E-doc Template. Use below or linked templates to draft desired complex maintenance e-doc.

Maintenance e-docs can be routed for FYI, Acknowledgement or Approval.

A Maintenance e-doc usually has a Document Overview, Notes & Attachments, Ad Hoc Recipients, and Route Log tab.
OLE can apply unique permissions per user, or route maintenance docs.

Complex: used for entities like Vendors, Accounts, Locations-- often many attributes, notes, and rules.
Simple: used for populating controlled value lists, or lists of possible values for a given Attribute.

(See linked templates for transactional e-docs).

Maintenance document can be looked at as a form that sits on top of a database table to edit business data. Very simple interface on top of the database for example: in KFS, the account document allows you to maintain the account table. These are generally auto-generated. structured off of a database table. Generally have a small or no workflow process behind them. Essentially a CRUD framework that sits on top of your database.

Technical/Local Config: Can (remove/not display tabs)be done in the declaration of the JSP for transactional documents. Could also be done conditionally to allow for display or not via a setup. Could be added later for local config if conditional routing needs added.

(Sample Complex: Account)

(Sample Simple: Note Type)

Document Overview

Insert fields or reference, or system-generated tags.

Indicate rules for required "document description"- manual staff entry or system-generated naming convention on "save".

Functional tab

Insert fields.

Indicate lookups.

Indicate drop-downs.

Functional tab

Insert fields.

Indicate lookups.

Indicate drop-downs.

Functional tab

Insert fields.

Indicate lookups.

Indicate drop-downs.

View Related Documents

(system-generated. Need to indicate FK linkages)

Notes and Attachments

(system-generated. Allows document-level notes and attachments.)

Ad Hoc Recipients

(allows staff to perform ad-hoc routings of edoc, in addition to, but not in place of workflow rules).

Route Log

(system-generated. Full audit trail. Record of document routing per workflow rules.)

Additional Functions:

Document Statuses: Include desired Document in user requirements/functional specification <see: Codeable (Final) Specifications> or below. Document statuses denote exact document or transactional status of the document.

Code	Name	Description
<CLOS>	<Closed>	<Purchase order is closed.>
<VOID>	<Void>	<Transaction was voided. Saved for audit trail.>

Workflow Statuses:

(Rice, KNS standard for all e-docs).

Workflow Status	Description
Initiated	document has been created by author prior to routing.
Cancelled	document has been cancelled by author prior to routing or by reviewer during routing; routing stops.
Saved	document has been saved by author prior to routing or by reviewer prior to action; sent to his/her action list.
Enroute	document is being routed.
Processed	document has been approved by all reviewers.
Final	document has received all of the required approvals and has been acknowledged by all reviewers. Completion of Postprocessor designated business functions.
Disapproved	document has been disapproved by reviewer; routing stops.
Exception	document requires intervention by Exception Role; sent to action list of each member of Exception Role registered for this Document Type.

Action buttons to appear on this template: Check each button/action to include, or add additional.

Include?	Action	Description
	Acknowledge	Signifies that you have responded to the acknowledgement action request. This button is available only to users to whom a document has been routed for acknowledgement. See FYI below.
	Approve	Signifies that in your judgment the document represents a valid business transaction in accordance with institutional needs and policies. A single document may require approval from several users, at multiple route levels, before it moves to 'Processed' status.
	Blanket Approve	Bypasses all subsequent levels of approval and immediately moves a document to 'Processed' or 'Final' status. Anyone who would otherwise have received the document for approval receives an acknowledge request instead. This action may be taken only by roles associated with blanket approve document permission, such as the KFS-SYS Manager role.
	Cancel	Denotes that the document is void and should be disregarded. Canceled documents cannot be modified in any way and do not route for approval.
	Close	Allows you to exit the document. The system displays a message asking whether you want to save the document before closing. No changes to action requests, route logs or document status occur as a result of a close action. If you initiate a document and close it without saving, it is the same as canceling that document.
	Copy	Allows you to create a new document based on the existing document. Not all document types can be copied.
	Disapprove	Signifies that, in your judgment, the document does not represent a valid business transaction. A disapprove action from any single approver prevents a document from posting to the GL or updating a maintenance table.
	Error Correction	Allows you to correct documents by creating a new document that reverses the original transaction. This feature can be used only on documents that have completed the routing process and have been fully approved. Not all document types are eligible for error correction.
	FYI	Signifies that you have responded to the FYI action request. This action is available only to users to whom a document has been routed for FYI. The difference between acknowledgement and FYI is that FYI requests can be cleared directly from the action list without opening the document. FYI requests also have a different effect on the document status than acknowledgements. A document with no pending approval requests but with pending acknowledge requests is in 'Processed' status. A document with no pending approval requests but with pending FYI requests is in 'Final' status.
	Reload	Refreshes the screen and displays the most recently saved information. Changes that are made but not saved prior to reloading a page are not maintained.
	Save	If you are the initiator of this document, allows you to save your work and close the document. The document may be retrieved from your action list for completion and routing at a later time. If your permissions allow you to edit enroute documents, you can also save changes to an enroute document in your action list.
	Submit	Moves the document (through workflow) to the next level of approval. After a document is submitted, it remains in 'Enroute' status until all approvals have taken place.

Notes on this draft:

Browser not supported