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This job aid describes steps for creating a UDOC to Add a New User to CORE.
Have a completed and signed Statement of Agreement (SOA). If applicable, also have a completed and signed CORE Vendor Entry Background Verification (CVEBV) form. These will be attached to the UDOC before you submit it for approval.
How to Create a UDOC to Add a New User To CORE:
Step 1: From the CORE search bar type UDOC and select UDOC User Maintenance (Financial).
Step 2: Click the Create button in the upper right corner.
This will open a new Create Transaction window.
Step 3: Enter a Transaction Department (this is the user’s Home Department).
Step 4: Enter a Transaction ID following the naming convention userIDyyyymmdd
(the CORE user ID followed by the current year, month, and day).
In the example below the UDOC was created on 07/19/2023 for a.weasley
Note: Transaction IDs are limited to 20 characters. Truncate user IDs as needed to meet the 20-character limit.
Step 5: Click the Continue button in the upper right hand corner.
Step 6: Enter the User ID following the naming convention of: first initial of first name, period, and last name.
The User ID should be entered with all lowercase and NO special characters.
In the example below, a.weasley is used for Arthur Weasley.
Step 7: In the Directory Information section, enter:
Last Name
First Name
Locality (Employee ID)
Email Address
Phone Number
Extension, if applicable
Step 8: In the Home Organization section, enter the user's Home Department in the Department field.
You may use the Division field as an optional data entry field to pre-assign a valid Department Code.
Note: The UDOC Validation step will not warn you if the Division code you have entered is not valid for the user’s department. An invalid code may prevent that user from creating financial transactions they are otherwise authorized to create. CORE Operations advises Controllers and Security Administrators who wish to use the UDOC Division field to take extreme care that only valid Division Code values are used.
Step 9: In the Account Options section, please confirm the following fields:
Locked Out: Active
Bad Logins Count: 0.
Bad Password Reset Count: 0.
Step 10: In the Password Maintenance section check all three boxes:
Reset Password
Generate New Password
Expire New Password
Step 11: In the Applications section, check the following boxes:
ADVANTAGE Financial
PASSWORD RESET
If PB Access is NOT required, please skip ahead to step 12 and 'Continue to Complete New User UDOC'
If PB Access is required (including Reporting) then, please complete the 4 REQUIRED steps below:
NOTE: Users requesting access to the PB Application must receive authorization from the Controller(s) of the requested department(s). The approval to grant foreign organization access must be indicated by a comment by said Controller(s) on the UDOC listing authorized Security organizations and groups.
After requesting CORE PB Access, you will want to allow 2 to 5 business days for the System Administrator to process your request. (Note: Even if System Administration processes your PB Access on the same day that it was requested, you will still need to wait for the nightly cycle to process for your access to be active).
If it has been more than 5 business days and you’re having an issue accessing the PB Application, please email the CORE Help Desk (core.help@state.co.us) for further help. Please be sure to include the CORE User ID, department code, transaction type, and a brief explanation of what you are trying to do (enter, approve, modify, etc.).
Step 1a: In the Applications section, check the ADVANTAGE Performance Budgeting box and click Save.
Step 2a: At the top of the screen, select 'Add Comment'
Select the (+) add button
Enter PB Access in the Subject field
Select the arrow to expand the field
In the Comment Box, Explicitly state 'PB Access Approved' and list all Security Orgs
(e.g. PUBLIC, F, APPS-F, FUNDS-F this is an example for Cabinet F) or use another active User ID to mirror access in the Comment field.
Click 'Save' and confirm the Comment section has been updated.
Click 'Back'
Step 3a: In the 'Security Roles' Tab, click '+' to add the PB security role
Enter 'D_SW_UDOC_PBACC' in the 'Security Role ID' field and enter a UNIQUE 'Precedence.' (In the example below, the Precedence is '2')
Click 'Save'
Step 4a: To enable PB Reporting, go back to the 'Header' tab
Scroll down to 'Reporting User Information (Needed for PB Reporting)' and enter the user's USER ID in the 'Reporting User Information' field.
IMPORTANT: The 4 steps above are REQUIRED to successfully give PB Access.
As a best practice, comments should be added to a UDOC before it reaches the status of “Final”. CORE Operations will receive an automatic email notification from CORE when the PB Approval security role, D_SW_UDOC_PBACC, has been “Add”ed or “Update”d and additional security roles are “Add”ed on a user’s UDOC and it reaches the Final phase.
Continue to Complete New User UDOC:
Step 12: In the 'Header' tab, scroll all the way down to the bottom of the page to the 'Dual Factor Authentication' section and enter the user's Registered email
Step 13: Scroll back to the top of the 'Header' page and click 'Attachments' and attach the SOA and CVEBV if applicable
Step 14: This opens a new page for Attachments. Using the 'Drop' and 'Browse' links, select and attach the required documents and click 'Upload'
Step 15: Click 'Save' in the upper right corner
Step 16: Click the 'Security Roles' tab
NOTE: If you added PB Access and do not need to add additional security roles, pleas skip to step 23.
Step 17: Click on the “+” button to add a security role
Step 18: On the new line click on the Search and Select Security Role ID icon under the 'Security Role ID' column
Step 19: Select the ANY role and click OK
Note: The ANY security role is required. This provides the user access to infoAdvantage.
Step 20: Enter a unique Precedence number. As a general rule of thumb, the Precedence value for the new line is the next sequential number.
IMPORTANT: Precedence levels must be unique and you should never re-use a precedence number from an old security role, even if the security role has been deleted from the UDOC. The transaction will not throw an error when validating, but the final approver of the UDOC will not be able to approve if precedence levels are repeated.
Step 21: Repeat steps 17-20 until all required security roles are added
Step 22: Click the Save button
Continue to Add Foreign Access
Step 23: To add Foreign Org access, select the D_SW_UDOC_FORGN security role, following steps 17-20 outlined above.
Step 24: Select 'Add Comment' at the top of the page
Step 25: Select the (+) add button
Enter 'Foreign Org' in the Subject field
NOTE: The subject must indicate the purpose of the foreign organization access.Explicitly list all departments (e.g., AAA, AABA, AAEA, etc.) or use cabinet code and wildcard to indicate entire cabinet access (e.g., A*, C***, E*, etc.) in the comment field.
Step 26: Select the arrow to expand the field
In the Comment field, list all departments (e.g., AAA, AABA, AAEA, etc.) or use cabinet code and wildcard to indicate entire cabinet access (e.g., A*, C***, E*, etc.)
Step 27: Click Save and Back
Continue to add Business and Workflow Roles
Step 28: Click on the Business Roles tab
Click the '+' to add a new Business Role
On the new line click on the Search and Business Role ID button.
Step 29: Search and select the appropriate Business Role from the list and select OK
In the example below, Fin General User business role is selected
Step 30 Click on the Workflow Roles tab
Click '+' to add a new Workflow Role
On the new line, click on the Search and Select Role ID icon
Step 31: Search and select the appropriate Workflow Role from the list and select OK
In the example below, the 'ADMIN' workflow role is selected
Step 32: Click the Save button.
Repeat steps 28 -31 to add any additional Business and Workflow Roles.
Step 33: Click the Validate button in the upper right-hand corner when you are done.
For additional support, please reach out to core.help@state.co.us
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