Content

Effects of Form Options during Data Entry Document Approval and Rejection Conditions for Document Approval Conditions for Document Rejection   Document Status Document Status Transitions Single Data Entry Double Data Entry Worksheet Data Entry

 

Effects of Form Options during Data Entry	Top

Here are cases that describe Document behavior resulting from Form options during Data Entry. "Draftable" and "Checkable" options are not shown because they do not affect Data Entry.

Form Option CASE	1	2	3	4	5	6
Submitable	x	x	x	x	x	x
SubmitInvalidData		x		x		x
ApprovalType			x	x	x	x
ApproveInvalidData					x	x
Processing Rules	See Note 1.
Lock Document When Done	See Note 2.

Note 1:	If the Form Processing Rules (Action Block or Groovy) throw an error, Document Status transitions to "Error".
Note 2:	If the "Lock Document When Done" is enabled, Document status is set to "Locked" after the Document Status transitions to "Done".

1.

Operation: Submit If there are no validation errors on the Form: • Processing rules are applied (see Note 1). • Status transitions to "Done" (see Note 2). If there are validation errors on the Form: • Error is displayed in the eForm Manager. If there are Processing Fields with validation errors or open Followups: • Error is displayed in the eForm Manager.

2.	Operation: Submit Behavior is the same as Case 1. Validation errors can be Acknowledged. This allows Submit as in Case 1.

3.

Operation: Submit If there are no validation errors on the Form: • Status transitions to "Pending Approval". If there are validation errors on the Form: • Error is displayed in the eForm Manager. Operation: Approve If there are no validation errors on the Form: • Processing rules are applied (see Note 1). • Status transitions to "Done" (see Note 2). If there are validation errors on the Form and no further Approval Steps defined: • Error is displayed in the eForm Manager. Operation: Reject If there is at least one Followup defined for the Document: • Status transitions to "Rejected". If there are no Followups defined for the Document: • Error is displayed in the eForm Manager.

4.	Operation: Submit Behavior is the same as Case 3. Validation errors can be Acknowledged. This allows Submit as in Case 3. Operation: Approve Behavior is the same as Case 3. Operation: Reject Behavior is the same as Case 3.

5.

Operation: Submit Behavior is the same as Case 3. Operation: Approve Behavior is the same as Case 3. Validation errors can be Acknowledged. This allows Submit as in Case 3. If there are Processing Fields with validation errors or open Followups: • Error is displayed in the eForm Manager. Operation: Reject Behavior is the same as Case 3.

6.	Operation: Submit Behavior is the same as Case 3. Validation errors can be Acknowledged. This allows Submit as in Case 3. Operation: Approve Behavior is the same as Case 5. Operation: Reject Behavior is the same as Case 5.

 

Document Approval and Rejection	Top

Conditions for Document Approval

The Approval process for Single Data Entry (SDE) and Double Data Entry (DDE) are the same. For DDE, the Approval process typically begins after User2 has completed his activities.

In DDE, an Approver can also Reconcile data. Therefore, there is no rule that says that you must have a Reconciler. The logic is that an Approver has more authority than a Reconciler... an Approver says that the data is OK for processing. A Document Manager can do that as well. A Reconciler cannot necessarily Approve data, he can just resolve discrepancies.

This is the Document Approval methodology:

If someone asked if you can Approve the Document, the logic that drives your answer would be something like this:

Does the Form have an Approval Type?

If No, the Document cannot be Approved by anyone.

If Yes, do you belong to one of the Roles defined by the Approval Steps in the Approval Type, and
is your Approval Step defined in the Approval Rules?

If No, you cannot approve the Document.

If Yes, are you an Approval User defined by the eForm Page properties?

If No, you can't Approve the Document.

If Yes, you can Approve the Document.

Additionally, these conditions must be met in order to Approve Documents:

•	Document must have no outstanding Followups.
•	If the "Approve Invalid Data" option is not set for the Form Definition, the Document must have no validation errors.
•	If more than one Approval Step is required, Document stays in "Pending Approval"throughout the Approval Steps.

ESig is optional (defined by Page Properties).

 

Conditions for Document Rejection

These conditions must be met in order to Reject Documents:

•	Document must have at least one outstanding Followup.
•	When rejected, Document Status transitions to "Reject".

ESig is optional (defined by Page Properties).

 

Document Status	Top

DB	=	Value saved in the Status column of the Document table
EFM	=	eForm Manager page
SDE	=	Single Data Entry
DDE	=	Double Data Entry

Status	DB	Description
New		• Displayed in the EFM when a new Form is opened, but not saved in the database. • A Transient Form always has this status.
Pending	PD	A Document is set to "Pending" (PD) when the Document is created by the AddDocument Action or CreateWorksheet Action. This applies to all Worksheets, since Worksheets are created by the CreateWorksheet Action.
Draft	DR	SDE User or DDE User1 has saved the contents of the Form in the database.
Submitted	SM	• DDE User1 has Submitted the contents of the Form. • Note that when an SDE User Submits, the status transitions to a later stage in the document workflow. • For DDE User2, the status displayed in the EFM will be "Submitted/Pending".
Submitted/Draft	DDEDR	• DDE User2 has saved the contents of the Form in the database. • Note that when a DDE User2 Submits, the status transitions to a later stage in the document workflow. Accordingly, there is not the equivalent "DDESM" (for DDE Submit).
Pending Approval	PA	Document has been Submitted by either an SDE user or by both DDE users, and the Document has an Approver.
Rejected	RJ	Document has been Rejected by an Approver.
Pending Processing	PP	• Document is ready for processing to start. • Although users are unlikely to see this status, the Document does go through this state (saved in audit) prior to processing.
Done	DN	• Document is complete. • In this state, the document can still be Annotated and Followups can be applied. However, the data cannot be modified unless the user is the Document Manager.
Cancelled	CN	• Document has been cancelled. • No edits (including Annotations and Followups) are permitted... even by the Document Manager. • Only a Document Manager can Cancel a Document.
Locked	LK	• Document has been Locked. • No edits (including Annotations and Followups) are permitted... even by the Document Manager. • A Locked document can be Unlocked by a Document Manager. In this case, the status will revert to Done. • Only a Document Manager can Lock and Unlock a Document.
Error	ER	Document has fallen into a error state during one or more of these processes: • Groovy processing • Action Block processing • Possibly other processing utilities if they are added in the future.

 

Document Status Transitions	Top

Single Data Entry

Valid Document Status transitions for Single Data Entry, along with the basic requirements.

O	=	Operation performed on the Document
R	=	Requirement for status transition

To → From ↓	Draft	Pending Approval	Rejected	Done	Locked	Cancelled	Error
(new)	O = Draft R = Draftable   = No invalid data if "Save Invalid Data" option is not set	O = Submit R = Submitable   = Approval Type   = No invalid data if "Save Invalid Data" option is not set	N/A	O = Submit R = Submitable   = No Approval   = No invalid data if "Save Invalid Data" option is not set	O = Submit R = Submitable   = No Approval   = Lock When Done   = No invalid data if "Save Invalid Data" option is not set	N/A	O = Submit R = Submitable   = No Approval   = No invalid data if "Save Invalid Data" option is not set   = Processing Error
Draft	N/A	O = Submit R = Submitable   = Approval Type   = No invalid data if "Save Invalid Data" option is not set	N/A	O = Submit R = Submitable   = No Approval   = No invalid data if "Save Invalid Data" option is not set	O = Submit R = Submitable   = No Approval   = Lock When Done   = No invalid data if "Save Invalid Data" option is not set O = Lock R = Doc Manager	O = Cancel R = Doc Manager	O = Submit R = Submitable   = No Approval   = No invalid data if "Save Invalid Data" option is not set   = Processing Error
Pending Approval	N/A	N/A	O = Reject R = (none)	O = Approve R = No invalid data if "Approve Invalid Data" option is not set	O = Approve R = Lock When Done   = No invalid data if "Approve Invalid Data" option is not set O = Lock R = Doc Manager	O = Cancel R = Doc Manager	O = Approve   = No invalid data if "Approve Invalid Data" option is not set   = Processing Error
Rejected	N/A	O = Submit R = No open Followups	N/A	O = Submit R = No open Followups	O = Submit R = No open Followups   = Lock When Done O = Lock R = Doc Manager	O = Cancel R = Doc Manager	O = Submit R = No open Followups   = Processing Error
Done	N/A	N/A	N/A	N/A	O = Lock R = Doc Manager	O = Cancel R = Doc Manager	N/A
Locked	N/A	N/A	N/A	O = Lock R = Doc Manager	N/A	O = Cancel R = Doc Manager	N/A
Cancelled	N/A	N/A	N/A	N/A	N/A	N/A	N/A
Error	N/A	O = Submit R = Doc Manager	N/A	O = Submit R = Doc Manager	O = Submit R = Doc Manager   = Lock When Done	O = Cancel R = Doc Manager	O = Submit R = Doc Manager   = Processing Error

 

Double Data Entry

Valid Document Status transitions for Double Data Entry, along with the basic requirements.

O	=	Operation performed on the Document
R	=	Requirement for status transition

Note that "Approvable" means an appropriate Approval Type (defined in Form Maintenance page) or Approval User (defined in the eForm Page Type).

User1 and User2 Data Entry

To → From ↓	Draft	Submitted	Submitted/Draft	Pending Approval	Rejected	Done	Locked	Cancelled	Error
(new)	O = User1 Draft R = Draftable   = No invalid data if "Save Invalid Data" option is not set	O = User1 Submit R = Submitable   = No invalid data if "Save Invalid Data" option is not set	N/A	N/A	N/A	N/A	N/A	N/A	N/A
Draft	N/A	O = User1 Submit R = Submitable   = No invalid data if "Save Invalid Data" option is not set	N/A	N/A	N/A	N/A	N/A	O = Cancel R = Doc Manager	N/A
Submitted	N/A	N/A	O = User2 Draft R = Draftable   = No invalid data if "Save Invalid Data" option is not set	O = User2 Submit R = Submitable   = Approval Type   = No invalid data if "Save Invalid Data" option is not set	N/A	O = User2 Submit R = Submitable   = No Approval   = No validation errors, reconciliation errors, or open Followups on Processing Fields	O = User2 Submit R = Submitable   = No Approval   = Lock When Done   = No validation errors, reconciliation errors, or open Followups on Processing Fields	O = Cancel R = Doc Manager	O = User2 Submit R = Submitable   = No Approval   = Processing Error
Submitted/ Draft	N/A	N/A	N/A	O = User2 Submit R = Submitable   = Approval Type	N/A	O = User2 Submit R = Submitable   = No Approval   = No validation errors, reconciliation errors, or open Followups on Processing Fields	O = User2 Submit R = Submitable   = No Approval   = Lock When Done   = No validation errors, reconciliation errors, or open Followups on Processing Fields	O = Cancel R = Doc Manager	O = User2 Submit R = Submitable   = No Approval   = Processing Error

After Data Entry

After DDE User2 Submits data, Approval transitions are similar to Single Data Entry.

 

Worksheet Data Entry

Valid Document Status transitions for Worksheet Data Entry are the same as for Single Data Entry, except that (new) is the "Pending" state. This is because Documents based on Worksheet forms are created by the AddDocument Action or CreateWorksheet Action. These Actions set Worksheet status to "Pending" (PD).