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This material was adapted from , documentation for the KFS 4.x releases. | Note |
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| This information will continue to be updated. |
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| _D2HTopic_318 |
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| _D2HTopic_318 |
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Maintenance E-Doc Fundamentals
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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.)
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For information about the Ad Hoc Recipients tab, see Standard Tabs and Route Log
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| _D2HTopic_322 |
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| _D2HTopic_322 |
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Common Business Rules
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- Select the desired maintenance e-doc from the Maintenance menu.
- When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click
. - Click the edit link for the value you want to view.
A separate window appears.
- Click the
button from this window to create a new entry to the table.
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- Click the edit link for the value you want to view.
If you click the attribute, a popup window appears.
- Click create new to create a new entry to the table.
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| _D2HTopic_325 |
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| _D2HTopic_325 |
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Initiating a Maintenance Document
- Select the desired maintenance e-doc from the Maintenance menu.
- Click the button located in the upper right corner or search for a document and click the create new button from the view window. (Red link as shown above for Rice 2)
The document appears with a new Document ID. - Complete the common Document tabs – Document Overview tab, Notes and Attachments tab, or Ad Hoc Recipients tab as needed.
For information about the common financial transaction tabs such as Document Overview, Notes and Attachments, and Ad Hoc Recipients, Route Log tabs, see Standard Tabs. - Complete the New section in the Edit tab
For the Rice 2 (LS) menu, complete the Add/Edit section:
For requirements for the Edit tab or the Add/Edit tab, see the help documentation for the appropriate document type in the guides listed in the Driver's Manual. - Click
. - Review the Route Log tab.
For more information, see Route Log.
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| _D2HTopic_326 |
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| _D2HTopic_326 |
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Copying a Document (Initiating a Document Based on Another)
- Select a document from the Maintenance menu tab.
- When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click .
For more information about lookup, see Field Lookup. - Click the copy link in the Actions column corresponding to the table value you want to copy from.
- Complete the standard tabs – Document Overview tab, Notes and Attachments tab, or Ad Hoc Recipients tab as needed.
For information about the standard financial transaction tabs such as Document Overview, Notes and Attachments, and Ad Hoc Recipients, Route Log tabs, see Standard Tabs. - On the FS Maintenance menu, complete the New Copy section in the Edit tab.
Alternatively, complete the Add/Edit tab in the Rice 2 (LS) menu.
For information about requirements for the Edit tab or Add/Edit tab, see the help documentation for the appropriate document type. - Click .
- Review the Route Log tab.
For more information about the Route Log tab, see Route Log.
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| _D2HTopic_327 |
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| _D2HTopic_327 |
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Editing a Maintenance Document
- Select the desired e-doc from the Maintenance menu tab.
- When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click .
For information about lookup, see Field Lookup. - Click the edit link in the Actions column corresponding to the table value you want to edit.
The document appears with a new Document ID. - Complete the common document tabs: Document Overview, Notes and Attachments, and Ad Hoc Recipients tab as needed.
For information about the common financial transaction tabs such as Document Overview, Notes and Attachments, and Ad Hoc Recipients, Route Log tabs, see Standard Tabs. - On the FS Maintenance menu, complete the New section in the Edit tab.
Alternatively, complete the Add/Edit tab in the Rice 2 (LS) menu.
For information about requirements for the Edit tab or the Add/Edit tab, see the respective section for the documents elsewhere in this section. - Click .
- Review the Route Log tab.
For more information about the Route Log tab, see Route Log.
You are allowed to edit non-identifying fields only. In edit mode, note that certain fields are not editable. You are only allowed to change the non-identifying fields associated with OLE code you are trying to edit. When the active/inactive flags are available for the reference table, you can first make the existing code inactive and then create a new code to change the identifying fields. If the active/inactive flags are not available, the changes must be made by the technical staff.
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