signed in, so they still work for an admin who is viewing the app as someone else. This table reflects the app's current gating; check the code if you're wiring in a new role.

14Not here: the closed-order actions

A few things you might look for live on the closed order instead, because they only make sense once a license has billed.

• 🚫 Revoke and 🔄 Transfer: retire a live license or move it to a new holder.
• 🔄 Rebill: move an existing charge to the correct account (the charge moves, the license doesn't).
• ↩️ Issue credit: money back on a charged, now-revoked license, netted on the next monthly bill.
• 💸 Refund: money back and the seat released.
• ♻️ Un-remove and ✏️ Edit doc # / period: billing corrections for admins.