Approvals/Rejections/Workflow
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How do I select multiple items in the worklist to allow simultaneous approval of transactions?
The Worklist and other pages across the application have a "Select All" box on the left-hand side and you can then approve them via the vertical 3-dot menu.
You may also go to Left Hand Navigation and select Message Center, and then Worklist, which will take you to the worklist view page where you select the desired worklist queue. Then you can check the "Select All" box and do multiple-record actions.
Who can approve or reject my transaction?
The CORE Help Desk cannot pull transactions to approve or reject. To determine who can approve or reject your transaction, you will want to run InfoAdvantage report WF-003 - Workflow Groups. This report will list all of the CORE users who have access to reject or approve your transaction. For more information on how to run the report, visit the Identifying Users in an Approval Group job aid.
Can I approve a transaction I created in CORE?
No, if you have created the transaction in CORE, you cannot approve the transaction. You will need to have another person in your department with the approval security role to approve the transaction.
Why is the transaction I approved in CORE still showing as pending?
If you have approved a transaction and it is still showing pending, there may be additional approval that is required. To determine if additional approval is needed you will want to check the Track Work In Progress feature.
How do I determine if a transaction I approved has been processed through CORE?
You can either go back into the Transaction Catalog and check the Transaction Status or use the Track Work In Progress feature on the CORE Transaction.
How do I correct the error "not authorized to perform selected action" I receive when trying to reject a transaction?
You will want to make sure that you're using the reject all tool in the action menu (upper right corner of the worklist).
My manager/approver is out of the office, and my transaction is stuck in their worklist. How can I get this transaction approved?
Transactions that are stuck in a manager's/approver's worklist and need to be approved will need to be retrieved by an approver with a manager role. To determine if there are additional approvers to approve or reject your transaction, you will want to run infoAdvantage report WF-003 - Workflow Groups. If there is another approver, and they have manager access, then they will be able to go into the other manager's worklist queue and retrieve the transaction to approve/reject on behalf of your manager.
If there are not any other approvers, you will want to speak to your department-appointed CORE Security Administrator to request an additional approver be created to approve or reject the pending transactions.
Why can't I find the original transaction that I was working on in CORE? Am I able to retrieve it again?
You will want to check the Discard Log (DSCRDLOG) to see if the transaction has been discarded. Unfortunately, once a transaction has been discarded it is no longer available to be retrieved in CORE. You will have to create a new transaction.
How do I see the complete approval history of a transaction?
To see the complete approval history of a transaction, you will want to view the Track Work In Progress Log. A Job Aid for viewing the Track Work In Progress Log can be found on the Security and Workflow page.
How do I see what approval is needed for my pending transaction?
You will want to use the Track Work In Progress feature. A job aid for viewing the Track Work In Progress can be found on the Security and Workflow page.
How do I see the transactions that I have created and submitted in CORE?
To search for a specific transaction type that you have created and submitted in CORE, you will want to follow the steps below. In this example, we will search for GAX transactions.
Enter GAX in the Global Search bar at top of page.
Click Go.
Go to the User Information section,
Enter your CORE User ID in the Create User ID field.
If you know the exact date the document was created, you can enter the date in the Create Date field.
Select Browse.
How do I see all of the pending transaction for my department in CORE (without running an infoAdvantage report)?
To search for a specific transaction type for your department in CORE, you will want to follow the steps below. In this example, we will search for pending GAX transactions.
Enter GAX in the Global Search bar at the top of the page.
Click Go.
Enter the department code you're inquiring about in the Dept field
Select Transaction State.
Select the Pending from the Phase drop-down list.
Select Browse.
You will repeat these steps to view other Phase selections such as Phase, Draft, Historical (final), Final.
How do I see all of the rejected transactions for my department in CORE (without running an infoAdvantage report)?
To view specific transaction status for your department, you will want to follow the steps below. In this example, we will search GAX transactions for department code UHAA.
Enter GAX in the Global Search bar at the top of the page.
Click Go.
Enter the department code in the Dept field
Select Transaction State.
Select the Rejected from the Status drop-down list.
Select Browse.
You will repeat these steps to view other Status selections such as Held, Ready, and Submitted.
How do I see a list of users in my department who are able to override specific transactions?
The SEC-001 report in infoAdvantage will provide you with the Security Role that is needed to approve/override. In addition to running the SEC 001 report in infoAdvantage, you will want to look at the Budget Control Guide which will give you information on the document type and approver/override role that is required to apply an override.
How do I search for a transaction created by a specific CORE user?
To search for a specific transaction type that was created by a specific CORE user, you will want to follow the steps below. In this example, we will search for GAX transactions.
Enter GAX in the Global Search bar at top of page.
Click Go.
Go to the User Information section,
Enter the CORE User ID you are searching for in the Create User ID field.
If you know the exact date the document was created, you can enter the date in the Create Date field.
Select Browse.
Why can’t Treasury approve my CR transaction?
There are issues with contention on system resources when a transaction is too large and you are trying to approve it within peak work hours. One option to solve this issue is to try to approve the transaction during non-peak hours, before 6am or after 7pm. Another option to solve this issue is to split up the transaction. CORE does not recommend more than count of 300 accounting lines per vendor on a CR transaction.