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 someone 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, you can access all eDocs routed to you from a single point called your Action List.

Note: You will receive email notification when your Action List needs your attention. For more, including details about configuring your notifications, see Changing your Action List.

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. An eDoc may be initiated in an outside application, such as SIS, or TK. 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 continue to replace many paper forms, e.g., administrative forms, making it easier and faster to do university-related work.

Finding eDocs

To complete this task, use one.iu.edu to search and find the task icon you need. (For more about One.IU, see About One.IU).

Click the Document Search icon. Then 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 complete this task, use one.iu.edu to search and find the task icon you need. (For more about One.IU, see About One.IU).

  1. Click the Action List icon, and you will see a display of the eDocs in your list.
  2. To open and view an eDoc, click its unique Document 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 Group?

A Group 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.

This is document aqgq in the Knowledge Base.
Last modified on 2017-08-04 14:18:25.

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