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

3. EDH Document Lifecycle Finddocuments Editdocuments Routedocuments Transfer documents

4. Find Documents /The EDH Desktop

5. 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

7. 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

8. Editing Documents

9. 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

10. 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

11. 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

12. Routing of a document

13. 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

14. 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!

15. 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.)

16. 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

17. 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

18. Document Transfer

19. 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

20. Document Specific Hints

21. 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

22. 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

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.

24. 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

25. 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

26. 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)

27. Document Specific Hints / MAPS

28. 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

29. Document Specific Hints /Personnel Action Forms

30. 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

31. End of Slideshow

32. 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