Preferences

The Preferences link in the Workflow group causes the Workflow Preferences screen to appear. The Workflow Preferences screen allows you to customize the appearance and functionality of your Action List. This includes the ability to adjust refresh rate, page size, email notifications and delegate filters; to specify which fields are displayed; and to specify the colors associated with documents in each route status.

Access

The Workflow Preferences screen is accessed in two ways in KC: (1) by clicking the action list button (always available) and then the preferences button at the top, right of the Action List screen; or (2) by clicking the Preferences link in the Workflow group from the Researcher, Unit, or Central Admin menus.

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Layout

The Workflow Preferences screen has three sections that group related preference options:

• General

• Fields Displayed In Action List

• Document Route Status Colors for Action List Entries

Action buttons at the bottom, center of the screen allow you to:

• save: save changes made to preferences

• reset: return to the default preferences

• cancel: cancel changes made to this screen

General

The General section of the Workflow Preferences page allows you to choose how frequently the page refreshes, select how many Action Requests appear per page, select the frequency of (or disable) e-mail notification regarding new requests, and limit the list of documents to display in the Action List by setting filters for Delegators.

Figure 125 Workflow Preferences Screen – General Section Default Layout Example

Table 43 Workflow Preferences Screen – General Section Field Descriptions

Field	Description
Automatic Refresh Rate	Enter a number in whole minutes. Click within the text box to relocate the cursor to the field, and then type (or paste from virtual clipboard) to enter a numeric value in the box as necessary to provide the desired information. As stated on the screen, a setting of ‘0’ does not allow for an automatic refresh to occur.
Action List Page Size	Enter a number of rows to display per page in the Action List. Click within the text box (or press the tab key from previous field) to relocate the cursor to the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information.
Email Notification	Select one of the following e-mail frequencies from the list as desired: None, Daily, Weekly or Immediate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Receive Primary Delegate Emails	When you are a primary delegate, you will receive e-mails sent when selected. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Receive Secondary Delegate Emails	When you are a secondary delegate, you will receive e-mails sent when selected. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Delegator Filter	Select one of the following options from the list as desired: Secondary Delegators on Action List Page, or Secondary Delegators only on Filter Page. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Primary Delegate Filter	Select one of the following options from the list as desired: Primary Delegators on Action List Page, or Primary Delegators only on Filter Page. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.

Fields Displayed In Action List

The Fields Displayed In Action List section of the Workflow Preferences screen allows you to enable or disable individual columns that are displayed on the Action List screen.

Figure 126 Workflow Preferences Screen – Fields Displayed In Action List Section Default Settings

Table 44 Workflow Preferences Screen – Fields Displayed In Action List Section Field Descriptions

Field	Description
Document Type	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Title	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Action Requested	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Initiator	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Delegator	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Date Created	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Date Approved	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Current Rout Node(s)	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
WorkGroup Request	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Document Route Status	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Application Document Status	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Clear FYI	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Use Outbox	Selected by default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.

Document Route Status Colors for Action List Entries

The Document Route Status Colors for Action List Entries section of the Workflow Preferences screen allows you to selectively color Action Requests based on the Route Status. Click one of the color options for each document route status. The row containing the document of the status is displayed in the color of your choice in the Action List.

Figure 127 Workflow Preferences Screen – Document Route Status Colors for Action List Entries Section Default Settings

Table 45 Workflow Preferences Screen – Document Route Status Colors for Action List Entries Section Field Descriptions

Field	Description
Saved	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.
Initiated	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.
Disapproved	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.
Enroute	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.
Approved	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.
Final	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.
Processed	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.
Exception	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.
Canceled	White is selected by default. Select the radio button by clicking within a circle to place a dot within it to indicate your selection of the desired option.

exclaim The effect of the color preference change does not take place until you log onto the system the next time.

Figure 128 Action List Colored Row Example