WEB-BASED DOCUMENT ROUTING AND APPROVALS (ROUTING)
Contents
1. a a 22 Page 4 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing INTRODUCTION The web based Routing and Approvals system has been created to provide FAMIS users with access to this module via the internet Your access to information within this system will be determined by your FAMIS security officer Depending on your access rights you may view modify and create documents within the Routing and Approvals system NOTE For more detailed instruction in using the FAMIS Routing and Approvals module please see our FAMIS Routing and Approvals User s Manual You may access this manual from our web site http sago tamu edu famis LOGON To logon to the Routing and Approvals system enter your FAMIS ID and password and press ZENTER Please enter your FAMIS ID and password User ID Fassword Privacy Statement 2003 The Texas A amp M University System Web Based Routing amp Approvals Page 5 Web Based Document Routing and Approvals Routing HOME PAGE After you logon note the tab choices at the top of the screen The Home tab takes you back to the beginning screen and the Logout tab allows you to quit your session and logs you out of the web based system CANOPY b The Texas A amp M University System a Home Sa a k Campus Codes sa SAGO TRAINING CAMPUS Select Applications B EMPLOYEE PAYROLL ACTION MO2. If you are not authorized for approving a document you will see the following message or if you are a substitute for a person on one desk but not on all their desks F8265 You are not authorized for the current desk of this doc Discard If you click on D for discard the document is discarded immediately You will then see the following message F2218 Document has been discarded and removed from your In Box Web Based Routing amp Approvals Page 13 Web Based Document Routing and Approvals Routing OUTBOX The OutBox contains all documents that you have taken action on If the document is in Finished status you will need to check the Include Finished box under Filters to include these documents in the display PANELS Click on the Expand button in the Summary column to view additional columns of information on Panel 2 Panel 1 CANOPY The Texas ARM University System Routing SA InBox Outbox Document Profile Filters Start Date jiz 21 2003 End Date 01 21 2004 Include Finished Document substitute For My Gutbox a zl Apply Filter Found 1 Documents Details Doc Number T Current Status Action Taken Action Date Nokes Summary ii Expand gt gt PLPS4LO00030 Cancelled Discard Cncl 1 15 2004 5 04 00 PM LEATHER CHAIR ef cf of Page 1 of 1 Panel 2 iken Creator Created Dt Finished Action Date N
3. CANOPY i The Texas A amp M University System k Routing SA k Home N Logout InBox GutBox Document Profile Actions cH Select Route Dac PRQSAR000013 Routing Action Submit The Actions you see will depend on the type of document Page 16 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing Approve The approval choices for a document in your Inbox are APPROVE APP REJECT TO CREATOR REJ APPROVE AND FORWARD FYA FORWARDO RETURN APPROVAL FRA PUT DOCUMENT ON HOLD CHL Di SEND INFORMATION COPY EVT RECALL THE DOCUMENT REC If you select Approve click on the Submit button to send the document forward in the Routing and Approvals process Reject This action requires you to enter remarks about why you are rejecting the document Actions mm Select Route Doc JPROSAROOON13 Select Routing Action REJECT TO CREATOR REI el Subrnit Action Remarks Approve and Forward This requires you to enter either a person or a desk for further routing Actions cH Select Route Doc JPROSARDOON13 Select Routing Action APPROVE AND FORWARD EVA M Submit To Person s x Office Desk or Desk Ba aa s Web Based Routing amp Approvals Page 17 Web Based Document Routing and Approvals Routing Forward Return Approval This requires you to enter either a person or a desk f
4. Found 9 Documents Details ee GE EH Ee SE j Notes Summary T Collapse lt al PROSSROO00LS FrY4 4pprove FYS FRA Rt 3 27 2000 11 49 00 AM COPIER RENTAL FOR 4 1 00 THROUGH 6 31 C D PLPSALOOOO30 Notify Recalled 3 28 2000 4 43 00 PM LEATHER CHAIR ke PROSAR000D18 Notify Recalled 3 26 2000 4 55 00 PM Ee RENTAL OF EROS 1090 pl PLPS4LO00075 Notify Recalled 3 28 2000 4 57 00 PM MAHOGANY DESK o PLPSALOO0006 Notify Recalled 3 29 2000 4 33 00 PM S OFFICE FURNITURE D PROSSROO0009 Notify Final 4 18 2000 11 18 00 AM E gt FURNITURE FOR Mr OFFICE D PROSAROO0024 Notify Final 4 3 2003 10 21 00 AM Er FURNITURE FOR My OFFICE SUBSTITUTE When you are a substitute for another person you have the ability to view their InBox and take action on documents In the field to the right of Substitute For you may select My Inbox or My Creator Desks to alter the items displayed on this page The S button will only be visible if you have access to view someone else s InBox The drop down list will let you choose the person that you are substituting for Page 12 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing QUICK ACTIONS There are two buttons under the Quick Actions column that allow you to A Approve D Discard Approve If you choose to approve a document you will see an alert box that asks you to verify that you are approving this document Question Ka
5. Email 4t the Following Frequency Q Every Document C Daily C Weekly C Monthly At the Following Email Address yourname tamu edu ene LOGOUT END ONLINE SESSION To complete your on line session click on the LOGOUT tab CANOPY The Texas A amp M University System bh Routing SA a CANOPY The Texas ARM University System You re now logged out of the CANOPY system Your browser could contain a memory of the employment and leave information you viewed during your session By clasing your browser you ll clear its memory of this information If you would like to close this window now click here Logon Page Page 24 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing Close your browser window or click on the CLICK HERE link provided to have the window closed for you The following alert box will be displayed Microsoft Internet Explorer 2 The Web page you are viewing is trying to clase the window E Do you want to close this window Press the YES button to close the browser window If you wish to log back on click on the LOGON tab Web Based Routing amp Approvals Page 25 Web Based Document Routing and Approvals Routing T Fa DOC WRKNPRCS ROUTING racanopymanual doc 2 2 2004 10 52 AM Page 26 Web Based Routing amp Approvals
6. DULE EPA gt DOCUMENT ROUTING AND 4PPROVALS ROUTING The Texas ASM University System Copyright 2004 06 All rights reserved NOTE Be sure to ALWAYS logout when you are finished and close the browser window Page 6 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing MENU TABS CANOPY The Texas A amp M University System Routing campus code Displays documents in your InBox Home Click on this to return to the main menu Logout Click on this to log out of the online Routing and Approvals module when you are finished ALWAYS log out when you leave your desk or when you have completed using this module and close the browser window COMMON SCREEN FEATURES There are some common elements on each page of this module lf an item is displayed as an underlined link or shows the underline when you place your cursor on it you may click on the document number or item instead of clicking on the button beside it Click on this button to expand and show more detail Click on this button to collapse and hide detail This symbol indicates that the items in the column can be sorted by g Ascending S Descending 7 Expand gt Expand the column to show additional information i Collapse lt lt Collapse to hide the expanded detailed information Collapse or Open all sections displ
7. ITE 300 AUSTIN Tx 78745 5129636521 51296391452 Invoice FARIS SERVICES Contact FREDA STRZELEC TEXAS ARM UNIVERSITY SYSTEM a7 94566450 COLLEGE STATION TX PFad07 896 po FAMIS SERVICES TES AS ABM UNIVERSITY SYSTEM COLLEGE STATION TA Fa i 7 ES ltem Information Accounts Rote ITEM INFORMATION InBox QutBax Document Profile Actians Requisition Vendor Information l i Item Information Item Description Qty UOM Unit Price Extended Price 1 0 Installston charge 713 22 92100 0 1 00 EA 0 00 0 00 2 0 Keron 1090 configuration 12 dassificaton j 5 00 mo 955 00 4 775 00 3 0 RPenmoval charge Tis 22 923900 a 1 00 E 0 00 0 00 E Accounts Notes Routing Details Web Based Routing amp Approvals Page 21 Web Based Document Routing and Approvals Routing Accounts Inbox GQutBox Document Profile H Achons Requisition Vendor Information Iter Information Accounts ACCOUNT D zcrHit iopn 97060 00000 5310 FAMIS SERVICES H Routing Details Notes This section will display notes that are on a document and or allow you to add additional notes to the document Click on the symbol by Add Route Notes to access the field for adding routing notes Click on the Save button after typing the notes to add them to the document Click on the Clear button to erase the information entered prior to saving t Achans Be
8. M COLLEGE STATION Tx YfO4d0 7096 Item Information Item Description Cty UO Unit Price Extended Price 1 0 Installation charge 713 22 97100 0 1 00 EA 0 00 0 00 2 0 Merox 1090 configuration 12 classification 5 00 Mo 955 00 4 775 00 3 0 Removal charge 713 22 92300 4 1 00 EA 0 00 0 00 Accounts Cl F Account Description Arnount 54 2000 297060 00000 58610 FAMIS SERVICES 4775 00 Notes Add Route Notes Web Based Routing amp Approvals Page 15 Web Based Document Routing and Approvals Routing DOCUMENT DETAIL continued Routing Details Routing History Action Date Name Phone Office Desk Submitted 03 27 2000 11 15 Strzelec Freda F 979 458 6450 Approved O5 27 2000 11 49 Strzelec Freda F 979 459 6450 Current Location Approval Pending Status Dake Mame Fhone Office Desk Routed Fr to 03 27 2000 11 49 Cooper Joycelyn A 979 458 6450 Dept Unit Routing Status Department Mame Dept Code miFFice Status FAMIS SERVICES SA IMNR E FAMIS FAMIS Currently Routing Actions This section is where you will select the desired routing action and then press the Submit button i Actions Select Route Doc PRQSAR000013 Routing Action Submt Requisition Item Information Accounts Notes r Vendor Information m r Routing Details To take an action on a document select the desired action from the Routing Action drop down menu
9. TAL FOR 4 1 00 THROUGH 6 31 00 Arrived 03 27 2000 at desk in office for action Fr4 4pproyv DeptisSub INRE FAMIS BUSINESS COMPUTING SERVICES Vendor Information Item Information iT i Accounts Notes Routing Details Web Based Routing amp Approvals Page 19 Web Based Document Routing and Approvals Routing Limited Purchase InBox GutBax Document Profile Limited Purchase Document Humber PLPS4LO00030 Document F 2000 Total 2 700 00 Category LP User Ref 300030 FOB State Req Research Type Funds Print Doc Y Route Status Type Order PCC Code LET Code CatiOrder Summary LES THER CHAIR Arrived 03 26 2000 at desk in office SA for action DeptiSub MISP MIS PROJECT Purchase Order InBox GutBax Document Profile Purchase Order Document Number PPOAMPS50043 Document FY 1995 Total 3 000 00 Category RO User Ref 440001 2929 FOB State Req Research M Type Funds L Print Dor Y Route Status Final Type Order Lac PCC Code LOT Code CatfOrder Summary TEST FOR MULTI C4MPUS Arrived 11 03 2003 at desk in office for action Deptfsub mms J4NN4 S TEST DEPARTMENT Page 20 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing VENDOR INFORMATION nt Profile InBox QutBox Docume Achons Requisition l i endor Information Vendor 17454571920 XEROX CORP 6636 AUSTIN CENTER BLYD SU
10. WEB BASED DOCUMENT ROUTING AND APPROVALS ROUTING Version 1 0 February 2004 Page 2 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing Table of Contents PAGE Introduction LOJO aE ERA 3 HOME PAJO uuu E E ER 4 Menu Ee 5 Common Screen Features 5 MA MEN EE 7 InBox Siet 8 EE 10 SUMO STUN e eege e dee ed See T ee Ae u eege dese ed 10 Qullek edel EE 11 PADIONOV aun masana huahana nahua nasus aasan 11 C l BEEN 11 OutBox EE 12 Document DOCUMENT DO iu uuu uu uu sasmsas aasma swsaaqqsus aaa qayasawsaamusuasakhu q 13 ACIONO EE 14 elei 15 REJEC E 15 JADDEOVe and FOrWald E 15 Forward Return Approval 16 Put Document on Hold 16 SENG NO LMAO n TEE 16 Recall DOCUMEC SE 17 DOCUMENT MVOC EEN 17 RogUSMON EEN 17 Biet BEE 18 Purchase ONG Slices EEN 18 Vendor Iniormaton r 19 ISI Morna ON S zu eee en re ganana Ga len ee Shuk ee olny a olin Sa kamu Gan a es 19 PC OMI Su cee tee ere ee E ree ere 20 lose nee eee E ee aT ee aT eae aT Tae aT Tare aT ere aT Tere aT Tare ane 20 Seite lp Gu E uuu uu u E E eer a reer mera mr etre er ern ero 21 Web Based Routing amp Approvals Page 3 Web Based Document Routing and Approvals Routing Table of Contents Continued PAGE Profile Display SCM EE 22 Logout End Online Session
11. ayed on the screen Web Based Routing amp Approvals Page 7 Web Based Document Routing and Approvals Routing COMMON SCREEN FEATURES CONTINUED lf the Document page is shown with all items collapsed you may either click on each individual button or click on the button to open expand all sections The Texas A amp M University Systern InBox Outboz Document Profile Actions Requisition Vendor Information Item Information Accounts Motes Routing Details D Search Select El Cancel Selection E Approve item B Discard item Go to the beginning of the list displayed gt Go to the end of the list displayed Page forward F Page backward CE Drop down arrow indicates a list of choices D This symbol means that the document has notes attached Page 8 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing MAIN MENU CANOPY The Texas A amp M University System l Routing SA a Home Campus Codes sa SAGO TRAINING CAMPUS a Select Applications gt EMPLOYEE PAYROLL ACTION MODULE EPA gt DOCUMENT ROUTING AND APPROVALS ROUTING The Texas A amp M University System Copyright 2004 06 All rights reserved e Select your campus code from the drop down menu If you have access to only one campus there won t be a drop down list e From the Applications box click on the arrow button next to the Document Routi
12. ck on the Expand button in the Summary column to view additional columns of information on Panel 2 Page 10 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing Panel 2 Home k Logout i Collapse Si Doc FY Creator Created Date Current Unit Current Office Current Desk F TAL FOR 4 1 00 THROUGH 8 31 0 2000 STRZELEC FREDA F O3 27 2000 A4 INRE FAMIS INDIVIDUAL SERO 1090 2000 COOPER JOYCELYN 4 03 27 2000 JESK 2000 COOPER JOYCELYN A 03 28 2000 IITURE 2000 COOPER JOYCELYN 4 03 28 2000 OR MY OFFICE 2000 COOPER JOYCELYN 4 03 27 2000 OR MY OFFICE 2000 COOPER JOYCELYN 4 03 27 2000 IONTTOR FOR JOY COOPER 2001 COOPER JOYCELYN 4 11 21 2000 ILTI C4MPUS 1995 COOPER JOYCELYN 4 08 21 2005 Web Based Routing amp Approvals Page 11 Web Based Document Routing and Approvals Routing FILTERS Filters help you to look at only certain types of documents Click the symbol to the left of Filters to expand the section You may filter the displayed items to show a specific document by e typing the document number in the field provided e click on the Approval Only box to only show documents that need to be approved Click on the Apply Filter button to apply the desired filters CANOPY The Texas A amp M University System InBox QutBox Document Profile Document een Approval Only D Substitute For My Inbox j 5 Apply Filter
13. ng and Approvals module or on the link itself to advance to the Routing module Web Based Routing amp Approvals Page 9 Web Based Document Routing and Approvals Routing INBOX The InBox displays the documents that have been recalled or routed to you for notification approval or for correcting a problem This is the look of your InBox This lists all the documents that have come to your InBox for some type of action PANELS The first page displays the most important information about the documents Panel 1 CANOPY The Texas A amp M University System h Routing SA Ho me Loga InBox OutBox Document Profile Filters Details Se EEN EE Cie i E n F Notes Summary T Expand gt gt al PROSSROO0OLS FrYS Approve FYAZFRA Rt 3 27 2000 11 49 00 AM COPIER RENTAL FOR 4 1 00 THROUGH 8 31 D PROSSROOO0LS Notify Recalled 3 28 2000 4 55 00 PM E gt RENTAL OF ERO 1090 pl PLPSALOOOOFS Notify Recalled 3 26 2000 4 57 00 PM MAHOGANY DESK D PLPSALODOOOS Motify Recalled 3 29 2000 4 33 00 PM gt OFFICE FURNITURE D PROSSROOOOO9 Notify Final 4 16 2000 11 16 00 AM SF FURNITURE FOR Mr OFFICE D PROSSAROO0024 Motify Final 4 3 2003 10 21 00 AM EF FURNITURE FOR MY OFFICE pl PROSAR100001 Notify Rejected 4 3 2003 10 22 00 AM ie COMPUTER MONITOR FOR Jovy COOPER D PFoaMPSS0043 Motify Final 8 21 2003 5 21 00 PM TEST FOR MULTI C4MPUS Cli
14. or further routing Actions m PROSAR000013 FORWARD RETURM APPROVAL FRA Ef JE Se eee Put Document on Hold Make this selection and press the Submit button to put the document on hold Actions F PROSAR000013 PUT DOCUMENT ON HOLD HLD Send Information Copy This requires you to enter either a person or a desk for further routing Actions m PRQSAR000013 _ Submit Page 18 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing Recall Document This action requires you to enter remarks as to why you are recalling the document Actions my Select Route Doc JPRQSAROO0013 Select Routing Action RECALL THE DOCUMENT REC a Submit Action Remarks DOCUMENT TYPE The document type determines the title and information displayed Examples shown below are Requisition Limited Purchase and Purchase Order Requisition InBox OutBox Document Profile Actions m Select Route Doc PRQSARD00013 Routing Action APPROVE AND FORWARD FYA submit To Person s x Office Desk or Desk id _ Requisition Document Humber PROSAR000013 Document F 2000 Total 4 775 00 Category RO User Ref 297060 2355 FOB State Req Research FB Type Funds L Print Doc Y Route Status In Dept Rt Type Order PCC Code LET Code CatiOrder N Summary COPIER REN
15. otes Summary ii Collapse lt lt Form FY fCnel 1 13 2004 5 04 00 PM LEATHER CHAIR LIMITED PURO 2000 COOPER JOYCELYN A O3 26 2000 N Click on the Collapse button in the Summary column to return to the normal one page display Page 14 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing DOCUMENT DOCUMENT DETAIL To VIEW a document click on the document number link from the InBox Note the Document tab is now indented You may now scroll down through the details of the document and its history InBox Outbos Document Profile Actions cH Select Route Doc JPROSAROOOo13 Select Routing Action el Submit Requisition Document Number PRQOS4R000013 Document F 2000 Total 4 775 00 Category RO User Ref 297060 235 FOB State Reg Research N Type Funds L Print Doc Y Route Status In Dept Rt Type Order PCC Code LOT Code Catforder M Summary COPIER RENTAL FOR 4 1 00 THROUGH 6 31 00 Arrived 03 27 2000 at desk in office for action Fra 4pprov Deptisub INRE FAMIS BUSINESS COMPUTING SERVICES Vendar Information Vendor Buyer 174545216820 AER Oa CORP 6836 AUSTIN CENTER BLVD SUITE 300 AUSTIN Ts 70745 51296356521 51296351452 Invoice FAMIS SERVICES Contact FREDA STRZELEC TEs 8S A amp M UNIVERSITY SYSTEM 3794586450 COLLEGE STATION T lt YfO40 7096 Ship FAMIS SERVICES TEAS A amp M UNIVERSITY SYSTE
16. qguisitinn Vendor Informatian item Information Accounts Notes Add Route Notes Cla ar Save Routing Details Page 22 Web Based Routing amp Approvals Web Based Document Routing and Approvals Routing Routing Details InBox GutBox Document Profile Actions Requisition Vendor Information Item Information i Accounts Motes Routing Details Routing History Action Date Mame Phone Office Desk Submitted 03 27 2000 11 15 Strzelec Freda F 979 459 6450 4pproved 03 27 2000 11 49 Strzelec Freda F 979 458 6450 Current Location Approval Pending Status Date Name Phone Office Desk Routed Prato 0327 2000 11 49 Cooper Joycelyn A 979 458 6450 Dept Unit Routing Status Department Mame Dept Code Office Status FAMIS SERVICES SA INRE FAMIS FAMIS Currently Routing Web Based Routing amp Approvals Page 23 Web Based Document Routing and Approvals Routing PROFILE DISPLAY SETTINGS The Profile tab displays settings for notifying you when documents are routed to you These settings include what types of documents to display how often and shows the email address to be used Make any modifications necessary and press the SAVE button to record the changes InBox GutBax Document Profile Routing Notification Profile for Cooper Joycelyn A Notify Me by Email for The Following Routing Actions pprosals Only All include notifications C None No
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