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Kuali@USC
Division of Financial and Business Services

Solutions Central

The Solutions Central column pairs inquiries that were submitted from the USC community about the new administrative systems with responses from experts on our team. We hope the information presented here will help you as well as others who may have similar questions.

We also have compiled a list of the Top 10 FAQs received by the ITS Customer Support Center, and you might find your answer there: Top 10 FAQs.

DIRECTORY OF QUESTIONS

Attaching PDF Files in Firefox | Checking eDoc Status | Filtering a Search in Kuali |

How can I check the status of an eDoc?

You can use the following procedure to learn the current status of an eDoc, regardless of whether it was initiated by you or someone else.
 
1. Log into the Kuali system, and click the doc search button near the top of the Financial Main Menu screen.
   
2. When the Document Lookup page is displayed, type the user name of the person who created and submitted the eDoc in the Initiator field. (If you did not initiate the eDoc, and you do not know the initiator's identity, skip this step and proceed to step 3.)

  • If you were the initiator of the eDoc in question, but you are unsure of your user name, note that it is displayed after "Logged in User:" in the upper right-hand area of the screen.
  • If you did not initiate the eDoc, and you know the initiator's identity, but not his or her user name, perform the following steps:

a) Click the magnifying glass button next to the Initiator field. The Person Lookup screen will be displayed.

b) On the Person Lookup screen, type the last name of the eDoc's initiator in the Last Name field and click the search button.

c) When the search results appear at the bottom of the screen, click the return value link in the row containing the user name (listed as "principal name") of the person who created the eDoc. The system will display the Document Lookup page again, with the user name that you selected now entered in the Initiator field.

3. If you know the Document Number of the eDoc in question, enter it in the Document/Notification ID field.
   
4. Use the date selector tools next to the Date Created From/To fields to specify the date range during which the eDoc in question was submitted.
   
5. Click the search button. The search results, consisting of all submitted eDocs matching your specified criteria, will be displayed in a table at the bottom of the screen.
   
6. In the search results table, identify the eDoc whose status you want to check, and click the document icon at the rightmost end of the same row, in the column labeled Route Log. The screen will change to display current status information for the eDoc in question, so that you can see where it is in the approval process.

All Kuali users can view the Route Log of any eDoc. However a user will only be able to open an eDoc and view its contents if he/she has the necessary assigned user roles and account access privileges, or if that user is included in the eDoc's route path.

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Description of the Problem: Some Kuali users who access the system via the Firefox browser have reported that while attempting to attach a PDF file to an eDoc, they encountered an  error message stating that the type of file they tried to attach is not supported for attachments — even though PDF files are among the file types allowed. This problem results from a file corruption issue that has affected recent versions of the Firefox browser. A procedure for deleting the corrupted file is presented below.

Background Information: Firefox creates a profile folder for each user, in which that individual’s program preferences, bookmarks, and other user information are stored. This profile folder and its contents are usually hidden. One of the items in the profile folder is a file named “mimeTypes.rdf” that is maintained by Firefox for use in determining what actions to take when the user attempts to download (or upload) files of various types. Unfortunately, sometimes the mimeTypes.rdf file becomes corrupted. The solution to this problem is to delete the mimeTypes.rdf file from the user’s profile folder, which then allows a new version of the file to be created automatically the next time Firefox is launched.

Procedure for Deleting the mimeTypes.rdf file: To remove the mimeTypes.rdf file from your Firefox profile folder, perform the following steps exactly as described below:

1. If you are currently logged in to Kuali, save any incomplete eDocs and exit the Kuali system. You will need to exit Firefox completely:

  • On a computer running the Windows operating system, select the Exit option from the File menu in Firefox.
  • On a computer running the Macintosh OS X operating system, select the Quit option from the Firefox application menu.

2. Next, launch Firefox, and select the Troubleshooting Information option from the Help menu. The Troubleshooting Information page will be displayed in a new window (or a new tab, depending on your Firefox settings).

3. In the Application Basics section of the Troubleshooting Information page, check the Version number to make sure that you are running a recent release of Firefox (3.6 or later). If your version is older than 3.6, you need to update your Firefox installation before you can proceed.

4. Still in the Application Basics section of the Troubleshooting Information page, locate the row labeled Profile Directory or Profile Folder, and click the button labeled Show Folder, Open Containing Folder, or Show in Finder. A new window will open, displaying your Firefox profile folder. The format of your profile folder’s name will be xxxxxxxx.default, with random characters in place of “xxxxxxxx” in this example.

5. While the window showing your profile folder remains open, return to the Firefox window and
exit the Firefox application completely (as described in step 1).

6. Return to the window displaying your Firefox profile folder and locate the mimeTypes.rdf file in the contents of the profile folder.

7. Click once on the mimeTypes.rdf file to ensure that it is the only file selected, then right-click on the file, and select the Delete option. (You may be asked to confirm the deletion.)

8. Close the window showing the contents of your Firefox profile folder.

9. Launch the Firefox application again.

These instructions for resolving the PDF attachment problem in Firefox are also available in PDF format.

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"How do you create a more filtered search in Kuali when seeking a non-General Ledger document, such as the status of an employee's request for access to Kuali?"

ANSWER:    

If you know who initiated the eDoc and approximately when the eDoc was initiated, then the easiest way to create a more filtered search is to enter that person's Principal Name (USCNetID) in the "Initiator" field and the date range in the "From" and "To" fields in the doc search. If the eDoc you are looking for is not a document that you initiated, or if it was not routed to you at some point, you will not be able to open it from the search results. However, you can always open the route log, using the Route Log icon, which appears to the far right of your search results list.

It is often helpful to click the detailed search button when performing your document search. You can then use the additional search criteria fields on the Document Lookup detailed search form to filter your search results. For instance, if you know the Principal Name of anyone who was included in the eDoc's route path, you can enter that name in the Viewer field on the Document Lookup detailed search form. This will restrict your search results to include only eDocs that were routed to that system user.

If you look up an eDoc based only on its initiator, a viewer, and the submittal date, you may get a lot of results because they will include all types of documents. Therefore, another way to narrow the search is to enter something in the "Type" (document type) field. However, specifying the document type is a bit tricky because the input format for document type is not consistent. You can search by "type," but you may or may not find what you want due to the namespace.

Example: General Purpose Workflow eDocs have a document type that is abbreviated, but it is not easy to guess what it is.

  • Click the doc search button at the top of the Kuali window.
  • When the Document Lookup form appears, click the magnifying glass icon next to the Type field.
  • When the Document Type Lookup form appears, enter “gen*” in the Name field and click the Search button. (This example assumes that you think the name of the document type starts with gen.)

The results of your search will appear in table/grid form below the search criteria fields. When you find the entry that you want, use the "return value" link in the leftmost column of that row to put that document type into your Document Lookup search screen. Then complete the rest of your search criteria, with or without using the detailed search option. When you select the document type, you will often get more fields to search by.  If not, click on the detailed search button at the top.

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