Workflow Actions: Approve, Acknowledge, and FYI

Student walking on campus

KFS has three types of actions built into the workflow system. Each is decribed below. All of these actions can be used when you ad-hoc route a document in KFS, but consider the information in the sidebar to the right when choose which action to use. Using the approval action for ad-hoc routing can significantly increase the time needed to process a document.

Three Types of Workflow Actions

Approve

If the action requested is "Approve" on an eDoc, the user must open up the document from their Action List. After reviewing the eDoc, the user must then click the "Approve" button at the bottom of the eDoc. They may also choose to take another action such as "disapprove" or "Return to Initiator."

Once the user has approved the eDoc, it will disappear from their action list. There may be several individuals who must approve this document before it becomes final. Once it becomes final, it will post to the general ledger during the regular overnight processes (scrubber and poster).

Acknowledge

If the action requested is "Acknowledge" on an eDoc, the user must open up the document from their Action List. After reviewing the eDoc, the user must then click the "Acknowledge" button at the bottom of the eDoc, and the eDoc will then disappear from the user's action list.

Unlike the Approve function, which requires an eDoc to be approved before it can be posted to the general ledger, the Acknowledge function does not stop the workflow process. However, until the user opens the eDoc and clicks the "Acknowledge" button, it will remain in their action list. Documents that have no pending approval requests but oustanding acknowledgement requests will have the status PROCESSED. When all required approvals are completed, the document status will be FINAL.

An Acknowledge request will not stop workflow on an eDoc—the transaction will still post or issue payments once all approvals have been fuffilled even if the user never clicks Acknowledge.

FYI

If the action requested is "FYI" on an eDoc, the user will see the eDoc in their action list. The user may open the eDoc and click the FYI button on the bottom of the eDoc, and it will disappear from the action list. However, the user is not required to open the eDoc. The user can also choose FYI on the dropdown list right on the action list, and click the "take actions" button.

An FYI request will not stop workflow on an eDoc—the transaction will still post or issue payments once all approvals have been fuffilled even if the user never clicks FYI.

Contacting KFS Support and Screenshots of the Route Log

If you need assistance or encounter any bugs, contact the KFS Helpdesk at kfs@uci.edu. Please include screenshots of the route log with your email.