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Many OLE electronic documents (eDocs) contain data fields that must be filled in from a controlled list, either by choosing from a drop-down menu, or by doing a lookup search to find valid values. The choices for these fields are defined in another type of OLE eDoc, called a maintenance document. |
On the Financial (FS) subsytem, the Maintenance menu tab has links to look up the valid values for most of these controlled fields. (A few of them spill over on to the Administration menu tab.) On the Library (LS) subsystem, maintenance documents are mostly in the right column. (A few of them are on the left.)In OLE, with the exception on the Select/Acquire tab, the maintenance documents are listed in submenus with Admin in the title: Patron Admin, Cataloging Admin, etc. On the Select/Acquire tab, the maintenance documents are located on the bottom half of the screen. Additionally, a few maintenance documents are located on to the Admin tab.
For information about the structure of OLE, see Navigating through OLE
All of the maintenance eDocs are viewed and maintained in a similar fashion. Selecting the desired table from the Maintenance menu tab takes you to the lookup screen. From that screen you may create a new eDoc by clicking the create new link or search the table to view, edit, or copy a table value. OLE maintenance eDocs and Rice (Admin menu) maintenance eDocs have varied permissions and access. Most users can perform lookups and selections, or view some of the data, but not all users can edit or create new Controlled Value listsmaintenance tables.
OLE Maintenance & Administration Menus
Because we are modifying Kuali Financial System, KFS, some of the links on the Financial menus (FS) are not available.
New or adapted OLE functions
New or adapted KFS functions being used by OLE, and accessible for “test drive” by library users.
Includes: Purchasing/Accounts Payable, Vendors, Requestors, some Systems; plus, on Administration tab (permissions-based), some of the System and Configuration settings.
Available for test-drive with inherited Kuali functions
Unedited/inherited KFS functionality, to be modified for libraries post OLE 0.8 release- library users can access and use these functions and eDocs “as is”.
Includes: Chart of Accounts, some financial processing & system settings; Batch & monitoring functions on Administration tab.
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If the document is not linked and has an asterisk to the right of the name, this document is future functionality that has yet to be coded. |
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The typical maintenance e-doc contains the Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log tabs, and an additional tab called Edit xxx tab, or Add/Edit xxx, where xxx is the name of the table. For example, the Account Type document has the Edit Account Type tab below the Document Overview tab.
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In the Financial (FS) menus, each Each document has its own unique tab named Edit xxx, where xxx is the name of the table values that you want to maintain. The layout and data fields within the Edit tab vary depending on the document type and whether you are creating, editing or copying the document.
The Edit tab has one section when you are creating a new value. As shown below, the tab has two sections: Old and New when you are editing the existing code.
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This display allows the document to serve as an audit trail for the maintenance table update history. In the New section, only non-identifying fields are editable.
On the Rice 2 (LS) menu, each maintenance document has the tab Add/Edit xxx, otherwise they mirror the FS maintenance docs.
Non-Editable Documents: There are some view-only documents which are not editable because all fields in the table are key identifying fields. The Some tables in this category include the Barcode Status and Patron Note Type. When you search for a document, you are not able to see the edit link in the lookup screen. These tables must be updated directly in the database by the technical staff.
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