1. ACTION LIST PREFERENCES on-line training
Welcome to the Action List Preferences on-line training.
This tutorial provides an overview of the Action List in KFS and shows how you can configure your action list to better meet your needs.
Fiscal Services Office
Rev August 3, 2016

2. KFS Action List
A list that displays eDocs routed to you for an action: approval, acknowledge, or fyi (for your information).
eDocs appear in your Action List only when your action is requested, and disappear after you have taken action on them.
Preferences and filters can be set by the user.
The KFS Action List displays eDocs that have been routed to you for some action such as approval, acknowledge, for your information or fyi.
These documents will only display in your action list when action is requested.
They disappear after you have taken the action on them.
Each user can configure their action list by setting preferences and filters.

3. Action List
Action List can be accessed from any menu tab or within each KFS eDoc.
The Action List can be accessed from any one of the three tabs in KFS, the main menu tab, the maintenance tab or the administration tab.
It can also be accessed within KFS eDocs.
Click on the “action list “button to view your action list.

4. Action List - Column Headings
The Action List displays the default column headings: Id, Type, Title, Route Status, Action Requested, Initiator, Delegator, Date Created, Group Request and Log fields.
The default column headings that display in the Action List are Id, Type, Title, Route Status, Action Requested, Initiator, Delegator, Date Created, Group Request and Log.
These columns can be changed in user preferences and will be discussed later.

5. Action List – Route Status
SAVED: not yet submitted
ENROUTE: pending approvals
FINAL: no pending approvals
DISAPPROVED: has been disapproved by an approver
PROCESSED: blanket approved or fully approved & pending ACKNOWLEDGE
EXCEPTION - system error during processing (not shown here)
The Route Status column provides the current status of the document in your action list.
The statuses are :
SAVED means the document has not yet been submitted
ENROUTE means the document is pending approvals
FINAL indicates there are no pending approvals
DISAPPROVED means the document has been disapproved by an approver  
A PROCESSED document has been blanket approved or is fully approved & is pending an ACKNOWLEDGE action
EXCEPTION – means system error during processing

6. Action List – Action Requested
COMPLETE: open and click “submit” button on an eDoc you initiated and saved
APPROVE: open, review and click “approve” or “disapprove” button
The following action requests are routed primarily for informational purposes. Document routing will continue regardless whether action is taken.
ACKNOWLEDGE: open, review and click “acknowledge” button
FYI: open and click “fyi” button –
Refer to the “FYI a Document” on-line tutorial for more options on clearing the FYI
The Action Requested field provides information about the action you must perform on the document in order for the document to be removed from your action list.
Actions requested are COMPLETE , APPROVE, ACKNOWLEDGE and FYI:
An action of COMPLETE – requires you to open and submit a document you initiated and saved .
An action of APPROVE requires you to open the document, review it and then either approve or disapprove it .
The action of ACKNOWLEDGE requires you to open, review and click the “acknowledge” button on the document.
For the FYI action, you can open the eDoc and click the “fyi” button.
Refer to the “FYI a Document” on-line tutorial for more options on clearing the FYI
The actions of ACKNOWLEDGE or FYI do not stop the document from moving through the workflow approval process

7. Action List – Preferences
User options for customizing the display of the action list.
Accessed using “preferences” button.
Provides options to control your action list.
Columns displayed on your action list page
Background colors by route status
Number of documents displayed per page
notification of items in your action list
Action list preferences are user options in an action list used for customizing the display of the results list of documents.
Customizations include changing the displayed columns, the background colors by Route Status, and the number of documents displayed per page and notification of items in your actions list for example.
Click on the “preferences” button in the top margin of the action list to display the action list preferences screen where you can view and change options that control your action list.

8. Workflow Preferences Screen
There are three sections in the workflow preferences screen:
The General Databox
The Fields Displayed in Action List Databox and,
The Document Route Status Colors for Actionlist Entries DataBox

9. Preferences - General Databox - Refresh Rate, Page Size and Email Notification
Provides options to control your Action List.
Automatic Refresh Rate - how often list automatically refreshed. If set to “0” you must manually click refresh on main action list page.
Action List Page Size - the maximum # eDocs per page.
Notification – frequency of notifications of documents in list. If set to “none” you must check your action list for items. options are: Immediate, Daily, Weekly and None.
The first section of the workflow preferences screen is the General Databox.
In this section you can set the option of your refresh rate, the number of documents displayed per page, and the frequency of notifications.
Automatic Refresh Rate is how frequently your action list is refreshed by KFS. Please be aware if you select “zero” you must manually click the refresh button on the main action list page.
The Action List Page Size is the maximum number of documents to display per page.
Notification is the frequency of notifications of documents in your action list. Please be aware that if this is set to “none” you will not receive notification that documents are in your action list.

10. General Databox Delegates/Delegators
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General Databox Delegates/Delegators
General Databox provides options to control your notifications as a Delegate/Delegator.
Account Delegates are KFS users that have been delegated permission to approve, disapprove and/or edit accounting line(s) on an eDoc on behalf of the assigned Fiscal Officer.
General Databox provides options to control your notifications as a Delegate/Delegator.
Account Delegates are KFS users that are authorized under certain circumstances to take workflow actions on a document in the place of an account's Fiscal Administrator.
An authorized Delegate can take any action that is available to an FA/FO, including the power to approve and disapprove transactions.

11. General Databox - Delegate/Delegator Email Notification
Options to control notification as a Delegate.
Receive Primary Delegate s – check to receive notifications of action list items routed to you as a Primary Delegate.
Receive Secondary Delegate s - check to receive notifications of action list items routed to you as a Secondary Delegate.
Leave boxes unchecked if you do not want to receive Delegate notifications.
Note: only applies to Account Delegates, not Account Supervisor Delegates.
To select your options to control your notifications as a Delegate/Delegator:
Place a check in the checkbox beside the Receive Primary Delegate s field to receive notifications of action list items routed to you as a Primary Delegate.
Click on or place a check in the checkbox beside the Receive Secondary Delegate s field to receive notifications of action list items routed to you as a Secondary Delegate.
Leave boxes unchecked if you do not wish to receive notification.
Note: this only applies to Account Delegates, not Account Supervisor Delegates.

12. General Databox Delegator Filter
Secondary Delegators on Action List Page - action list items for which they are a Delegate will display amongst their own items.
Secondary Delegators only on Filter Page - search for the Delegate action items using filter option.
The next field in the General Databox is the Delegator Filter.
The Delegator Filter field is used by Secondary Delegates to select whether action list items for which they are a Delegate will display on his/her action list page amongst their own items, or use the filter option to search for the Delegate action items.

13. General Databox Secondary Delegators on Action List Page
System default that provides a drop-down list box on the action list page:
Drop-down is only available when there are eDocs pending action as a Secondary Delegate.
Secondary Delegators on Action List Page is the default selection which will provide a drop-down list box on the action list page.
Please keep in mind this drop-down list is only available when there are eDocs pending action as a Secondary Delegate.
“Choose Secondary Delegation” is the default text. When this text is displayed, the action list does not reflect any delegations. Only those eDocs that have routed directly to you for approval will display in your action list. The text is stating that the user needs to “choose” the delegations.
The drop-down delegation options are “All Secondary Delegations” and a specific name option.
All Secondary Delegations only shows items for which you are listed as the Secondary Delegate, it excludes any primary delegations.
The specific name option shows all the document that you could take action on for this person as a the Secondary Delegate.

14. General Databox Secondary Delegators only on Filter Page
Secondary Delegate uses filter button (on main action list page) to search for eDocs pending action as a Secondary Delegate.
When the Secondary Delegators only on Filter Page option is selected the Secondary Delegate will use the filter button on the main action list page to search for eDocs pending action as a Secondary Delegate.
The “filter” button is on the top right of the action list page and when clicked on opens the action list filter screen.
The default text is “Choose Secondary Delegations”, and the filter options are “All” and a specific name option.
To filter, select either “All” or a select a specific name, then click the “filter” button at the bottom of the filter screen.

15. General Databox Primary Delegate Filter
Primary Delegates on Action List Page – provides FAs with a drop- down list box on their action list page.
Primary Delegates only on Filter Page – FAs can use the filter option to search for their delegates’ action items.
Note: Primary Delegates receive eDocs in their action list instead of the Fiscal Administrator. The FA can view and access eDocs for their account(s) that routed to the primary delegate by using the Primary Delegate Filter and can view the filter either on their action list or by accessing the filter lookup.
Also in the General databox on the preferences screen is the Primary Delegate Filter field.
The Primary Delegate Filter field is used by Fiscal Administrators to select whether their primary delegates are available in a drop-down list box on their action list page, or to use the filter option to search for their delegates’ action items.
Note: Primary Delegates receive eDocs in their action list instead of the Fiscal Administrator. The FA can view and access eDocs for their account(s) that routed to the Primary Delegate by using the Primary Delegate Filter and can view the filter either on their action list or by accessing the filter lookup.

16. General Databox Primary Delegates on Action List Page
System default provides a drop-down list box on the action list page:
Drop-down is only available when there are eDocs pending action for the FA’s Primary Delegate(s).
The Primary Delegates on Action List Page is the default text which will provide a drop-down list box on the action list page.
It is only available when there are eDocs pending action for the Fiscal Administrator’s Primary Delegate(s).
“Choose Primary Delegate” is the default text. When this text is displayed the action list does not reflect any delegations, it shows only those eDocs that have routed directly to the FA. The text is stating the user needs to choose one of the the Primary Delegate options.
The drop-down options are: “All Primary Delegates”, and a specific name option.
The “All Primary Delegates” option shows all the eDocs routed to the FA’s primary delegations.
The specific name option – shows all the documents that are in this Primary Delegate’s action list as the Delegate.

17. General Databox Primary Delegates only on Filter Page
FAs use the filter option to search for their Primary Delegate’s action items.
When the “Primary Delegates only on Filter Page” option is selected the FA will use the filter button on the main action list page to search for eDocs pending action by his/her Primary Delegates.
The “filter” button is on the top right of the action list page and when clicked on opens the Action List Filter screen.
The default text is “Choose Primary Delegate”, and the filter options are “All” and a specific name option.
To filter, select either “All” or a select a specific name, then click the “filter” button at the bottom of the filter screen.

18. Preferences – Fields Displayed in Action List Databox
Lists all columns available to display on your action list.
A check in the box will display the column.
Check the Delegator field if you are a Primary or Secondary Delegate
The next section in the workflow preferences screen is the Fields Displayed in Action List databox.
This section lists all the columns that are available to display on your action list page.
To remove or add a column, click on the related “check box” to add or remove the check. A check in the box will display the column on your action list.
For the Delegator field, if you are a Primary or Secondary Delegate it is suggested to check the checkbox so that when you receive eDocs as a Delegate you will know for whom you are carrying out the delegation.

19. Preferences – Document Route Status Colors for Actionlist Entries
Provides the option to color code the items in your action list by the document Route Status.
The Document Route Status Colors for Action List Entries Databox provides the option to color code the items in your action list by the document route status.
Select a radio button beside the route status to color code your action list items
by the document route status.
Click the “save” button to save any preference default setting changes.

20. Action List – Sorting
Sort the action list by clicking on any of the headings in the table that are underlined.
You can sort the action list by clicking on any of the underlined column headings in action list page.
If you would like to work through your action list by reviewing older documents first, you could simply click the Date Created column header and work your way down the list.
You may prefer to work on items in your action list based on the action requested such as “APPROVE” and “COMPLETE”; in this case , click on the Action Requested column header.

21. KFS Contacts FMO website - http://www.fmo.hawaii.edu/
Kuali Financial - kfs.hawaii.edu/
Submit a Trouble Ticket -
KFS Help Desk - ph
Financial Systems Training -
ph or

22. Thank you for attending Action List Preferences On-Line Training