1. GE Hiring with Duckdocs
Graduate School / Payroll 2017

2. What is DUckDocs?
A Document imaging system that has the ability to create forms and turn them into static images that will be approved and stored electronically.
You will always be able to pull up your Electronic PRF in DuckDocs once it has been processed.
DuckDocs will be replacing Singularity in the future.

3. The Workflow Starting the E-PRF Submitter
Approving the EPRF at the Department Approver
Approval at the Graduate School
Payroll
The Submitter enters student information on the electronic form. Information pulls from Banner. Submitter completes the form.
Approver receives an letting them know that there’s a DuckDocs form in the approval queue for their Org. The Approver logs in to the DuckDocs system and reviews/approves the form.
The Graduate School has a master queue that will be reviewed on a first come first serve basis. Once the Graduate School approves the form, a contract is generated and sent to the student’s DuckWeb account. The student receives an , and the form routes to Payroll.
Payroll receives the form and processes it on a first come first serve basis. Hire documents and international paperwork still get sent directly to Payroll.

4. Routing Guide
Routing for the E-PRF can be rejected at both the Department Approver level and at the Graduate School. Both rejections go back to the submitter where a new E-PRF would be generated. The submitter will receive an when this happens and no contract is generated for the student.

5. Creating an E-PRF Logging In:
Starting at the Graduate School home page, go to the Staff tab and then scroll down to “GE Appointment Procedures”. Once you have clicked on the link, the very first bullet leads to the system login page. Please use your DuckID and password to log in to the system.
tf-appointments

6. Duckdocs
Demonstrate the form

7. Reviewing & approving
Starting at the Graduate School home page go to the Staff tab and then scroll down to “GE Appointment Procedures”. (Bullet – Approver Login & E-PRF Queue)*Please note you have to use Internet Explorer or Safari as your browser.
Once you are logged in with your DuckID, the left side of the screen will default to ‘Documents’.  Further down on the left you will see the word ‘Workflow’. Expand the ‘Workflow’ dropdown and you should see the org that you’re approving EPRFs for. Double click to view your queue

8. 1. Enter Your DuckID to login 2. Select workflow to expand the drawer 3. select the org number you’re approving for

9. Sample of Approver View

10. Approving the E-PRF
Double click on EPRF that you would like to approve
To Send a document to the Graduate School for approval you will want to route Forward
To send the E-PRF back to the original submitter route Forward
and choose ‘Revision Required BA-PRF-GE’ to route back to submitter
The forward icon can be found on the bottom tool bar of the document screen

11. Annotation
Using annotations when routing forward for approval or revisions, can be a handy way to communicate.
Click on the “T” icon in the top toolbar to add a note for the Grad School or Payroll, letting them know something important about this E-PRF
Right click on the sticky note icon in the top toolbar and then choose ‘Rejection_Sticky_Note_BA-PRF-GE’, then click somewhere on the body of the form to craft a revision message for the submitter. The note will ‘stick’ there and then a dialog box will come up where you will add your text.
Note: Documents are ‘flattened’ into a Tiff file after Grad. School approval and Sticky Notes are lost in that process. So Payroll will not be able to see Sticky Note annotations.

12. Reviewing and Approving ICons
Route Forward:
Sticky Note:
Routing forward to ‘Grad School Approval BA-PRF-GE ‘ means you’ve approved the form. The EPRF will leave your workflow queue and move into the Graduate School queue. Be sure to choose ‘Grad School Approval BA-PRF-GE’ for your destination.
Once the Graduate School has reviewed and approved the document it will move on to the Payroll queue.
Route forward to ‘Revision Required BA-PRF-GE’ if you saw a mistake on the EPRF and wanted the submitter to make a correction. You may want to add a Rejection Sticky Note prior to routing for revision to include a message to the submitter.
The submitter will get an to let them know you’ve rejected their form.
Rejection_Sticky_Note - When to use:
Use this to communicate errors to the submitter.
To make a comment on a sticky note, Right click on the sticky note icon in the top toolbar and choose the Rejection_Sticky_Note_BA-PRF-GE type. Then click anywhere on the form where you would like to place the note. The contents of Rejection_Sticky_Note will be included in the rejection if the document is routed for revision after the note is placed.

13. Sample of Email received

14. Duckdocs Approver Review
Demonstrate the Queue

15. Resources Graduate School – Nancy Willcox-Trent, nwillcox@uoregon.edu
Payroll – Keri Bartow
Tech Support: Information Services
HELP