E-Doc Screen Layout

An e-doc consists of a document header and a document body. The document header in the upper right corner of the screen contains system information about the document. The document body is organized in a stack of labeled tabs that are similar to file folders. Based on the type of document, the system displays different sets of tabs. To facilitate the document input process, an initiated document opens with required tabs expanded and optional tabs collapsed. Workflow action buttons appropriate to your role are displayed at the bottom of the screen.

A particular variation to note is that in OLE-built documents (not inherited from KFS) there are not "Show/Hide" buttons but arrows to the left of the tab titles instead:

Additionally, you will notice that several of the OLE screens, such as the Editors and the E-Resource Record, have left pane navigation:

For the Editors, the left pane navigation is used to navigate between bibliographic records, Instances and E-Instances. For the E-Resource, the left pane allows for the large amount of information to be broken down into manageable pieces.

Note

The left pane navigation on the different Editors will allow users to delete and add as well as navigate between records. For additional instructions, see Editors on the Guide to the OLE Describe and Manage Module.

Basic information in the document header

Title

Description

Document Nbr (Document Number)

The unique number used to identify each document. OLE assigns a sequential number to each document when it is created, regardless of the type of document.

Status (Document Status)

A code that identifies the status of a document within the Workflow process.

Initiator (Initiator Network ID)

The user ID of the document initiator.

Created (Creation Time Stamp)

The time and date the document was created.

Note

For information about status definitions, see Route Log.

Optional information in the document header

Title

Description

Copied from Document ID

OLE allows users to create new documents based on previous transactions by way of a copy function. When one document is copied from another, the document number of the copied document appears here.

Correct Document ID

OLE gives you the option of reversing a fully approved transaction through the use of an error correction function. When one document is a correction of another, the document number of the document being corrected appears here. This information is displayed only when the document was created using the error correction feature in an existing document.

Note

Some documents have information in the header unique to that e-doc. Those are addressed in the user documentation.

You may expand or collapse all tabs in a document by clicking expand all or collapse all.

Click or on tabs to expand or collapse an individual tab.

Alternatively, click the arrows on other e-docs:

All required fields in an e-doc are denoted with an asterisk. You cannot submit the document until all required fields contain data.

Dates must be specified in mm/dd/yyyy format. Alternatively, you may select a date by clicking the calendar ( in OLE built documents) and selecting from the calendar that is subsequently displayed.

or

Since OLE is a web-based application, hyperlinks and icons are used for navigation. Clicking hyperlinks and icons allows you to drill down into document detail and to obtain additional information.

When you click the icon by the title in the top left corner of an e-doc or other screen, the help system will display information about and instructions for working with the screen.

The round magnifying glass or 'lookup' icon allows you to look up reference table information so you avoid data entry errors.

After you click the icon, the system displays a list of valid values for you to select from or connects you to a form that allows you to search for the value you need.

To look up valid values in this form:

  1. Enter one or more search criteria or leave all search criteria fields blank to retrieve all. To specify search criteria:

  2. Click .

    OLE displays the list of applicable values that you have requested. After the value list is displayed, you may take one of the following actions by clicking the hyperlinks labeled a and b below.

    In KFS-inherited screens:

    In OLE-built screens a new pop-up window appears. Lookup result lists appear like this:

    (a) Click return value to select the code.

    (b) Click the name of a column, or the arrows, to sort the retrieved values by that column.

In global Chart of Account e-docs, documents requiring a list of values come with a special multiple value lookup screen where you may select multiple values from the search list. The Look Up / Add Multiple xxx Lines (where xxx is the name of the attributes you are updating) link is available in the applicable section of the tab where this feature is available.

The Look Up / Add Multiple xxx Lines takes you to a special search screen where you are given an opportunity to build a list of values from which you may choose one or more values by selecting the check boxes in the rightmost column.

Clicking returns you to the tab you came from without populating the tab.

In the KFS-inherited e-docs, to export the result of the table lookup to your local computer in CSV, Excel, or XML format:

  1. Click the export option link for the format you want.

    The system prompts you to click Open, Save, or Cancel.

  2. Click one of the buttons and follow the standard prompts.

After you perform a search in KFS-inherited, financial documents, the system displays a link or icon in the list of retrieved data.  You can 'drill down into' (that is, display) details for any of the linked items. Standard drill down features in OLE include the following.

To augment library workflows, search results are not as standard in the OLE-build documents. However from the search results listed there are links in blue to 'drill down into'.

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