KFS Document Search

The Doc Search button is located in the KFS Tools portlet. Click this link to access the Document Lookup form, where you can enter criteria to search for an eDoc that you want to view or work with.

Zot portal page with the KFS Document Search link highlighted in the KFS Tools portlet
The KFS Document Search link is accessible from the KFS Tools portlet on the Zot portal homepage.

From KFS Home Page

In the KFS homepage, the Doc Search button is located in side menu.

KFS home page with the Doc Search link highlighted in the side menu
The Doc Search link is found in the side menu of the KFS homepage and opens the Document Lookup form.

Basic Search

KFS Document Lookup Basic Search form showing fields for document Type, Initiator, Document/Notification ID, Date Created From and To range, and Name this search
The Basic Search form in the KFS Document Lookup includes fields for document type, initiator UCINetID, document ID, date created range, and an option to save the search for future use.
  • Type: Document Type. Enter the document type or click the lookup icon to select it from the Document Type lookup page.
  • Initiator: UCINetID of the document initiator. Enter the user UCINetID or click the lookup icon to select it from the Person lookup page.
  • Document/Notification ID: Enter the numeric document ID assigned by the system.
  • Date Created From/To: Enter or select from the Calendar (date selector) the range of document creation dates to search. You can select the From date only, the To date only, or both.
  • Name this search: To save the search criteria for future use, enter a name for the search. All saved searches can be accessed via a list at the top of the document search screen.
KFS Basic Search form with Document Type set to DV, Initiator field showing anteater1, and the Name this search field highlighted
To save a search for future use, fill in your desired search criteria and enter a name in the Name this search field before running the search.

Once a search name is entered and the search or enter key are selected the saved search will appear in the Searches drop down.

KFS Document Search page with the Searches dropdown expanded, showing a previously saved search entry highlighted in the list
After saving a search, it will appear in the Searches dropdown at the top of the Document Search screen, allowing quick access to frequently used search criteria.

Detailed Search

The Document Lookup screen also offers a Detailed Search option, which enables you to specify a greater amount of search criteria. This can be especially useful when a basic search is yielding an excessive number of results. The more search criteria you specify, the more you will filter the results.

KFS Document Lookup form with the Detailed Search button highlighted
Click the Detailed Search button on the Document Lookup form to expand additional search criteria fields for more precise filtering.
KFS Detailed Document Search form with the document type set to requisitions and a Date Created filter applied
The Detailed Search form provides additional fields, such as document type and date created filters, allowing users to significantly narrow down search results when working with large volumes of eDocs.

Custom Document Search

Custom document searches enable you to search for specific types of eDocs based on attributes of the transactions, primary key data elements, or both. Additional fields, specific to different Kuali modules, are available in custom document searches. Some examples of custom document searches are travel reimbursements, purchase orders, and requisitions. Special access may be required to work with some of the eDocs found through custom document searches.

Zot portal Travel and Event Management portlet with the Custom Document Search link highlighted
The Custom Document Search link is available in the Travel and Event Management portlet on the Zot portal, providing access to module-specific search options.

When you choose one of the Custom Document Searches, the system will display a Document Lookup form that contains a few added fields and other changes to accommodate the type of search you selected.

KFS Document Lookup form for a custom document search with ENT entered in the document type field and additional custom search fields displayed below the standard fields
When a Custom Document Search is selected, the Document Lookup form displays additional fields tailored to that document type. This example shows the expanded form for Entertainment (ENT) reimbursement documents.

In the KFS homepage, select the More Items link, then Custom Document Search.

KFS home page side menu with the More Items link expanded and the Custom Document Search option highlighted
From the KFS homepage, click the More Items link in the side menu to reveal the Custom Document Search option.
Custom Document Search list with the Entertainment Reimbursement link highlighted
Select a document type such as Entertainment Reimbursement from the Custom Document Search list to open a Document Lookup form tailored to that specific eDoc type.

Exporting KFS Search Results

At the bottom of every KFS Lookup and Document Search users have the option to export their search results into a CSV, Excel, or XML file.

Bottom of a KFS Document Search results page showing export buttons for CSV, Excel, and XML file formats
Export options are available at the bottom of every KFS Lookup and Document Search results page, allowing users to download their results as a CSV, Excel, or XML file.