Navigating through OLE

Contents

This material was adapted from , documentation for the KFS 4.x releases.

Work in Progress

This information will continue to be updated.

Navigating through OLE

After you access OLE by typing or pasting the URL for it into your browser's address bar, you need to know where to find information and how to navigate. This section covers these topics.

OLE Menus

The OLE portal is divided into modules. When entering the portal,you will see five menu tabs:

The Deliver tab displays e-docs and interfaces for circulation and patron management. The Describe tab displays e-docs and interfaces for cataloging processes. TheSelect/Acquire tab displays the list of transactions and functions that are associated with the financial processes and purchases as well as the E-Resource Record, the beginning feature of electronic resource management. The Licensing tab includes the License Request e-doc and it's related maintenance documents. The Administration menu tab displays the list of functions that the only technical staff or super users in the functional area are likely to use.

Bookmark

Bookmark any page within OLE. This will allow you to easily navigate back to an interface or e-doc in one click, just log in.

OLE Deliver Menu

The Deliver menu lists interfaces and electronic documents that persons with circulation permissions may access.

Deliver Menu Submenus:

Category	Description
Circulation	Allows for the loan, return, and request of library materials as well as viewing the bill of a particular item.
Circulation Admin	Allows central maintenance of documents that support circulation.
Import	Allows for the loading of multiple records from vendor files into OLE.
Patron	Allows for the management of patron records and patron bills.
Patron Admin	Allows central maintenance of documents that support the patron documents.

Each of these submenus is further subdivided.
For information on working with the Deliver functions listed on this tab, see the Deliver documentation on the OLE Documentation Portal.

OLE Describe Menu

The Describe menu lists interfaces and electronic documents that persons with cataloging permissions may access.

Deliver Menu Submenus:

Category	Description
Cataloging	Allows for the management of library records: editors, bound-withs, transfers, import.
Cataloging Admin	Allows central maintenance of documents that support cataloging processes.

Each of these submenus is further subdivided.
For information on working with the Describe functions listed on this tab, see the Describe documentation on the OLE Documentation Portal.

OLE Select/Acquire Menu

The Select/Acquire menu lists electronic documents and functions that departmental users are usually allowed to initiate.

Select/Acquire submenus

Category	Description
Order	Allows for the requisitions, or ordering, of library materials. Transactions are recorded in e-docs that are then posted to the General Ledger and affect the financial statements of the organization.
Fund	Allows the financial representation of a basic business activity. Transactions are recorded in e-docs that are then posted to the General Ledger and affect the financial statements of the organization. Examples of transactions are budget adjustments, and transfer of funds.
Acquisitions	Allows for users to create and search Payment Requests and E-Resource records. Also allows for additional financial transactions to occur, such as general error corrections and disbursement vouchers.
Chart of Accounts	Allows central maintenance of COA documents.
Lookup and Maintenance	Allows management of accounts, objects, and organizations.
Paying	Allows for invoicing, creating credit memos and claiming library materials. Transactions are recorded in e-docs that are then posted to the General Ledger and affect the financial statements of the organization.
Vendor	Allows access to vendor records and allows users to search for various types of documents. Document Store Search searches the library catalog and Acquisitions Search searches all financial documents.
Vendor	Allows central maintenance of documents that support the Vendor document.
Receiving	Allows for the receiving of monographs and serials into OLE.
Import	Allows for the loading of multiple records from vendor files into OLE.
Purchasing/Accounts Payable	Allows central maintenance of documents that support ordering, paying and receiving.

Each of these submenus is further subdivided.
For information on working with the Select and Acquire functions listed on this tab, see the Select and Acquire documentation on the OLE Documentation Portal.

OLE Licensing Menu

The Licensing menu lists interfaces and electronic documents that persons with licensing permissions may access.

Licensing Menu Submenus:

Category	Description
Licensing	Allows for the management of License Requests. License Requests are initiated by E-Resource Records located on the Select/Acquire tab.
Licensing Admin	Allows central maintenance of documents that support License Requests.
Agreement Admin	Allows central maintenance of documents that support agreements.

Each of these submenus is further subdivided.
For information on working with the Licensing functions listed on this tab, see the Select/Acquire documentation on the OLE Documentation Portal.

OLE Admin Menu

Kuali OLE enables users with proper permissions to perform a number of administrative functions that affect the entire system. These functions, which are accessible via the Admin menu tab, allow authorized users to:

Support the Kuali Identity Management (KIM) module
Define basic types of location and reference information
Control the running of batch jobs
Support the Kuali Enterprise Workflow (KEW) module and
Enable authorized users to perform a variety of other functional and technical activities.

Only members of OLE-SYS Manager and KR-SYS Technical Administrator roles may initiate most documents in the Admin Menu. Other users may look up values from the lookup screens but may not be able to access other options at all.

Administration menu groups

Menu Category	Description
System	Provides a means of viewing and updating OLE user identification information; defining valid values for various types of location information; and defining valid types of personal information collected for the Identity module.
Location	Allows users to maintain locations of library materials.
Workflow	Allows users to create and modify rules for OLE workflows.
Batch	Allows you to view job schedules and manage key OLE batch processes.
Batch Framework	Allows for the creation of batch profiles, accessing and managing maintenance tables for batch profiles, and batch importing of various types of OLE records.
Notifications	Will allow users to send notifications to library staff and patrons. Not fully functioning in 1.0
Kuali OLE Modules	Allows users to create and modify rules for OLE workflows. Also allows access to the staff upload interface (also available in Deliver and Select/Acquire)
KRMS Rules	Allows users to create and modify rules for OLE workflows.
Global Configuration Settings	Allow users to set up Z39.50 protocols for exporting bibliographic records. Also allows users to set up user preferences when importing single bibliographic records in the Describe module.
Configuration	Provides access to a variety of functional and technical configuration options that affect the entire OLE.
Configuration	Provides access to a variety of functional and technical configuration options that affect the entire OLE.
Docstore	Allows access to test the RESTful API, SOLR queiries, and administrate over the OLE DocStore (check-in, check-out, delete items, etc).
OLE Demo Help	Provides links to documentation and OLE resources.
Monitoring	Allows users to monitor messages that are flowing through the service bus, view the Service Registry for it, and change the size of its thread pool. Also allows users to access any document in order to perform operations on it and generate statistics reports.
Testing	Provides access to the data dictionary configuration key as well as the webservice proof-of-concept request form.

For information about using functions that are accessible via the Admin menu tab , see System Administrative Function on the OLE Documentation Portal.

A note on Admin Submenus/Maintenance Documents

The Admin submenu, often noted as "xxx Admin" where xxx is the name of another submenu, provides access to a variety of user-defined reference tables that are essential to OLE. These tables define attributes the system uses to validate transactions and allow users to look up values as necessary. The tables also control the often-complex relationship between elements for internal and external reporting. For example, OLE relies on maintenance tables for basic information such as the sub-fund groups to which new accounts may be assigned and the calendar month that correlates to the first month of your institution's fiscal year. This table-controlled flexibility is one of the features that make OLE a highly configurable application.

These important reference tables are maintained by electronic documents called maintenance documents or e-docs. Each of the OLE reference tables is maintained by a specific maintenance e-doc that is routed for approval before the table is updated.
All users can look up values in the OLE reference tables via the lookup screens on the maintenance menu, but only members of manager-type roles may initiate most maintenance documents.

Your institution may choose to add attributes to maintenance tables for reporting purposes. For information on adding these 'extended' attributes, see Extended Attributes.

For information about initiating maintenance documents, see Performing Common Maintenance E-Doc Operations.

Screen Elements

Each menu tab is organized into multiple submenus that group similar types of functions. Each menu tab also has these standard features:

Workflow functionality is accessible from action list and doc search buttons in the upper-left corner of the screen.
A Message of the Day is displayed on the top of the screen.
The current user is displayed on the upper right corner of the screen.
A Provide Feedback link on the upper right corner of the screen allows anyone to report bugs, issues, and suggestions.

Message of the Day

All tabs include the Message of the Day at the top of the screen to quickly distribute messages to all OLE users on-line.

Updating the Message of the Day: If no message of the day is defined in the system, the Message of the Day area is not displayed on the screen. To define the message of the day, initiate the Message of the Day e-doc from the Admin menu tab.

Standard Data Entry, Selection, Action, and Navigation Tools

Online forms within this web-based software application allow you to enter and select information and to perform actions and navigate, both within and outside the system. The following table briefly outlines the basic tools.

Basic OLE tools

Element	OLE Reference / Description
	box (a.k.a. edit box, text box, or entry field): A rectangular box in which you can type text. If the box already contains text, you can select that default text or delete it and type new text. Use a keyboard to type or clipboard to paste text and numbers into the field.
	check box (a.k.a. selection box): A square box that is selected or cleared to turn on or off an option. More than one check box can be selected. Use a mouse to click within the box to place a check mark symbol to indicate the option is selected.
	option (a.k.a. radio button, option button): A round button used to select one of a group of mutually exclusive options. Use a mouse to click within the circle. The dot symbol indicates that the option is selected.
	list (a.k.a. drop-down menu, combo box, or list box): A box with an arrow indicating a list that drops (expands) downward for viewing (may expand upward to take advantage of available screen real estate). Click the down arrow icon to list menu options, and then click the text to highlight and select an option.
	button (a.k.a. command button, action button): A rectangular button with a text label that indicates the action to be performed. Use a mouse to click the button to initiate the action.
	Link: An internal hyperlink to a different place on the current page, a different screen within the current application, or a related system. Use your mouse to click on the underlined text to cause the desired information to appear.

Logging on and off OLE

When launching OLE, you will be automatically logged in with the default userid: ole-khuntley.

To log off from OLE, simply close the Web browser by clicking the standard browser's Close (X) button located in the upper right corner. Clicking Logout simply returns you to the default user, ole-khuntley.

Switching Users

In OLE 1.0 you have the ability to simulate being logged in as various users (sample users noted below). To accomplish this, type the userid you wish to login as into the text entry box next to the Login button and click Login.

The ability in this demo environment to simulate being logged in as various users, gives you the permissions required to try out each stage of specific workflows where approvals or actions are required by multiple user types. (Since this functionality is only meant for testing purposes, it will not be included in later releases.)

When logged in as ole-khuntley and impersonating another user, you may switch the user you are impersonating by again entering the userid into the text entry box next to the Login button and clicking Login:

To return to the original state - logged in only as ole-khuntley - click the Logout button:

User ID's & Roles

Module	Role Name	User ID	Description
Describe	Batch Cataloging	catbatch	Authorized to do batch imports and exports
Describe	Cataloger 1	cat1	Authorized for all Describe functions; permission to administer cataloging within assigned work unit
Describe	Cataloger 2	cat2	Authorized for all Describe functions except batch imports and bound-withs; permission to administer cataloging within assigned work unit
Describe	Cataloger Supervisor	catsup	Authorized for all Describe functions; permission to administer cataloging within assigned work unit(s)
Describe	Cataloging Super User	admin; supercat	Authorized for all Describe functions; permission to administer cataloging in all work units
Describe	Describe Read only	describereadonly	Authorized only to view records in Describe
Describe	Full Cataloging	catfull	Authorized for all Describe functions without limitation by ownership,work unit, bibliographic status or any other field-level permission restriction
Describe	OLE_Cataloging_Admin	admin; admin1	Initiate Catalogue Document
Describe	Temporary (Student) Staff Cataloger 1	tempcat1	Authorized to create and edit holdings/items within assigned work unit
Deliver	Operator	edna	Operator
Select/Acquire	OLE_LicenseAssignee	OLE_LicenseManager	This role will have the persons who can assign the License Request Document.
Select/Acquire	OLE_LicenseConfiguration	admin	This is a licensing superuser with authority to set default system configuration VALUES, such as the default notification period after inactivity.
Select/Acquire	OLE_LicenseManager	frank	Group of users who actually do the work of license negotiation used for routing purposes.
Select/Acquire	OLE_LicenseReviewer	edna	This role is a person with the authority to sign a license.
Select/Acquire	OLE_Licenses	fred	OLE_Licenses are the assignees for Requisitions requiring licenses or license negotiations. This role is the ?owner? of the license agreement, and has full edit, attachment, routing, and status change permissions.
Select/Acquire	OLE_LicenseViewer	<any Kuali user>	License documents and Search on Licenses have very limited permissons. This role can \"view only\" Agreements, Agreement docs, License Requests.
Select/Acquire	OLE_Licensing_Approver	supervisr	OLE_Licensing_Approver will receive License Requests in status ?Complete? as final step in workflow.
Select/Acquire	OLE_Signatory	eric	This role is a person with the authority to sign a license. Note: this role may not be used within OLE if license must be signed by an external party (outside of OLE).
Deliver	Circ Desk Attendant I	tester; tester1; testrole; user1	Circ Desk Attendant I
Deliver	Circ Desk Attendant II	edna; eric	Circ Desk Attendant II
Deliver	Circulation Supervisor	dev1; dev2	Circulation Supervisor
Deliver	Deliver Admin	admin; admin1	Deliver Admin
Deliver	Full Circulation Attendent	dev1; dev2	Edit Patron Document
Deliver	Limited Circulation Attendent	testuser1; testuser 2	View Patron Document,no access to borrowerType
Deliver	Location Administrator	admin; admin1	Edit and View the Location Level Document
Deliver	Operator	API; dev2; edna; eric; PALCI	Operator
Deliver	Patron Manager	admin; admin1	All the Permissions of Patron and BorrowerType
Deliver	Shelving Location Administrator	dev1; dev2	View Location Level Document
Deliver	Super Circulation Supervisor	admin; admin1	Super Circulation Supervisor
Deliver	Unit Manager	dev1; dev2	UnitManager
Select/Acquire	Accounts Payable Processor	ole-aatwood; ole-jxlinder	Accounts Payable users who can initiate Payment Requests and Credit Memo documents. They also have several permissions related to processing these document types and receive workflow action requests for them.
Select/Acquire	Accounting-AQ1	ole-brunelle	This Role is for View only document(Not for edit)
Select/Acquire	Accounting-AQ2	ole-cphovis	This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions: payment requests, credit memos, disbursement vouchers, invoices)
Select/Acquire	Accounting-AQ3	ole-cstan; ole durbin	This Role is for staff performing function. This role is able to create and edit all functions (payment requests, purchase orders, credit memos, disbursement vouchers, invoices).
Select/Acquire	Accounting-AQ4	ole-earley; ole-ejacob	This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (payment requests, purchase orders, credit memos, disbursement vouchers, invoices, COA maintenance).
Select/Acquire	Acquisitions-AQ1	ole-brunelle	This Role is for View only document(Not for edit)
Select/Acquire	Acquisitions-AQ2	ole-cphovis; ole-ejacob	This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (receiving, purchase orders, requistions, payment requests).
Select/Acquire	Acquisitions-AQ3	ole-cstan; ole-durbin	This Role is for staff performing function.This role is able to create and edit all functions (receiving, purchase orders, requistions, payment requests, vendors).
Select/Acquire	Acquisitions-AQ4	ole-cstan; ole-earley	This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (receiving, purchase orders, requistions, payment requests, vendors, PURAP maintenance).
Select/Acquire	Acquisitions-AQ5	ole-ejacob; ole-fermat; ole-flaherty	This role can perform functions and assign appropriate security level to others (receiving, purchase orders, requistions, payment requests, vendors, PURAP maintenance).
Select/Acquire	Collection Management	admin	This Role can close/cancel E-Resource Record if it is currently assigned to this group and Can approve/route to Acquisitions for purchase.
Select/Acquire	Financial-AQ1	ole-brunelle	This Role is for View only document(Not for edit)
Select/Acquire	Financial-AQ2	ole-cphovis	This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (purchase orders, payment requests).
Select/Acquire	Financial-AQ3	ole-durbin; ole-fermat	This Role is for staff performing function. This role is able to create and edit all functions (purchase orders, payment requests, invoices).
Select/Acquire	Financial-AQ4	ole-earley; ole-ejacob	This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (budget documents, transfer funds, deposit documents, COA maintenance, purchase orders, payment requests, edit sufficient fund checks and restrictions).
Select/Acquire	Financial-AQ5	ole-cstan; ole-flaherty	This role can perform functions and assign appropriate security level to others (budget documents, transfer funds, deposit documents, COA maintenance, , purchase orders, payment requests, edit sufficient fund checks and restrictions).
Select/Acquire	OLE_Acquisitions-select	admin; admin1	This Role performs can create edit view but not delete E-Resource Records.
Select/Acquire	OLE_Cataloger	admin1	This role can only view E-Resource Record.
Select/Acquire	OLE_E-Resource	admin	This role Can create edit delete E-Resource Record start any sub-workflow link to GOKb particular focus is on Activation and using the AccessDashboard.
Select/Acquire	OLE_E-ResourceManager		This role manages site-wide configurations like values for the E-Resource status and time periods for alerts.
Select/Acquire	OLE_Head	admin	This Role performs can create edit view but not delete E-Resource Records.
Select/Acquire	OLE_Load	ole-ejacob; ole-jpaul	This Role is assigned to admin for Loading
Select/Acquire	OLE_Selector	admin	This Role edits, creates and close/cancel the E-Resource records if it is currently assigned to this group and also can begin the Trial
Select/Acquire	Operator	dev2	Operator for Serial Receiving
Select/Acquire	Receiving-AQ1	ole-brunelle	This Role is for View only document(Not for edit)
Select/Acquire	Receiving-AQ2	ole-cphovis; ole-ejacob	This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (receiving).
Select/Acquire	Receiving-AQ3	ole-durbin	This Role is for staff performing function. This role is able to create and edit all functions (receiving, payment requests, purchase orders, invoices).
Select/Acquire	Receiving-AQ4	ole-cstan; ole-earley	This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (receiving, payment request,purchase orders, invoices, receiving maintencance).
Select/Acquire	Reviewer	ole-cofya; ole-eurainer; ole-jtlieb	This role receives workflow action requests for the Vendor document.