reviewing the route log on-line training Welcome to the Reviewing the Route Log On-Line Training. This tutorial provides an overview of reviewing the route log in a document and shows how to ad hoc route a document. Fiscal Services Office Rev August 3, 2016

Reviewing the Route Log From Your Action List The KFS Route Log displays workflow routing (footprints) of a given eDoc. It can be accessed by either opening the eDoc or clicking the route log icon from the Action List or Custom Doc Search screens.  The KFS Route Log displays workflow routing (map or footprints) of a given eDoc. You can view the route log by either opening the eDoc or clicking the route log icon from the Action List or Custom Doc Search screens. 

Reviewing the Route Log The Route Log is often referred to as the map of a KFS electronic document. It keeps a record of information for an eDoc, such as; when the document was created, who created it, and the title it was given. The Route Log also displays the Actions Taken, the Pending Actions, and the Future Action Requests for a particular document. The Route Log can be accessed by navigating to the Route Log tab within each document, or by clicking on the “Route Log” icon under the Log column on the action list. The Route Log is also accessible from a document search results list.

Route Log Tab The "Route Log" contains a map how the document proceeds through the workflow. The Route Log contains a map how the document proceeds through the workflow. The ID tab shows where the document started, the Actions Taken tab shows where it has been, and the Pending and Future Action Requests tabs show where it is going.

ID Tab The ID tab shows information about the document and the workflow status. The ID tab shows information about the document and the workflow status. “ID:” is the Document Number assigned by KFS that is displayed in the document header found in the upper right hand corner on every eDoc. “Title” shows the description entered in the Document Overview tab. “Type” describes the type of eDoc created. “Initiator” indicates the name of the individual who created the document. “Route Status” displays the current workflow status of the document. “Node(s)” shows the current workflow node which the document is on in the route path.

ID Tab The ID tab also provides time/date stamps when a document was created, last modified, last approved and reached a status of FINAL, CANCELED or DISAPPROVED. Note: DISAPPROVED and CANCELED eDocs do not FINAL and have no Last Approved date The ID tab shows information about the document and the workflow status. Created shows the time and date when the document was created. Last Modified shows the last time the document was changed. Last Approved displays the date and time the document was approved. Finalized displays the time and date the document reached FINAL, CANCELED, or DISAPPROVED status.

Actions Taken Tab The Actions Taken tab displays the actions that have been completed. This area shows more information about the document. The Actions Taken tab displays the Actions that have been completed and shows more information about the document. Action shows the action(s) that have been completed on the document. Taken By displays the name of the person who performed the action. For Delegator shows the name of the person who is the delegator of the account. Time/Date shows when the action was completed. Annotation displays an auto generated system note.

Pending Action Requests Tab Indicates the next action and person who needs to take action on the document. If the Action column has IN ACTION LIST, then the eDoc is currently in that user's action list. The Pending Action Requests tab shows the next action and the person who needs to take action on the document. Action shows the action needed to move the document through the workflow process. If the Action column has IN ACTION LIST then the eDoc is in that user's action list. Requested of shows the name of the person who needs to complete the next action. Time/Date shows when the route node was generated. Annotation displays an auto generated system note that describes the route request.

Future Action Requests Tab Displays future actions to be taken after Pending Actions have been satisfied. Includes same columns as the Pending Action Requests. If the Future Action Requests tab is empty, there are no other actions in the queue. You can view who will get the eDoc. Actions may change depending on what happens during the Pending Action Requests. The Future Action Requests tab displays the actions that need to be taken on the document after the Pending Actions are satisfied; and include the same columns as the Pending Action Requests. If the Future Action Requests tab is emplty, then there are no other actions in the queue. You can view the Future Action Requests tab to see who will get the eDoc. However, these actions may change depending on what happens during the Pending Action Requests.

Log Action Message Use to add a message to the Route Log. Message is only in the Route Log and does not show up in the Notes and Attachments tab. The Log Action Message tab may be used to add a message to the Route Log. This could be used to log messages related to the status of the document. Note: This message is only in the Route Log and does not show up in the Notes and Attachments tab.

Ad Hoc Route Use the Ad Hoc Recipients tab to Ad Hoc route a document for FYI, ACKNOWLEDGE OR APPROVE to someone not in the workflow. Ad Hoc for APPROVE can only be selected if the user has not yet submitted or approved the eDoc. Ad Hoc routing can be made to an individual or to a group. Note: Ad Hoc routing interrupts regular workflow routing and can delay workflow if the APPROVE option is selected. After you have reviewed the Route Log, if you wish to route this document to someone who is not in the workflow, you will need to use the Ad Hoc Recipients tab. You can ad hoc route a document for FYI or ACKNNOWLEDGE but you can only ad hoc route for APPROVE if the eDoc is in your action list for COMPLETE or APPROVE and you have not yet submitted or approved the eDoc. Ad Hoc routing can be made to an individual or to a group. Ad Hoc approvers inserted into the routing interrupt the regular workflow process and can delay workflow if the APPROVE option is selected. To add an Ad Hoc Recipient Select the Action Requested Enter or lookup the username of the person to which you will Ad Hoc Route the document. Click “add”

Ad Hoc Route Ad Hoc routing can be activated either before or after you have taken action on the eDoc (e.g., submit, approve, etc.). You can only Ad Hoc route a document for APPROVE if you have not yet submitted or approved the eDoc. You can add recipients and then take action or add recipients and click on send ad hoc request. If you have already taken your action, you can no longer send an Ad Hoc request for APPROVE but you can send an FYI or ACKNOWELDGE by completing the information and clicking the "send ad hoc request" button

KFS Contacts FMO website - http://www.fmo.hawaii.edu/ Kuali Financial - kfs.hawaii.edu/ Submit a Trouble Ticket - http://www.hawaii.edu/kualifinancial/feedbackForm.php KFS Help Desk - ph. 956-4357 Financial Systems Training - ph. 956-4357 or email fissrv@hawaii.edu

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