E-docs are routed to individuals or groups based on a pre-determined workflow setup, or because an action is requested using the Ad-hoc routing feature. There are three levels of workflow actions within KFS: Approve, Acknowledge, and FYI.
Approve: If the action requested is “Approve” on an e-doc, the user who is being asked to approve the e-doc must open up the document from their Action List. After reviewing the e-doc, the user must then click the “Approve” button at the bottom of the e-doc:
Once the user has approved the e-doc, it will disappear from their action list. There may be several individuals who must approve this document before it becomes final. Once it becomes final, it will post to the general ledger during the regular overnight processes (scrubber and poster).
Acknowledge: If the action requested is “Acknowledge” on an e-doc, the user who is being asked to acknowledge the e-doc must open up the document from their Action List. After reviewing the e-doc, the user must then click the “Acknowledge” button at the bottom of the e-doc, and the e-doc will then disappear from the user’s action list. Unlike the Approve function, which requires an e-doc to be approved before it can be posted to the general ledger, the Acknowledge function does not stop an e-doc from processing. However, until the user opens the e-doc and clicks the “Acknowledge” button, it will remain in their action list.
FYI: If the action requested is “FYI” on an e-doc, the user will see the e-doc in their action list. The user may open the e-doc and click the FYI button on the bottom of the e-doc, and it will disappear from the action list. However, the user is not required to open the e-doc. The user can also choose FYI on the dropdown list right on the action list, and click the “take actions” button as seen here:
An FYI request will not stop workflow on an e-doc – the transaction will post even if the user never clicks FYI.
In Summary:
| User must open e-doc? | Action required before posting to general ledger? | |
| Approve | Yes | Yes |
| Acknowledge | Yes | No |
| FYI | No | No |