EDH

1
EDH

• tips and tricks what you always wanted to know
  but were afraid to ask

2
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

6
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 dont 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

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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 800am
• Workflow engine runs between 0705-1755
• 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, dont 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

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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

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Document Specific Hints
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Document Specific Hints / Leave Request

• Why dont 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 todays changes

23
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 lt1000 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 (SUPgtGLgtCRgtGL)

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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

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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