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Introduction

Before we start to understand about the Document of Records feature in Oracle Fusion Applications, it makes sense to get ourselves acquainted with what it is and why it should be used.

What is a Document of Records?

As the name suggests it is a document which contains details about individuals. Now that brings us to next question what kind of records. It could be anything, anything we want to record including driving license, visa, pay-slips, medical-certificates and what not.

Basically it’s a feature within the application which allows us to store information about individuals in a digital format and gives provisions of features like accessibility (who should be able to access the document, controlled by security-profile we won’t deal with the same in this whitepaper), approval routing (each document uploaded here may/ may-not need approvals based on the type of document before the same is available for use), document expiry notification ( in case of driving license, visa documents….) among others.

Why should we use Document of Records?

As already described above there are certain benefits like:

  1. Acts as a Digital Repository within the application

  2. Document Accessibility can be controlled using Profile-Options

  3. Allows Approval-Routing before document is uploaded to repository

  4. Capable of sending document expiry notifications

So while the above describes a brief understanding of ‘Document of Records’ feature, let’s try to understand the same better with an example.

Sample Use Case

In this example, we would try to provide a Reward Letter to an employee and upload the same as a document of records.

For this we would need to have a Reward Letter available which would be uploaded into the Document of Records. We have the same ready (attached here for ready reference).

 

As a first step we need to login to the application as “Robert Jackman”.

 

Next, we need to point the cursor on the navigator icon and this would open up a pop-up screen wherein we need to locate the “Document Records” link below the My Workforce option

 

Once we click on the link “Manage Document Record” page appears. When the page opens up we need to click on the ‘Create Icon” and search for “James, Anton”

 

When the person selection is complete, press the OK button and provide the following information as mentioned in the table below:

Once the above details are populated the screen would appear

Next, we need to press the ‘Submit’ button and it would show us the approvers name as below:

From the above screen, we saw that the request would need an approval from ‘Henry Jones”. We would hence login to the application with the credentials of “Henry Jones” and approve the request.

 

 

After providing the login credentials of Henry Jones we would land up on the homepage

 

We could see the notification icon displays a number (1) and when we navigate the cursor on the same it shows that there is a notification which is about providing approval for “Length of Service”.

When you open the notification it would contain details as well as two buttons (Approve and Reject)

 

If you click the ‘Approve’ button the document will be approved.

But, we need to verify the same and what better option other than the employee’s login (one who has been provided the letter).

So we would login with “Anton James” and from the Navigator Menu and point to the ‘My Portrait’ link under 'About Me'.

 

This will take us to the below screen. We need to click on the “All Actions” link as shown:

This would show up other hyperlinks and one of them would be “Manage Document Records”

And finally, when we click on the link it opens up the below page. A search on the page with Document Code as ‘LOS22_1’ returns the results.

This brings us to the end of the topic. Remember, what we have demonstrated is just a very simple example and the same maybe extended to store any other details and may also use other features like document expiry notification, document accessibility and others too.

And on that note I would say a Good-Bye with the hope that you would use this feature in your future implementations.

Thank You for your time and have a nice day!


Ashish Harbhajanka

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About the Author

Ashish Harbhajanka

 

Oracle Fusion HCM Techno Functional Consultant with overall 10 years of Experience in software industry with 5 years in EBS HRMS and rest 5 in Fusion HCM.

My areas of intesrest in Fusion HCM include :

a) Inbound Outbound Integration using FBL/HDL or BIP/HCM Extracts.

b) Fast Formula

c) BIP Reports

d) OTBI Reports

e) RESTFUL API / Web Service Call

f) Functional Setup

g) End to End Testing

h) Regression Testing

i) Preparing COnfiguration Workbooks

j) Creating Speed Solutions

k) Preparing User Guides

l) UPK

........

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