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Maintenance E-Doc Fundamentals

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.

Image Removed Future Kuali functionality to be coded
KFS functionality not yet available to libraries, and to be reviewed post OLE 0.8 release (no links).
Includes: most of Financial Processing, Accounts Receivable, Contracts & Grants, and Pre-Disbursement Processor

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Common Tabs

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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Edit Tab

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.

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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.Image Removed

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Other Common Tabs

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For information about the Ad Hoc Recipients tab, see Standard Tabs and Route Log

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Common Business Rules

• All users can look up the table values.
• Only the members of the higher level roles (OLE-SYS Manager, OLE-SELECT Financial-AQ4, AQ5, OLE-SELECT Accounting-AQ4, for FS; KR-PTRN Patron Manager, KR-LIC OLE_LicenseConfiguration are some examples for LS) can initiate a document to create or modify the table values.
• These documents do not route for approval.

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All of the maintenance documents are viewed and maintained in a similar fashion. Selecting the desired table from the maintenance menu takes you to the lookup screen. From that screen you may create a new document by clicking the create new link or search the table to view, edit, or copy a table value. These common operations are explained below, using the Account Type document as an example for FS and Address Source Address Type document as an example for LS.

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Searching for a Document

(Alternatively, a user will make selections from the Lookup icons inside transactional documents - the values of these Selection or Controlled Value lists are maintained via the maintenance docs in the Maintenance menu. For more information, tips, and suggestions see Searching OLE.)

1. Select the desired maintenance e-doc from the Maintenance menu.
2. When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click .
3. Click the edit code link for the value you want to view.
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   A separate window appears.
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4. Click the button from this window the lookup screen to create a new entry to the table.

Searching for a maintenance e-doc in the Rice 2 (LS) menu is very similar. Enter your search criteria or leave blank to retrieve all. Click Image Removed .

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Initiating a Maintenance Document

1. Select the desired maintenance e-doc from the Maintenance menu.
2. 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.
   
   
3. 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.
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   For the Rice 2 (LS) menu, complete the Add/Edit section:
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   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.
   
   
4. Click .
5. Review the Route Log tab.
   
   For more information, see Route Log.

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Copying a Document (Initiating a Document Based on Another)

1. Select a document from the Maintenance menu tab.
2. When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click .
   
   For more information about lookup, see Field Lookup.
   
   
3. Click the copy link in the Actions column corresponding to the table value you want to copy from.
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4. 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.
   
   
5. On the FS Maintenance menu, complete the Complete the New Copy section in the Edit tab.
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   Alternatively, complete the Add/Edit tab in the Rice 2 (LS) menu.
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   For information about requirements for the Edit tab or Add/Edit tab, see the help documentation for the appropriate document type.
   
   
6. Click .
7. Review the Route Log tab.
   
   For more information about the Route Log tab, see Route Log.

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Editing a Maintenance Document

1. Select the desired e-doc from the Maintenance menu tab.
2. When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click .
   
   For information about lookup, see Field Lookup.
   
   
3. Click the edit link in the Actions column corresponding to the table value you want to edit.
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   The document appears with a new Document ID.
4. 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.
   
   
5. On the FS Maintenance menu, complete Complete the New section in the Edit tab.
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   Alternatively, complete the Add/Edit tab in the Rice 2 (LS) menu.
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   For information about requirements for the Edit tab or the Add/Edit tab, see the respective section for the documents elsewhere in this section.
   
   
6. Click .
7. 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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