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Document Operation Guide

Warning

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The Document Operation screen is a very powerful tool and should be used with caution!

The Document Operation screen allows for low-level modifications to document data. It's available from the Administrator channel in the portal.

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 the integrating application. 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.

The initial screen prompts for the ID of a document to load. 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:

  1. KULRICE092:Document Actions - Additional functions for reassigning and reprocessing document.
  2. KULRICE092:Document - simple data associated with the document
  3. KULRICE092:Action Requests - the Action Requests associated with the document, includes requests for action which have already been satisfied
  4. KULRICE092:Actions Taken - The actions which have been taken against this document (i.e. Approved by user X)
  5. KULRICE092:Action Items - Items related to this document which are in users' Action Lists
  6. KULRICE092:Route Node Instances - The node instances which form the document's instantiated route path
  7. KULRICE092:Branch States - The branches on this document and the state of those branches
  8. KULRICE092:Annotation - An annotation which will show up on the Route Log when the operation is performed.

Each of the pieces of data within the aforementioned sections has a set of radio buttons at the top which indicates Update, Delete, or No Operation. No Operation is the default. If it is desired to change or delete one of these pieces of data then the approriate button should be selected. This is to guard against unintended or accidental changes to the document.

Each of the different sections is described in detail below.

Document Actions

Several functional buttons are added under the Document Action section:

  • 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 document of blanket approve forward; information of User and Action Taken Id are required.
    • User - Enter initiator's network Id.
    • Action Taken Id - Enter an entry's action taken Id.
  • Queue Document Move - Move document forward or backward; information of Node Name is required.
    • Node Name - Enter a node name.
  • Queue Action Invocation - Reassign action request based on initiator, entry ID, and action code; information of 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.

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Document

  • Document Version - A legacy field indicating whether the document was upgraded from version 2.0 to 2.1
  • 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 date the document was created
  • Doc Status Modification Date - The date at which the document's status was last modified
  • Approved 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 which can be set by client applications to associate the document to an ID in their system
  • Override Indicator - Legacy value, no longer used
  • Lock Code - Legacy value, no longer used
  • Doc Content - The XML Content of the document

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Action Requests

  • Document Version - A legacy field indicating whether the request was upgraded from version 2.0 to 2.1
  • Document ID - The ID of the associated document
  • Route Node Instance ID - The ID of the node instance which this request is attached to
  • Action Request - The type of action which 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)
  • Responsibility 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 which 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

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Actions Taken

  • Document ID - The ID of the associated document
  • Document Version - A legacy field indicating whether the Action Taken was upgraded from version 2.0 to 2.1
  • 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 who's authority was delegated
  • Delegator Workgroup ID - if this action was performed by a deletate, the workflow id of the Workgroup who's 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

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Action Items

  • 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

It is important to note that the ActionItem is a de-normalized representation of an Action Request on the document which 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.

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Route Node Instances

  • 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

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 it's set of Next Route Node Instances and delete those as well.

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Branch States

  • 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 valud of the branch state

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

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Annotation

Here you can enter an annotation explaning 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 palce the appropriate radio button must be selected on the data which requires modification.

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