Configuring your action list for delegates on-line training Welcome to Configuring Your Action List for Delegates on-line training. This tutorial shows how FAs and Account Delegates can configure their action list for Account Delegations. Fiscal Services Office Rev July 12, 2016

Configure Action List for Delegates Action list can be configured for each individual user. Focus will be on options specific to Delegators and/or Delegates. The Action list can be configured for each individual user. This tutorial will focus on the fields used to setup your action list as a Delegator and/or a Delegate.

Action List - Preferences User options for customizing the display of the action list. This action list displays the default column headings: Id, Type, Title, Route Status, Action Requested, Initiator, Delegator, Date Created, Group Request, Actions and Log fields. Options are accessed using “preferences” button. Action list preferences are user options in an action list used for customizing the display of the results list of documents. This action list displays the default column headings: “Id”, “Type”, “Title”, “Route Status”, “Action Requested”, “Initiator”, “Delegator”, “Date Created”, “Group Request”, “Actions” and “Log” fields. Click on the “preferences” button in the top margin of the action list to display the “Workflow Preferences” screen where you can set up your action list as a Delegator and/or a Delegate.

General Data Box Delegate / Delegator Email Notification Options to control email notification as a Delegate. “Receive Primary Delegate Emails” – check to receive email notifications of action list items routed to you as a Primary Delegate. “Receive Secondary Delegate Emails” - check to receive email notifications of action list items routed to you as a Secondary Delegate. Leave boxes unchecked if you do not want to receive Delegate email notifications. Note: only applies to Account Delegates, not Account Supervisor Delegates The “General” data box provides options to control your email notifications as a Delegate / Delegator. Check the “Receive Primary Delegate Emails” field to receive email notifications of action list items routed to you as a Primary Delegate. Check the “Receive Secondary Delegate Emails” field to receive email notifications of action list items routed to you as a Secondary Delegate. Leave boxes unchecked if you do not wish to receive email notification. Note: this only applies to Account Delegates, not Account Supervisor Delegates.

General Data Box Delegator Filter On Action List Page - action list items for which they are a Secondary Delegate will display amongst their own items. (System Default) On Filter Page - search for the Secondary delegate action items using the filter option. The next field in the “General” data box to configure your action list as a Delegate / Delegator is the “Delegator Filter”. The “Delegator Filter” field is used by Secondary Delegates to select whether action list items for which they are a Delegate will display on his/her action list page amongst their own items, or use the filter option to search for the delegate action items. “Secondary Delegators on Action List Page” is the default selection in workflow preferences which will provide a drop-down list box on the action list page. The next slide shows the Secondary Delegate’s action list when the “Delegator Filter” system default option is not changed.

Default: Secondary Delegators on Action List Page System default that provides a drop-down list box on the action list page: Drop-down is only available when there are eDocs pending action as a Secondary Delegate. “Secondary Delegators on Action List Page” is the default selection which will provide a drop-down list box on the action list page. Please keep in mind this drop-down list is only available when there are eDocs pending action as a Secondary Delegate. “Choose Secondary Delegation” is the default text. When this text is displayed the action list does not reflect any delegations. Only those eDocs that have routed directly to you for approval will display in your action list. The text is stating that the user needs to “choose” the delegations. The drop-down delegation options are “All Secondary Delegations” and a specific name option. “All Secondary Delegations” only shows items for which you are listed as the Secondary Delegate, it excludes any primary delegations. The specific name option shows all the document that you could take action on for this person as a the Secondary Delegate.

Secondary Delegators only on Filter Page Secondary Delegate uses “filter” button (on main action list page) to search for eDocs pending action as a Secondary Delegate. When the “Secondary Delegators only on Filter Page” option is selected, the Secondary Delegate will use the filter button on the main action list page to search for eDocs pending his/her action as the Secondary Delegate. The filter button is on the top right of the action list page and when clicked on opens the “Action List Filter” screen. The default text is “Choose Secondary Delegation”, stating to the user to choose the delegation option; the filter options are “All” and a specific name option. To filter select either “All” or a specific name, then click the “filter” button at the bottom of the “Action List Filter” screen.

General Data Box Primary Delegate Filter Primary Delegates on Action List Page – provides FAs with a drop-down list box on their action list page. Primary Delegates only on Filter Page – FAs can use the filter option to search for their delegates’ action items. Note: Primary Delegates receive eDocs in their action list instead of the Fiscal Administrator. The FA can view and access eDocs for their account(s) that routed to the Primary Delegate by using the “Primary Delegate Filter” and can view the filter either on their action list or by accessing the filter lookup. Also pertinent to Delegates / Delegators in the “General” data box on the workflow preferences screen is the “Primary Delegate Filter” field. The “Primary Delegate Filter” field is used by Fiscal Administrators to select whether their Primary Delegates are available in a drop-down list box on their action list page, or to use the filter lookup to search for their delegates’ action items. Note: Primary Delegates receive eDocs in their action list instead of the Fiscal Administrator. The FA can view and access eDocs for their account(s) that routed to the Primary Delegate by using the “Primary Delegate Filter” and can view the filter either on their action list or by accessing the filter lookup. The next slide shows the FA’s action list when the “Primary Delegate Filter” system default option is not changed.

FA Action List Default: Primary Delegates on Action List Page Default selection provides a drop-down list box on the action list page: Drop-down is only available when there are eDocs pending action for the FA’s Primary Delegate(s). The “Primary Delegates on Action List Page” is the default text which will provide a drop-down list box on the main action list page. It is only available when there are eDocs pending action for the Fiscal Administrator’s Primary Delegate(s). “Choose Primary Delegate” is the default text. When this text is displayed the action list does not reflect any delegations, it shows only those eDocs that have routed directly to the FA. The text is stating the user needs to choose one of the Primary Delegate options. The drop-down options are: “All Primary Delegates”, and a specific name option. The “All Primary Delegates” option shows all the eDocs routed to the FA’s primary delegations. The specific name option shows all the documents that are in this Primary Delegate’s action list as the delegate. The next slide shows the FA’s action list and the “Action List Filter” screen when the system default option is changed to “Primary Delegates only on Filter Page”.

Primary Delegates only on Filter Page FAs use the filter option to search for their Primary Delegate’s action items. When the “Primary Delegates only on Filter Page” option is selected the FA will use the filter button on the main action list page to search for eDocs pending action by his/her Primary Delegates. The “filter” button is on the top right of the action list page and when clicked on opens the “Action List Filter” screen. The default text is “Choose Primary Delegate”, stating to the user to choose the delegation option. The filter options are “All” and a specific name option. To filter select either “All” or a select a specific name, then click the “filter” button at the bottom of the “Action List Filter” screen.

Preferences Fields Displayed in Action List Lists all the fields that are available to display on your action list. After all changes are made, click the “save” button at the bottom of the preferences page. After the “General” data box section, the next section in the “Workflow Preferences” screen is the “Fields Displayed in Action List” data box. This section lists all the fields that are available to display on your action list page. A check in the box will display the field on your action list. To remove or add a field, click on the related “check box” to add or remove the check. Of particular interest to Delegates/Delegators is the “Delegator” field - If you are a Primary or Secondary Delegate it is suggested to check the checkbox so that when you receive eDocs as a delegate you will know for whom you are carrying out the delegation. Click the “save” button at the bottom of the “Workflow Preferences” page to save any changes made to action list preferences.

Preferences Saved Your action list will display with any changes that were saved on the preferences page: “Delegator Filter”: Secondary Delegators on Action List Page & “Delegator” checkbox checked “Primary Delegate Filter”: Primary Delegates only on Filter Page Note: Primary Delegates receive eDocs directly in their action list; no filtering needed. Next we will see how the different viewing options are accessed within the action list. Your action list will display with any changes that were saved on the preferences page. The first slide shows the action list of a Secondary Delegate whose action list preferences were the following: the “Delegator Filter” field default was not changed from “Secondary Delegators on Action List Page” & the “Delegator” field checkbox was checked in order to display the name of the person for whom the Secondary Delegate would be taking action on behalf of. As shown, the drop-down list displays on the Secondary Delegate’s main action list page and the “Delegator” field displays the name of the person for whom the Secondary Delegate is taking action on behalf of. The second slide shows the action list of an FA whose action list preferences were the following: the “Primary Delegate Filter” field was changed to Primary Delegates only on Filter Page and the “Delegator” field checkbox was checked. The FA’s main action list page shows that to access any of the documents routed to his/her Primary Delegates, the FA would need to access the filter lookup for Primary Delegates by clicking on the filter button. Also note the “Delegator” field displays. Keep in mind Primary Delegates receive eDocs in their action list instead of the Fiscal Administrator. Next we will see how the different viewing options are accessed within the action list.

Viewing your Secondary Delegations – on Action List Page When the Delegator Filter is set to "Secondary Delegators on Action List Page”: Secondary Delegate chooses from the drop-down list which delegations to view. Drop-down list only available when eDocs pending action as a Secondary Delegate In this example: selecting a specific name displays the eDoc(s) where action can be taken on this person’s behalf. When the action list preference for “Delegator Filter” is set to "Secondary Delegators on Action List Page“, on the main action list page, the Secondary Delegate chooses from the drop-down list which delegations to view. Please keep in mind this drop-down list is only available when there are eDocs pending action as a Secondary Delegate. In the second slide on this page the “Delegator” field shows the name of the user for whom the Secondary Delegate is carrying out the action. You can click the route log icon to view the workflow routing in the eDoc.

Viewing the Workflow The Route Log shows the Primary Delegate, the FA and the Secondary Delegate all have approving authority on the eDoc. In the Route Log you can see the Primary Delegate, the FA and the Secondary Delegate all have approving authority on the eDoc.

Viewing Your Secondary Delegations – Delegator Filter When the action list preference for Delegator Filter is set to "Secondary Delegators only on Filter Page" click the "filter" button to access the filter lookup for delegations. When the “Secondary Delegators only on Filter Page” option is selected the Secondary Delegate will use the filter button on the main action list page to search for eDocs pending action as a Secondary Delegate. The “filter” button is on the top right of the action list page and when clicked on opens the “Action List Filter” screen.

Viewing Your Secondary Delegations Delegator Filter & Action List In this example: we are selecting a specific name to display the eDoc(s) where action can be taken on this person’s behalf. The first slide shows the “Action List Filter” screen. Click on the drop-down arrow beside the “Secondary Delegator Id”, select a specific name and then click the “filter” button at the bottom of the page. Note the other options for filtering such as “Document Type” or “Date Created”, for example. The second slide shows the action list is now filtered to show items delegated to the user as a Secondary Delegate. The “Delegator” field shows for whom you could take action as a the Secondary Delegate. Clicking on the "clear filter" button clears this filtering of the action list. Next we will look at viewing Primary Delegations.

Primary Delegate’s Action List Primary Delegates receive eDocs in their action list instead of the Fiscal Administrator. The FA uses the action list filters to view and take action on the items. Primary Delegates receive eDocs in their action list instead of the Fiscal Administrator. Note: The FA uses the action list filters to view and take action on items if he or she chooses. Next we will see how the different viewing options are accessed within the FA’s action list.

FA Action List FA has a drop-down list box on action list page: FA will use the filter option to view documents routed to their Primary Delegates: Depending on preferences set, when there are items in the Primary Delegates action list, the FA either has a drop-down list box or will use the filter option to view documents routed to their Primary Delegates. The first slide shows the FA preference has been set to “Primary Delegates on Action List Page” and the FA has the drop-down options directly on the main action page to view the items In the second slide the FA preference has been set to “Primary Delegates only on Filter Page”. To view the items the FA must click the filter button to access the Primary Delegate drop-down options.

Viewing your Primary Delegations On Action List Page When the FA’s action list preference for Primary Delegate filter is set to “Primary Delegates on Action List Page” FA has a drop-down list box on his/her action list page. The FA can take action on the items if he/she chooses. When an FA’s action list preference for the “Primary Delegate Filter” is set to “Primary Delegates on Action List Page” the FA has a drop-down list box on his/her action list page and must select an option from the drop-down list box. The first slide shows the FA is selecting the specific name of a Primary Delegate to view that Delegate’s action item(s). The second slide shows the FA can access the Primary Delegate’s action items and can take action on the items if he or she chooses.

Viewing your Primary Delegations On Filter Page For FAs: When the action list preference for Primary Delegate filter is set to "Primary Delegates only on Filter Page" the FA must click the filter button to view delegations. When the FA’s action list preference for “Primary Delegate Filter” field is set to “Primary Delegates only on Filter Page” the FA must click on the filter button on the main action list page to search for the delegate action items. The first slide shows the main action list page. The second slide shows the “Action List Filter” screen where the FA selects which delegation to view and clicks the “filter” button at the bottom of the page. In this example we are selecting a specific name to display the eDocs that are in the Primary Delegate’s action list. Note the other options for filtering such as “Document Type” or “Date Created”, for example.

FA Action List Primary Delegate Filter The FA’s action list is now filtered to show items delegated to the Primary Delegate. Clicking on the "clear filter" button clears this filtering of the action list. The FA can take action on these items if he/she chooses. The FA’s action list is now filtered to show items delegated to the Primary Delegate(s) selected on the “Action List Filter” screen. The FA an take action on these items if he or she chooses. Click on the route log icon to view the action item’s workflow. Click the "clear filter" button to clear filtering of the action list.

KFS Action List - View the Workflow The Route Log shows the Primary Delegate, the FA and the Secondary delegate all have approving authority on the eDoc. In the Route Log you can see the Primary Delegate, the Fiscal Administrator and the Secondary Delegate all have approving authority on the eDoc.

eThority Reports KFS GL DataBooks > Field GL Templates Account Delegate Listing Account Fiscal Officer Listing Account Manager Listing Account Responsibility Account Supervisor Listing There are numerous reports in eThority to assist in researching, establishing and updating Account Delegates: These reports include Account Delegate Listing, Account Fiscal Officer Listing, Account Manager Listing, Account Responsibility and Account Supervisor Listing

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

Thank you for attending Configuring your Action List for Delegates On-Line Training