Document Search is a feature of Workflow and is used by many applications at IU. For our purposes, we will focus on Document Search for use with HRMS eDocs. With Document Search you can determine the route status of any eDoc that has been initiated. Even if you do not know the Document Id, Document Search offers users a variety of search criteria options to help find eDocs.
You may access the Document Search task by logging into One.IU. Here you may find the Document Search task by using the search window at the top of the page.
Once the Document Search task is found, it is recommended you add it as a favorite.
Click on the Document Search task and you will be taken to the Document Search page.
Note for HRMS eDocs: the Document Type – HREEDocs v2 – is not automatically populated. If you wish to search for HRMS eDocs from this screen, enter “HREEDocs v2” in the Document Type field to return only HRMS eDocs.
Document Search Types
Because SOS is devoted to supporting HRMS eDoc initiators, we will focus on the basic search screen provided through the HRMS portal page. Navigate to the HRMS Portal page from your HRMS task in One.IU, by clicking on the HRMS task.
In the HRMS portal, click on the HRMS links tab.
Next, select All HRMS eDocs under Document Search. Note that the Document Type value is prepopulated with: HREEDocs v2. Unlike basic search in the Document Search task, basic search within the HRMS Portal gives you additional searchable attributes, pertaining only to HR eDocs transactions.
Because SOS is devoted to supporting HRMS eDocs initiators, we will focus on the detailed search screen provided through the HRMS portal page. By navigating to the HRMS Portal page to select document search, note that the Document Type value here is also prepopulated with: HREEDocs v2. Unlike basic search, detailed search gives you additional searchable attributes. Take a close look at the additional search criteria that detailed search provides you. You may find some of those attributes useful in your search.
You will want to pay particular attention to the searchable attribute called Document Status. Note: a discussion of the use of Document Status follows the screen shot below.
There are three sections to Document Status (Pending, Successful and Unsuccessful). Note that Document Status is only available in detailed search.
- Pending Statuses
- INITIATED – When an Initiator opens an eDoc to begin preparation of the document to submit for routing, the document status is INITIATED.
- SAVED – When you have initiated an eDoc and saved it back to your action list, the status is SAVED.
- ENROUTE – Once you have initiated and completed an eDoc and submitted it for routing, the status is ENROUTE.
- EXCEPTION – In rare cases, when an eDoc is enroute, certain information within workflow may be misread or malfunction and cause the eDoc to lose its workflow path.
- Successful Statuses
- PROCESSED – Once an eDoc has completed routing and has been final approved (saved to the PeopleSoft database), the status will show as PROCESSED if there have been any acknowledgment rules set up for this transaction. All acknowledgments must be completed for the route status to move from PROCESSED to FINAL.
- FINAL – The eDoc has completed routing and all approvals and been saved to the PeopleSoft database. The route status will now be FINAL for transactions without acknowledgments and also for transactions where all acknowledgements have been completed.
- Unsuccessful Statuses
- CANCELED – You will only find an eDoc in CANCELED status when it has literally been cancelled by the user using the cancel button in the eDoc.
- DISAPPROVED – An eDoc will appear in DISAPPROVED status only when an approver in the routing chain has disapproved the document for any reason.
- RECALLED – This feature is not available for HRMS eDocs.
A word about superuser search…
Please note when the middle button (as seen below) shows non-superuser search you are in the superuser search mode.
Among the Document Search types there is the option of superuser search. Although the superuser search option appears available, those who are not part of the superuser team will not be able to utilize those features. For example, if a user, who is not on the superuser team, selects superuser search, then searches for a document and tries to open it, they will receive the error message as seen below.
Performing a Search…
Now that we have reviewed the document search types and statuses, we will cover some specific features of a basic search and a detailed search.
Basic Search – As mentioned earlier, we will navigate to document search on the HRMS Links page of the HRMS Portal. To find everything a user has initiated within a certain date range, enter search criteria as seen below:
Detailed Search – To find everything a user has initiated within a certain date range and for Document Status “DISAPPROVED”, enter search criteria as seen below:
Wildcards – This is a Document Search function that allows you to provide partial information and still conduct a search. When using a wildcard, you may use the “%” or the “*”. There are three ways to utilize either wildcard symbol. You may place the symbol at the beginning, end or on both ends of the phrase as shown below.
- Begins with – smith*
- Ends with – *smith
- Contains – *smith*
For example, you may have a need to search for an eDoc initiated by another user. A wildcard placed at the beginning of the search criteria information will return information for the field that ends with those letters or numbers. For example: initiator (Network ID), *smith, will return any initiators whose Network ID ends in “smith”. Or, you can complete this search by using the wildcard “Contains” and this will return any initiator whose Network ID contains “smith”. For example: “jsmith” or “smith01”.
Search Results – It is important to remember that any document you search for, not initiated by you, must be for University business purposes. Documents initiated by users other than your self will display as the search result set only. The search result set provides valuable information regarding that transaction. If you find you need more detail, since you can’t actually open the document, refer to the route log and you will see the list of initiators and approvers who you may contact if you require further information.
Search Result Set – When data is returned from a document search, you will see the search result set at the bottom of the screen. Just above the search result set you will see a count of items retrieved. For HRMS eDocs the search result set contains 15 columns of information. The first six columns are the most relevant and are as follows: Document Id, Document Type, Title, Status, Initiator and Date Created. The information contained in these columns will likely provide you with whatever you need from your search result set. Of the remaining nine columns, the most important is Route Log, which we will discuss later.
An important feature of the search result set is the ability to sort by column headers. If your result set includes a large number of rows, you may sort by document type or initiator for example. To execute the sort, simply click on the column header; if you want to reverse sort, click on the header a second time and it will sort in reverse order.
The search result set column with the most information is the Title column.
The Title field as highlighted above breaks down as follows:
- Effective Date – This date represents the effective date of the eDoc.
- Position Type – This represents the position type of the employee position in this transaction.
- SalPlan – This represents the Salary Plan of the employee in this transaction.
- Department Id – This represents the Department code of the employee is this transaction.
- UnivId-Empl Rcd Nbr – The number appearing after the ten digit University Id represents the employment record number.
The Route Log can be found in the farthest right column of the search result set. Regardless of your access status (superuser or non-superuser) you always be able to view the Route Log in order to see who has taken action on the document.
Below is an example of a fully routed eDoc. If you would need to contact one of the approvers for any reason, you may click on their name and the system will display contact information.
Note: Route Status and Finalized date and time are shown below.
Below is an example of an enroute eDoc. If you would need to contact the approver in whose Action List you find the eDoc (shown under Pending Action Requests), you may click on their name and the system will display contact information.
At the bottom of your search result set, you will find some Export options, including spreadsheet. By clicking on spreadsheet you will be able to download the result set into an Excel file. This can be useful if the result set is particularly large, because you will be able to utilize the features of Excel for custom sorting and filtering.