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StepsWhat you need to doHow to do it
1Open the Route Log tab
  1. In this same eDoc, scroll down to the final tab labeled Route Log.
  2. Press Show to open the tab.
2View the First Approver(s)

Under the heading Pending Action Requests tab, press Show to see of list of all individuals who have authority to Approve/Disapprove. Your request is currently in their Action List.

3View the Final Approver(s)Press Show next to the Future Action Requests tab to see who is next in line to approve. Depending on the document, the business rules in place etc, this tab may be empty or it may contain other users (e.g. Accounts Payable, Central Office, or even other upper-level managers in your Org) whose approval is required.

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Advanced

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AcctLook

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AcctLook
Lookup an Account

Image Modified  Watch the video (1m:35s03s)

Image Modified Download the handout

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If you ever need to lookup an Account Number (for example, if you want to add or change the default Account Number in your TEM Profile), here's how. 

Steps

What you need to do

How to do it

1Access the PreferencesAccount Lookup page

In the KFS

Tools

Lookups & Requests portlet,

select Action List.
  • Next, select the Preferences icon in the upper right-hand corner.
    • 2

    Recommended settings for the General section

    1. Increase the Action List Page Size value to view more than 10 items on one page. This is useful when you have a large list of Action List items.
    2. Ensure the Email Notification field is set to Immediate. If you aren't in the habit of checking your Action List frequently, then you'll want to leave this setting as-is so that you don't miss any important items that may appear in your Action List.
    3

    Recommended settings for the Fields Displayed In Action List section

    		You may find that there is too much information displayed on the Action List, but by deselecting some of the columns from view it may be easier to read. At a minimum, keep Title, Initiator, Date Created and Clear FYI.
    4

    Recommended settings for the Document Route Status Colors for Action List Entries section

    		Get creative! One option would be to color items that have been Disapproved so that you can follow up with that individual in case you have questions.
    5Save your changesWhen you're done making changes, don't forget to press Save at the bottom of the screen

    select Chart of Accounts and then select Account. 

    2Open the eDoc

    Under the Document/Notification ID column, select the Document ID number to open the eDoc submitted for your approval.

    3Lookup by Account Name
    1. In the Account Name field, enter what you know and surround the query with *. For example, if I were looking up the help desk, I would enter the following in that field: *help desk*
    2. Press Search and the results will appear down below.
    3. Under the Account Number column, you will find the account number you were looking for.
    4. Once you've obtained the Account Number, you can easily add it to your TEM Profile. Consult the Edit your TEM Profile topic elsewhere in this Guide for instructions on how to do this.

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    EditTEM

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    EditTEM
    Edit Your TEM Profile to Add a Profile Arranger

    Image Modified Watch the video (1m:03s)

    Image Removed Download the handout

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    (1m:43s)Image Added Download the handout

    You can edit a number of things in your TEM Profile including:

    • Adding/changing Emergency Contact Information
    • Adding/changing Default Accounting information (the Account Number you use most often)
    • Enabling/Disabling Email Notifications for Travel Authorizations, Travel Reimbursements, etc

    In addition, every organization has a designated Organization Profile Arranger, which is someone who has the ability to edit the TEM Profiles for all users in your organization.

    However, if you'd prefer to delegate someone else (perhaps an assistant) to edit your TEM Profile for you, here's how. 

    the Account Lookup page
    Steps

    What you need to do

    How to do it

    1

    Access

    In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Account. 

    2Open the eDoc

    Under the Document/Notification ID column, select the Document ID number to open the eDoc submitted for your approval.

    3Lookup by Account Name
    1. In the Account Name field, enter what you know and surround the query with *. For example, if I were looking up the help desk, I would enter the following in that field: *help desk*
    2. Press Search and the results will appear down below.
    3. Under the Account Number column, you will find the account number you were looking for.
    4. Once you've obtained the Account Number, you can easily add it to your TEM Profile. Consult the Edit your TEM Profile topic elsewhere in this Guide for instructions on how to do this.

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    Perform a Document Search

    Image Removed Watch the video (1m:15s)Image Removed Download the handout

    The Document Search is a powerful tool you can use to find out the status of any request. You can either perform a basic Document Search or a Custom Document Search.

    Steps

    What you need to do

    How to do it

    1

    Access the Document Search feature

    In the KFS Tools portlet, select the Doc Search link.

    2Perform a search

    You can perform a search based on Initiator, Document ID#, date document created, etc.

    Also, under some of the modules (KFS Travel & Entertainment, KFS Purchasing and Accounts Payable, etc) there are links to Custom Document Searches, such as Travel Reimbursements, Travel Authorizations, etc. Details on how to do this are below.

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    ...

    Image Removed Watch the video (1m:43s)Image Removed Download the handout

    You can edit a number of things in your TEM Profile including:

    • Adding/changing Emergency Contact Information
    • Adding/changing Default Accounting information (the Account Number you use most often)
    • Enabling/Disabling Email Notifications for Travel Authorizations, Travel Reimbursements, etc

    In addition, every organization has a designated Organization Profile Arranger, which is someone who has the ability to edit the TEM Profiles for all users in your organization.

    ...

    the TEM Profile Lookup feature

    In the KFS Travel & Entertainment portlet, select the TEM Profile and then select TEM Profile Lookup.

    2Search for the UCInetID
    1. In the Principal Name field, enter the UCInetID and then press Search down below.
    2. When you find the UCInetID you're looking for in the search results down below, select Edit.
    3Add a Profile Arranger
    1. If it isn't already open, press Show next to the Arrangers tab.
    2. Lookup the user's UCInetID by pressing the spyglass icon.
    3. In the Principal Name field, enter the UCInetID and then press Search down below.
    4. When you find the UCInetID you're looking for in the search results down below, select return_value.
    5. Once you are back in the Profile, press Add to add the user as a Profile Arranger.
    6. The person 's name will now appear in the Arranger Information sub-tab with an orange asterisk on either side of their UCInetIDs.
    7. Repeat the steps above to add another Profile Arranger.
    4Edit your Profile Arranger(s)
    1. Check or clear the boxes next to the document types you would like them to be able to initiate (TAs, TRs, etc).
    2. If you have multiple Profile Arrangers, you can make one of them Primary by checking the Primary box.
    3. If you'd like to deactivate an arranger, deselect the Active box.
    5Enable/disable email notifications
    1. If it isn't already open, press Show next to the Email Notification Preferences tab.
    2. Select or deselect the boxes to receive notifications (e.g. TAs reach FINAL status, TR status changes, etc)
    6Provide a Description of the changes you made
    1. If it isn't already open, press Show next to the Document Overview tab.
    2. In the Description field, provide a brief description of the changes you initiated.
    7Submit your changesOnce you are done making changes to the Profile, press Submit down below. Changes take effect immediately.

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    Apply for the Corporate Credit Card

    Image Added Watch the video (0m:47s)Image Added Download the handout

    Follow these instructions to apply for the Corporate Credit Card through KFS. Keep in mind that you should create your TEM Profile and add a default account number to your TEM Profile before proceeding. Not doing so will result in an error. Instructions on how to create the TEM Profile as well as how to lookup an account number can be found here and here, respectively.

    Search for the UCInetID Principal Name field, enter the UCInetID and then press Search down below.
  • When you find the UCInetID you're looking for in the search results down below, select Edit.

    • Steps

    What you need to do

    How to do it

    1

    Access the TEM Profile Lookup featureapplication

    In the KFS Travel & Entertainment portlet, select the TEM Profile Maintenance link and then select TEM Profile Lookupthe Corporate Card Application link.

    2

    Provide a reason

    In the

    3Add a Profile Arranger
    1. If it isn't already open, press Show next to the Arrangers tab.
    2. Lookup the user's UCInetID by pressing the spyglass icon.
    3. In the Principal Name field, enter the UCInetID and then press Search down below.
    4. When you find the UCInetID you're looking for in the search results down below, select return_value.
    5. Once you are back in the Profile, press Add to add the user as a Profile Arranger.
    6. The person 's name will now appear in the Arranger Information sub-tab with an orange asterisk on either side of their UCInetIDs.
    7. Repeat the steps above to add another Profile Arranger.
    4Edit your Profile Arranger(s)
    1. Check or clear the boxes next to the document types you would like them to be able to initiate (TAs, TRs, etc).
    2. If you have multiple Profile Arrangers, you can make one of them Primary by checking the Primary box.
    3. If you'd like to deactivate an arranger, deselect the Active box.
    5Enable/disable email notifications
    1. If it isn't already open, press Show next to the Email Notification Preferences tab.
    2. Select or deselect the boxes to receive notifications (e.g. TAs reach FINAL status, TR status changes, etc)
    6Provide a Description of the changes you made
    1. If it isn't already open, press Show next to the Document Overview tab.
    2. In the Description field, provide a brief description of the changes you initiated.
    7Submit your changesOnce you are done making changes to the Profile, press Submit down below. Changes take effect immediately.

    Return to Top

    Apply for the Corporate Credit Card

    Image Removed Watch the video (0m:47s)Image Removed Download the handout

    Follow these instructions to apply for the Corporate Credit Card through KFS. Keep in mind that you should create your TEM Profile and add a default account number to your TEM Profile before proceeding. Not doing so will result in an error. Instructions on how to create the TEM Profile as well as how to lookup an account number can be found here and here, respectively.

    Steps

    What you need to do

    How to do it

    1

    Access the application

    In the KFS Travel & Entertainment portlet, select the Maintenance link and then select the Corporate Card Application link.

    2

    Provide a reason

    In the Description field up top, please provide a reason why you need the card. Alternatively, if you need more space please fill out the Explanation field just to the right. For example, if you have an email from a manager or a Dean, feel free to paste an excerpt of the email in this field. Keep in mind there is a 400 character limit.

    3

    Accept the User Agreement

    Read & accept the User Agreement by checking the Accept User Agreement checkbox.

    4

    Submit your application

    Press Submit down below. Your request will enter a workflow for approval, and you will be notified via email once it is completeDescription field up top, please provide a reason why you need the card. Alternatively, if you need more space please fill out the Explanation field just to the right. For example, if you have an email from a manager or a Dean, feel free to paste an excerpt of the email in this field. Keep in mind there is a 400 character limit.

    3

    Accept the User Agreement

    Read & accept the User Agreement by checking the Accept User Agreement checkbox.

    4

    Submit your application

    Press Submit down below. Your request will enter a workflow for approval, and you will be notified via email once it is complete.

    Return to Top

    Perform a Document Search

    Image Added Watch the video (1m:15s)Image Added Download the handout

    The Document Search is a powerful tool you can use to find out the status of any request. You can either perform a basic Document Search or a Custom Document Search.

    Steps

    What you need to do

    How to do it

    1

    Access the Document Search feature

    In the KFS Tools portlet, select the Doc Search link.

    2Perform a search

    You can perform a search based on Initiator, Document ID#, date document created, etc.

    Also, under some of the modules (KFS Travel & Entertainment, KFS Purchasing and Accounts Payable, etc) there are links to Custom Document Searches, such as Travel Reimbursements, Travel Authorizations, etc. Details on how to do this are below.

    Return to Top

    Anchor
    Prefs
    Prefs
    Setting Up Your Action List Preferences 

    Image Added Watch the video (1m:35s)Image Added Download the handout

    The Action List Preferences screen lets you customize the appearance and features of your Action List.

    Steps

    What you need to do

    How to do it

    1Access the Preferences
    1. In the KFS Tools portlet, select Action List.
    2. Next, select the Preferences icon in the upper right-hand corner.
    2

    Recommended settings for the General section

    1. Increase the Action List Page Size value to view more than 10 items on one page. This is useful when you have a large list of Action List items.
    2. Ensure the Email Notification field is set to Immediate. If you aren't in the habit of checking your Action List frequently, then you'll want to leave this setting as-is so that you don't miss any important items that may appear in your Action List.
    3

    Recommended settings for the Fields Displayed In Action List section

    		You may find that there is too much information displayed on the Action List, but by deselecting some of the columns from view it may be easier to read. At a minimum, keep Title, Initiator, Date Created and Clear FYI.
    4

    Recommended settings for the Document Route Status Colors for Action List Entries section

    		Get creative! One option would be to color items that have been Disapproved so that you can follow up with that individual in case you have questions.
    5Save your changesWhen you're done making changes, don't forget to press Save at the bottom of the screen.

    Return to Top