Click a screenshot below to view the full-sized image in a new tab.
After a user initiates a KFS document, additional individuals must review and approve the document before the transaction is finalized. Some approvers review the document to make sure it is set up in compliance with IU policies and procedures; some approvers review the document to make sure the transaction is appropriate. The identification of who must review a document and the notification of reviewers is handled by the electronic routing system built into KFS.
A typical KFS document moves through a standard set of route nodes in the following order:
- A user initiates a transaction by submitting a KFS document.
- The Fiscal Officer (FO) responsible for each account must approve the transaction. Alternatively, if the FO has set up an Account Delegate for the account, the Account Delegate may approve the document on the FO's behalf.
- The user's organization may require that additional individuals approve the transaction, depending on the document type, account, campus chart, and/or object code used.
- Depending on the transaction type, additional IU departments may need to approve the document. For example, all Disbursement Voucher documents are reviewed by the Accounts Payable team.
- Once the document has collected all required approvals, it reaches final, or approved, status. The transaction is recorded to the General Ledger.
A document's Route Log tab shows who will review and/or approve the document before it reaches final status. Note that while the Route Log tab is always visible, the actual routing data is not populated until the document is either saved or submitted.
The Route Log tab is divided into four subtabs:
- Document ID: Displays data about the KFS document, such as the description, initiator, time and date created, and route status.
- Actions Taken: Lists the history of the document, including the action(s) taken, the user who took the action(s), and the time and date of the action(s).
- Pending Action Requests: Displays the next action or actions to be taken and who needs to take them.
- Future Action Requests: Lists the actions that will be required once the Pending Action Requests have been completed.
The route log, below, belongs to a Budget Adjustment (BA) document submitted by Michael Noth on October 24, 2017. By looking at the Actions Taken tab, we can tell that he saved the document before submitting it. According to the Pending Action Requests tab, the document has routed to Tracey Wagner, who should review the document, and Bonnie Estell, who must approve the document. According to the Future Action Requests tab, after Bonnie approves the document, it will route to the UABUDU, a group in the University Budget Office, for another approval before routing to final.
The Ad Hoc Recipients tab allows users to interrupt the normal document routing and include individuals or groups in the document's route log.
An Ad Hoc recipient can be added to the route log in one of three ways:
- Approve: The user must verify that the document is completed correctly and the transaction is acceptable. This user will be the first stop on the route log; the document will not continue routing until they have approved the document. An ad hoc approver can only be added before the document is submitted.
- Acknowledge: The user must open the document, but does not need to formally approve the document. The document will continue along its normal route log whether or not a user has acknowledged the document.
- FYI: Sends a user a courtesy request that allows them to view the document. An FYI can be cleared from the Action List or from the document itself. The document will continue along its normal route log whether or not a user has acknowledged the document.
To add an Ad Hoc Recipient to the document, follow the steps below.
- Select your desired action from the Action Requested list. Use Person Requests to add an individual to the route log. Use Ad Hoc Group Requests to add a group to the route log.
- To route the document to an individual, either enter the individual's username in the Person field or use the lookup to search for the appropriate username.
- To route the document to a group, enter the namespace code (e.g., "KFS-SYS") in the Namespace Code field. Then, either enter the group's name in the Name field (e.g., "FMSDVHLP") or use the lookup to search for the appropriate group name.
- Click Add in the Ad Hoc Recipient tab.
- If you have not yet submitted the document, the Ad Hoc Recipients will be added to the Route Log when you click Submit. If you have already submitted the document, click the Send AdHoc Requests button at the bottom of the document.
A user's Action List aggregates all documents that require action. To open the Action List, click the Action List icon in the top right corner of KFS.
The Action List provides summary information about each document that requires a user's attention, including document type, description, route status, the type of action requested, who initiated the document, and when it was created. The example below illustrates four common action requests: Approve, FYI, Acknowledge, and Complete.
A KFS user must open the document to Approve, Acknowledge, or Complete the document. Click on either the document ID (far left) or the magnifying glass (far right) to open the document. An FYI can be cleared from the Action List by selecting "FYI" from the dropdown and then clicking the Take Action button.
Note that, at IU, the Action List aggregates documents from several systems, including KFS, Kuali Time, and ePTO.
Canceled: A document that has not been submitted (i.e., has not routed for approval) can be cancelled. A cancelled document cannot be modified and does not display in a user's Action List. It will, however, persist on the KFS servers and can be opened via a Doc Search.
Disapproved: The document has been disapproved by an individual on the route log. Disapproved documents cannot be modified. When a document is disapproved, everyone on the Route Log receives an FYI.
Enroute: The document has been submitted and has pending approval requests.
Final: A document that has accumulated all required approvals routes to final. The transaction will post to the General Ledger.
Initiated: The document has been created but has not yet been saved or submitted.
Processed: The document has no pending approval requests but still has one or more pending acknowledgement requests. A processed document is considered final (fully approved); the transaction will post to the General Ledger.
Recalled: After submitting the document, the document initiator recalled and cancelled it before an individual on the route log could take action.
Saved: A user has initiated a document but, instead of submitting it for approval, has saved it for later submission.