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KFS Basics Training

Table of Contents

Accessing KFS via ZOTPortal

 Watch the video (Once you're finished watching the video, hit the Back arrow in your browser to return to this page.)

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NOTE: A general user profile is displayed on this screen. Depending on the user’s roles and permissions, a different set of portlets may be available.

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Accessing your KFS Action List

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Steps

What you need to do

How to do it

1

Access KFS via ZOTPortal

  1. Go to https://portal.uci.edu/
  2. Log in with your UCInetID and password
  3. Click on the Faculty and Staff tab
  4. Select the KFS tab

2

Access the Action List item

  1. Navigate to the KFS Tools portlet
  2. Click on the Action List item

3

Review the Action List 

  1. Review the Action list and Action Requested column 
  2. To open, review and take action on an eDoc click on the document number in the ID column

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Setting Up Action List Preferences 

 Watch the video (Once you're finished watching the video, hit the Back arrow in your browser to return to this page.)

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Steps

What you need to do

How to do it

1

Access KFS via ZOTPortal

  1. Go to https://portal.uci.edu/
  2. Log in with your UCInetID and password
  3. Click on the Faculty and Staff tab
  4. Select the KFS tab

2

Access the Action List item

  1. Navigate to the KFS Tools portlet
  2. Click on the Action List item

3

Click on preferences 

  1. Click on the preferences link (upper right hand corner)

4

Edit the General section

 

 

 

 

 

In the General section of the Action List Preferences page, users can set: 

  •  The Automatic Refresh Rate for the Action List in whole minutes
  •  The Action List Page Size which indicates how many action requests to display at once on the Action List page
  •  The Email Notification field allows users to select how often emails will be sent notifying the user that new documents are in the Action List (Option: None, Daily, Weekly, Immediately)
  •  The next two fields on the Action List Preferences page allow users to choose whether or not receive email reminders when action requests come to them as a delegate for a particular Fiscal Officer.
  •  Placing a checkmark in the box prompts the system to send email reminders in each situation
  •  The Delegator Filter field provides an option to show action requests for which you are a Secondary Delegate or Primary Delegate
  •  The Delegator Filter and Primary Delegate Filters allow users to choose whether they want delegated documents to appear in their action list, or if they want the option to filter the delegated documents. 

5

Edit Fields Displayed in Action List

Underneath the Fields Display in Action List section the option is given of choosing which fields of document are displayed when viewing documents in the Action List

6

Editing Document Route Status Colors for Actionlist Entries

Underneath the Document Route Status Colors for Action List Entries the option is given of choosing and customizing different colors for various document routing statuses

7

Click Save 

Click Save upon setting up and modifying your Action List Preferences

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How To Do a Document Search

Image Added Watch The Video (Once you're finished watching the video, hit the Back arrow in your browser to return to this page.)

Summary: The Document Search is a powerful tool you can use to find out the status of any request.

Replacement: In place of telephoning or emailing someone in a different department to find out the status of the request, you can quickly and easily perform a Document Search.

Steps

What you need to do

How to do it

1

Login to KFS

Visit http://portal.uci.edu and then sign in (by clicking the “Login” link in the upper-right-hand corner) using your UCInetID and password.

2

Access the Doc Search feature

In the KFS Accounts portlet, click on the “Doc Search” link.

3

Perform a Basic Search

You will now be in the Document Lookup screen. Here, you can perform a search based on Initiator, Document ID#, date document created, etc.

4

Perform a Detailed Search

Alternatively, you can click on the “Detailed Search” icon up above and perform searches based on more criteria, such as “Route Status,” “Date Approved” etc.

 

5

(Optional) Save a Search

If you find that you do a certain type of search often, you can give it a name and it will appear in your Saved Searches pulldown menu up above.