At IU, what is Kuali Enterprise Workflow?

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About Kuali Enterprise Workflow

Kuali Enterprise Workflow is a general-purpose electronic routing infrastructure, or workflow engine, for the Indiana University community. It manages the creation, routing, and processing of electronic documents (eDocs) necessary to complete a transaction. Applications can use Kuali Enterprise Workflow to automate and regulate the approval process for the transactions or documents they create.

The process starts when a user creates an eDoc. Workflow then routes the eDoc electronically to the attention of designated individuals, based on university or departmental policies. Routing is typically done for approval, so the route followed by an eDoc is functionally similar to that followed by a paper document. With Workflow, users can access all eDocs routed to them from a single point, their Action List in the OneStart portal. For more information, see About OneStart Action Lists.

eDocs

What is an eDoc?

An eDoc is an electronic document containing the information for a business transaction routed for approval through the Action List in OneStart. For each eDoc in your Action List, you may be asked to approve, acknowledge, or complete it, or to get an "FYI" for it. eDocs will eventually replace many paper forms, e.g., administrative forms, making it easier and faster to do university-related work.

Finding eDocs

To find a specific electronic eDoc within Kuali Enterprise Workflow, use the Document Search function. To access Document Search, click the Notifications tab in the OneStart portal. From there, you can search the eDocs that have been routed for approval or are currently being routed.

You can search for all eDocs that match the various document properties, such as Document Type, Initiator's Network ID username, Document ID, or the creation date. To search by other properties, click Detailed Search.

The results are listed in the same tabular format as the Action List. From the table, to view the contents of an eDoc that you have permission to view, click the eDoc's Routing ID.

Viewing eDocs from your Action List

To view an eDoc, follow the directions below:

Click the Action List link on the upper right of your OneStart portal or click the Notifications tab. This will open your Action List and display a list of the eDocs within it.
To open and view an eDoc, click its unique routing ID number in the left-most column. This will display the contents of that eDoc, along with buttons you can use to take the needed action.

What is a Workgroup?

A Workgroup is a designated set of users who share a common functional responsibility in Kuali Enterprise Workflow.

What is a SuperUser?

A SuperUser is a designated user who has been given special permission to approve eDocs of a certain Document Type. The SuperUser approval action bypasses approvals normally required in the routing and advances the eDoc's routing to the specified Route Level. You can access this permission from the SuperUser Document Search.

SuperUsers have access to a special type of Document Search. The results of a SuperUser Document Search are in the same format as those of the regular Document Search, but the SuperUsers may view and give SuperUser approval to any eDoc in the search results list.

Delegation and the Delegate Action List

The delegation feature allows you to designate another person to act as a delegate for you; your delegate can act on your eDocs with the same authority as you. The delegate must have a valid IU Network ID.

Delegation is assigned for a specified Document Type, as either Primary or Secondary Delegation:

In Primary Delegation, the designated user acts as an ongoing delegate. Any eDocs routed to the delegator appear instead in the Action List of the delegate, who acts on them with the full authority of the delegator.
In Secondary Delegation, the eDoc appears in the Action Lists of both the delegator and the delegate. It is generally used for temporary absences, such as vacation. When either the delegator or the delegate takes action on the eDoc, it disappears from both Action Lists.

For more about Kuali Enterprise Workflow, visit the Kuali Rice project.

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For OneStart, how can I get help or ask questions?

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Last modified on July 02, 2008.

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