EDH‘tips and tricks’

what you always wanted to know but were afraid to ask

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This Presentation

- A collection of Tips and Tricks on how to use EDH more efficiently

- With focus on GL activities

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EDH Document Lifecycle

Finddocuments

Routedocuments

Transfer documents

Editdocuments

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Find Documents /The EDH Desktop

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Find Documents / Use of Desktop- Notification Preferences

- Alert immediately when a signature is requested / once a day / never

- Receive notification when signature is bypassed- Absence- Deputy is the Document Creator- Deputy has already signed

- Create appointments in Outlook for authorized leaves

- Customize the homepage to tailor which icons are to be displayed

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Find Documents / Use of Desktop- New icons for direct

access to catalogues

- Find field accepts document and order numbers

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Find Documents / Document Search- Find documents by description, full text or workflow

info- Using Document specific search fields - Build complex queries for specific cases- Date range has an impact on performance

- There are 2 types of indexes:- One for last 3 months + one for all documents- Thus, searching for ‘Last year’ can actually be slower than ‘all

time’ if your criteria is not very selective

- Save and reuse frequent searches- To search the orders (generated by DAIs, etc.) use

the Order Search tool

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Editing Documents

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Editing Documents / Input fields- Budget code

- The charge date can be changed by adding the year at the end of the code's name

- It is possible to add more than one code with / without percentages

- Person Input- Many ways to find someone (CERN ID / Person

ID / Name + Unit)- Location inputs may return different results

- Some locations have a ‘Zone’- DAI, Material Request does not allow to deliver to

locations without a ‘zone’- Some can receive / store gas

- Material Request / Rental Request check the location when gas is involved

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Editing Documents / Search screens

- Use a search screen when you don’t know keywords for the input-objects

- Multiple words can be entered. They form a logical AND relation

- Use Wildcards (%, _, *)

- ‘Show details’ checkbox will present more columns in the result list

- ‘More options’ checkbox allows more specific searches

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Editing Documents / Document Recovery

- Sometimes errors prevent saving of a document

- Sometimes the document times out

- Changes fields stored in the recovery logs

- EDH support can restore these unsaved changes

Routing of a document

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Routing of a document / Confidential and Urgent flags- Urgent flag

- highlights rows in yellow on document search screens (DAI)

- can be set/revoked before SEND and at SIGN time

- Confidential flag- limits access to signatories, super-users and

people on the special access list - can be set before SEND time

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Routing of a document / Signatures- Changing authorization password

- Why it is different from the Login password- Send without authorization password

- How long do I have to sign?- Default due date is 3 workdays … can be

different:- TID technical contact has no timeout- Timeout check (past end date, gone on leave)

happens at 8:00am- Workflow engine runs between 07:05-17:55- Blocking delays time out!

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Routing of a document / Signatures- Why do I need to sign twice

sometimes?- Sign if already signed flag is true for the

signature- Forwarding, Forwarding with resign has

been used

- Why is there a protection against signing from desktop (ACRQ, MAPS, etc.)

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Routing of a document / Signatures- Block, reject and cancel generate a

notification to the creator, but not to the other signatories. - Use comments field on the sign screen to give

explanation.- How to cancel a document never sent?

- Via Desktop document search screen- Leaving it as it is will cause no harm at all !

- How to cancel a transferred document?- Contact target system support to undo changes

- Rerouting- It hands over the current signature to somebody

else - DPOs have access to the Reroute tool

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Routing of a document / Forwarding- Forwardees are requested to sign in

parallel / serial- Forward for information only, don’t ask

for a signature- You can request to resign after each

forwardee is done- Transfer your current rights to the

forwardees- There is no timeout on a forwarded

signature

Document Transfer

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Document Transfer / external systems- EDH connects to many other systems

- Foundation, HR, Qualiac, Baan, etc.

- Outgoing data- Transfer programs

- Incoming Data- Every night – propagation time- Types: budget code data, etc- Exception: Personnel data uses fast extraction

- Direct lookups- Family situation in HR for CDFS,- Existing access in HR for ACRQ, - Subscription/ Phone availability in Foundation for GSM

Request

Document Specific Hints

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Document Specific Hints / Leave Request- Why don’t I have a home leave allocation?

- Contract extension needs manual entry in HR Department

- New HL period is only available 1 month before its start (automatic)

- Outlook integration for authorized requests- Automatic Home Leave / Additional Travel

claim generation- Manual creation still possible for certain

retroactive cases

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Document Specific Hints / Leave Overview

- EDH – up-to-date- The result list is fetched from the on-line

leave tables on the fly- Shows current situation but may be slow

for large queries

- HRT – faster- The result list is from a snapshot refreshed

every night- Fast but does not show today’s changes

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Document Specific Hints / Leave Admin

- It is possible to define ‘special’ supervisors

- They are inserted into the normal org. unit based supervisory chain

- These assignments must be maintained manually. They never expire nor are modified when the person changes unit.

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Document Specific Hints / DAI

- Small Orders- What does it mean?

- Total value <1000 CHF- Goods are not already delivered- No estimated prices

- What happens?- Simplified financial routing- No Purchasing Officer involved- Order FAXed directly to supplier

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Document Specific Hints / Special Budget code Use

- Shipping and Transport Requests- Additional costs not usually borne by the

recipient.

- GSM Subscription- A sufficiently high (10k) signature right is

needed to cover the expected cost- No 10k charge on the budget code

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Document Specific Hints / MAPS

- Collaborative creation phase- Creator, supervisor, GL can edit the document

before SEND

- Group leaders are involved in 2 signatures- Assessment, Proposal

- SENDBACK function- To correct mistakes of a previous signature step

- Bypass routing with forward is a “no go”- Rights are missing- Fields are not editable/hidden

- No possibility of signing from desktop for parts of the routing (SUP>GL>CR>GL)

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Document Specific Hints / MAPS

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Document Specific Hints /Personnel Action Forms

- Mid-End Probation Period SENDBACK is possible from DAO to Supervisor

- Review of Appointment Expiration (staff) SENDBACK is possible only from DAO to GL

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Document Specific Hints /Personnel Action Forms

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Document Specific Hints / EDH Admin- What are

- Roles- Profiles- Signature Rights

- How are they assigned- By hand via EDHADMIN- Automatically via FOUNDATION

- Whenever changes take place to the holder or the target of the assignment

- The changes cascade from role to signature right

- How are they used- EDH checks the signature rights in the routing

End of Slideshow

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Questions raised during the discussion• Bypass notification does not give access rights• Icon size selection in Desktop• Spelling mistakes in Outlook calendar entry• Is the recovery screen available to end-users?• MAPS access - problems when re-organizations

occur• Can both MAPS Coordinators intervene after a

change in Department?• MAPS Overview does a search on Enter - it should

not.• Removal of access should not go to the person

concerned.• e-mail confirmation of leave does not go to person

concerned