Document Operation

The Document Operation screen allows for low-level modifications to document data; users can manually move a particular document to the next step in the workflow, refresh the document, etc.

In certain scenarios or failure cases it may be necessary to make modifications to the document so that the state of the document in the KEW system is consistent with that of OLE. It may also be necessary to make modifications to the XML content of a document if, for example, there is a bug in the application integrating with KEW which results in incomplete or insufficient XML content to allow for proper routing.

Tip

In KFS, Document Operation is restricted to very few users and is used primarily to requeue doucments when a fiscal officer leaves and has things remaining in their Action List. After the account is updated with the new fiscal officer, KFS system admin will requeue the documents and then the system puts them in the new fiscal officer's Action List.

Instead of trying to push documents through the workflow with Document Operation, KFS users try to use Super User instead.

Enter the document ID you are searching for and click .

The administrator is then presented with a view of the document and can perform various operations on it. The screen is divided into various sections, including:

Document Actions - Additional functions for reassigning and reprocessing document
Document - simple data associated with the document
Action Requests - the Action Requests associated with the document, includes requests for action which have already been satisfied
Actions Taken - The actions that have been taken against this document (i.e. Approved by user X)
Action Items - Items related to this document that are in users' Action Lists
Route Node Instances - The node instances that form the document's instantiated route path
Branch States - The branches on this document and the state of those branches
Annotation - An annotation that will show up on the Route Log when the operation is performed.

Document Action

Document Action definitions

Title	Description
Queue Document	Requeuing and reprocessing the document by the engine
Index Searchable Attributes	Update searchable data of the document
Queue Document Requeuer	Refresh document and regenerate request of current node
Queue Document Blanket Approve	Move blanket approve document forward; User, Action Taken Id, and Node Names are required User - Enter initiator's network Id Action Taken Id - Enter an entry's action taken Id Node Names - Enter a comma separated list of node names
Queue Action Invocation	Reassign action request based on initiator, entry ID, and action code; User, Action Item Id, and Action Code are required User - Enter initiator's network Id Action Item Id - Enter an entry's action item Id Action Code - A, F, K, or C; A for Approve, F for FYI, K for acknowledge, and C for Complete

Document

Document definitions

Title	Description
Document Version	A legacy field
Initiator ID	The workflow id of the initiator
Initial Route Node Instances	The ID of the initial route node instance on the document
Route Status	The current status of the document
Route Level	A legacy field providing a numerical representation of where the document is in the route path
Create Date	The initial date the document was created, doesn't not reflect whether the document was routed, saved, etc.
Doc Status Modification Date	The date at which the document's status was last modified
Approval Date	The date at which the document's state transitioned to APPROVED
Finalized Date	The date at which the document's state transitioned to FINAL
Route Status Modification Date	Legacy value, similar to Doc Status Modification Date
Route Level Modification Date	Legacy value, no longer used
Doc Type ID	The ID of the DocumentType definition for this document
Doc Title	The title of the document
Application Doc ID	A special id that can be set by client applications to associate the document to an ID in their system
Doc Content	The XML Content of the document

Action Requests

Action Request definitions

Title	Description
Document Version	A legacy field
Initiator ID	The workflow id of the initiator
Route Node Instance ID	The ID of the node instance that this request is attached to
Action Request	The type of action that is requested
Create Date	The date the request was created
Status	The current status of the request
Priority	The activation priority of the request
Route Level	A legacy field providing a numerical representation of where in the route path the request was generated
Responsibility ID	The id of the responsibility associated with this request (relates to Rules and/or Route Modules)
Responsibilty Description	A description of the responsibility of this request
Action Request Parent ID	ID of the parent action request if there is one
Recipient Type	The type of recipient for this request (user, workgroup, or role)
Person ID	If the recipient type is "user", the workflow id of the user recipient
Workgroup ID	If the recipient type is "workgroup", the workgroup id of the workgroup recipient
Role Name	If the recipient type is "role", the name of the role
Qualified Role Name	If the recipient type is "role", the value of the qualified role
Qualified Role Label	If the recipient type is "role", the label for the qualified role
Action Taken ID	If this request has been satisfied, the id of the ActionTaken that satisfied the request
Ignore Previous	The ignore previous indicator of the request
Approve Policy	The approve policy of the request (only used by role requests)
Delegation Type	If the request is a delegation, the type of delegation (primary or secondary)
Current Indicator	Indicates if the request is "Current" or not
Annotation	The value of the annotation on the request

Actions Taken

Actions Taken definitions

Title	Description
Document ID	The ID of the associated document
Document Version	A legacy field
Action Taken	The type of the action that was taken
Action Date	The date at which the action was taken
Action Taken Person ID	The workflow id of the user or delegate who took action
Delegator Person ID	If this action was performed by a delegate, the workflow id of the person whose authority was delegated
Delegator Workgroup ID	If this action was performed by a delegate, the workflow id of the Workgroup whose authority was delegated
Current Indicator	Indicates if the Action Taken is "Current" or not, non-current actions have been revoked by an action such as ReturnToPreviousNode
Annotation	The value of the annotation on the Action Taken

Action Items

It is important to note that the Action Items is a de-normalized representation of an Action Request on the document that is used to render the Action List in an efficient matter. Therefore, it contains some copies of data from both the document and the request itself.

Actions Items definitions

Title	Description
Document ID	The ID of the associated document
Doc Type Name	The name of the DocumentType for this item
Doc Type Label	The label of the document type
Doc Handler URL	The URL used to access the doc handler for this item
Date Assigned	The creation date of the item
Action Request ID	The ID of the Action Request from which this item is derived
Action Requested	The type of action requested by this item
Responsibility ID	The responsibility id of the associated request
Person ID	The workflow id of the person responsible for the item
Workgroup ID	The workgroup id of the workgroup responsible for the item
Role Name	If the item was derived from a role request, the name of the role
Delegator Person ID	If the item was delegated, the workflow id of the delegating party
Delegator Workgroup ID	If the item was delegated, the workgroup id of the delegating party
Document Title	The title of the document

Route Node Instances

The Route Node Instances are modeled as a Directed Acyclic Graph starting at the node instance pointed to by the Initial Route Node Instances field in the Document section. Therefore, if you delete a route node instance, it will follow all links through its set of Next Route Node Instances and delete those as well.

Route Node Instances definitions

Title	Description
Instance Name	The name of the node
Active Indicator	Indicates if the node is active
Complete Indicator	Indicates if the node's processing has completed
Initial Indicator	Indicates if the node has been processed by the engine yet
Previous Route Node Instances	A comma-separated display of the IDs of the previous Route Node Instances of the node
Next Route Node Instances	A comma-separated display of the IDs of the next Route Node Instances of the node
Route Node States	A representation of the state attached to the node

Branch States

All documents are required to have at least one branch that is named PRIMARY. Therefore, it is advisable to not rename the PRIMARY branch.

Branch States definitions

Title	Description
Branch Name	The name of the branch
Branch State ID	The ID of that piece of branch state
Branch State Key	The key of the branch state
Branch State Value	The value of the branch state

Annotation

Here you can enter an annotation explaining the changes being made. This will be logged on the Route Log so that it can be preserved as part of the audit trail for the document.

Once the changes have been made on the document operation screen, hit the Save button and the changes will be executed on the server. Remember that in order for a change to take place the appropriate radio button must be selected on the data that requires modification.

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Document OperationChapter 2. Monitoring Administrative Documents

Document Operation
Chapter 2. Monitoring Administrative Documents