EDH ‘tips and tricks’ what you always wanted to know but were afraid to ask

This Presentation -A collection of Tips and Tricks on how to use EDH more efficiently -With focus on GL activities

EDH Document Lifecycle Find documents Route documents Transfer documents Edit documents

Find Documents / The EDH Desktop

Find Documents / Use of Desktop -Notification Preferences -Alert immediately when a signature is requested / once a day / never -Receive notification when signature is bypassed -Absence -Deputy is the Document Creator -Deputy has already signed -Create appointments in Outlook for authorized leaves -Customize the homepage to tailor which icons are to be displayed

Find Documents / Use of Desktop -New icons for direct access to catalogues -Find field accepts document and order numbers

Find Documents / Document Search -Find documents by description, full text or workflow info -Using Document specific search fields -Build complex queries for specific cases -Date range has an impact on performance -There are 2 types of indexes: -One for last 3 months + one for all documents -Thus, searching for ‘Last year’ can actually be slower than ‘all time’ if your criteria is not very selective -Save and reuse frequent searches -To search the orders (generated by DAIs, etc.) use the Order Search tool

Editing Documents

Editing Documents / Input fields -Budget code -The charge date can be changed by adding the year at the end of the code's name -It is possible to add more than one code with / without percentages -Person Input -Many ways to find someone (CERN ID / Person ID / Name + Unit) -Location inputs may return different results -Some locations have a ‘Zone’ -DAI, Material Request does not allow to deliver to locations without a ‘zone’ -Some can receive / store gas -Material Request / Rental Request check the location when gas is involved

Editing Documents / Search screens -Use a search screen when you don’t know keywords for the input-objects -Multiple words can be entered. They form a logical AND relation -Use Wildcards (%, _, *) -‘Show details’ checkbox will present more columns in the result list -‘More options’ checkbox allows more specific searches

Editing Documents / Document Recovery -Sometimes errors prevent saving of a document -Sometimes the document times out -Changes fields stored in the recovery logs -EDH support can restore these unsaved changes

Routing of a document

Routing of a document / Confidential and Urgent flags -Urgent flag -highlights rows in yellow on document search screens (DAI) -can be set/revoked before SEND and at SIGN time -Confidential flag -limits access to signatories, super-users and people on the special access list -can be set before SEND time

Routing of a document / Signatures -Changing authorization password -Why it is different from the Login password -Send without authorization password -How long do I have to sign? -Default due date is 3 workdays … can be different: -TID technical contact has no timeout -Timeout check (past end date, gone on leave) happens at 8:00am -Workflow engine runs between 07:05-17:55 -Blocking delays time out!

Routing of a document / Signatures -Why do I need to sign twice sometimes? -Sign if already signed flag is true for the signature -Forwarding, Forwarding with resign has been used -Why is there a protection against signing from desktop (ACRQ, MAPS, etc.)

Routing of a document / Signatures -Block, reject and cancel generate a notification to the creator, but not to the other signatories. -Use comments field on the sign screen to give explanation. -How to cancel a document never sent? -Via Desktop document search screen -Leaving it as it is will cause no harm at all ! -How to cancel a transferred document? -Contact target system support to undo changes -Rerouting -It hands over the current signature to somebody else -DPOs have access to the Reroute tool

Routing of a document / Forwarding -Forwardees are requested to sign in parallel / serial -Forward for information only, don’t ask for a signature -You can request to resign after each forwardee is done -Transfer your current rights to the forwardees -There is no timeout on a forwarded signature

Document Transfer

Document Transfer / external systems -EDH connects to many other systems -Foundation, HR, Qualiac, Baan, etc. -Outgoing data -Transfer programs -Incoming Data -Every night – propagation time -Types: budget code data, etc -Exception: Personnel data uses fast extraction -Direct lookups -Family situation in HR for CDFS, -Existing access in HR for ACRQ, -Subscription/ Phone availability in Foundation for GSM Request

Document Specific Hints

Document Specific Hints / Leave Request -Why don’t I have a home leave allocation? -Contract extension needs manual entry in HR Department -New HL period is only available 1 month before its start (automatic) -Outlook integration for authorized requests -Automatic Home Leave / Additional Travel claim generation -Manual creation still possible for certain retroactive cases

Document Specific Hints / Leave Overview -EDH – up-to-date -The result list is fetched from the on-line leave tables on the fly -Shows current situation but may be slow for large queries -HRT – faster -The result list is from a snapshot refreshed every night -Fast but does not show today’s changes

Document Specific Hints / Leave Admin -It is possible to define ‘special’ supervisors -They are inserted into the normal org. unit based supervisory chain -These assignments must be maintained manually. They never expire nor are modified when the person changes unit.

Document Specific Hints / DAI -Small Orders -What does it mean? -Total value <1000 CHF -Goods are not already delivered -No estimated prices -What happens? -Simplified financial routing -No Purchasing Officer involved -Order FAXed directly to supplier

Document Specific Hints / Special Budget code Use -Shipping and Transport Requests -Additional costs not usually borne by the recipient. -GSM Subscription -A sufficiently high (10k) signature right is needed to cover the expected cost -No 10k charge on the budget code

Document Specific Hints / MAPS -Collaborative creation phase -Creator, supervisor, GL can edit the document before SEND -Group leaders are involved in 2 signatures -Assessment, Proposal -SENDBACK function -To correct mistakes of a previous signature step -Bypass routing with forward is a “no go” -Rights are missing -Fields are not editable/hidden -No possibility of signing from desktop for parts of the routing (SUP>GL>CR>GL)

Document Specific Hints / MAPS

Document Specific Hints / Personnel Action Forms -Mid-End Probation Period SENDBACK is possible from DAO to Supervisor -Review of Appointment Expiration (staff) SENDBACK is possible only from DAO to GL

Document Specific Hints / Personnel Action Forms

Document Specific Hints / EDH Admin -What are -Roles -Profiles -Signature Rights -How are they assigned -By hand via EDHADMIN -Automatically via FOUNDATION -Whenever changes take place to the holder or the target of the assignment -The changes cascade from role to signature right -How are they used -EDH checks the signature rights in the routing

End of Slideshow

Questions raised during the discussion Bypass notification does not give access rights Icon size selection in Desktop Spelling mistakes in Outlook calendar entry Is the recovery screen available to end-users? MAPS access - problems when re-organizations occur Can both MAPS Coordinators intervene after a change in Department? MAPS Overview does a search on Enter - it should not. Removal of access should not go to the person concerned. confirmation of leave does not go to person concerned